LDE Administration of Federal Restart Program for Nonpublic Schools June 22, 2006

1. LDE Administration of Federal Restart Program for Nonpublic Schools June 22, 2006

2. LDE PROGRAM ADMINISTRATION • LDE will administer Restart program for all eligible nonpublic schools • Reimbursement for purchased services and procurement activities are included • Process will utilize state purchasing contracts and state accounting system

3. DISTRIBUTION OF RESTART FUNDS • Purchased Services • Schools will request reimbursement from LDE for previously purchased services • Purchased Services include contracts or other services such as utilities or debris removal • Procurement • Schools will select goods and LDE will purchase through state contracts • Allowable purchases include items such as textbooks, instructional materials and supplies, instructional equipment, and software

4. PURCHASED SERVICES

5. PURCHASED SERVICES • Categories of Allowable Purchased Services: • Recovery of student and personnel data, and other electronic information • Replacement of school district information systems, including hardware and software • Financial operations • Reasonable transportation costs

6. PURCHASED SERVICES • Categories of Allowable Purchased Services: • Rental of mobile educational units and leasing of neutral sites or spaces • Unallowable - Costs of housing students and their families • Initiating and maintaining education and support services

7. PURCHASED SERVICES • Categories of Allowable Purchased Services: • Other activities related to the purpose of the Restart program that are approved by the U.S. Department of Education • Unallowable: Construction or major renovation of buildings Land purchases Purchasing/planting trees or shrubbery on school property to replace those lost or damaged in the storms Replacing the loss of school revenue (ie…tuition loss due to fewer students, fundraisers)

8. PURCHASED SERVICES • Request for Funds form • The standard Request for Funds form should be used to request Restart Funds for purchased services items • All forms and instructions can be found on the Dept. of Education website www.doe.state.la.us - go to Private/Public School Financial Assistance • Page 1 should be completed entirely • Page 2 is a continuation sheet

9. PURCHASED SERVICES • Documentation to support expenditures for requests made must be maintained at the Archdiocese or school level • Schools should submit claim forms as soon as possible for expenditures already incurred • Thereafter, as expenses are incurred, schools are encouraged to submit Request for Funds forms timely – do not delay submission as grant period draws to a close

12. PURCHASED SERVICES NOTE: Code 100 Salaries and Code 200 Employee Benefits are not allowable expenditures Funds may be claimed in the following categories: • Code 300 - Purchased Professional and Technical Services (air quality testing, banking services, data processing, mold remediation) • Code 400 - Purchased Property Services (custodial services, lawn care, cleaning services, rentals, debris removal, minor repairs such as replacement of damaged ceilings, light fixtures, vinyl flooring, carpet, painting, equipment repair, musical equipment repair, E-rate funding)

13. PURCHASED SERVICES Funds may be claimed in the following categories: • Code 500 Other Purchased Services (postage, telephone, internet access fees, printing) • Code 600 - Supplies (Electricity and gas are the only supplies that are to be submitted as purchased services; all other supplies will be submitted as procurement items)

14. PURCHASED SERVICES Budget Revisions • LDE will not be accepting revisions to approved budgets. • Purchases need to be for the total amount approved in the budget for Code 600-Supplies and Code 700-Equipment • If at the end of the purchasing cycle LDE determines your school has a balance in either of these categories, instructions will be disseminated on use of these funds

15. Questions?

16. PROCUREMENT

17. PROCUREMENT SERVICES OBJECT CODES FOR ITEMS TO BE PURCHASED BY LDE: • Code 600 - Supplies (reference books, binding and repairs, office supplies of an expendable nature, instructional materials, including software) • Code 700 - Property – equipment over $1,000 • Inventory must be maintained for all equipment items with a unit cost of $1,000 or more • Inventory must be maintained in state system for period of five years

18. PROCUREMENT SERVICES STATE CONTRACTS FOR SUPPLIES LDE will use the following vendors: School Specialty- www.schoolspecialty.com Corporate Express - https://www.eway.com

20. www.schoolbook-la.com Username: 017p Password: pschools

28. Purchase Requisitions Restart certification statement must be signed and submitted with Purchase Requisition Purchase Requisitions for New Orleans Archdiocesan schools will be signed and forwarded to the Archdiocese Central Office. The Central Office will fax requisitions as received to LDE at (225) 219-4250 Purchase Requisitions for independent schools should be faxed directly to (225) 219-4250 Once Purchase Requisitions are received by LDE, they will be reviewed by budget staff for allowable costs Upon approval, Purchase Requisitions will be forwarded to Purchasing for processing A copy of the Purchase Order will be sent to the Archdiocese Central Office or to the independent school PROCUREMENT SERVICES

29. PROCUREMENT SERVICES Receipt of Goods Purchased by LDE • Goods will be delivered to each school • All invoices will be mailed to LDE from vendors. LDE will distribute to individual schools or Archdiocese Central Office • Archdiocese schools must sign invoices verifying receipt of goods and fax back to the Archdiocese within 2 weeks of receipt • The Archdiocese will then fax to (225) 342-6899. • Independent schools will fax directly back to LDE at (225) 342-6899

30. INVENTORY Goods purchased by LDE • Supplies & Equipment purchased by LDE are the property of LDE • Equipment costing $1,000 or more must be tagged with an LPAA tag • LDE will determine items to be tagged, assign a tag number and forward tags to the Central Office to be distributed • Tags must be attached to property and Moveable Property Tag Request form must be signed and returned to LDE within 2 weeks • Equipment purchased by LDE will be audited by state and federal auditors • Funds will be required to be returned for any items found not tagged

31. INVENTORY Goods purchased by LDE • Certification • Inventory list will be sent to the Archdiocese and to the independent schools to be certified • Location changes must be clearly marked • Sign and return to LDE by deadline specified • Surplus and/or disposal • Must follow state regulations • Can be found on website

32. Record Retention • All records pertaining to Restart funds must be maintained for 5 years • Includes purchase orders, invoices, receipts, packing slips, etc.

33. Questions?

34. LDE Contacts Procurement and Payment Babette Myers Assistant Director Division of Appropriation Control or Patti Wallace Purchasing Director (225) 342-3780 FAX (225) 342-6899 Grants Management Laurie C. Roche’ Budget Administrator Division of Education Finance or Lois Azzarello Budget Manager Grants Management (225) 342-6311 FAX (225) 219-4250