Application Amendments and Budget Transfers (Part 3)

Virginia Department of Education Office of Program Administration and Accountability

Title I University, May 21, 2015Chris McLaughlin

Learning Outcomes for Today’s SessionApplication Amendments and Budget Transfers (Part 3)

The participant will be able to:

• Describe Title I, Part A, grant award timeline, obligation requirements,

and carryover limitation

• Determine window of eligibility for requesting carryover waiver

• Implement grant to ensure adherence to fiscal requirements (required

obligation of 85% and carryover provision)

Review . . .

Application Amendments and Budget Transfers Part 1 (November 13, 2014)Part 2 (February 12, 2015)

Life-Cycle of Grant = 27 MonthsTitle I, Part A

Grant Life

Cycle

July 1 Applicatio

n Due

85% Obligated

Prior to September 30(15 months)

100%(27 months)

Amendments and Budget Transfers

• To meet obligation requirements, grant managers are expected to:– submit amendments and correlating budget transfers.– communicate with key stakeholders in the school division

to plan adjustments.– monitor OMEGA balances on a monthly basis.

• Critical deadlines may require frequent monitoring of the spend down balance

Title I, Part A Grant Amendments

Amendments are necessary when:

• Allocations or reallocations are announced via VDOE Superintendent’s Memos

• The division needs to make programmatic changes

• The division needs to change the projected budget; including moving funds

between object codes

Amendments should include:

• Amendment number and description of changes on cover page of application

• Modifications to application such as:

• Program narrative

• Detailed budget description

• Object code budget

• Budget summary

Probable Scenario…

July 1 Due Date

Award Figures Released(Amendment 1)

Programmatic Change(Amendment 2)

Federal Award Adjustment

(Amendment 3)85% Spend Down Plan

(Amendment 4)

Budget Adjustment(Amendment 5)

Carryover FundsZero Balance

(Amendment 6)

27 Month Process

Reminder . . .

• An amendment to the 2014-2015 (FFY 14) Title I, Part A, grant application is required to reflect revised allocations announced in Superintendent’s Memo # 094-15.

• A corresponding budget transfer request is also required.

Grant Award Timeline

Year of Grant Award

Total Grant Award Period

Deadline to Obligate 85% of

Award

Deadline to Obligate 100%

of Award

Deadline to Request

Reimbursement for ALL funds

FFY 2014 (2014-2015)

July 1, 2014 – Sept. 30, 2016

Sept. 30, 2015 Sept. 30, 2016 Nov. 15, 2016

FFY 2013 (2013-2014)

July 1, 2013 – Sept. 30, 2015

Sept. 30, 2014 Sept. 30, 2015 Nov. 15, 2015

The “Obligation Clock” is Ticking!

What does “Obligate” mean?

IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE --

(a) Acquisition of real or personal property.

On the date on which the state or subgrantee makes a binding written commitment to acquire the property.

(b) Personal services by an employee of the State or subgrantee.

When the services are performed.

(c) Personal services by a contractor who is not an employee of the State or subgrantee.

On the date on which the state or subgrantee makes a binding written commitment to obtain the services.

(d) Performance of work other than personal services.

On the date on which the state or subgrantee makes a binding written commitment to obtain the work.

What does “Obligate” mean?IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE --

(e) Public utility services. When the state or subgrantee receives the services.

(f) Travel. When the travel is taken.

(g) Rental of real or personal property. When the state or subgrantee uses the property.

(h) A pre-agreement cost that was properly approved by the State under the applicable cost principles.

On the first day of the subgrant period.

http://www.doe.virginia.gov/federal_programs/esea/title1/part_a/guidelines_procedures/definition_of_obligation.pdf

Will you beat the clock?

Obligate 85% prior to September 30

• Review expenditures• Review obligations• OMEGA balance verification

Check Balance Remaining

View Spending Progress Report

SEC. 1127. CARRYOVER AND WAIVER.

• (a) LIMITATION ON CARRYOVER- Notwithstanding section 421(b) of the General Education Provisions Act or any other provision of law, not more than 15 percent of the funds allocated to a local educational agency for any fiscal year under this subpart (but not including funds received through any reallocation under this subpart) may remain available for obligation by such agency for one additional fiscal year.

• (b) WAIVER- A State educational agency may, once every 3 years, waive the percentage limitation in subsection (a) if —

• (1) the agency determines that the request of a local educational agency is reasonable and necessary; or

• (2) supplemental appropriations for this subpart become available.• (c) EXCLUSION- The percentage limitation under subsection (a) shall not

apply to any local educational agency that receives less than $50,000 under this subpart for any fiscal year.

Eligibility to Request Waiver

Waiver Request from LEA

Eligible to Request Waiver in Future

FFY 2014 FFY 2017FFY 2013 FFY 2016FFY 2012 FFY 2015FFY 2011 FFY 2014

Reallocation Process

• School divisions that do not meet the 85% obligation requirement are subject to reallocation.

• Reallocation procedures are provided in Superintendent’s Memo #085-15.

Communication: Carryover Provisions and Waiver Requests

Superintendent’s Memo --Spring

Reallocation Timeline

Communication: Carryover Limitations

Superintendent’s E-Mail--Fall

Certification of Obligation

VDOE Contact Information: Title I, Part A

Lynn Sodat, Ph.D., Title I CoordinatorLynn. Sodat@doe.virginia.gov

Phone: (804) 371-2934

Gabie Frazier, Title I SpecialistGabie.Frazier@doe.virginia.gov

Phone: (804) 225-2907

Chris McLaughlin, Title I SpecialistChris.McLaughlin@doe.virginia.gov

Phone: (804) 225-2901

Shyla Vesitis, Title I SpecialistShyla.Vesitis@doe.virginia.gov

Phone: (804) 225-3711

Questions?