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2014-2015 CTE Financial Information for Administrators

2014-2015 CTE Financial Information for Administrators. Beginning of the School Year: Financial Guidance and Reports September 18, 2014. Agenda. School Year 2014 – 2015 Federal Perkins Funds State CTE Funds Master Schedule Collection SEDF Data Submission and Verification

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2014-2015 CTE Financial Information for Administrators

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  1. 2014-2015 CTE Financial Information for Administrators Beginning of the School Year: Financial Guidance and Reports September 18, 2014

  2. Agenda School Year 2014 – 2015 • Federal Perkins Funds • State CTE Funds • Master Schedule Collection • SEDF Data Submission and Verification • Perkins IV Performance Measures

  3. CTE Programs –Funding Sources • Local School Division Funds • State CTE Funds • Federal Perkins Funds

  4. CTE FEDERAL FUNDING Carl D. Perkins Career and Technical Education Act of 2006 • SY 2014-2015 Title I Federal Funds $23,634,248 Grant Award • Overall 1.69 percent funding increase ($387,234)from SY 2013-2014

  5. Perkins Title IFederal Funding Formula • 85 percent for Local Programs (Secondary and Postsecondary Education) • 10 percent for State Leadership Activities • 5 percent for State Administration

  6. Perkins Title IAllocation of Local Program Funds • 85 percent for Secondary Education (Virginia Public School Divisions) • 15 percent for Postsecondary Education (Virginia Community Colleges)

  7. CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 School division allocations based on: • Number of Individuals Ages 5 – 17 who reside in the school district: Source - National Center for Education Statistics Common Core Data SY 2012-2013 • Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2012 Poverty Data

  8. CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015 School Division Funds Allocation Formula: • 30 percent funding based on the number of 5 to 17-year-olds who reside in the school district • 70 percent funding based on the number of 5 to 17-year-olds in families below the poverty line, based on data collected under the Elementary and Secondary Education Act (ESEA) of 1965, compared to the total number of such individuals who reside in the school district

  9. CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 SUPTS. MEMO NO. 074-14, dated March 28, 2014 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2014 through June 30, 2015 • $17,075,774.18 Secondary Education Programs funding for School Divisions • $279,776.57 funding increase from SY 2013-2014

  10. CTE Federal Perkins Act Funds Title I: July 1, 2014 – June 30, 2015 SY 2014-2015 Perkins Secondary Program Funds Online Management of Education Grant Awards (OMEGA) System • Initial 29.6 percent Yearly Allocation loaded in OMEGA under Object Code 0000 – Default on July 1, 2014 • Remaining 70.4 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1, 2014

  11. Online Management of Education Grant Awards (OMEGA) System Perkins Federal Grant Award Funds Transactions: • Approved Local Plan and CTEMS Schedules 17 and 18 – Administration and Budget Summary Worksheet (by Object Code Amounts) • SY 2014-2015 Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No. 074-14, dated March 28, 2014 loaded in OMEGA. • Approved OMEGA Budget Transfer – Object Code Amounts (based on Career and Technical Education Management System (CTEMS) Schedule 18)

  12. Online Management of Education Grant Awards (OMEGA) System SY 2014-2015 Initial OMEGA Budget Transfer Request Options: Prior to October 1, 2014: • 29.6 Percent funding allocation EQUALLY distributed to each budgeted Object Code in approved Local Plan. • 29.6 Percent funding allocation selectively TARGETED to one or more Object Code(s) in approved Local Plan. After October 1, 2014: • 100 Percent funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Worksheet)

  13. CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015 Expenditure Requirements for Perkins Secondary Program Funds: • Must have an Approved Local Plan and Budget • Must be Actual SY 2014–2015 Expenditures • Must be Encumbered by June 30, 2015 • Must be Appropriate Useof Federal Funds to Improve Career and Technical Education Programs

  14. CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds cannot be spent for: • capital improvements, upgrades or improvements to physical structures, buildings, classrooms, laboratories, etc.; • used, reconditioned or repaired equipment; • equipment repairs or to purchase repair parts;

  15. CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds cannot be spent for: (cont.) • installation of equipment unless installation is included in the original purchase price; and • materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.).

  16. CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds can be spent for purchasing: • new equipment; • classroom reference set of textbooks; • computer and software upgrades; and • rechargeable batteries if part of the original purchase of equipment (i.e., digital camera, portable drill, etc.).

  17. CTE Federal Perkins Act Funds Title I Equipment Expenditures Equipment is defined as any instrument, machine, apparatus, or set of articles that meets all of the following criteria: • retains its original shape, appearance, and character with use; • does not lose its identity through fabrication or incorporation into a different or more complex unit or substance; • is non-expendable;

  18. CTE Federal Perkins Act Funds – Title I Equipment Expenditures Equipment Criteria (cont.) • under normal use, it can be expected to serve its principle purpose for at least one year; and • excludes supplies and materials as defined by the Virginia Department of Planning and Budget’s Expenditure Structure, Part II.A 13-XX, Supplies and Materials, June 2011. Source: http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf(Pages 12-15)

  19. CTE Federal Perkins Act Funds – Title I Equipment Expenditures Equipment Criteria (cont.) • Equipment purchased must be listed in the current state edition - Recommended Equipment Approved for Career and Technical Education Programs. Source: http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

  20. CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 • Federal Perkins SY 2014-2015 funds cannot be carried over to next school year. • Reimbursement requests must be submitted by September 30, 2015. • Unspent funds will result in forfeiture of remaining allocated Perkins funds. • Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements.

  21. Online Management of Education Grant Awards (OMEGA) System Accessed through VDOE Web site – Single Sign-on for Web Systems (SSWS): • Secure Portal access to VDOE data processes, reports, and applications • School Division SSWS Account Manager issues Authorized Access • OMEGA access issued by VDOE • OMEGA User Permission Form OP1

  22. OMEGA Budget and Reimbursement RequestsSubmission and Approval Levels Local School Division: • Level 0: Create and Submit (required) • Level 1 and Level 2: Local Option • Level 3: Superintendent’s Approval & Submission to VDOE-CTE (required) Career and Technical Education: • Level 5: Accountability Coordinator Review and Approval • Level 5: Grant Administrator Review (based on CTEMS Schedule 18) and Approval • Level 6: Director Review, Approval and Submission to VDOE-Accounting

  23. OMEGA Budget and Reimbursement Requests Submission and Approval Levels Budget Transfer Request • VDOE - Accounting: • Level 7: Federal Program Financial Specialist Review and Approval of Budget Transfer • OMEGA: Transfers Budget Funds to Object Codes Expenditure Accounts

  24. OMEGA Budget and Reimbursement Requests Submission and Approval Levels Reimbursement Request • VDOE – Accounting: • Level 7: Federal Program Financial Specialist Review and Approval for Payment • OMEGA: Transfer of Payments to Department of Accounts – Weekly • Department of Accounts • Electronic Funds Transfer (EFT): Weekly – County/City Finance Department

  25. CTE Federal Perkins Act Funds Title I School Year: July 1, 2013 – June 30, 2014 • REMINDER: Federal Perkins SY 2013-2014 funds cannot be carried over to next school year. • Final reimbursement requests for SY 2013-2014 must be submitted by deadline of September 30, 2014. • Unspent funds will result in forfeiture of remaining allocated funds. • Unclaimed funds will be reallocated for unpaid Industry Certification reimbursements.

  26. CTE STATE FUNDING • CTE Equipment • Industry Certification Exams for Students • Workplace Readiness Skills for the Commonwealth Examinations • Occupational Preparation and Adult Education Program Entitlements

  27. CTE State Equipment Allocations SUPTS. MEMO NO. 201-14, dated August 1, 2014 SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2014-2015 • $1,800,000 State Lottery Funding • School Division and Regional Technical Center Allocations • $2,000 Floor Allocation • Enrollment-Based Allocation • $3.18 per CTE Student enrollment

  28. CTE State Equipment Allocations • 100 percent reimbursement of equipment expenditures, • not to exceed approved allocation amount • Source: State Approved Recommended Equipment List for Career and Technical Education Programs • http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

  29. CTE State Equipment Allocations • State equipment funds must be used: • first (100%) before requesting any Perkins federal funds reimbursements for equipment. • to supplement, not supplant, any funds currently provided • within the locality. • Equipment purchased with state funds cannot also be claimed on Perkins federal funds reimbursement requests.

  30. CTE State Equipment Allocations • Equipment purchases may be split between state and federal funds. • Reimbursement request forms must be submitted by • Friday - June 5, 2015. • Request forms must have the division superintendent’s original signature.

  31. CTE State Industry Certification SUPTS. MEMO NO. 199-14, dated August 1, 2014 • SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2014 and School Year 2014-2015 • $1,331,464 FY 2015 State Lottery Funding • Same State Funding Level as FY 2014 • $2.327 per CTE student enrollment

  32. CTE State Industry Certification • Funding for Student Credentialing • Industry Certification Examinations (including WRS) • Licensure Tests • Occupational Competency Assessments (such as NOCTI) • Certification Site Licenses • Must be approved by the Board of Education for student-selected verified credit option

  33. CTE State Industry Certification Site testing licenses and certification examinations provided at no cost under the Microsoft IT Academy Certification Program: • Cannot be claimed for CTE State Industry Certification Examinations reimbursement. • Cannot be claimed for Federal Perkins program reimbursement.

  34. CTE State Industry Certification • Must be submitted on CTE State Industry Certification Reimbursement Request Form. • State funds must be used first (100%) before requesting any Perkins federal funds for industry certification reimbursements. • Reimbursement request form must be submitted by Friday - June 5, 2015. • Request form must have the division superintendent’s original signature.

  35. CTE State Industry Certification Funding Reimbursement for Industry Certification Examinations will be available for the following periods: • June 2014: Industry Certification Exams • Reimbursement Request Submission: October 31, 2014 • July 2014 - May 2015: Industry Certification Exams • Reimbursement Request Submission: June 5, 2015 Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

  36. Workplace Readiness Skills for the Commonwealth Examinations SUPTS. MEMO NO. 200-14, dated August 1, 2014 SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2014 and School Year (SY) 2014-2015 - $308,655 FY 2015 State Funding - Same State Funding Level as FY 2014

  37. Workplace Readiness Skills for the Commonwealth Examinations Funding for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification • Provide support grants to the school divisions for standard diploma graduates. • May be used for any Board-approved industry certification preparation and testing. • Funding allocation based on school year 2013-2014 enrollment data for students in secondary CTE courses. • Initial Allocation - $0.5395 per CTE Student

  38. Workplace Readiness Skills for the Commonwealth Examinations • Must be submitted on CTE Workplace Readiness Skills for the Commonwealth Exams and/or other industry certifications Reimbursement Request Form. • After both of the state allocations have been expended, school divisions and centers may request reimbursement for industry certifications from their federal Perkins funds allocation. • Reimbursement request form must be submitted by Friday - June 5, 2015. • Request form must have the division superintendent’s original signature.

  39. Workplace Readiness Skills for the Commonwealth Examinations Funding Reimbursement for Workplace Readiness Skills for the Commonwealth Examinations will be available for the following periods: • June 2014: Workplace Readiness Skills for the Commonwealth Exams • Reimbursement Request Submission: October 31, 2014 • July 2014 - May 2015: Workplace Readiness Skills for the Commonwealth Exams • Reimbursement Request Submission: June 5, 2015 Note: 100% reimbursement of exam costs not to exceed allocation amount.

  40. State Payments forFiscal Year 2014 • State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other industry certification will be paid fully on the state semi-monthly payment schedule. • State Lottery funds payments for State Equipment and Industry Certification Exams reimbursement requests will be posted for payment after January 2, 2015.

  41. Workplace Readiness Skills and Industry Certification Examinations RECOMMENDED REIMBURSEMENT REQUEST ACTIONS • Ensure all expenditures are for only those Industry Certification Examinations, Licensure Tests and Occupational Competency Assessments that have been approved by the Board of Education for the student-selected verified credit option. • Use the specific Name of the examination, credential and/or License as listed on the Board of Education approved list on all reimbursement request forms.

  42. Workplace Readiness Skills andIndustry Certification Examinations • Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY 2014-2015 allocation amount on the reimbursement request form. • Submit your initial Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments for your total SY 2014-2015 allocation amount on the reimbursement request form. • Submit any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY 2014-2015 allocation amount on a separate Industry Certification Examinations reimbursement request form.

  43. Workplace Readiness Skills and Industry Certification Examinations • Any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY 2014-2015 allocation amounts will be held for payment processing until June 8, 2015. • On June 8, 2015, unclaimed state allocated credentialing funds will be reallocated to school divisions and regional technical centers that have submitted additional reimbursement request for Workplace Readiness Skills and Industry Certification Examinations.

  44. CTE State Program Entitlements SUPTS. MEMO NO. 162-14, dated June 20, 2014 SUBJECT: Fiscal Year 2014 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds) • $5,812,834 – Occupational Preparation • $2,157,283 – Adult Education

  45. CTE State Program Entitlements State funding provided for operation, improvement, and expansion of CTE for occupational preparation and adult education programs to support: • Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision; • Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs; and • Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement.

  46. CTE State Program Entitlements • Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR) • SY 2012-2013 Occupational Preparation Expenditures • 46.39% Reimbursement • SY 2012-2013 Adult Education Expenditures • 46.39% Reimbursement

  47. CTE Financial Report (CTEFR)via - SSWS SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2014 (School Year 2013-2014) • CTEFR data submission has been transferred to a VDOE Single Sign-On for Web Systems (SSWS) report application for the CTEFR actual expenditures by school divisions and regional technical centers for school year (SY 2013-2014): • Occupational Preparation Expenditures – State and Local Funds • Adult Education Expenditures – State and Local Funds • CTEFR on-line SSWS report application has the same format and data entry requirements as the CTEFR spreadsheet file. NOTE: Supts Memo expected to be posted in mid-October 2014.

  48. Online Management of Education Grant Awards (OMEGA) Support Help and Tips

  49. OMEGA and Budget Tips OMEGA Support Help Tips On your OMEGA submission page, if you click on “OMEGA Support,” (red arrow above) you will be able to send an e-mail message directly to the OMEGA support specialist at the Virginia Department of Education.

  50. OMEGA User’s Guide OMEGA and Budget Tips If you click on “Help” (red arrow above), you will be directed to the OMEGA Web page (see excerpt below) on which the first paragraph provides a link to the User’s Guide. The guide is very helpful with screen shots and step-by-step directions. BUDGET & GRANTS MANAGEMENT ONLINE MANAGEMENT OF EDUCATION GRANT AWARDS (OMEGA) OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. As explained in the User's Guide (PDF), OMEGA enables grant recipients to . . .

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