Reimbursement Procedures for Title I Charter Schools

1. Reimbursement Procedures for Title I Charter Schools School Year 2013-2014 Department of Federal and State Programs

2. Procedures for Reimbursements Title I funds may be used only for student achievement, staff development, and to build parental capacity. These funds must supplement the regular school program. • How does this expenditure affect student achievement? • How does this expenditure affect staff development? • How does this expenditure increase parental capacity or involvement? • Is this something that would be purchased if the school was not Title I?

3. Timeline for Financial Requests A quarterly submission of receipts is required. Any expenses, including salary, submitted outside of the quarter timeline may not be reimbursed.   • October 11, 2013 (Expenses from July – September) • January 10, 2014 (Expenses from October – December) • April 11, 2014 (Expenses from January – March) • June 12, 2014 (Expenses from April – June) The last day to submit reimbursement for June salary expenses is tentatively July 8, 2014.

4. Procedures for Reimbursements • An approved Title I Budget Planning Tool completed in Spring • An approved School Improvement Plan/Schoolwide Plan must be on file that documents expenses • Submit a completed Title I Checklist for Quarterly Reimbursements signed by principal

5. Checklist for Quarterly Reimbursement

6. Common Errors(Title I Checklist for Quarterly Reimbursement) • Missing Title I Checklist for Quarterly Reimbursement in the packet • Missing check or X marks on the appropriate boxes • Missing principal’s signature • Not dated

7. Procedures for Reimbursements • Submit Original Grant Reimbursement Request Letter • Charter school’s letterhead • Address on the letter must match the address on file with the District • Separate letters and packets are needed for multiple funding sources • Signed in blue ink by a board member • Copies are not acceptable

8. Grant Reimbursement Request Letter

9. Common Errors(Grant Reimbursement Request Letter) • The letter is not original; no blue ink signature from a Board member • The total amount of reimbursement in the letter does not match with the total amount in the Summary Totals spreadsheet • The address on the letterhead does not match with the address on file with the District

10. Procedures for Reimbursements • Submit completed Charter School Summary Reimbursement Spreadsheet • Submit documentation of expenditures by non-salary/salary and by function

12. Documentation of Expenditures Non-salary expenses • Copies of cancelled check(s) or bank statement(s) • Copies of credit card statement(s), if applicable • Evidence that credit card has been paid (cancelled check) • Itemized receipts/paid invoices 5150 Classroom expenses (classroom libraries, software, etc.) 6152 Family Involvement expenses (training materials, postage, etc.) 6402 Professional Development expenses (PD books, training materials, etc.) Title I does not reimburse taxes except for out-of-state travel.

13. Common Errors(Non-salary expenses) • Non-salary items are not documented in the SIP/SWP • Non-salary items are not for classroom, PD and parent involvement’s use • Missing cancelled checks • Missing evidence that credit card was paid • Taxes included • No checklist for travel and food reimbursement request

14. Documentation of Expenditures Salary expenses • Detailed payroll reports • Federal Grants Charter School Staff Directory • Tutorial documentation, if applicable 5150 Classroom expenses (tutoring, teacher salary, etc.) 6152 Family Involvement expenses (parent liaison salary, PRT, etc.) 6402 Professional Development expenses (stipends, trainers, subs, etc.) Charter School Staff Directory must be included with each packet.

15. Stipends vs. Part-time In-system (PRT) • Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is 6402. The rate is usually $20.44 for teachers. • PRT is used to pay tutors (5150), trainers (6402), temp parent liaisons (6152), etc.

17. Common Errors(Salary expenses) • Staff funded by Title I is not documented in the SIP/SWP • Missing payroll report and conflicting amount • Missing FY14 Federal Grants Charter School Staff Directory • No tutorial documentation (teacher sign–in/out, student sign-in and teacher lesson plan)

18. Documentation of Expenditures Consultant expenses • Board approved consultant contract • Copies of invoices • Copies of cancelled check(s) or bank statement(s) • Documentation of services – agenda, sign-in sheets, etc. • 6402 Professional Development non-salary expenses (PD trainer, etc.) It is recommended that consultant contracts be all inclusive. If not, follow the District travel reimbursement procedures.

19. Common Errors(Consultant expenses) • Consultant is not documented in the SIP/SWP • Missing signatures and date in consultant contract • Missing invoices and cancelled checks • Missing documentation of services such as agenda, sign-in sheet, and evaluation, if appropriate

20. Documentation of Expenditures Travel expenses • Completed Title I Travel Audit Compliance Checklist • Completed PBSD 0096 summarizing all expenditures for travel • Per diem per day is allowed for meals based upon school Charter and may not exceed federal guidelines • No meal receipts are required • Mileage is reimbursed based upon school Charter and may not exceed federal guidelines • Copy of the registration form and receipt • Receipt for air travel • Receipt for hotel showing a zero balance • Parking or toll receipts, if applicable • Agenda/program of the activities Title I does not reimburse taxes except for out-of-state travel.

21. Common Errors(Travel expenses) • Travel and conferences are not documented in the SIP/SWP • Missing or incomplete Title I Travel Audit Compliance Checklist • Missing PBSD 0096 summarizing all expenditures for travel • Missing receipt for hotel showing a zero balance • Missing agenda/program of the activities

22. Documentation of Expenditures Food expenses • Allowed for parent trainings only • Title I Food Purchase Pre-Approval/Checklist • Agenda • Sign-in sheets • Itemized receipts • Parent evaluation of training • Cancelled check(s) or bank statement(s) Title I does not reimburse for gratuity.

23. Title I Food Purchase Pre-Approval/Checklist

24. Common Errors(Food expenses) • Training and food expenses are not documented in the SIP/SWP • Missing Title I Food Purchase checklist • Excessive amount of food purchase • Missing agenda, parent sign-in sheets, and evaluation of training

25. Procedures for Reimbursements Order packet as follows: • Title I Checklist for Quarterly Reimbursement • Original Grant Reimbursement Request Letter • Charter School Summary Reimbursement Spreadsheets (Summary Totals) • Non-salary documentation for 5150, 6152, 6402 • Federal Grants Charter School Staff Directory • Salary documentation for 5150, 6152, 6402

26. District Reimbursement Procedures • Grant Reimbursement Request Packet is date stamped when received • Documentation reviewed and verified by Title I specialist • Title I budget manager reviews packet and forwards to director for final approval/signature • If corrections are required, the Title I specialist contacts school • If no corrections are needed, the reimbursement will be processed for payment Expect payment within 10 business days upon final approval of reimbursement packet.

28. Complete handbook available on website

29. Conclusion • Questions • Thank you for your attention • For Title I Charter School support, please contact Ernesto Lontoc, Grant Compliance Specialist(561) 434-8037   PX 48037ernesto.lontoc@palmbeachschools.org