1. 2017-2018 Budgeting for Student Success Title 1-7S046
College-prepared
and
Career-ready
Budgeting for Student Success Title 1-7S046
Celina Reynoso
Dr. Candice Waters
Local District West Title I Coordinators
(310) /45

2. Objectives To develop a deeper understanding of: Title 1 program
Online Single Plan for Student Achievement (SPSA) /Budget Document
Budget Program Guidelines
Budget Development Process

3. 2017-2018 Budget Development Resources
Federal and State Education Programs
Offices

4. 2017-2018 Budget Development Resources
Budget Planning
Handbook

5. 2017-2018 Program and Budget Handbook
Instructional tool to assist in developing your instructional program for

6. Purpose of Title I To address the needs of low-achieving students and53
To address the needs of
low-achieving students and
at-risk students not meeting grade-level standards

7. Supplement vs. Supplant1
Resources from the categorical funds should be used to:
Supplement the District provided core services
Extend the quality and quantity of instructional time
Assist with reducing barriers for student learning

8. Cycle of Continuous Improvement
Conduct comprehensive needs assessment, including data analysis/SPSA Evaluation 61
Monitor the implementation of the SPSA
Develop measurable objectives and identify strategies/actions/tasks in the SPSA Goal Pages
Cycle of Continuous Improvement
Identify expenditures in the budget related columns and ensure alignment with the strategies/actions tasks described in the SPSA Goal
Develop budgets based upon prioritized expenditures that support the strategies/actions tasks described in the SPSA Goal Page Columns

9. Title I School Level Decision Making64
Title I School Level Decision Making

10. Title I Allocations
Allocation letters are tentatively scheduled to be ed to principals on March 15 at 5 p.m.
There is an expectation that Title I allocations may be lower than last year. Schools should prioritize.

11. 2017-2018 Title I Allocations 7S046 65% - above - $569 ($113 less)

12. 2017-2018 SPSA Online Single Plan for Student Achievement

13. SPSA Goal Page
School’s budget must be aligned to the SPSA otherwise the SPSA will not be approved.

14. Note: A position must be entered only once
SPSA Goal Page
In writing the SPSA, the school will need to be as accurate as possible when listing cost of expenditure. Cost of the expenditure must be listed with the strategy.
Note: A position must be entered only once

15. Online SPSA Modification
Any changes to the SPSA will now be made in the online SPSA using the online SPSA Modification even if it does not require a budget adjustment.

16. 2017-2018 Program and Budget Handbook Changes
The following items have been moved to the front of the book in order to access pertinent information quicker:
Program and Budget Guidelines
Budget-At-A-Glance
Budget Terms

17. Budget Development and Maintenance
Budget Guidelines:
2 to 3
Budget Development and Maintenance
# 1 Administrator X Time
For Saturdays or unassigned days only (Intervention supervision or PD facilitating or attendance)
Not for weekday activities
Must receive preapproval from the LD Superintendent prior to the beginning of any Saturday activity (no after-the-fact approvals)
All documentation must be maintained at the school site including SSC minutes and agenda, intervention flyer/PD agenda along with time reporting documentation
Must still follow Human Resources Inter-Office Correspondence dated 6/27/13

18. Mileage Budget Guidelines: #10
Budget Development and Maintenance
2 to 3
Mileage
#10
Mileage reimbursement is for school employees who participate in Title I program activities such as Title I funded workshops or Title I meetings. The purpose and need for mileage must be specifically described in the SPSA.
Mileage for Itinerants are paid centrally and not from the school’s Title I funds.

19. Telephone Expenses Budget Guidelines: #15
Budget Development and Maintenance
2 to 3
Telephone Expenses
#15
Reminder: Postage is not allowed
New name and budget item: Phone Expenses – Title I Office/Parent (PHONEEXP-TIOFC/PRNT) - #50254

20. Certificated Personnel
Budget Guidelines:
3 to 7
Certificated Personnel
# 20 CSR Teachers- The minimum allowable when funding CSR teachers with Title I resources is 0.2 FTE (1day). If funding more time than 0.2 FTE, additional time may be purchased in increments of 0.2 FTE, i.e. 0.40, 0.60, 0.80, 1.0.
#21 CSR Day to Day Substitute Benefitted Absence-A minimum of 4 days must be budgeted
#27 Multi-funded CPA and Differential - Multi-funded Categorical Program Adviser positions and differentials should be budgeted at the same percentage.

21. Budget Guidelines: 3 to 7 Certificated Personnel
#29 Certificated Out-Of-Classroom Personnel- No more than two funding sources may be used to purchase any out-of-classroom personnel position. For example, a school may fund a Categorical Program Advisor using Title I and the General Fund School Program (13027).
#30 Prof Expert – requires approval from the Freeze Committee
#33 Teacher Auxiliaries: Auxiliary for class size reduction or intervention may be budgeted during budget development. The SPSA/SPSA Modification page(s) description of the teacher auxiliary must include the subject area to be taught and the grade level

22. EL Coach Budget Guidelines: 3 to 7 Certificated Personnel #22
This is a new supplemental position to address the linguistic and academic needs of English Learners.
If a school would like to utilize their Title III funds, the school can purchase the EL Coach but not the EL/SEL Coach. This is a direct service position.
The only exception to the 50% minimum FTE is an EL Coach. SWP schools that receive Title III funds can combine their Title I and Title III funds to make up the 50% with the minimum FTE being (e.g., to pay the minimum of 0.5 of a position, Title III contributes 20% and Title I contributes 30%) 

23. Teaching Assistants Budget Guidelines: #32
Certificated Personnel
3 to 7
Teaching Assistants
#32
Teacher Assistants: provides services under the direct supervision of a credentialed classroom teacher. The TA is budgeted per the number of hours, the number of days and the percent funded. If a school needs to multi-fund the position, please see the restrictions below:
1-hour and 2-hour positions must be 100% funded (cannot multi-fund)
3-hour and above positions can be multi-funded 50% or 100%

24. Conference Attendance
Budget Guidelines:
Conference Attendance/Professional Development 7
Conference Attendance
#45
Schools cannot use this year’s Title I funds to pay for a conference that will be occurring in the new school year (July – August).
Options:
1) Use general funds to pay for the conference
2) Use Imprest to pay registration, don’t submit Imprest
reimbursement to Title I until after the conference. Include
submission of the invoice and the current year’s SPSA page
where the conference is described and budgeted.
3) Wait until the new year's Title I funds are available in
July to pay for the conference but that may be too
late. Again, the conference needs to be described in
the new year's SPSA.
Please plan accordingly

25. Teacher Release Day/Hours
Budget Guidelines: 7
Conference Attendance/Professional Development
Teacher Release Day/Hours
#46
Since time is reported as hours and not by day, schools can use this expenditure to release teachers for part of the day.
Applicable for secondary schools who only want to release teachers for two hours.

26. Copiers Budget Guidelines: 8 #49 & 50
Other Non-Instructional Contracted Services and Maintenance/Rental of Equipment
Funding must be split into two separate lines with no more than half of the total dollar amount being charged to Title I funds, and the other half charged to any appropriate non-Title I fund
The following are the commitment items for copying charges:
Non Instructional Contracts (Toshiba Contracts) – Commitment Item #580002
Maintenance of Equipment (Other than Toshiba) – Commitment Item #560006
Rental of Equipment (Other than Toshiba) – Commitment Item #560011
or less with T1

27. Entertainment and Title I
Budget Guidelines:
Curricular Trips/Admission Fees 8
Entertainment and Title I
#52
Based on the Education Department General Administrative Regulations (EDGAR), 2CFR Part 200 Section ,
- costs of entertainment including amusement,
diversion, and social activities and any
associated costs are unallowable with federal
funds (including Title I)
Based on this year’s FPM Review, Curricular Trips and Contracts that fall in the “gray” area between entertainment and instructional have been cited for repayment by the CDE Fiscal Reviewers.
“If in doubt, fund with general funds”
Caution on: Arts Contracts and Field Trips

28. Curricular Trips Booked through the Transportation Branch
Budget Guidelines:
Curricular Trips/Admission Fees 8
Curricular Trips Booked through the Transportation Branch
#54
The Title I Office will be an additional reviewer of curricular trips that are booked through the Transportation Services Division.
As with all Title I curricular trips, the destination must be specifically described in the SPSA for the determination of allowability. Please plan accordingly for the additional approval process to ensure that there is enough time for booking your trip.
In addition, because of audit issues, schools cannot book Title I curricular trips in the month of June if using the District’s Transportation Branch.

29. Curricular Buses through Charter Bus Companies
Budget Guidelines:
Curricular Trips/Admission Fees 8
Curricular Buses through Charter Bus Companies
When using a District-approved charter bus company, schools must book the trip using a Purchase Order, P-Card (new) or Imprest Account prior to May 5.
The direct link to the list of approved charter bus companies is:
The new restriction is due to a recent audit that identified an issue with June curricular trips that were booked through the District Transportation Services Division because the charges occurred the following month—after the school year. Title I funds do not carryover from one year to the next and, as a result of the issue, a number of schools had overdrafts and were required to use their general funds to cover these charges.

30. Equipment Budget Guidelines: 9 to 11
#56 Capitalized Equipment (equipment costing $5000 or more) – requires getting approval from Central Office and California Department of Education
#61Non-Capitalized Equipment: Equipment purchases with a total final cost of or over $500 (including tax, shipping and other ancillary charges)
#63 General Supplies Technology: Equipment purchases with a total final cost of less than $500 (including tax, shipping and other ancillary charges)
Note: Must include a Quote and received by May 5th.

31. Disposal of Equipment Budget Guidelines: #60
9 to 11
Equipment
Disposal of Equipment
#60
A Disposal of Equipment form for any categorical equipment listed on the school’s CEI that is reported as stolen or salvaged must be completed within 30 days of knowledge of theft or 30 days of being salvaged.
The form must be submitted to the FSEP Office via at

32. Instructional Materials
Budget Guidelines:
Instructional Materials
11 to 13
# 68 Other Books - Professional learning books for teachers (Lesson Study). Title Schools can now purchase reference books (dictionaries, encyclopedia sets) for the school library. Will be part of the second reviewer process at the local district.
#71 Supplemental Instructional Materials (SIM) - The specific item(s) or supplemental program must be described in the SPSA.
#73 Test Preparation Materials: Title I funds may not be used to purchase test preparation materials.

33. Budget Guidelines:
Instructional Materials
11 to 13
# 66 First Time Purchase of Software License - initial purchases of software licenses, use Commitment Item # , Supplemental Instructional Materials.
#70 Renewal of Software License - When budgeting for renewal of software licenses use Software License Maintenance (Commitment Item # , Budget Item # 50243)

34. Software Licenses Budget Guidelines: #70
Instructional Materials
11 to 13
Software Licenses
#70
Time period for the contract (invoice) should be from July – June for the school year in which you are budgeting.
If your licenses end in the middle of the school year, contact the vendor to adjust the invoice to end on June 30 and submit a new invoice once the new year school year begins.

35. P-Card Expansion Budget Guidelines: #69
Currently, Admission Fees, Registration Fees, Supplemental Instructional Materials are the only items that schools can use Title I funds to reconcile with a P-Card.
Beginning in , the following items will be added:
Software License Maintenance
Curricular Trips - Buses

36. Budget At A Glance 16 to 17 Direct Services
Indirect Services- 10% maximum

37. Pages 18-28

38. Pages 29-39

39. Budget Planning Flowchart
Make a full page handout
James’ new chart 2/21/17

40. (SPSA)/ Budget Development Process
Director will read the SPSA and TSP Plan for quality of the instructional program
Title I/English Learner/PACE staff will read the SPSA for allowability and alignment of expenditures to strategies

41. The SPSA Approval Tracking page is used by Local District Coordinators/Administrators and Instructional Directors to track the SPSA Plan approval process. Principals and Designees can view the page but cannot make changes to it.

42. Signature Page 2017-2018 Budget Development
Principal Signature /29/17 X X
7S046 X
SSC Signature 3/29/17
3/29/17

43. Date
Blue Ink
Date
Blue Ink
Blue Ink

44. Fill in the required textboxes shown.

45. 2017-2018 Budget Development Checklist

46. REMINDERS

47. preliminary SPSA with Budget
In order to approve
preliminary SPSA with Budget
Pending Distribution=$0.00

48. Purchasing Deadlines for Title I
Remember May 5
For technology equipment and software licenses - must be received by May 5 of the current year
All other purchases including warehouse orders – must be ordered by May 5
Imprest Claim Reimbursement Request – must be received by FSEP on or before May 5
P-Card and T-Card purchases – must be purchased by May 5

49. Goods Receipt:
Goods receipt for all expenditures including Title I must be processed in SAP on or by June 30, 2017 otherwise, it will be considered a disallowed expenditure for the following fiscal year and schools will be required to payback with general funds

50. Control Sheets
Because many schools are found to have overdrafts in their Title I budget and they are required to payback Title I with their general funds, we highly recommend that schools maintain control sheets to keep track of their funds.
Check with your fiscal specialist for control sheet templates.

51. Control Sheet

52. Changes to Estimated Rate Sheets

54. QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS???
QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS???
QUESTIONS??? QUESTIONS??? QUESTIONS??? QUESTIONS???

55. Thank You