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FY2015 (SY2014-2015) Amendment Procedures

This document provides information on the procedures for amending projects funded with state and/or federal funds, as well as the required documents and types of amendments. It also includes contact information for the Office of Federal Programs.

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FY2015 (SY2014-2015) Amendment Procedures

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  1. FY2015 (SY2014-2015) Amendment Procedures Office of Federal Programs April 30, 2014

  2. Amendment Procedures This event is being funded with state and/or federal funds and is being provided for employees of school districts, IHLs, employees of the Mississippi Department of Education and Department contractors. Miss. Const. Art. 4, Section 66 prohibits governing authorities from making donations. According to the Mississippi Attorney General, once the federal funds are turned over to the state, the rules for the expenditure of state funds apply. Based on the Mississippi law, this event is not being provided for third party vendors or external providers.

  3. Amendment Required Documents (As of October 2012) • Cover letter • must be addressed to the Bureau Director • must include a detailed description of the reason for amending the project • Amendment Request Form • completely filled out with original signatures • Application Cover Page and/or last approved amendment on file with original signatures • Highlight or mark changed areas in the amended project and the amended project budget • Amended Project Plan/Narrative (complete) • Amended Project Budget (complete) Office of Federal Programs

  4. When do I Need an Amendment? Budget Changes and Programmatic Changes must be reviewed simultaneously to determine if an amendment is required. Office of Federal Programs

  5. Type of Amendments • Letter Amendment • Does not require prior approval from MDE • Denote changes to budget and/or plan • Date, action, purpose, authorization • File the documentation • Remains at the LEA • Formal Amendment • Prior Approval from MDE • Narrative required • Prior to implementation or expenditures Office of Federal Programs

  6. What is an Amendment? An amendment is any change to the approved original application. Post award change to program budgetand/orplan. Some changes require a “letter amendment” (note to file not approved by SEA) Office of Federal Programs

  7. What is an Amendment? (cont.) Amendments are not a substitute for poor planning. Amendments are completed by program. (i.e. Title I, Title II, Title III, Title VI, etc.) Prior approvalactions, not after the fact corrective actions. Office of Federal Programs

  8. What is an Amendment? (cont.) Budget Changes EDGAR 80.30(c) Cumulative transfers among direct cost categories which exceed or are expected to exceed ten percent (10%) of the total approved cost/budget; (Total Function/All Objects) See slides 10-11 Any revision which would result in the need for additional funding; (not in MDE policy) and Transfer of funds allotted for training allowances (i.e., from direct payments to trainees to other expense categories). Office of Federal Programs

  9. Title I, II, VI, X Budget Example Total Object Office of Federal Programs

  10. Title III, ELL Total Object Office of Federal Programs

  11. What is an Amendment? (cont.) Programmatic Changes EDGAR 80.30(d) Any revision of the scope or objectives of the project (regardless of whether there is an associated budget revision requiring prior approval); Changes in key persons in cases where specified in an application or a grant; and Need to extend the period of availability of funds. (not in written policy) Office of Federal Programs

  12. Change of Scope or Objective Scope – The extent of an activity. Objective – Something worked toward or aspired to. Note: Changes in the program’s scope and/or objective will require a formal amendment. Example 1 Shifting focus of program resources from an afterschool program to purchase equipment for a computer lab. Formal Amendment Required Office of Federal Programs

  13. Example 1 An LEA is approved to hire instructional staff. One teacher did not work the entire year. Portions of the salary were not used. The LEA decides to purchase a computer based instructional program thus requiring funds to be allocated to “purchased services.” No funds were previously allocated in this area. Budget change is within the 10% limit. Programmatic change does not impact scope. Letter Amendment Required Office of Federal Programs

  14. Title I and II Budget Example Office of Federal Programs

  15. Change of Scope or Objective Example 2 The LEA’s Title I plan addresses hiring outside consultants for professional development (PD) with all math teachers. Student test scores in mathematics have improved but have fallen in reading/language arts. The contracted consultants can also provide PD in reading/language arts. A change of this nature may not impact the budget but is considered a change in scope. Formal Amendment Required Office of Federal Programs

  16. Contact Information Melanie Diggs Finance Director mdiggs@mde.k12.ms.us Carol Spann Grants Management Accountant cspann@mde.k12.ms.us Shanika Grant Contracts and Travel Accountant sgrant@mde.k12.ms.us Office of Federal Programs 359 North West St., Suite 111 Jackson, MS 39205 (601) 359-3499 http://www.mde.k12.ms.us/federal-programs

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