Time Reporting Documentation Presented by José A. Jarquín Specialist, Federal and State Education Programs October 2017

Major Changes Attachments have been renumbered (BUL-2643.8) A Semi-Annual Certification is now referred to as a Periodic Certification (PC) Attachment D is the District-approved, generic template for the Multi-Funded Time Report (MFTR) The major changes from last year’s bulletin to this year’s are: 1. Attachments have been renumbered 2. A Semi-Annual Certification is now referred to as a Periodic Certification (PC) 3. Attachment D is the District-approved, generic template for the Multi-Funded Time Report (MFTR)

Objectives Explain why categorical funded employees need to complete specific time reporting documents Become familiar with the most commonly used time reporting documents The objectives for today are: Explain why categorical funded employees need to complete specific time reporting documents Become familiar with the most commonly time reporting documents

All personnel who receive compensation from categorical funds Policy All personnel who receive compensation from categorical funds Federal and State regulations require time and effort documentation, in addition to time cards, for all personnel who receive any payment (compensation) from federal funds or from state categorical funds. This documentation will vary depending upon the funding source(s) or nature of the job duties. Payroll time reporting must reflect actual hours worked on each program as indicated in the time and effort certification documentation.

BUL-2643.8 Guidelines Determining Required Time and Effort Documentation Determining Affected Employees Completing Time and Effort Certification Forms Payroll adjustments Retention of Documentation Monitoring Compliance https://achieve.lausd.net/Page/13246 BUL-2643.8 explains guidelines 1-6. Following these guidelines demonstrates that the school has systems in place and reduces the possibility of audit findings in Title I. I strongly recommend you read the bulleting and become familiar with items 1-6.

BUL- 2643.8 Attachments Time Reporting Documentation Matrix Description AI Time Reporting Documentation Matrix A2 Time Reporting Documentation Matrix for Other Pay Types B Periodic Certification C Blanket Periodic Certification D Multi-funded Time Report E Do’s and Don’ts F Request for Pre-Approval to Work Overtime G Training or Occasional Assignment H Administrator Assurances I LD Administrator Assurances The same document, BUL-2643.8, has attachments A-I. The items in purple are probably the ones that you will interact with the most.

Time Reporting Documents After the fact certification Completed in a timely manner MFTRs must reflect the entire workday (Title I and General Funded activities) Please keep the following in mind when completing time reporting documents. 1. After the fact 2. Completed in a timely manner 3. MFTRs must reflect the entire workday (Title I and General Funded activities)

Retention of Documentation (5 years) Please develop a system to keep time reporting documents available at all times for audit purposes. Principal must know where the documents are kept Time Keeper retains the documents Program Coordinator works with the time reporter to keep binders at a central location TEAM work is the key

Scenario 1 Program: Title I Code: 7S046 School: Pacoima MS SY 2017-18 Scenario: Ms. Polk, a100% Title I funded Secondary Instructional Coach worked at this site for the first semester. Guided Practice: Use the information provided and Attachment E to complete the Periodic Certification for this employee. Please take a moment to read scenario 1.

Secondary Instructional Coach Ms. Polk Attachment B July - December 2017-2018 Secondary Instructional Coach Ms. Polk Pacoima MS SWP 7S046 I completed this periodic certification for you. Please look at attachment E “Do’s and Don’ts” and let me know when the employee should sign the certification. Wait about 20 seconds.

Scenario 2 Programs: Title I Code: 7S046 School: Belmont SH SY 2017-18 Scenario: A Class Size Reduction teacher (Ms. Alvizo) and a Teacher Assistant (Ms. Bassler) are100% funded out of Title I. Both employees worked at this site for the entire first semester. Activity: Use the information provided and Attachment E to complete the Blanket Periodic Certification (s) for these employees. Please take a moment to read scenario #2.

Class Size Reduction Teacher (CSR) Teacher Assistant Attachment C July - Dec 2017-2018 Belmont SH 7S046 SWP Ms. Alvizo Mr. Bassler Class Size Reduction Teacher (CSR) Teacher Assistant Please identify the mistake on this form. Wait about 20 seconds. The correct date should be… 12/15/17 or 1/8/18. Sing in a timely manner. 9/8/17 12/15/17 Michael Jordan, Principal

Scenario 3 Program: Title I Code: 7S046 School: Elizabeth LC Dates: September 6, 7, 13 and 14 Time: 2:40 pm – 3:40 pm SY 2017-18 Scenario: Ms. Ramirez attended a Thinking Maps PD Activity: Use the information provided to complete the Training or Occasional Assignment form. Take a moment to read scenario #3.

Thinking Maps Professional Development Attachment G 2017-2018 September 6, 7, 13, and 14 4 Thinking Maps Professional Development Ms. Ramirez Elizabeth LC Title I 7S046 What’s missing? When should this employee sign? In a timely manner. Diane Lara, Principal 9/18/17

Scenario 4 Programs: Title I and General Fund Code: 7S046 and 10183 School: Alta Loma SY 2017-18 Scenario: Ms. Lee is a 6-hour Secondary Counselor at Van Nuys MS, and she is funded 50% from Title I and 50% from 10183. Activity: Use the information provided and Attachment E to complete the Multi-funded Time Report for the month of November Take a moment to read scenario 4.

Capture the entire work day and activities Date Program Name and Code Capture the entire work day and activities Activities Just go over the areas that need to be completed. Have them look at attachment E “Dos and Don’ts” MFTR. Attachment D

FSEP has Multi-funded Time Reporting templates available for you if you have multi-funded employees at your site.

Attachment H July - Dec 2017-2018 Sunny EL Ms. Sunshine 1/9/18 The last attachment I’d like to share with you is the Administrator Assurances. Please read the sentence at the bottom of the document and make sure you complete and submit this form to that person and by the date indicated.

CPA job description.

Specialist, Federal and State Education Programs Summary Federal and State regulations require time reporting documentation for all personnel who receive any payment from federal funds or from state categorical funds Following the guidelines in BUL-2643.8 will help prevent findings during audits Having a system in place includes identifying categorically funded employees, providing training regarding time reporting, communicating with the principal and time reporter, and keeping time reporting documents in a binder for audit purposes Attachments B, C, and D are the most commonly used documents Contact your Local District Title I Coordinator if you have any questions José A. Jarquín Specialist, Federal and State Education Programs jaj7955@lausd.net 213-241-6990