1. Federal Programs Department
07/14/16
Federal Programs Department
07/14/16
School Year
Title I, Part A (Fund 211) &
State Compensatory Education (Fund 164)

2. Agenda When to submit requests to Federal Programs
07/14/16
Agenda
When to submit requests to Federal Programs
What to submit to Federal Programs
New information
Parent Involvement Guidelines
Important reminders
Information for new district employees
What is the law and what does the law require?
What is Title I, Part A?
What is a Title I School-Wide program?
What is State Compensatory Education?
What does supplemental mean? 2

3. When to submit requests to Federal Programs Department?
07/14/16
When to submit requests to Federal Programs Department?
Any expenditures using funds:
164 – State Compensatory Education
211 – Title I, Part A
212 – Title I, Part C Migrant
214- Title III, Immigrant
Title I, Part D, Subpart 2
245 – Title I, 1003(a) Priority and Focus School Grant
Title II, Part A - Teacher and Principal Training and Recruiting
Title III, Part A LEP
287 – NCLB Consolidated Administrative Fund 3

4. Title I, Part A – Improving Basic Programs
07/14/16
Title I, Part A – Improving Basic Programs
Fund 211
Federal entitlement
Provides supplemental resources
Helps schools with high concentrations of students from low-income families provide high-quality education
Enable all children to meet the state student performance standards
SAISD operates school-wide programs 4

5. State Compensatory Education (SCE)
07/14/16
State Compensatory Education (SCE)
Fund 164
State allotment
Supplemental programs and/or services
For students identified as at risk of dropping out of school 5

6. What does supplemental mean?
07/14/16
What does supplemental mean? 6

7. Definition of Supplemental
07/14/16
Definition of Supplemental
To increase the level of services and not supplant (replace) funds from nonfederal sources
To ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available 7

8. Expenditures Procedures
07/14/16
Expenditures Procedures
Payroll
Professional Development
Travel
Contracts
Mileage
Requisitions
Print Work Orders
BCR
Equipment
Parental Involvement 8

9. Where can I find the expenditures procedures?
07/14/16
Where can I find the expenditures procedures? 9

10. Where can I find the expenditures procedures?
07/14/16
Where can I find the expenditures procedures?
Federal Programs Website
Forms, Procedures and Quality Control Worksheets – revised
(may be subject to change)
Expenditures Manual
In the process of updating
Training TBD 10

11. Sample of procedures sheet
07/14/16
Sample of procedures sheet
The Procedures will outline the following:
Supporting Documents
Outline of Approval Process
Any special notes 11

12. Quality Control Worksheet
07/14/16
Quality Control Worksheet 12

13. What is a Quality Control Worksheet?
07/14/16
What is a Quality Control Worksheet?
Auditable document
Serves as a checklist to help campuses/departments know what to submit with requests using federal funds
Give you the order of supporting documents
Coversheet for your packet 13

14. Quality Control Worksheet
07/14/16
Quality Control Worksheet
Each category of expenditures has their own QCW
List supporting documents in order to submit
Place a check mark in the “Submitted” column for each item submitted
Complete and submit a Quality Control Worksheet with each packet
(upload in iTCCS with requisitions or
pony for payments) 14

15. Quality Control Worksheet
07/14/16
Quality Control Worksheet
No longer need to attach a copy of the CIP/DIP with the packet
Indicate the CIP/DIP Plan4Learning GPS numbers at the top of the quality control worksheet
Must submit the QCW with every request 15

16. Campus Operations Portal Performance Objective
07/14/16
Plan4Learning GPS
Plan4Learning
Campus Operations Portal
Goal
Function
Performance Objective
Strategy
Activity
Multiple items on the requisition have more than one.
NOTE: The request will be returned if the Plan4Learning GPS:
is not indicated on the QCW or forms
is not located within Plan4Learning
does not coincide with the purchase
Please consult with your principal/Authorized Administrator with questions and current info about Plan4Learning. 16

17. 07/14/16
New Information 17

18. Substitute Certification
07/14/16
Substitute Certification
Substitute Certification
Audit Requirement
Employee Acknowledgement (signature) for every employee being paid with Federal Funds will be required
Every Substitute must complete one form every day
Substitute must sign
Principal must sign
The campus sign in sheet does not need to be attached but needs to be readily available in the event of an audit. 18

19. 07/14/16 19

20. Plan4Learning Budget Resource Guide
07/14/16
Plan4Learning Budget Resource Guide 20

21. Travel Reimbursement Quality Control Worksheet
07/14/16
Travel Reimbursement Quality Control Worksheet 21

22. Universal Tutoring Form
Effective immediately 22

23. Due to Federal Programs
07/14/16
Due to Federal Programs
Any expenditures
incurred through June 30, 2016
using State Comp (Fund 164 year 6)
are due to Federal Programs
Friday July 15, 2016 23

24. 07/14/16
TEA Approval
All field trips and Out-of-State request require TEA approval
Field Trips and Out-of-State request using federal funds require written justification
TEA form must be completed by campus/department
Must have approval from TEA prior to date of trip
TEA forms will be posted on Federal Programs website
Must submit with packet
More information will be forth coming on the process for requesting field trips. 24

25. 07/14/16
New Information
Important: All out-of-state travel will only be approved by TEA.
More information will be provided to your Administrator on the approval process.
Out-of-state travel costs are allowable and should be minimal, reasonable, and necessary to meet the intent and purpose of the grant program.
Additionally, out-of-state travel with Title II, Part A funds (255) must be due to the absence of in-state opportunities to satisfy the same Title II, Part A specific needs. 25

26. 07/14/16
Parental Involvement 26

27. 07/14/16 27

28. 07/14/16 28

29. 07/14/16
Important Reminders 29

30. 07/14/16
Important Reminders
Requests sent to FPD will be returned if the Plan4Learning GPS is not indicated, located or coincides with the purchase.
If item(s) are ineligible, require revision/clarification, or supporting documents are missing – FPD will return requisition via iTCCS and remarks will be noted in iTCCS comment box.
The iTCCS system will not notify FPD of any revisions and will delay your purchase if the campus/department does not notify FPD.
your assigned Federal Programs Specialist once changes, corrections and/or uploads are made at any time during the approval process 30

31. 07/14/16
Important Reminders
Always refer to the Quality Control Worksheet and Procedures to ensure that your packet is complete and routed correctly.
Be sure to attach the Quality Control Worksheet to all submitted packets.
Start the process early! Failure to do so may result in disapproval or your local budget paying for the item.
Timeline will be subject to earlier deadlines than previous years.
Ask questions. 31

32. 07/14/16
Federal Programs is here to help! If you have any questions, please visit our website or call our office at THANK YOU! 32

33. 07/14/16
Payroll

34. Payroll – Supplemental
07/14/16
Payroll – Supplemental
Supplemental pay does not include lunch. Timesheets must state whether or not lunch was taken each day.
Part-time certified tutors must submit one tutoring form per day.
Must clearly identify CIP/DIP Strategy and Activities on the sheet.
Only the student can sign in and out on the form.
Do not round up or down. All time must be exact to the minute based on student sign in.
Example: 7:00 a.m. to 7:45 a.m. is .75, not 1 hour.

35. 07/14/16
Payroll – Weekly
Federal funds do not pay for planning. (Remember when completing Campus/Dept. Program Review).
Must submit documentation for full-day schedule when paying for a substitute.
Must clearly identify CIP/DIP Strategy and Activities on the sheet.
Weekly Payroll report must include reason why the teacher was absent.

36. Tutoring Lesson Plan Units of hours must be converted.
07/14/16
Tutoring Lesson Plan
Units of hours must be converted.
Submit payroll documentation organized by the individual, not the date.
Must have a minimum of five (5) students, but classes can be combined.

37. 07/14/16
Substitute Schedule
If paying a substitute using federal funds, every substitute must sign and submit the Substitute Certification with the payroll packet.
May be subject to change.
Substitute sign-in sheet must clearly identify (highlighted) the substitute teacher to be paid.

38. 07/14/16
Program Review
A Campus or Department Program Review form must be submitted with the following:
PLS form
Teacher Sign in and sign out
Agenda

39. 07/14/16
Conversion Chart
Remember to convert all time using the conversion chart.
Do not round up or down. All must be to the minute based on student sign in and sign out.
If a teacher tutors from 3:30 p.m. – 4:20 p.m., what is the converted number of units?

40. 07/14/16
Contracts

41. 07/14/16
Contracts
Visit SAISD’s Administrative Procedures website to find the latest version of contracts.
Required items can be found on the Procedures sheet in the Expenditures Manual and on the website.

42. 07/14/16
Travel

43. Travel – Prior to Event Request must be submitted 6 weeks in advance.
07/14/16
Travel – Prior to Event
Request must be submitted 6 weeks in advance.
All required Supporting Documents are listed on the Procedures Sheet.

44. Travel - Reimbursements
07/14/16
Travel - Reimbursements
There is a separate process that takes place after the approved travel has occurred to ensure reimbursement.
All required Supporting Documents are listed on the Procedures Sheet.

45. 07/14/16
Mileage

46. 07/14/16
Mileage
Use the latest Mileage Log on the SAISD Website. (updated every January)
Use exact destination.
Use idata portal maps, and attach them in order of the log.
Submit them on a monthly basis ($60 minimum), but not to exceed 3 months.

47. 07/14/16
Mileage
Purpose of trip must be clear and in accordance with federal guidelines, including:
Must directly relate to the job description.
Must be directly related to parent activities.
Must have an instructional purpose.

48. 07/14/16
Online Requisitions

49. 07/14/16
Online Requisition
Ensure the funds are available for the requested purchase.
Check that the Activity and the Fund are correctly listed in the CIP or DIP.
CIP/DIP Strategy and Activity must be notated on all requisitions.
Pay attention to the Federal Program timeline for all purchasing deadlines.

50. 07/14/16
Payments

51. Payments Maintain a running balance log for open POs.
07/14/16
Payments
Maintain a running balance log for open POs.
CIP is not needed for a payment request.
When using multiple codes, specify how much to deduct from each budget code.
Submit hard copies with original signatures for payment requests. No need to submit electronically.
Notate on the PO Partial or Final payment.

52. 07/14/16
Payments
When submitting request for Parental Involvement:
Attach proper documentation. Include PI calendar.
Ensure Parental Involvement Meeting Agendas meet federal guidelines.
PFLs will be trained of the proper procedures.
Max of $500 on HEB Requisition
When expending federal funds for PI meetings, remember that Parental Involvement is engaging parents in activities that improve academic quality to ensure success and improve achievement of all students.
When submitting request for Science Experiment Materials:
Attach a copy of the experiment.
Highlight the items purchased (receipt must match experiment listing of materials).
Always tape full receipts. Please do not cut or staple receipts.

53. Other Expenditure Items
07/14/16
Other Expenditure Items
Budget Change Request
Equipment
Parental Involvement
Print Work Orders
Require review and approval prior to printing or mailing.
All the Procedures and Quality Control Sheets can be found on the Forms page on the Federal Program Department website.

54. 07/14/16
What is the Law?

55. ESEA and NCLB Law No Child Left Behind (NCLB)
07/14/16
ESEA and NCLB Law
No Child Left Behind (NCLB)
Elementary and Secondary Education Act (ESEA)
The Elementary and Secondary Education Act of 1965 (ESEA) was first passed by Congress as part of President Lyndon B. Johnson’s War on Poverty.
This legislation provided federal funds to support public education, particularly in resource-poor, low income settings.
The most recent reauthorization amending ESEA is the No Child Left Behind Act of 2001 (NCLB).
This legislation aimed to close the achievement gap between groups of students through greater accountability and increased flexibility and choice.
NCLB affects almost every school district and charter school in the state.

56. What is the Title I, Part A?
07/14/16
What is the Title I, Part A?

57. Title I, Part A – Improving Basic Programs
07/14/16
Title I, Part A – Improving Basic Programs
Fund 211
Federal entitlement
Provides supplemental resources
Helps schools with high concentrations of students from low-income families provide high-quality education
Enable all children to meet the state student performance standards
SAISD operates school-wide programs

58. What is a school-wide program?
07/14/16
What is a school-wide program?
Purpose is to upgrade the entire educational program in order to raise academic achievement for all students
Is built on school-wide reform strategies, rather than separate, add-on services
Provides flexibility in spending Title I funds
Permits flexibility to coordinate with other funds in support of the school-wide program
Focuses on results

59. What is the State Compensatory Education (SCE)?
07/14/16
What is the State Compensatory Education (SCE)?

60. State Compensatory Education (SCE)
07/14/16
State Compensatory Education (SCE)
Fund 164
State allotment
Supplemental programs and/or services
For students identified as at risk of dropping out of school

61. What does supplemental mean?
07/14/16
What does supplemental mean?

62. Definition of Supplemental
07/14/16
Definition of Supplemental
To increase the level of services and not supplant (replace) funds from nonfederal sources
To ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available

63. Basic and Supplemental Programs
07/14/16
Basic and Supplemental Programs
Regular or Basic Program
Supplemental Program
Supplemental Program Plus
Plain cake = basic education program
Frosting = additional support
Candles = further support

64. 07/14/16
State Law Flexibility
Allows a School-Wide campus to use SCE funds in coordination with its Title I funds to implement the school-wide program (still obligated to show gains in academic achievement & reduction in the drop-out rate for at-risk students)
You must maintain documentation that clearly demonstrates the supplementary nature of these funds

65. Title I and SCE Organization and Development Process
07/14/16
Title I and SCE Organization and Development Process
Implement the Improvement Plan 5

66. 07/14/16
What is a CNA & CIP/DIP?
The CNA & CIP/DIP is your school’s or department’s Comprehensive Needs Assessment and Campus/District Improvement Plan and includes:
A Needs Assessment and Summary of Data
Goals and Strategies to Address Academic Needs of Students
Professional Development Needs
Coordination of Resources/Comprehensive Budget
A family component to address parental involvement