4033 Expenditures Report

1. 4033 Expenditures Report Presented by PTD Technology 3001 Coolidge Road Suite 403 East Lansing, MI 48823

2. Technical Help I pushed a button and nothing happened! Why am I getting this error message? PTD Help Desk cteis.help@PTDtechnology.com (800) 203-0614 or (517) 333-9363 Ext. 128 Policy Help Where do I find my info? How do I report a credit? Joan Church ChurchJ@michigan.gov (517) 335-0360 Support OCTE Website: http://www.michigan.gov/octe

3. Logging In • Make sure you have a MEIS account: • https://cepi.state.mi.us/meispublic • Your Fiscal Agency Authorized Official (Level 5 Official) will authorize your MEIS account for CTEIS. • Navigate to www.cteis.com (or train.cteis.com). • Enter your MEIS account username and password. • CTEIS is a Web-based system, so you must continue to take actions in the application or you will become inactive. • CTEIS will log you out after 15 minutes of inactivity!

4. What Is the 4033 Expenditures Report? • Used to collect funds spent in support of state-approved CTE programs. • Section 61a(1) CTE Added Cost funds spent • Local funds spent • Federal funds spent Why Is This Report Important? • Fiscal agencies are accountable for CTE Added Cost funds they receive and spend. • Data is used annually to calculate reimbursement rates (Added Cost Factors) for each CIP Code.

5. The 5-Step Process • Collect expenditure information from appropriate personnel. • Create distribution tables (where applicable). • We will see some examples later on! • Enter expenditure records. • Run Expenditures (4033) Report validation. • Submit your final Expenditures (4033) Report.

6. What Information Do I Report? • State-approved CTE programs (Grades 9-12) • How do I know they are approved? • The classes contained enrolled students. • The enrollments were reported on the Spring Enrollment (4483) Report. • Expenditures are reported at the building level for each PSN.

7. Collecting Expenditure Information • Typically collected from the Business / Finance Office. • Contact tables may be helpful! • Example in manual (Appendix: Contact Table) Know the Following: • Amount of expenditure you are reporting. • PSN for each expenditure. • Percentage of expenditure to be applied to each PSN (if applied to multiple programs).

8. FCS Special Cases Family and Consumer Sciences (19.0000) programs have special reporting requirements: • Only the Parenthood Education course (Section 2) may receive CTE Added Cost funds. • All CTE Added Cost funds must be spent in Parenthood Education. • Special line items are provided for Parenthood expenditures. • All expenditures for Parenthood Education will count toward the local contribution requirement. • Non-Parenthood expenditures are reported in a special area of your report. • This is the Non-Parenthood Family & Consumer Sciences line (#27). • We will talk about this in a little while so it makes more sense.

9. Generating a Blank 4033 Report • To view all PSNs in a building, you may run validation for a building with no entered expenditures. • Export: save as a PDF, Excel, or Word document. • Report is now printable. • Reports from previous years are also viewable.

10. Added Cost Explanation • Shows the total of all expenditures reported by each building in your Fiscal Agency. • Shows if a Fiscal Agency has met its match requirements. • Added Cost Factors determine the amount of funding you will receive next year. • Viewable only by Fiscal Agents and CEPD Administrators. • Go to Expenditures menu →Run Expenditure Rep.

11. Retaining CTE Added Cost Funds • Added Cost Funding Received • This is how much money your Fiscal Agency received in the previous funding cycle. • Each Fiscal Agency must spend all of the funds it received. • 90% of Added Cost funds must support program improvement. • Program improvement items are shown in the Appendices of your manual. ←Added Cost Funding Received

12. Retaining CTE Added Cost Funds • Local Contribution (Added Cost Match) • Each Fiscal Agency must spend local funds which match or exceed the funding it has received multiplied by 4/3. Added Cost Funding Received x 1.333333 ← = Expected Local Contribution

13. Retaining CTE Added Cost Funds • Non-Vocational Cost • CTE programs must run at a rate comparable to “regular” programs. • The Foundation Allowance is how much money schools receive every day for each student. This number is supplied by OCTE. • 1/6 of the Foundation Allowance = Non-Vocational Cost per student hour. ← Foundation Allowance / 6 ← x Total Student Hours ←= Non-Vocational cost to Fiscal Agency

14. Distribution Tables • Allow you to spread the cost of an expenditure across multiple PSNs. • Examples: • Distributing a single teacher’s salary across multiple programs. • “Bundling” travel time to apply to many PSNs. • Claiming maintenance costs for several classrooms. • Tables may be created or edited in the Expenditures menu. • Enter the total of your expenditures in a particular category. • Choose the percentage to apply to each PSN.

15. Entering Expenditure Records • Expenditures may be entered in mass. • Expenditures are easy to update and delete.

16. Run 4033 Report Validation • Go to the Expenditure Menu → Run Expenditure Rep. • Click the Select link to the left of your building. • View the building details. • Press the Run Validation button. • Errors appear in a table: • Must be cleared before you may complete your report. • Address warnings.

17. Completing Your Report • After all errors are cleared: • The View Report button becomes active. • The Mark Building Complete button becomes active. • When a building is marked complete, the system attempts to E-mail your Fiscal Agency Authorized Official. • Follow up by contacting your FA Authorized Official personally. • Export your report to a PDF file.

18. Submitting Your Report • Reports submitted at the building level are subject to a series of reviews: Building Level → Fiscal Agent → CEPD Administrator → OCTE • Directions for Fiscal Agent and CEPD Administrator submissions are at www.cteis.com.

19. Appendices • Line item descriptions • Contact Table example • Allowable expenditures • Program improvement items

20. Questions? Don’t forget to fill out our Training Evaluation Form at www.PTDtechnology.com/CTEIS/TrainingDay Thank you!