SERVS and Title Programs From Business Office Perspective

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SERVS and Title Programsfrom the

Business Office Perspective

Region V Spring Conference

March 26, 2015

“Leading for educational excellence and equity. Every day for every one.”

AGENDA

• 2014 SERVS Timeline Overview

• Closeout for 2012-2013

• Common SERVS/UFARS Errors

• SERVS Financial Public Reports

• 2014 SERVS Amendment Window One

• 2014 SERVS Amendment Window Two

• SERVS Roles and Responsibilities

• Managing SERVS with the PDF

• Application Rollover

• General Budget Requirements

• SERVS Payment Process

• Managing Your Spending

• EDRS Licensure Verification

• Looking Forward to 2014-2015

• Questions

education.state.mn.us 2

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2014 SERVS TimelineActivity Due Date

Amendment Window Two (After spending has ended for 2012‐2013) Revise to Actuals June/July/August

Title III ‐ Intent to form a new Consortium June 15, 2014

Title I Limitation Waiver (If needed.) June 30, 2014

Accept/Decline Funds (Manage Allocations/Competitive Awards Tab) June 30, 2014

Fully Initiate Application (Save something) June 30, 2014

Applications Due September 1, 2014

UFARS Data September – November 2014

Intent to Become (a new) Schoolwide November 1, 2014

Comparability Report November 30, 2014

2014‐2015 Amendment Window One (Revise application) March/April 2015

Title I Limitation Waiver (If not used in previous three years.) June 30, 2015

Amendment Window Two (Spending has ended) Revise to Actuals June/July/August 2015


CLOSEOUT 2013

Activity Due Date

Amendment Window Two (Spending has ended) Revise to Actuals

June/July/ August 2013

Unaudited 2012‐2013 UFARS Data September 15, 2013

Audited 2012‐2013 UFARS Data November 30, 2013

• Revise SERVS budget to match your draws and UFARS budget

• Review your SERVS/UFARS report by object code to note any positive or negative discrepancies

• Review the SERVS/UFARS report totals (SERVS budget and reported UFARS budget) for any discrepancies to eliminate any repayment requirements

• Revise either budget as allowed or as is necessary


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Amendment Window Two(Revise to Actuals)


Revise to Actuals sets the stage for application closeout.Funds Available, Funds Budgeted (working total and approved total) and Amount Expended all match.

2013 UFARS Reporting


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Common SERVS/UFARS Errors

Transfer/Flex ErrorCourse Codes ErrorObject Code ErrorRepayment Error

UFARS/SERVS Comparison Reports


Transferability

• “Transferability” is to transfer a portion of an allocation to another Title program to more effectively address the needs. (May transfer Title II to Title I or Title II to Title III. Never can transfer from Title I or Title III.)

• Transferability funds are subject to the rules and requirements of the Title program to which the transferred funds are transferred. [Section 6123 (e) (1)]

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REAP-Flex

• “REAP-Flex” is the “Alternative Uses of Funds Authority” under the Small, Rural School Achievement program (SRSA).

• REAP-Flex funds do not have to meet the set-aside requirements of those programs they are REAP-Flexed into. [Section 6211, Guidance II-B-1, B-5]

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REAP Flex/Transfer Title II to Title I

• Funds transferred from Title II (FIN 414) to Title I (FIN 401) will appear on the Title I reconciliation report and be excluded on the Title II reconciliation report.

• These costs will be identified by Program 216 and FIN 414 as reported in UFARS and drawn from the transferred funding stream in SERVS Financial.

• Be sure to transfer the funds in SERVS Financial if you are going to report them that way in UFARS.

• REAP FLEX – Districts eligible for REAP FLEX and choosing to utilize object codes 430, 555 or 820 should transfer those funds to FIN 401 in SERVS Financial. These funds should be reported in UFARS using program 216 and FIN Code 414. The other object codes for REAP FLEX funds can be built on the General Tab in the Title II (FIN 414) application, drawn down in SERVS Financial from FIN 414 and reported in UFARS by Program 204 and FIN 414.

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UFARS Reporting – Transfer & REAP Flex

Year

District

Number

District

Type

Fund

Number

FD

Organizational

Number

ORG

Program

Number

PRO

Finance

Code

FIN

Object

Code

OBJ

Course

Code

CRS

Total

Amount

12‐13 12 01 01 139 216 414 161 011 2,543.45

12‐13 12 01 01 140 216 414 161 000 5,556.78

12‐13 12 01 01 139 204 414 161 011 85.22

12‐13 12 01 01 140 204 414 161 000 2,345.35

Transfer to Title I – Program 216 REAP Flex in Title II – Program 204

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FLEX ERROR


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Course Code Current Year Prior Year Second Prior Year

Highly Qualified 634 627 621

LEA Level Activities 635 628 622

Neglected 636 629 623

Homeless 637 630 624

Parent Involvement 638 631 625

School Choice and SES

639 632 626

Professional Development

640 641 642

Waiver School Improvement

667 668 669

SERVS/UFARS Reconciliation IssuesCourse Codes – Mandatory Set-Asides – Title I

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These Course Codes are used in UFARS reporting only. (Not with SERVS draws.)

COURSE CODE ERROR


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OBJECT CODE ERROR


Repayment Error


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SERVS Financial reports are now available in the MDE Data Center!

SERVS Financial Public Reports


1. On MDE Home Page, select Data Center>Data Reports and Analytics, then scroll down to find SERVS Financial Public Reports.

Reports can now be accessed directly from the MDE Data Center!


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Once you’ve scrolled down to the SERVS Financial Public Reports, you can choose the report you wish to view from the appropriate group

(Details about how to do this are explained in subsequent slides)

Data Reports and Analytics Home Page


2. Click on the link provided on the SERVS Financial Data Submissions page

Reports can be accessed from the Data Submissions Page


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3. Or, click on the link provided in the left navigation bar from the SERVS Financial Home page

Reports can be accessed from the SERVS Financial Home Page


All report links will bring you to the Data Reports and Analytics page

Accessing Reports in the Data Center


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Scroll down to the grouping titled “SERVS Financial Public Reports”



Reports have been organized into common categories based on the information they provide

Clicking on one of the categories will bring up a list of reports in that category. For this example, we clicked on the category “Applications”



Reports associated with your grant applications will be displayed

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When you click on a report, a launch page will display. The launch page will look a bit different than they do today

New Report Launch Pages


• Long report names are truncated to fit on the screen• A short description has been added at the top of the

screen for each report

Print Options will work a little differently

New Report Launch Pages –Print Options


• “Run Report” button will display the report as HTML• “Download” button will bring up an Excel version• “PDF” button will bring up a PDF

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UFARS REPORTSThe UFARS report that is most useful is the UFARS/SERVS Budget Comparison Detail.


• The reports themselves have not changed

• Clicking on the report link from within SERVS Financial will now take you out of SERVS and redirect you to the Data Center. You will have to log back into SERVS

• Not all print options are available for every report. Some may only be available as an Excel report. If so, the “run report” button may bring up Excel rather than HTML

• In the future, the link to SERVS Financial reports will be removed from within SERVS Financial and reports will only be accessible from within the Data Center or from the link on the Data Submissions page. This will make accessing SERVS reports consistent with our other MDE applications

Other things to be aware of regarding SERVS Financial Reports


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2014 SERVS Amendment TimelineActivity Due Date

Applications Due September 1, 2013

Intent to Become (a new) Schoolwide November 1, 2013

Comparability Report November 30, 2013

2013‐2014 Amendment Window One (Revise application) March/April 2014

Title I Limitation Waiver (If not used in previous three years.) June 30, 2014

Amendment Window Two (Spending has ended) Revise to Actuals June/July/August 2014


• Adjust/revise narrative/budget

• Last opportunity to add an object code

• Revise budget up to 10% cumulative change without triggering an amendment

• Narrative changes require MDE approval

• Review and revise Continuous Improvement budget for newly identified CI schools

• Revisit district contact information (Check accuracy & include phone extensions)

• Set Stage for Amendment Window Two and next application cycle.

Amendment Window One – (March/April)


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Amendment Process

Note the Funds Available, Funds Budgeted (Working Total, Approved Total) and the Amount Expended.

Amendment Process

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In addition, an amendment description statement summarizing the changes being made needs to be entered in the narrative description (1.1.1) on the general tab.

Add the amendment description to the existing description. (Do not delete the existing application description.)

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Upload SIP into SERVS

Focus and Priority schools need to upload the current SIP plan as an Amendment One Activity.

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Setting the Stage for Amendment Window Two

Amendment Window Two (June/July/August)• Revise up to 10% cumulative change without triggering

an amendment • No narrative change• Revise budget to actuals • Revisit district contact information (accuracy & phone

extensions)• Ready to balance forward into next application cycle

unbudgeted/unspent funds• Ready application for closeout.• Determine need for a 15% Waiver based on actual

spending• New allocation (25% forward funded – July 1st and

remaining 75% becomes available on October 1st)

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SERVS Roles and

Responsibilities

Authorized Representative

Program Representative

School District or Agency Accountant


SERVS Rolesand

Responsibilities

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• Make sure that you have all the required contacts in Title applications so that your regional director can contact you with questions

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Roles and Responsibilities in SERVS

1. Authorized Representative– Only given to an officer who legally bind their

organization (Superintendent/Executive Director)

– Accept Funds/Manage Allocation/Balance Forward

– Review and approve grant applications with electronic signature as authorized district representative

– Perform Application & Budget Tasks (If necessary)

– Enter/edit organization information

– Cannot request funds

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2. School District or Agency Accountant– Submit a grant application

– Create budgets

– View applications and budget

– Make reimbursement requests

– Manage Allocation/Balance Forward

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3. Program Representative– Complete narrative and budget

– Submit grant application

– View payment requests – cannot request funds

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Application Button Navigation


Using the Summaries tool can be helpful to monitor progress in application development.

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Application PDF


Good application planning tool.

Generate file copy for district records.

Title Programs PDF

Budget is listed by tab. Business office staff may want a printed copy to use when generating draws and/or entering UFARS data.

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Title Programs PDF

Narrative listed by tab.

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Title Programs PDF

List of attachments. * Note, there is an internal and an external name for each attachment. * To view an attachment, you need to download it from the application.

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2013-2014 SERVS Application Rollover

– Most Narrative Responses (not general description 1.1.1, new questions and yes/no or checklist

responses) Districts need to review narrative responses for accuracy.

– Most budget line items and justifications (amounts set to zero –revise/add/delete as needed)

– School Participation Page (Update as in the past – select participating schools, establish Real PPFU, etc. to fully activate application)

– Improvement replaces AYP Tab (Set-asides for Continuous Improvement, Priority and Focus schools and School Choice)

– Contact Information (Update – include phone extensions and revise as necessary)

– Attachments (Upload current version/form/letter)

*Rollover for 14-15 may have some additional changes.


• In the General Budget tab, you are not allowed to use District Level as the Organizational Level. You must identify the budget items by Public School, Public School-School Name, Nonpublic School or Nonpublic School-School Name.

– Use Public School to indicate the budgeted amount is for multiple Public Schools.

– Use Public School-(School Name) to indicated budgeted amount is for that individual school.

– Use Nonpublic School to indicate the budgeted amount is for multiple Nonpublic Schools.

– Use Nonpublic School-(School Name) to indicated budgeted amount is for that individual nonpublic school.

• However, you are unable to change the Organizational Level, so the budget lines will need to be deleted and then reentered with the new Organizational Level.

Organizational Level


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Organizational LevelGeneral Budget Tab


Proposed budget lines with zero dollars must be deleted. Proposed budgets must be anticipated to be spend during the year.

Improvement Set-asides


Required set-aside must be spend or the unspent dollars are balanced forward into Improvement tab the following year.

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SERVS Payment Process

• Title funds are drawn down on a reimbursement basis.

• Transactions that are entered into SERVS before the “scoop-up” on Tuesdays, are processed into a batch

• The batch is transmitted to the state accounting system (SWIFT)

• SWIFT usually processes their batches on Wednesday

• ACH instructions sent to the system on Thursday

• ACH transactions are processed and funds should be in district accounts on Friday

• When viewing the Register … pending, posted, cleared are key terms. Check the register to track progress of draws.

• Some draws may be delayed if there are SWIFT budget or other issues which may delay payments by one or more days

• NOTE: Draws will not process if the application is not in the Funded and Active status.


Managing Your Spending

When managing funds and developing draws consider spending:

1. 012 funds 2. Transfer funds3. 011 funds4. Current year (000) funds

Ways to Draw?


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Carryover (Balance Forward)

Title I Carryover (Balance Forward)

• is limited to 15% of the current year allocation plus transfers.

• Calculated (using the expended total) with the change in federal fiscal year (FFY) on September 30 – October 1st.

• Districts may request a waiver from the carryover limitation – once in a three year period.

Title II & III carryover could be up to 100%.


• 2012-2013 – Closeout

– Final staff and expenditures

– Errors require submission of Licensure Override Request

• 2013-2014 – Initial Entry

– Staff (and estimated expenditures)

– Errors require submission of Licensure Override Request

EDRS Licensure Verification


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EDRS Title Programs License Verification2012-2013

Description of Licenses Title Staff Expenditures Reported by Object Code

Teachers 140

Licensed Support 143

Associated Fringe Benefits 200’s

Contracted Services (Teachers Only) 303 (1st $25,000)

Contracted Services (Teachers Only) 304 (amount over $25,000)


Check that 2012-2013 staff license information is entered into EDRS.

EDRS Title Programs License Verification 2013-2014

Description of Licenses Title Staff Expenditures Reported by Object Code

Teachers 140

Licensed Support 143

Paraprofessionals 161

Nonlicensed Support 144

Associated Fringe Benefits 200’s

Contracted Services (Teachers Only) 303 (1st $25,000)

Contracted Services (Teachers Only) 304 (amount over $25,000)


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– Federal Budget set – Anticipate less change from preliminary to final allocation

– Most Narrative Responses Rolled Over not general description 1.1.1, yes/no (default is currently set to no) or checklist

responses. Districts need to review narrative responses for accuracy.

– Some new questions will be included and some existing will be deleted

– Most budget line items and justifications (amounts set to zero –revise/add/delete justification as needed)

– School Participation Page (Update as in the past – select participating schools, establish Real PPFU, etc. to fully activate application – Manage Budget and Narrative tab needs to be red, not black)

– Improvement Tab (Set-asides for Continuous Improvement, Priority and Focus schools)

– Contact Information (Update – include phone extensions and revise as necessary)

– Attachments (Upload current version/form/letter)

Looking Forward to 2014-2015


Questions


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Dwayne Strand

Education Specialist 2

Division of School Support

Division of Student Support

Minnesota Department of Education

[email protected]

651‐582‐8641

952‐449‐1228 (C)

Contact Information


SERVS and Title Programs From Business Office Perspective

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