TITLE III START UP MEETING

1. TITLE III START UP MEETING BUDGET

2. TITLE III START UP MEETING Agenda: Allowable/Unallowable Cost Spending level Schedule 7 Revision/Justification

4. HBCU & HBCU-SAFRA 1. Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes 2. Construction, maintenance, renovation, and improvement in classroom, library, laboratory, and other instructional facilities, including purchase or rental of telecommunications technology equipment or services Support of faculty exchanges, and faculty development and faculty fellowships to assist in attaining advanced degrees in their field of instruction 4. Academic instruction in disciplines in which Black Americans are underrepresented 5. Purchase of library books, periodicals, microfilm, and other educational materials, including telecommunications program materials

5. HBCU & HBCU-SAFRA 6. Tutoring, counseling, and student service programs designed to improve academic success 7. Funds and administrative management, and acquisition of equipment for use in strengthening funds management 8. Joint use of facilities, such as laboratories and libraries 9. Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector 10. Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the State that shall include, as part of such program, preparation for teacher certification

6. HBCU & HBCU-SAFRA 11. Establishing community outreach programs which will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education. 12. Other it proposes in its application that contribute to carrying out the purposes of this part; and are approved by the Secretary as part of the review and acceptance of such application.

10. 10 REFERENCE for LEGISLATIVE ALLOWABLE ACTIVITIES (LAA) HBCU � Higher Education Act (HEA) of 1965 revised Sec. 323 (a); HEOA, Public Law 110-315 (Aug. 2008) Sec. 309 (12, 13, 14) HBGI � Higher Education Act (HEA) of 1965 � revised Sec. 326 (c); HEOA, Public Law 110-315 (Aug. 2008), Sec. 311 (b) MANDATORY FUNDING (SAFRA) �HEOA Sec. 302, Title IV, Part J

12. 12 Activities inconsistent with a State plan for desegregation Activities related to sectarian instruction or religious worship Activities provided by a school of divinity Cultural activities for students

13. 13 PUBLIC RELATION/ADVETISEMENT COSTS (2 CFR 220 : J 1 a, b, c, d, e, & f) Allowable Recruitment of personnel Procurement of goods and services Disposal of surplus materials Costs required by sponsored agreement Communication costs Unallowable ALL costs related to advertisement and public relations except costs specified under ALLOWABLE including promoting the institutions Costs associated with Convocations Costs of meeting rooms, & other facilities associated with shows and other special events Costs of promotional items

14. 14 SPECIAL PURPOSE and GENERAL PURPOSE EQUIPMENT (2 CFR 220: J 18) ALLOWABLE Research, medical, scientific, medical, or other technical activities Laboratory, library, and classroom furniture Furnishing and equipment for Title III office UNALLOWABLE General purpose equipment such as; office equipment and furnishings, air conditioning equipment, if not approved in the sponsored agreement

15. 15 DEVELOPMENT OFFICE(2 CFR 220: J 20) Allowable Establishing a development office Physical custody and control of monies Unallowable Organized fundraising Financial campaigns Endowment drives Solicitation of gifts and bequests Any expenses incurred solely to raise capital or obtain contributions Investment counsel and staff whose responsibility is solely to enhance income from investments

16. 16 EXAMPLES of OTHER UNALLOWABLE COSTS identified in 2 CFR 220 Alcoholic Beverages- J3 Alumni/a e activities- J4 Bad Debts- J6 Bonding costs- J7 Commencement & Convocation costs- J8 Entertainment costs- J17 Fines and penalties- J19 Housing and personal living expenses- J23 Lobbying costs- J28

17. 17 EXAMPLES OF UNALLOWABLE COSTS (continued) Personal membership, and subscriptions- J33 Professional service costs � J37 Student activity costs � J48

18. 18 SUPPLEMENT not SUPPLANT What is supplementing? To increase funding of existing institutional programs. What is supplanting? To use grant funds to replace the costs associated with existing institutional programs.

19. 19 EXAMPLES OF���. SUPPLANTING Replacing salaries paid by other sources with grant funds Using grant funds for existing programs or activities SUPPLEMENTING Using grant funds to increase personnel Use grant funds to enhance or develop new programs

20. 20 EXAMPLES (continued) SUPPLANTING Using grant funds to replace Institution funds currently being used for furnishing a computer lab Replace institution funds for travel, faculty training etc with grant funds SUPPLEMENTING Using grants funds to increase the furnishing for the computer lab Use grant funds to increase the number of faculty being trained and the amount of travel to professional workshops

21. 21 IN SHORT��. ANY COSTS PREVIOUSLY PAID BY THE INSTITUTION OR OTHER FUNDING SOURCES SHOULD NOT BE REPLACED WITH GRANT FUNDS

27. Budget Revisions vs. Justifications Approved by the U.S. Department of Education Submitted once a year (February or March) Reallocation of funds into, out of, or within the categories of Personnel, Fringe Benefits, Equipment, and Training Stipends Approved by Title III Coordinator Submitted anytime during the budget period (1 per quarter) Reallocation of funds into, out of, or within the categories of Travel, Supplies, Contractual Services, Construction/ Renovation and Other 27

28. Reasons for submitting revisions/justifications Quantity exceeds the amount approved in individual Activity Narrative Price exceeds the amount approved in individual Activity Narrative by 10% Reallocation of funds from one line-item to another Increase of time, percentage or salary of personnel Addition or deletion of personnel, personnel funds, and/ or fringe benefits 28

29. Budget Revision/Justification Checklist How much? Amount of funds remaining Amount of funds to be reallocated Where? Line-item in which funds remain Line-item in which funds are reallocated Why? Reason funds remain Reason funds need to be reallocated What? Items to be purchased with fund reallocation How? How reallocation of funds aid in meeting objectives 29

30. Justification/RevisionExample This project requests permission to use surplus funds in the Pentium Computer line-item ($2,500) and maintenance contracts ($1,000) to purchase additional software and books. Funds remain in the Pentium Computer line-item due to a price reduction for the computers purchased. Funds remain in maintenance contracts due to several maintenance contracts being purchased through E&G funds. The reallocation of these funds would purchase additional software and books needed to maintain the computer lab and ensure that our students have the necessary resource materials in order to complete coursework assignments/projects. More specifically, it will assist us in achieving objective #3- to update and enhance the Conversation Project Lab. Decrease Increase Supplies Supplies Pentium Computer 2,500 Software 1,200 Books 2,300 Other Maintenance Contracts 1,000 Total 3,500 Total 3,500 30

31. Summary of responsibilities Activity Dir/Support Staff Title III Office Activity Dir./Support Staff Review budget for surplus funds Complete & submit a budget revision/justification by the deadline Review budget revisions/justifications Notify activity director/support staff of any additional information needed Approval/Disapproval by Title III Coordinator Approved justifications-copy sent to activity & adjustments made in budget Approved budget revisions-compiled and sent to the U.S. Dept of Education for final approval Notify activity of U.S. DOE decision (allow 60-90 days) Complete purchase/travel requisitions Complete Budget Line Adjust. if necessary 31

32. Questions�Comments? 32