Perkins Fiscal Training Treatment of Money Detail – Secondary Michelle Kamenov, Joel Larsen, Laurie Rheault Minnesota Department of Education September 24, 2015

AGENDA Review development of Secondary Perkins Budget (Excel Spreadsheet) Review Procedures for submitting applications and budgets through SERVS Financial The secondary Perkins budget spreadsheet and instructions are available for download at An overview of the CTE Revenue for FY 2015

Process Step 1: Verify final Perkins consortium allocation, including separate basic and reserve allocations.

July 2014

Process Step 2: Complete Perkins application, including identification of activities by goal, administrative expenses, and activities to be carried out for the consortium by subgrantees

Process Step 3: Develop the budget for each activity, including by whom or where the activity will occur

Learning that works for Minnesota CTE™CTE™ Goal 1:Designing &. implementing Programs of Study Gca1s, Objectives and Strategies

Process Step 4: Determine for each activity whether it addresses Basic Grant or Reserve Fund activities.

Process Step 5: Determine the appropriate UFARS Object (OBJ) code(s) for each activity. Each expenditure may be reported under only one object code.

ht p:/ education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/ UFARS OBJ

Process Step 6: Complete the Perkins Secondary Budget Spreadsheet to be attached to the Perkins application in SERVS Financial and submitted with your online application at applyheremn.org

Consortium name Fiscal agent District number and type Basic Reserve allocation BUDGET SUMMARY TAB

Objective 1: Professional Development-Technical Skill Development Objective 2: Travel GOAL 1 TAB

Goal 2 Tab

Goal 3 Tab

Process The consortium would similarly enter information for goals 4 and 5.

Admin Tab

Budget Summary Tab

CAUTION Moving or copying/pasting cells on the spreadsheet may disrupt the automatic summary features (to the Budget Summary tab).

Process Step 7: Revise the budget spreadsheet whenever substantial budget changes are made.

Process Step 8: In January, enter expenditures made through December 31 on the spreadsheet by goal (or admin) and submit the updated spreadsheet to Michelle Kamenov at MDE

Learning that works for Minnesota CTE™CTE™ A I II I B c DEFDEF I G III IIII I H I I 1 Carl D. Perkins Education Act ·Basic Grant ·Goal 1 Secondary Budget Goal 1:Designing Programs of Study 3 Consortium Name: Central Lakes 4545 Column total 118, Expenditures through Reallocated Amount UFARS Object CodeUFARS Object Description 140 Licensed Classroom Tea:her 6 Objective ItemAmount Reserve Amount NotesDecember TSAIPOS/Spec Proj Coord 5, lnservice pay CIS Workshop 1, Licensed Classroom Tea:her 9 1 FICA fu1 above FIC.IMedicare 10 1 TRA for above TRA (Teachers Retiremeot Association) 11 1 WC for above Workers Compensation 12 1 Curriculum dev pay 4, Licensed Classroom Tea:her FICA for above FIC,6/Medicare 14 1 TRA for above TRA (Teachers Retiremeot Association) WC for above Workers Compensation Professional Development 2, Federal Subawards and Subcontracts - Amount up to $ Professional Development 1, Travel. Conventions and Conferences 18 1 Equipment 25, Federal Subawards and Subcontracts - Amount up to $ Equipment 10, Federal Subawards and Subcontracts - Amount up to $ I 1 Equipment 5, Other Equipment Purchcsed Budaet Summary J Goal 1/ Goal 2 / Goal 3 / Goal 4 / Goal S /Admin / UFARS OBJ /r,;;1/ Ill I 1111

I will now turn the discussion over to Laurie Rheault to talk about SERVS Financial.

Secondary Perkins Funds and SERVS Financial FIN 428 Basic FIN 475 RESERVE

Perkins Secondary Accessing Funds – SERVS Financial SERVS (State Educational Record View and Submission System) is a password protected website where you can find all grant opportunities through the Minnesota Department of Education

SERVS Financial

All Open Grant Opportumtles Horne: Accountability Programs: Program Accountability and Improvement: Grants Management Directory: All Open Grant Opportunities Thi table includes a listing of all co1111Jetitive and formula grant opportunities currently available through the Minnesota Department of Education. You may sort and retreve information by grant title,MOE program 3rea,eligible applicants,dollar amount or due date.Select a S!Jecific grant title for more detailed information about the grant opportunity. Contactmds.ss.rvsfinsncislContactmds.ss.rvsfinsncisl > Current sorting criteria : Fiscal Year & Descending> Current sorting criteria : Fiscal Year & Descending TitleTitleProgram AreaEligible Applicants Amount Up Application To Due Date FORMULA SFY 2012,IDEA PART B SECTION 619 PRESCHOOL Lf!::N_TLVE,flE_s 3:5....C_i:o.84,1rA FORMULA SFY 2012,CARL 0. PERKINS CAREER AND TECHNICAL EOUCATION-RESERVE,CFOA A, FFY 2011 FORMULA SFY 2012,CARL 0. PERKINS CAREER ANO TECHNICAL EDUCATION-BASIC,CFOA A,FFY 2011 Program Finance/Early Local Education $5, /30/2012$5, /30/2012 Learning Seivices Agencies (LEAs) ········ ·-···· -······ Center for 2012 Postsecondary Success /\pprovcd Pcrl<ino Consortia $76,197 10/14/2011 Center for 2012 Postsecondary Success Approved Perkins Consortia $ /14/2011 r1r1 HslpHslp FORMULA SFY 2012,IDEAProgramProgramMinnesota LocalMinnesota Local SPECIAL EOUCATION PART B SECTION Finance/S!JecialFinance/S!JecialEducation.A.gencies$167'129, /30/ REGULAR,CFOA AEducationEducation(LE.A.s)(LE.A.s)

SERVS Financial

Select your district. Select Grant Management.

SERVS Financial

Your grant application has been successfully submitted and the status is “Signature Pending”. Once the Superintendent or Executive Director has approved this application on behalf of your organization, MDE will begin their review process. You may check the status of this or any other application on the Grant Applications page of SERVS Financial Grants Management. SERVS Financial

Electronically Signing the Application

SERVS Financial

Application Status Options Signature Pending – application submitted by Application- Budget, Application-Budget Approver or Account Register. Application Budget Approver must sign. Under Process – Application Budget Approver has signed. It is now in MDE’s workflow queue awaiting review. Resubmit – MDE has requested that you resubmit the application to make changes. Denied – Your application is formally denied. Approved – Your application is approved. SERVS Financial

SFY 15 EXPENDITURES All Budget Revisions and Expenditure Draws must be completed by November 1, 2015

SFY 16 FIN 428 and FIN 475 Allocations 1.Inform your Authorized Agency Representative that allocations are available 2.Ask the Authorized Representative to ACCEPT the FIN 428 Basic and FIN 475 Reserve funds 3.Create your budgets for both 428 and SERVS budgets must match your approved budgets that were submitted through the DULLES system. 5.Draw funds

Laurie Rheault Grant Specialist Senior Minnesota Department of Education

SERVS Financial REMINDERS Make final FY15 budget revisions and SERVS draw requests for Basic-428 and Reserve-475 by November 1, Be sure to draw from course code 011 before drawing from current year (000) funds. SERVS expenditures must match UFARS.

I will now turn the discussion over to Joel Larsen to talk about the CTE Revenue system

Career & Technical Education Funding CTE Revenue – FY 15 ( ) & beyond: 35% of Program Expenses

Career & Technical Education Funding There was a cap on state revenue for: FY $17,850,000 FY $15,520,000 FY $ 20,657,000 There is currently no cap on state revenue.

CTE Expenses reported AFNR = $128,869 Business = $ 23,202 Marketing = $ 80,845 Construction =$ 85,395 Cooperative District =$ 84,217 Total $402,529 X 35% = $140,885.15

CTE Expenses 140/143 - Teacher Salary (Not including benefits) Including Extended days Teacher contact time in approved program 365/366 - Travel Professional Development Student Organization Activities

CTE Program Expenses 305/394/396 - Services by contract (Page 12 CTE Users Guide. Attach a copy of the contract. 433/490 - Operational Budget (NOT Capital) 610 – Curriculum development Activities Attach a copy of the activities.

Program Approval STEP 1: Need to complete Program Approval 5 year cycle Due November 1 Contact Debra Blahosky for details Master list of current Approved Programs goes to Data system March 1.

Anticipated CTE Expenses Anticipated CTE Program Expenses for the next year are entered April 15 – May 15. (FY ) Requires districts to have approved CTE programs in the current data base. These anticipated CTE expenses are sent to UFARS June 1.

Actual CTE Program Expenses Report actual CTE Program Expenses September 1, immediately follow close of school & fiscal year. Requires approved program. Requires appropriately licensed teacher. These expense reports are submitted to UFARS and compared with, and reconciled by October 31.

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MnSCU Career and Technical Education Webinar recordings, presentation PowerPoints finance-and-accountability.html MDE Office of Career and College Success Materials

Treatment of Money Detail- Postsecondary Monday, Sept. 28, 1pm Perkins Fiscal Webinars CTE Webinar Series Previous CTE Perkins Webinars  Perkins 101 for New Consortia Leaders  Accountability I - Secondary and Postsecondary  Accountability II: Secondary Webinar  Accountability II: Postsecondary Webinar  MN Perkins CTE Requirements and Uses of Funds

Perkins Consortium Coordinators Meeting Save the Date! November 4, 2015 Normandale Community College CTE Works! Summit Snapshots From MN Career Technical Education Keynote: Emily Hanford, American RadioWorks November 5, 2015 Sheraton West, Minnetonka, MN Upcoming Events 60

Thanks for joining us today! We value your feedback about today’s session. Please click the link in the chat window now to complete the evaluation of this webinar. 61 REMINDER: For secondary participants, Continuing Education Units (CEU’s) will be made available for teachers for this series of webinars (1 Hour per webinar). In order to get the necessary certificates you MUST complete the session evaluation.