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Perkins Act and Education Department General Administrative Regulations

This recommended reading library includes resources such as the Perkins Act, OMB Circulars, and the Education Department's General Administrative Regulations. These documents provide guidance on compliance requirements, procurement, audits, program monitoring, and more.

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Perkins Act and Education Department General Administrative Regulations

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  1. Perkins 101 Recommended Reading library

  2. Perkins The Perkins Act – http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=109_cong_bills&docid=f:s250enr.txt.pdf Your OMB Circulars http://www.whitehouse.gov/OMB/circulars Education Department General Administrative Rules - EDGAR http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html

  3. STATES • Perkins – The Whole Act (On-line or you can order a paper copy from ACTE) • OMB Circular A133 – Single Audit Act • Read the entire “Cross Cutting Section” (Compliance Requirements, Section 3) • The Career and Technical Education Compliance Supplement, 4-48.048-1 • A133 §__.220 - Procurement and Suspension and Debarment • Education Department General Administrative Regulations (EDGAR 34CFR 74,75,76,77,79,80,81,82,84,85,86,97, 98 and 99)… Specifically –

  4. Statescontinued PART 76 STATE GRANTS • 34 CFR 76.533 – Acquisition of real property • 34 CFR 76.563 & 564 – Restricted indirect cost rate; maximum 8% • 34 CFR 76.703 - When may a state begin to obligate funds; state plan? • 34 CFR 76.707 – When is an obligation made? • 34 CFR 76.708 - When may a recipient begin to obligate funds (spend $) – Substantial approval?

  5. Statescontinued PART 80 UNIFORM ADMINISTRATION - GRANTS • 34 CFR 80.3 - Definitions • 34 CFR 80.12 – High-risk recipients • 34 CFR 80.21(i) – Allows recipients to keep $100 interest (cash management) • 34 CFR 80.22 – Allowable cost reference table • K-12, local governments, etc. OMB Circular A87 • Higher education, community colleges OMB Circular A21 • 34 CFR 80.23(b) – 90 day window to eliminate (liquidate) prior period obligations • 34 CFR 80.25(g) – Program income • 34 CFR 80.26(b) – Audit threshold, Single Audit Act, $500k

  6. Statescontinued PART 80 UNIFORM ADMINISTRATION - GRANTS • 34 CFR.32 Equipment definition, uses, inventory, disposition, etc. • 34CFR.20(a)(3) – Personal property under $5k; adequate safeguarding of property (Arizona’s AG refers to it as financial administration’s “stewardship” requirement • 34CFR80.36(b) Procurement – this section defers this decision to state procurement rules with some exceptions • 34CFR80.37 Cash management • 34CFR80.40 Program monitoring • 34CFR80.42(b) Records retention – 3 years; I recommend 5 years

  7. Statescontinued PART 80 UNIFORM ADMINISTRATION – GRANTS PART 81 – GENERAL ED PROVISIONS ACT - GEPA • 34CFR80.43(b) Enforcement – withholding funds, dictate remedies, recipient appeal rights • 34CFR81.33 Mitigating circumstances appeal to OVAE • __________________________________________________ • OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS • Secondary OMB Circular A87 – Cost Principles • Postsecondary OMB Circular A21 – Approved Cost • Non-Profit (some Charter Schools) OMB Circular A122 – Cost Principles • In particular – Attachment B in A87 & A122; Selected Items of Cost

  8. Statescontinued PERKINS • Section 2 – Purpose • Section 3 – Definitions • Section 3(1) – Definition of administration • Section 3(3)(b) – Area CTE schools must have at least 5 programs • Section 3(5)(A)(iii) – Paying for remedial education not allowed • Section 3(29) – Special populations • “Other” gone • No more “academically” disadvantaged

  9. Statescontinued PERKINS • Section 112 – Your set-asides • Section 112(a)(3) – 5% administration limit (max) • Statewide leadership – 10% (max) • Corrections – 1% • Non-Traditional - $60-$150K • Formula – 85% (min) • Section 112(b) – Dollar-for-dollar match • Section 112(c) – The ‘Reserve’; up to 10% of formula funds (Section 112(a)(1) • Section 113 – Accountability. Not fiscal on the face of it, but critical in the long run • Section 122 – State Plan requirements (? Perkins V) • Amendments (substantial change) • Section 123 – Improvement plans

  10. States continued PERKINS • Section 124 – State Leadership ~ FLEXIBLE • Section 124(b) Required Uses • Assessment • Improve CTE • Training • Academic Skills • Collaboration • Professional development • Technical assistance • Section 124(c) – Permissive uses • Tech Prep activities • CTSOs • Data systems • Section 124(d) – Cannot be used for administrative costs

  11. States continued PERKINS • Section 124(c)(6) – Support for “Career and Technical Student Organizations” (CTSOs) You need to go back to the last published Perkins regulations (Perkins 2) – 34(CFR)403.71(c)

  12. Statescontinued PERKINS • Section 131 – Secondary distribution of funds • Section 131(c) - Minimum allocations; Waivers ($15K) • Sufficient size and scope • Section 131(f)(1)(c) • Section 134(b)(6) – local application • Section 131(d) – No elementary • Section 132 – Postsecondary distribution of funds • Section 132(c) - Minimum allocation $50K • Consortium required – no postsecondary waiver • Section 134 – Local plans (applications)

  13. Statescontinued PERKINS • Section 133 – Specials rules that allow a state flexibility when the amount allocated for either the secondary or postsecondary recipients as a group is 15% or less… • Section 135 – Local uses of funds • Required uses – may be met with non-federal funds • Permissive uses – a favorite • Parent involvement • CTSOs • Teacher prep • New program development • Etc. • Section 135(d) – 5% cap on administration • Indirect costs are considered administrative costs

  14. Statescontinued PERKINS • Section 311(a) - Supplement not supplant • Section 311(b) – Maintenance of Effort (MOE) • Section 311(c) – One time 5% waiver guidance • Section 323 – State-funded administration MOE SUPPLANTING DEFENSE • Non-Regulatory Guidance Title I Fiscal Issues – Hickok letter • http://www2.ed.gov/policy/elsec/guid/secletter/030306.html?exp=3 PERKINS – TECH PREP • Sections 201 through 206 • Section 202 Consolidation with Perkins formula funds

  15. Statescontinued YOUR OWN STATE’S LAWS ON • Procurement – 34CFR80.36(b) defers procurement rules to each individual state’s procurement rules • Inventory – The same is true for inventory requirements for most K-12 schools in your state, because most states usually set their K-12 inventory requirements for equipment or other types of personal property at less than $5K. The state’s guidelines are often more restrictive – and, unless otherwise stated, you will need to follow the more restrictive guidelines – whether state or federal

  16. Statescontinued YOUR OWN STATE’S LAWS ON • Audit guides - Those most commonly used by your own state’s Auditor General or Inspector Generals to do fiscal audits of your state’s K-12 schools and community colleges. Please look specifically at those questions dealing with - • Procurement • Inventory controls • Codified state procurement codes that apply to your type of institution • Codified fiscal procedures that apply to your state’s K-12 schools and community colleges. • Your state’s educational laws and code.

  17. recipients Local PART 76 STATE GRANTS • 34 CFR 76.707 – When is an obligation made? • 34 CFR 76.708 - When may a recipient begin to obligate funds (spend $) – substantial approval? PART 80 UNIFORM ADMINISTRATION - GRANTS • 34 CFR 80.3 - Definitions • 34 CFR 80.21(i) – Allows recipients to keep $100 interest • 34 CFR 80.22 – Allowable cost reference table • K-12, local governments, etc. OMB Circular A87 • Higher education, community colleges OMB Circular A21

  18. recipients Local PART 80 UNIFORM ADMINISTRATION - GRANTS • 34 CFR 80.23(b) – 90-day window to eliminate (liquidate) prior period obligations • 34 CFR.32 Equipment definition, uses, inventory, disposition, etc. • 34CFR.20(a)(3) – personal property under $5k; adequate safeguarding of property (Arizona’s AG refers to it as financial administration is “stewardship” requirement • 34CFR80.36(b) Procurement – This section defers this decision to state procurement rules with some exceptions

  19. recipients Local PART 80 UNIFORM ADMINISTRATION - GRANTS • 34CFR80.37 Cash management • 34CFR80.40 Program monitoring • 34CFR80.42(b) Records retention – 3 years; I recommend 5 PART 80 UNIFORM ADMINISTRATION – GRANTS • 34CFR80.43(b) Enforcement – withholding funds, dictate remedies, recipient appeal rights

  20. recipients Local • OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS • Secondary OMB Circular A87 – Approved Cost • Postsecondary OMB Circular A21 – Approved Cost In particular – Attachment B in both documents; Selected Items of Cost

  21. recipients Local PERKINS • Section 2 – Purpose • Section 3 – Definitions • Section 3(1) – Definition of administration • Section 3(3)(b) – Area CTE schools must have at least 5 programs • Section 3(5)(A)(iii) – Paying for remedial education not allowed • Section 3(29) – Special populations • “Other” gone • No more “academically” disadvantaged

  22. recipients Local PERKINS • Section 113 – Accountability. Not fiscal on the face of it, but critical in the long run • Section 123 – Improvement plans • Section 131 – Secondary distribution of funds • Section 131(c) - Minimum allocations; Waivers ($15K) • Section 132 – Postsecondary distribution of funds • Section 132(c) - Minimum allocation $50K • Section 134 – Local plans (applications)

  23. recipients Local PERKINS • Section 135 – Local uses of funds • Required uses – may be met with non-federal funds • Permissive uses – a favorite • Parent involvement • CTSOs; (Perkins 2) – 34(CFR)403.71(c) • Teacher prep • New program development • Etc. • Section 135(d) – 5% cap on administration • Indirect costs are considered administrative costs

  24. recipients Local SUPPLANTING DEFENSE • OMB A133 Compliance Supplement 4-84.000, III Compliance Requirements > III.G .2.2 - Level of Effort – Supplement Not Supplant .. • May be rebuttable if you , ‘would not have provided the service in the absence of federal funds…’ IF YOU ARE IN A TECH PREP CONSORTIUM • Sections 201 through 206 • Section 202 Consolidation with Perkins formula funds

  25. recipients Local YOUR DISTRICTS’ OR COLLEGES’ GUIDANCE FOR - • Procurement of supplies, equipment, services or people • Inventory requirements and procedures • (Both should logically reflect your own state’s guidance on both)

  26. On-line guidance • Federal Program Offices – http://www.ed.gov • Perkins Act – http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=109_cong_bills&docid=f:s250enr.txt.pdf • OMB Circulars – http://www.whitehouse.gov/OMB/circulars • EDGAR – http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html • Your state’s educational statutes • Your state’s Auditor or Inspector Generals website(s) • OIG Web pages – http://www.ed.gov/about/offices/list/oig/areports.html & • http://www.ed.gov/about/offices/list/oig/whatsnew.html Make sure you have the most current document…

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