1. Federal Programs Department
10/17/2016
Federal Programs Department
School Year
Title I, Part A (Fund 211) &
State Compensatory Education (Fund 164)

2. Agenda When to submit requests to Federal Programs?
10/17/2016
Agenda
When to submit requests to Federal Programs?
What does supplemental mean?
Requisitions and Important Deadlines
New Information - Plan4Learning
Forms- Procedures & Quality Control Worksheet
Expenditures Procedures and Processes
Additional training for new Principals and Secretaries
Additional Information on Title I, Part A and State Compensatory Education (SCE)

3. When to submit requests to Federal Programs Department?
10/17/2016
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
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

4. What does supplemental mean?
10/17/2016
What does supplemental mean?

5. Definition of Supplemental
10/17/2016
Definition of Supplemental
General Definition: 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

6. Basic and Supplemental Programs
10/17/2016
Basic and Supplemental Programs
Regular or Basic Program
Supplemental Program
Supplemental Program Plus
Plain cake = basic education program
Frosting = additional support
Candles = further support

7. Requisitions and Important Deadlines

8. Requisitions and Important Deadlines
10/17/2016
Requisitions and Important Deadlines
January 27, 2017 – Principal/Department Head Requisition Approval Deadline
April 13, Principal/Department Head Requisition Approval Deadline for Summer Activities

9. New Information- PLan4Learning

10. Plan4Learning

11. Plan4Learning
This school year, SAISD implemented a new web-based software for CIP/DIP.
The CIP/DIP has several components to it:
Goal-Performance Objective-Strategy (GPS)
The Strategy component includes the funding in Resources Needed.
Resources Needed- must include general description and funding source
The Budget Resource Guide assists with completing the Resources Needed component.

12. Campus Operations Portal Performance Objective
10/17/2016
Plan4Learning GPS
Plan4Learning
Campus Operations Portal
Goal
Function
Performance Objective
Strategy
Activity
Multiple items on the requisition have more than one.
Cannot spend funds on an item that is not in the CIP/DIP, and an item should not be in the CIP/DIP, if it is not supported by the CNA
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

13. CIP Sample 1

14. CIP Sample 2

15. Plan4Learning Resource Guide
10/17/2016
Plan4Learning Resource Guide

16. Plan4Learning Resource Guide Cont.
10/17/2016
Plan4Learning Resource Guide Cont.

17. Forms-Procedures & Quality Control Worksheets (QCW)

18. Where Can I Find the Expenditures Procedures?
10/17/2016
Where Can I Find the Expenditures Procedures?

19. Where Can I Find the Expenditures Procedures Cont.
10/17/2016
Where Can I Find the Expenditures Procedures Cont.
Federal Programs Website
Forms, Procedures and Quality Control Worksheets – revised
(may be subject to change)

20. Sample of procedures sheet
10/17/2016
Sample of procedures sheet
The Procedures will outline the following:
Supporting Documents
Outline of Approval Process
Any special notes

21. Quality Control Worksheet (QCW)
10/17/2016
Quality Control Worksheet (QCW)

22. What is a Quality Control Worksheet (QCW)?
10/17/2016
What is a Quality Control Worksheet (QCW)?
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

23. Quality Control Worksheet (QCW)
10/17/2016
Quality Control Worksheet (QCW)
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 (QCW) with each packet
(upload in iTCCS with requisitions or
pony for payments)

24. Quality Control Worksheet (QCW) Cont.
10/17/2016
Quality Control Worksheet (QCW) Cont.
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

25. Expenditures Procedures and Processes
10/17/2016
Expenditures Procedures and Processes

26. Expenditures Procedures
10/17/2016
Expenditures Procedures
Payroll
Contracts
Travel
Mileage
Requisitions
Payments
Other Expenditure Items
BCR
Equipment
Print Work Order
Parental Involvement
Important Reminders

27. 10/17/2016
Payroll

28. Payroll – Supplemental
10/17/2016
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 GPS on the supplemental 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.

29. 10/17/2016
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 GPS on the weekly sheet.
Weekly Payroll report must include reason why the teacher was absent.

30. Universal Tutoring Form
Effective immediately

31. Units of hours must be converted.
10/17/2016
Tutoring Lesson Plan
Units of hours must be converted.
Submit payroll documentation organized by the individual, not the date.

32. 10/17/2016
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?

33. Substitute Certification
10/17/2016
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.

34. Substitute Certification Continued
10/17/2016
Substitute Certification Continued

35. 10/17/2016
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.

36. 10/17/2016
Campus Program Review
A Campus or Department Program Review form must be submitted with the following:
PLS (Professional Learning Statement) form
Teacher Sign in and sign out
Agenda
Supplemental/Weekly form is not to state “planning” in descriptive column (Federal funds do not pay for planning)

37. 10/17/2016
Online Requisitions

38. 10/17/2016
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.

39. 10/17/2016
Contracts

40. 10/17/2016
Contracts
Visit SAISD’s Administrative Procedures website to find the latest version of contracts.
Required items can be found on the Procedures sheet on the Federal Programs Department website.

41. 10/17/2016
Travel

42. 10/17/2016
TEA Approval
All field trips and Out-of-State requests require TEA approval
Field Trips and Out-of-State requests 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.

43. TEA Approval Continued
TEA Field Trip Form

44. TEA Approval Continued
TEA Out of State Travel Form

45. TEA Approval Continued

46. TEA Approval Continued
10/17/2016
TEA Approval Continued
Important: All out-of-state travel will only be approved by TEA.
More information will be provided 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.

47. Travel – Prior to Event Request must be submitted 6 weeks in advance.
10/17/2016
Travel – Prior to Event
Request must be submitted 6 weeks in advance.
All required Supporting Documents are listed on the Procedures Sheet.

48. Travel Reimbursement Quality Control Worksheet
10/17/2016
Travel Reimbursement Quality Control Worksheet

49. Travel - Reimbursements
10/17/2016
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.

50. 10/17/2016
Mileage

51. 10/17/2016
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.

52. 10/17/2016
Mileage Continued
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 for PI mileage.
Must have an instructional purpose.

53. 10/17/2016
Payments

54. Payments Maintain a running balance log for open POs.
10/17/2016
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.

55. 10/17/2016
Payments Continued
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.

56. Payments Continued HEB Receipts must be: Taped, not stapled
Taped to the front of the page only, not front and back
Must submit separate receipts for refreshments and supplies for easier processing
When submitting one receipt for multiple POs, notate on the copy of the receipt to which PO the original receipt is attached

57. Partials/Final Payments
Must submit hard copies with original signatures for payment requests (no need to submit electronically)
Only submit the PO page(s) that have the budget code(s) for the expense requested.
When using multiple codes, specify how much to deduct from each budget code according to the invoice.
Notate on the PO if it is a Partial or Final payment:
If submitting a final payment, specify that the PO is being closed and the balance unencumbered.
The Principal must sign and date the PO at the bottom of the PO.
If submitting a partial payment, highlight the partial amount being requested. The Principal must initial next to the partial amount.
Submit official invoice, not packing slip

58. Other Expenditure Items
10/17/2016
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.

59. Parental Involvement

60. Parental Involvement
When expending Federal Funds for Parent Involvement meetings, keep in mind that Parental Involvement is:
engaging parents in activities that improve academic quality to ensure success and improve achievement for all students

61. Parent Involvement: Guidelines
10/17/2016
Parent Involvement: Guidelines

62. Parent Involvement: Guidelines Cont.
10/17/2016
Parent Involvement: Guidelines Cont.

63. Receipts Submission Reminders
Submit:
Agenda (Must have an eligible instructional activity in core content area(s) presented at the meeting)
Communication to Parents
Evaluations
Purchase date of the receipt in relation to the meeting should reflect a reasonable timeframe for the purchase prior to the meeting
Items purchased in October for a meeting in December
Remember that the amount of food purchased should be in relation to the type of meeting your are having and the number of attendees
Meet the Teacher has more parents attending than a Principal's Coffee

64. Receipts Submission Reminders Cont.
Payments Quality Control Worksheet
Quality Control Worksheet must be submitted with your receipts

65. Parent Meeting Agenda Reminders
SAISD Federal Programs PFL Training
8/21/2015
Parent Meeting Agenda Reminders
Remember to include the date and time on the agenda. It should be the same date and time that is on the sign-in sheet and evaluations
Fully explained agenda topics are crucial to processing your HEB payment in a timely manner
Agendas may not be revised after any meeting
Good Agenda Item
GREAT Agenda Item
Reading
Literacy and Your Student
Importance of Reading
Literacy Expectations for the 2nd grade
Math
Math in 1st Grade
New Math Curriculum and new expectations – increasing rigor
Importance of math homework

66. Purchases for Parent Meetings
List of eligible and ineligible refreshments and supplies
Note: this list is not all inclusive

67. Refreshments and Snacks Guidelines
Online Resources
Federal Programs Website
PARENT INVOLVEMENT
Refreshments and Snacks Guidelines

68. Exciting Expenditure Procedures Home Visits
10/17/2016
Exciting Expenditure Procedures Home Visits

69. Mileage for Home Visits
Purpose of the trip must be clear and in accordance with federal guidelines, including:
Must directly relate to the job description
Must directly relate to parent activities
Must have an instructional purpose

70. Home Visits Allowable (Examples): Parent Meeting Information
STAAR related resources
Tutoring information
For example, a tutoring schedule
Core instructional related materials
For example, homework
Unallowable (Examples):
Attendance
Community Programs referrals
Medicaid
Vision and dental insurance
Non-academic visits

71. Things to Remember About Mileage
Purpose of Trip
Must include the student name and reason of visit
“Education Visit”, “Education Outreach”, “Home Visit” are unallowable descriptions
Explain your purpose of trip
Destination to
Must have the physical address
District Policy states you must submit mileage at least every 3 months

72. Purpose of Trip/Contact Name
Examples of Mileage
Travel Date
Traveled From
Traveled To
Round Trip
Miles Traveled
Allowable Mileage
Purpose of Trip/Contact Name
08/21/14
Harris 047
Norris Y
18.10
PFL Training
09/18/14
JT Brackenridge
210 Spurs Lane 1
EO-T Parker– Flyer for Parent Mtg
09/24/14
1415 W. Durango
Silver Stars
2.4
STAAR Information for Tim Duncan
10/06/14
Highlands HS
4100 S. New Braunfels
1.8
HEB - Purchase items for Parent Meeting for educational purposes

73. 10/17/2016
Important Reminders

74. 10/17/2016
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

75. Important Reminders Continued
10/17/2016
Important Reminders Continued
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.
Federal funds do not pay for planning (remember when completing Campus/Dept. Program Review, PLS, Agendas)
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

76. Additional Training for New Principals and Secretaries
10/17/2016
Additional Training for New Principals and Secretaries

77. 10/17/2016
Additional Training
The Federal Programs department will be offering additional training on procedures and processes for new Principals and Secretaries.
New Principals and Secretaries can contact us at any time to schedule a convenient time for either or both to attend.
This training will be individualized and one-on-one.

78. 10/17/2016
Additional Information on Title I, Part A and State Compensatory Education (SCE)

79. 10/17/2016
What is the Law?

80. ESEA and NCLB Law No Child Left Behind (NCLB)
10/17/2016
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) 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.

81. 10/17/2016
What is Title I, Part A?

82. Title I, Part A – Improving Basic Programs
10/17/2016
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

83. What is school-wide program?
10/17/2016
What is 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

84. What is State Compensatory Education (SCE)?
10/17/2016
What is State Compensatory Education (SCE)?

85. State Compensatory Education (SCE)
10/17/2016
State Compensatory Education (SCE)
Fund 164
State allotment
Supplemental programs and/or services
For students identified as at risk of dropping out of school

86. What does supplemental mean?
10/17/2016
What does supplemental mean?

87. Definition of Supplemental
10/17/2016
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

88. 10/17/2016
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

89. Title I and SCE Organization and Development Process
10/17/2016
Title I and SCE Organization and Development Process
Implement the Improvement Plan 5

90. 10/17/2016
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

91. 10/17/2016
Additional resources are available on the Federal Programs website:

92. 10/17/2016
Federal Programs is here to help! If you have any questions, please visit our website or call our office at THANK YOU!