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CAREER EDUCATION FINANCE . Andy MartinDirector Sandy WithersAssistant Director. Financial Topics. Federal Perkins Funding State Career Education Funding ePeGS. Perkins GrantSet Asides. State Administration (5%)$1,078,756 State Leadership (10%)$2,157,513 - PowerPoint PPT Presentation

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Division of Career Education Perkins Finance Presentation

CAREER EDUCATION FINANCE

Andy MartinDirector

Sandy WithersAssistant Director

1Financial TopicsFederal Perkins Funding

State Career Education Funding

ePeGS

2Perkins GrantSet AsidesState Administration (5%)$1,078,756State Leadership (10%)$2,157,513Local Programs (85%)$18,338,860

Total$21,575,1293Perkins GrantSplit of FundsIncluded in the Perkins legislation is a requirement that each eligible agency describe in its State Plan the split of funds between secondary and postsecondary and also provide the rationale for this split of funds. The Department made the decision to utilize enrollment numbers to determine the split of funds. As a result, there is a 72/28 split between secondary and postsecondary. Perkins GrantFormula AllocationThe State uses the Census Bureaus estimate of the number of individuals ages 5 through 17 who reside in each school district. This number becomes the numerator. The State then determines the total number of individuals ages 5 to 17 for all school districts. This number becomes the denominator. The resulting percent is multiplied times thirty percent (30%) of the total secondary allocation for the fiscal year.Perkins GrantFormula AllocationThe State uses the Census Bureaus estimate of the relative number of children in poverty ages 5 through 17 who reside in each school district. This number becomes the numerator. The State then determines the total number of children in poverty ages 5 to 17 for all school districts. This number becomes the denominator. The resulting percent is multiplied times seventy percent (70%) of the total secondary allocation for the fiscal year.

Perkins GrantFormula AllocationThe State uses the number of individuals enrolled in approved career education programs who are Federal Pell Grant recipients and recipients of assistance from the Bureau of Indian Affairs for each institution. This number becomes the numerator. The State then determines the total number of Federal Pell Grant recipients and recipients of assistance from the Bureau of Indian Affairs for all institutions. This number becomes the denominator. The resulting percent is multiplied times the total postsecondary allocation for the fiscal year.

Perkins Technical Assistance Visit Financial ReviewWhat will the Department be looking for at the local level?

Perkins grant separated from other funding sourcesPayment requests comply with CMIAExpenditures are documented and allowableFunds supplement and not supplantObligations/expenditures incurred in a timely mannerTime and effort recordsEquipment locatable and inventoried8Perkins Finance WorksheetRecords ManagementAllowable CostsTime and Effort Reporting EquipmentMiscellaneous9Records ManagementPerkins grant is separated from other funding sourcesPerkins expenditures can be traced back to a source documentPerkins financial records show the school district/PS institution spent the Federal funds within 3 days of receipt as required by the CMIA

10Records ManagementPerkins funds may not be co-mingled with other funds so that they lose their identity. Expenditures must be traceable to the source of funding. However, programs can be co-funded to maximize the available funds.11Records ManagementExpenditure tracking establish a separate account for the Perkins grant or assign an accounting code to the Perkins grant identifying the line items of the Perkins approved budget

Program administration (5%) must be tracked separately utilizing a Perkins account or code12Allowable CostsPerkins funds are spent according to the approved plan, budget, and final expenditure report (FER)Perkins funds are obligated and expended during the period of availabilityPerkins funds are expended for allowable activitiesPerkins funds are used to supplement and not supplant non-Federal fundsPerkins funds used for program administration do not exceed 5% of the total Perkins expenditures

13Allowable CostsPerkins Budget and Final Expenditure Report (FER)

Amounts reported on the budget and FER must be accurate and supported by documentation maintained by the subgrantee Expenditures must be appropriately budgeted and approved by the Department (especially equipment)Amounts reported on the FER must agree with actual expendituresProfessional developmentMinimum of 5% Program administrationMaximum of 5%14Allowable CostsObligation of Perkins Funds

EDGAR Part 76.708 states that a subgrantee of the State may not obligate funds until the later of:

The date that the State may begin to obligate funds (July1)The date that the subgrantee submits its application to the State in substantially approvable form

A subgrantee may use grant funds only for obligations it makes during the grant period. 15Allowable CostsSupplanting

Supplanting is presumed to have occurred when:the entity used Federal funds to provide services which were provided with non-Federal funds in the prior yearthe LEA used Federal funds to provide services that the LEA was required to make available under other Federal, State or local laws16Allowable CostsSubgrantees Can I Use My $$$ For?

Section 135 of the Perkins Act (Local Uses of Funds)Approved Perkins Plan and BudgetOMB Circular A-21 (community colleges and universities) OMB Circular A-87 (secondary school districts)List of Allowable/Unallowable CostsContact Finance Section

17Allowable CostsSection 135 of PerkinsLocal Uses of Funds

Subgrantees Have Required Uses of Funds (9)Permissive Uses of Funds (20)

This is the first place to look when answering the question: Can I use my $$$ for?18Allowable CostsAre subgrantees required to budget and expend funds in all 9 categories?NoThe 9 categories are elements required in programs eligible for fundingIf deficiencies exist, Perkins funds are to be used to address those deficienciesIf all 9 categories are already met, funding can be used in the permissive areas19Time and Effort ReportingEmployees paid from Perkins secondary funds prepare monthly time sheets to support charges to the grant or prepare semi-annual certifications that state they worked solely on career and technical programs as required per OMB A-87Employees paid from Perkins postsecondary funds prepare Time and Effort Reports as required per OMB A-21Job descriptions of employees paid from Perkins funds are on file20Time and Effort ReportingEmployees Paid 100% From Perkins Funds or Who Work On One Cost Objective (Secondary)

OMB Circular A-87 states where employees are expected to work solely on a single Federal award or cost objective, charges for their salaries and wages will be supported by periodic certifications that the employees worked solely on that program for the period covered by the certification. These certifications will be prepared at least semi-annually and will be signed by the employee or supervisory official having first hand knowledge of the work performed by the employee.21Time and Effort ReportingEmployees Paid From Perkins Funds Who Work On Multiple Cost Objectives (Secondary)

OMB Circular A-87 states where employees work on multiple activities or cost objectives, a distribution of their salaries or wages must be supported by personnel activity reports or equivalent document (time sheets).The time sheets should indicate the Perkins hours, other hours, and the total hours worked.The time sheets must be signed by the employee, reviewed and signed by the supervisor, prepared monthly, and reviewed quarterly to ensure the percentages reflect how the employee is actually paid.22Time and Effort ReportingEmployees Paid From Perkins Funds (Postsecondary)

OMB Circular A-21 states that for professional staff paid from the Perkins grant, the Time and Effort Reports must be prepared each academic semester, but no less frequently than every six months. For all other employees (support staff), the Time and Effort Reports must be prepared no less frequently than monthly. The Time and Effort Reports must:1. Reflect the distribution of activity expended by the employee (must indicate all of the federal and non-federal activities the employee worked on).2. Reflect an after-the-fact reporting of the percentage distribution of activity of the employee (must be based on how the employee actually worked). Charges may be made initially on the basis of estimates made before the services are performed, provided that such charges are promptly adjusted if differences are indicated by the Time and Effort Reports.

23Time and Effort ReportingEmployees Paid From Perkins Funds (Postsecondary)Continued

To confirm that the distribution of activity represents a reasonable estimate of the work performed during the reporting period, the employee accomplishing the work should sign the report. However, A-21 indicates that the reports may be signed by the employee, principle investigator, or responsible official(s) using suitable means of verification that the work was performed.

24Time and Effort ReportingStipends and extra-duty pay must be supported by a signed written agreement between the employee and the school district /PS institution that indicates the extra work to be performed, the date(s) of performance, and the amount to be paid to the employee. In addition, the employee must prepare time and effort documentation as required by OMB A-21 or A-87.EquipmentEquipment purchases are consistent with the budget and approved by the DepartmentPerkins equipment records are maintained and up-to-datePerkins equipment is located on-site and used for its intended purposeControls/safeguards are in place to prevent loss, damage or theft to Perkins equipmentPhysical inventory of Perkins equipment is taken and results reconciled wi