1. Utilizing Title IIA Funds
Documents Training Session
January 2016

2. Request to Use Funds
PINK
Requested activities must align with Needs Assessment
Submitted at least 60 days prior to event
Attach Supporting Documents
quote (s) from vendor(s)
conferences description, registration and schedule of events
coursework description
Guest Speaker, copy of resume or credentials

3. Training Reminders —Training Hosted by Religious Entities
—Payments may NOT be made directly to the organization; only reimbursements may be made to individuals for allowable activities.
—Only the secular, neutral, and non-ideological portion of activities may be allowed. Prorated reimbursements may be necessary. Consultation is CRITICAL!
—Online training
—Only reimbursement for allowable activities may be provided. (If provider offers non- allowable content that teachers access, the reimbursement should be prorated accordingly.)
—How will online activities be monitored?
—What are expectations?

4. Use of Funds for Services or Products
School submits quote from vendor
vendor must have a W-9 on file with RPS
quote identifies all costs
OGM creates Purchase Order
School notifies OMG when services or products have been received
agenda and sign-in sheet are required for on- site trainings
OGM requests finance department to make payment
GREEN

5. Use of Funds for Conferences, Prior
School completes Permission to Attend form along with conference schedule and registration(s) for participant(s)
Titile IIA funds will not pay for membership fees
note “Early Bird” special
note permission to purchase instructional materials at conference
OGM arranges for payment of conference
School books hotel. Check website for state allowable per diem rates (
verify if hotel will accept check from RPS
BLUE

6. Conference Reminder
May Title II, Part A, funds be used to pay for a private school teacher’s attendance at a professional conference sponsored or conducted by a faith-based organization?
•Yes. To the extent that the conference is part of a sustained and comprehensive secular professional development plan for the teacher, then Title II, Part A, funds may be expended to pay for the portion of the costs of the conference that, as determined by the LEA, represent the secular professional development in which the teacher participated.
•In this case, an individual teacher would need to pay for attendance at the conference, submit documentation about sessions attended, and the LEA would pay or reimburse the teacher for attendance at the conference in the appropriate amount.

7. Use of Funds for Conferences, Prior
Individual submits Departmental Invoice form requesting for payment or reimbursement of hotel expenses. Attach confirmation, receipt (include taxes and rate) and letter requesting delivery process of check.
Individual or hotel must have W-9 on file with RPS

8. Use of Funds for Conferences, During
Participants collect all receipts
meal receipts must be itemized
NO alcoholic beverages on receipts
administration should discuss percentage amount for tipping prior to conference
meal reimbursement are contingent on the conference agenda
check state per diem rate
Parking, Tolls, Tips, etc.
tolls and transportation (i.e., bus, train, taxi)
state mileage rate is .540

9. Use of Funds for Conferences, After
YELLOW
Individual completes and submits reimbursement form for travel
must have W-9 on file with RPS
tape original itemized receipts to an 8.5 x 11 blank piece of paper; will not accept copies or credit card vouchers
attach proof of mileage using an on-line mapping tool (i.e., Mapquest, Google Maps)
OMG approves and submits to finance
2 - 4 weeks for check to be cut

10. Use of Funds for Flights
Individual books and pays for flight
can not reimburse the school
can pay/reimburse travel agency
Individual completes and submits reimbursement form
must have W-9 on file with RPS
attach final receipt
include regular baggage fees; overage fees are not reimbursable
OMG approves and submits to finance AFTER conference
2 - 4 weeks for check to be cut

11. Things to Know Business: 15 days turnaround for payment
Training: 15 days turnaround for payment
DO NOT make partial payments to hotels if RPS is cutting the check
Reimbursement for coursework requires receipt showing full payment and a final transcript is needed showing a passing grade.
Reimbursements request more than budgeted will require approval from administrator
Rental car requires prior approval
Expenses exceeding the state per diem rates are the responsibility of the individual

12. Contact Information
Karen Blake
Technical Assistant
Main Office (804)
Direct Line (804)
FAX (804)
Leah Harrison
Grant Writer
Main Office (804)
Direct Line (804)
FAX (804)
Cheryl P. Bostick
Grant Manager
Main Office (804)
Direct Line (804)
FAX (804)
Project Coordinator, TBD