MARCH 2, 2015 BURLINGTON COUNTY COLLEGE MARCH 23, 2015 NEW JERSEY INSTITUTE OF TECHNOLOGY EOF Budget Workshop

OSHE/EOF Central Office Staff Ms. Audrey Bennerson- EOF Statewide Director Statewide Coordination of the Educational Opportunity Fund. Liaison to the EOF programs as the county colleges and independent institutions. OSHE administrative practice officer, HESAA Board member, Armed Forces & Veterans Council representative (609) Ms. Janis Flanagan- Assistant Director EOF budget/contract issues, liaison to the senior public institutions and graduate EOF student grant payment Ms. Barb An Reed Sanders –EOF Accountant, EOF payments, expenditure reports, desk audits and refunds (609) Ms. Shakia Williams – Undergraduate Student Grants Coordinator EOF undergraduate student payment and electronic processing Website address: _Resources.shtml

Purpose of Budget Workshop Respond to Legislative Audit Findings Orientation for new EOF Directors and institutional budget managers Outline the EOF budget/contracting process including new features for FY16

Components of the EOF Contract Fiscal Year Contract Summary Page Contract Signature pages Contract Budget Attachment B1- EOF program mission statement and program goals & objectives Contract Budget Attachment B2- EOF Summer Support & Cost of Education Budget Contract Budget Attachment B3- EOF Academic Year Program Support Budget Contract Budget Attachment C1- Summer Support & Cost of Education Expenditure Report Contract Attachment C2- Academic Year Article IV 1 st Interim Expenditure Report Contract Attachment C3- Academic Year Article IV 2 nd Interim Expenditure Report Contract Attachment C4- Academic year Article IV Final Expenditure Report Download FY 2016 Contract Documents from OSHE/EOF Website

FY 2016 Contract Agreement Shell

EOF Program Mission Statement EOF Program Goals & Objectives Describe the overall purpose of the campus-based EOF program Describe how your program’s mission supports the overall mission of your institution Describe how your program’s mission relates to the funding source’s mission (OSHE/EOF) List the services to be provided Emphasize the unique qualities of your program 6 Mandatory Goals Recruitment and admission: identify program’s target population Summer program goals How the program addresses students’ developmental skills needs Student academic progress How the counseling component addresses student learning and development How program services address student retention, (transfer to a 4- year institution if applicable) and graduation Contract Budget Attachment B1

FY 2016 Contract Attachment B1

Summer Program Support Services Summer Program Support Services Initial & Renewal Cost of Education Initial & Renewal Cost of Education Personnel salaries & wages (do not include salary for cost of instruction if students are charged tuition for the course) Educational materials & supplies (do not include cost of textbooks for initial & renewal summer program participants) Other administrative costs Tuition Fees Room Board Books Stipends Insurance Components of Contract Attachment B2- Summer Program

FY 16 Contract Attachment B Summer Program

New Features Summer Program Budgets-Contract Attachment B2 Spend down Calculator Enter your institution’s FY 2016 EOF Art. III (& Art. IV) allocation at the top of the budget form, if you would like to see the amount of remaining funds as you construct your budget. The remaining balance will appear at the end of the budget form. Line item budget descriptions New worksheet tab to provide a brief description of each item listed in the summer support services budget categories. e.g. Administration Summer Program Coordinator: serves as the liaison to the EOF program director regarding the non-instructional components of the summer program (housing, food services and student affairs) to ensure effective communication and a smooth operation. Grand Total of All Resources Permits programs to add program support and cost of education dollars allocated from all resources on the last page of the budget.

Summer Program Budget Transfers/Modifications/Adjustments Notify your EOF program liaison by Fully explain each change you wish to make: ( i.e. 24 initial students are enrolled rather than 25 moving $1,000 from EOF funded initial student tuition & $50 from EOF funded initial student fees to renewal students’ books which will result in a grand total of $1,050 in renewal student book costs funded by EOF) Response to your budget modification request will be returned by that should then be attached to your FY 2016 contract for expenditure report reference and audit purposes. The budget modification must be reflected in your summer program expenditure report

Contract Attachment B3 Academic Year Article IV Program Support Outlines the budget for the academic year support program and the 12 month salaries and wages for permanent program positions Includes all resources: EOF, institutional funds and other sources; and Requires at least a dollar for dollar match from the institution and other funding resources against the EOF allocation reference - EOF regulation 9A: (c)

FY 16 B3 AY Art. IV Budget and Expenditure Reports

NEW FEATURES Art. IV AY Budget-Contract Budget Attachment B3 Addition of Five New Budget Categories 1. Spend down Calculator 2. “Annual Salary in Dollars” provide the annual salary for each position listed in the personnel section of the budget 3. “Professional Development & Student Ldshp. Development Activities "itemize expenses for staff registration fees for conferences, webinars & student leadership conferences, etc. 4. “Travel” itemize travel expenses for professional staff development, recruitment activities, student educational development and student travel for leadership activities 5. Program Advisory Board (PAB)” itemize expenses for PAB meetings & functions. Only programs that have a PAB (membership list, by-laws & minutes of meetings) should list expenses. Otherwise leave this category blank.

NEW FEATURES Art. IV AY Budget-Contract Budget Attachment B3 Line Item Description Use the new worksheet tab labeled “line item description” to provide a brief description of each item listed in each of the Article IV budget categories e.g. - Educational Materials & Supplies: purchase of textbooks for a total cost of $500.00

May Include May Not Include The EOF campus program administrator’s salary and fringe benefits; Funds contributed or donated to the institution by public agencies, private organizations or individuals; Real or personal property contributed or donated to the institution by public agencies, private organizations, or individuals; The provision and maintenance of state of the art technological equipment (such as computer hardware, modems, fax machines); Direct services rendered by other institutional staff to the EOF program; and All or a portion of any EOF staff member’s salary, wages, or fringe benefits. Program reporting supervisors and other high level institutional officers who are required to serve all students; Items and services normally provided to students by the institution without charge; Items and services normally provided to the institution by other government agencies without charge; Charges incurred by the institution as program costs but require no cash outlay by the institution during the grant period; Any cost incurred or contribution of services made in a prior fiscal year Article IV Institutional Match

Article IV Funds Cannot Be Used to Pay For  The EOF campus program administrator’s salary and fringe benefits;  Fringe benefits for 12-month EOF staff at public senior institutions;  Fringe benefits in excess of 21 percent of the salaries and wages paid by EOF funds for 12-month EOF staff at community colleges and independent institutions;  Employee benefits for academic year student assistants and part-time personnel;  Transportation of students for normal commuting costs;  The cost of instruction for which students are charged tuition;  Other student costs that normally are covered by a student’s financial aid package, such as fees, room and board, books, educational supplies, transportation, and child care;  Lobbying, partisan political contributions, and/or fund raising activities;  The purchase of alcoholic beverages; and  Indirect expenses (such as space, heat, lights, postage, and telephone) that exceed 10 percent of the total academic year Article IV allocation.

AY Article IV Budget Transfers/Modifications/Adjustments All AY Article IV budget transfers/modifications/adjustments must be completed before April 15, 2016 Campus programs may make budget transfers/modifications/adjustments for current personnel budget items within the personnel lines, and current “other than personnel" budget items within the other than personnel line without written approval Budget transfers between personnel budget items and other than personnel budget items require the written approval of the EOF Statewide Director Budget modifications for items that were not part of the original fiscal year contract require the written approval of the EOF Statewide Director All requests for budget modifications should be sent to the EOF Central Office liaison assigned to your program

Submission of Completed Contract Documents to EOF Central Office Send contract document attachments via to the EOF program liaison assigned to your campus This includes: Contract budget attachment B1 EOF Program Mission Statement and Program Goals & Objectives - send as an unprotected word document Contract budget attachment B2 Summer Program – send as an unprotected excel document Contract budget attachment B3 Academic Year Article IV program support funds - send as an unprotected excel document THESE FORMS MUST BE KEPT IN THEIR ORIGINAL WORD OR EXCEL FORMAT. DO NOT CONVERT TO PDF FORMAT OR REMIT AS PASSWORD PROTECTED DOCUMENTS

Completing Contract Signature Pages There are 2 contract signature pages. Both contract signature pages should be signed where indicated by the institution’s president or designee only, and returned as original documents by regular mail to: Ms. Janis Flanagan, Assistant Director NJ Educational Opportunity Fund Office of the Secretary of Higher Education P.O. Box 542 Trenton, NJ After the EOF Central Office staff completes the review of the fiscal year contract documents, both contract signature pages will be signed by the EOF Statewide Director and one copy will be returned to the EOF Director by regular mail to affix to the institution’s copy of the fiscal year contract.

FY 16 Contract Agreement Shell

Contract Attachment C1- Summer Program Expenditure Report Appears as eight worksheet tabs on contract budget attachment B2 Submission deadline date: September 15 th On the tab labeled “INT SSR” the grand total should equal the grand total of initial cost of education in the “expended” column of the expenditure report worksheet tab labeled “Sum COE Initials” Likewise, on the tab labeled “Ren SSR” the grand total should equal the grand total of the renewal cost of education in the “expended” column of the expenditure report worksheet tab labeled “COE Renewals..”

FY 16 Expenditure Report Form C1

Contract Attachment C2 FY 2016 Article IV Expenditure Reports Interim 1, Interim 2 & Final Appears as worksheet tabs on contract budget attachment B3 Figures entered on the contract budget attachment B3 will automatically transfer to the budgeted columns of all the expenditure reports. Therefore, any corrections or amendments made throughout the year will also transfer to the expenditure reports.

Article IV 1 st Interim Expenditure Report Submission deadline is January 15, 2016 Reporting expenditure of Article IV academic year funds from July 1, 2015 thru December 31, 2015 Projecting expenditures from July 1, 2015 through March 31, 2016

Article IV 2 nd Interim Expenditure Report Submission deadline is April 15, 2016 Reporting expenditures from July 1, 2015 through March 31, 2016 Projecting expenditures from July 1, 2015 through June 30, 2016 Final FY 2016 Article IV payment based on total projected expenditures through June 30, 2016

Article IV Final FY 2016 Expenditure Report Submission deadline is August 31, 2016 Report all expenditure from July 1, 2015 through June 30, 2016 Complete the personnel roster Refund checks for total under expenditures of Article IV funds are payable to the Treasurer, State of New Jersey and should accompany the expenditure report

FY 16 Expenditure Report Forms AY Article IV C2- C4

Summer Program Desk Audit

FY 2016 Article IV Program Support Desk Audit

Disbursement Summer Program Article III Allocation Article III Summer program funds are disbursed in two payments Payment # 1 will = 75% of a program’s summer program Article III allocation Funds are disbursed approximately 30 days after the Governor signs the fiscal year appropriations act. Payment #2 = based on final expenditure report, desk audit and balance The final payment will be disbursed only after summer program expenditure report is received and reviewed.

Disbursement of AY Article III Undergraduate Student Grant Funds Institutions should divide their academic year Article III allocations in half (think Fall and Spring semester) For the the fall semester, institutions will receive an advanced payment =75% of the first half of their allocation when HESAA releases the funding The disbursement of the remaining fall Article III funds are based on the HESAA grant disbursement/reconciliation process Spring semester advanced payments will = 75% of the total Article III funds paid to the institution for the fall semester.

Disbursement of Article IV Academic Year Allocations Campus programs will receive 75% of their academic year Article IV allocation in late August, if they have completed the contracting process and have an official signed FY 2016 contract on file with OSHE/EOF Campus programs receive the balance of their academic year Article IV allocation during the month of May. The balance will be based on the campus program’s projected expenditures on the 2 nd interim expenditure report

Resources OSHE/EOF Website EOF_Program_Resources.shtml