1. Reallocation of Perkins Funds
December 13, 2018
Reallocation of Perkins Funds

2. AGENDA Allowance Calculation Required, Permissive
Submission Instructions: Excel Spreadsheet for narration and budget plan ($0.00 admin.)
Fiscal Arrangement
Budget in goal area of plan
Secondary supplemental budget
Recommendations : Goal 1 and/or Goal 3
Performance Indicators
Needs Assessments
Overview of our agenda
Note that we have made changes to our procedure because CONSORTIA WERE SO VERY GOOD AT CASH MANAGEMENT!

3. Allowance
Any basic grant funds not expended by the local consortium by the end of the first year of the grant must be recaptured and reallocated.
Section 133, Carl D. Perkins Career and Technical Education Act of 2006
Reallocation is allowed in Section 133 of the ACT….

4. Allocation Cycle MN Receives USDOE Grant Award Letter
July 1, 2018 State Receives Forward Funding
Basic and Reserve Awards to Local Consortia
October 1
Full Funding Year
December
Reallocation Of Year 2018 Award Letters
June 30, 2019
Cut off for Year Spending
June 30, 2019 (Recapture of award from July 2018)
Let’s return to our allocation cycle just to review the second infusion of funds to the local consortia.
Primary allocation if your funding that begins July 1 of the year.
There is a potential additional allocation that happens just after the first of the year if there were local UNSPEND dollars in the previous year.
Those reallocated dollars get redistributed also on a formula basis- back to the local consortium AND MUST BE SPENT BY THE JUNE 30 DATE OF THAT YEAR. THE REALLOCATION DOLLARS SHOULD BE SPENT FIRST.
FY19 grant (awarded July 1, 2018) spending ends June 30, 2019
Unused postsecondary and secondary basic and reserve funds are recaptured and no longer available
Recaptured postsecondary and secondary awards are pooled and reallocated to the consortia based on a formula
Postsecondary returns to postsecondary; secondary returns to secondary
Reallocated funds available to use around January or February
Reallocated award letter sent indicating amounts to basic and reserve and corresponding GLs
Reallocated funds must be encumbered by June 30, 2019
Redistribution of unspent consortia dollars from previous award.

5. Calculation
Basic funds returned from secondary consortia partners are combined and reallocation on the basis of the basic distribution formula.
Basic funds returned from post-secondary consortia partners are combined and reallocation on the basis of the basic distribution formula.
Reserve funds returned from secondary consortia partners are combined and reallocation on the basis of the basic distribution formula.
Reserve funds returned from post-secondary consortia partners are combined and reallocation on the basis of the basic distribution formula.
Same formulas as the original allocation
However- First In First Out.
Put your spending of the award your received July 1, 2018 on hold. SPEND THE REALLOCATION FIRST.

6. Use of Reallocated Funds: Required, Permissive
Utilization the reallocation dollars to accomplish work in the Context of Goal One: Designing Programs of Study and/or Goal Three: Improving Services to Special Populations.
Adhere to the Required, Permissive uses of funds as outlined in Title 1- Section 135 of the Perkins IV Act + 2 Uses added through the Minnesota State Plan
Assess the CTE programs funded under Perkin IV.
Develop, approve, or expand the use of technology in career and technical education.
Professional development programs
Integration of content aligned with challenging academic standards and relevant CTE.
Preparation for non-traditional fields
Support partnerships to enable student to complete CTE Programs of Study
Serve individuals in state correctional institutions and institutions that serve individual with disabilities
Support program for special populations that lead to high skill, high wage or high demand occupations.
Provide technical assistance to eligible recipients
Collaboration/Brokering of Service/Continuum of Services
Articulation, PSEO, Concurrent / Dual Enrollment, or other recognized strategies.

7. Reallocation
The letter you will receive looks like this– or this is the first page.
You see your consortium’s total reallocation amount and the breakdown of secondary basic and reserve and postsecondary basic and reserve.
Use your approved local plan as the guidance. You can access…..

8. THE DEADLINE TO SUBMIT IS 4:00 PM, TUESDAY, JANUARY 15,2019.
Reallocation– NEW PROCEDURE
In order to access the reallocated funds you must follow the following procedures:
Indicate which goal(s) [GOAL 1 OR GOAL 3] and activities in the approved FY19 plan will be addressed with the reallocated funds, secondary and postsecondary.
You will submit your proposed narrative and budget details via the attached spreadsheet. Reallocated funds may not be spent for administration.
Each consortium will submit ONE spreadsheet with five specific tabs:
Goal 1 narrative describing planned activities
Goal 3 narrative describing planned activities
FY19 Reallocation budget of secondary and postsecondary dollars,
Secondary supplemental UFARS budget information for FIN 428
Secondary supplemental UFARS budget information for FIN 475.
Submit the spreadsheet directly to Yingfah Thao at
THE DEADLINE TO SUBMIT IS 4:00 PM, TUESDAY, JANUARY 15,2019.
The remaining text of the letter will outline procedures and reinforce FIRST IN/ FIRST OUT!
I have pulled out just the procedural elements here so we can step through them.
Note- you will neither submit these proposed activities nor the budget through WebGrant this year. We are transitioning to new software.
Let’s look at the new procedure…..

9. FY18 Reallocation Spreadsheet
Here’s a screen shot of the spreadsheet with a close look at the third tab: FY18 Reallocation Budget.
This includes both the postsecondary and secondary budget items that support your proposed activities for Goal 1 and/or Goal 3.

10. Need help completing your FY18 reallocation sheet?
Instructions are on the CTE website at 1 2
Click on “STEP-BY-STEP INSTRUCTIONS” 3
Yingfah has put step-by-step instruction for your reference at the CTE website.
Scroll down until you find “Reallocation Instructions” then click on the instructions in .PDF or go directly to the link below:
A recorded webinar will be available along with paper instructions.

11. How to submit your reallocation plan
Your FY18 Perkins Reallocation spreadsheet will be available by December 19, by 8:00 a.m. (These will be ed to you with your reallocation letters).
Make your edits in Budget Goal Areas 1: Develop and Implement Programs of Study and/or Goal Area 3: Improve services to special population.
Narrative and budgets edits are due on or before January 15, Submit directly to Yingfah Thao. What’s your best recommendation for using reallocated funds?
If you need assistance, contact Yingfah Thao, System Administrator, at (651) or via whichever is easiest for you.
What’s your best recommendation for using reallocated funds?

12. Fiscal Arrangements : as plans are approved….
Secondary:
Notification by once reallocated funds have been loaded into SERVS.
Instructions on what SERVS steps need to be taken in order to access reallocation funds.
Note: If you do not have SERVS access send an request to
First in/First Out: Expend the Reallocated July 1, 2017 Funds before the basic and reserve grant funds allocated July 1, 2018.

13. Fiscal Arrangements: as plans are approved….
Post Secondary:
Use General Ledger (G/L) code for Basic
Use General Ledger (G/L) code for Reserve
Assign a cost center of your choosing to align with the appropriate goals)s) in your approved Reallocated Funds budget and Narrative.
First in/First Out: Expend the Reallocated July 1, 2017 Funds before the basic and reserve grant funds allocated July 1, Encumber on or before June 30, 2019.

14. What’s your best recommendation for using reallocated funds?
Planning for Perkins V
Performance Indicators applied to Goal 1 and Goal 3
Needs Assessment
Planning for New Local Application/Perkins V
Continuous Improvement

15. And all the MDE and Minnesota State staff!
Jeralyn Jargo and Michelle Kamenov
And all the MDE and Minnesota State staff!