Title I
Technical Assistance Training
for
Treasurers
and
Payroll Contacts
Federal and State Programs
2
Welcome
Introductions
Materials and Handouts
Payroll Contacts (Red folder)
• Contact List
• Job Codes
• FY13 Fringe Benefits Schedule
• Tutoring Guidelines
• Title I Treasurer/Payroll Contact
Handbook
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Treasurers (Blue folder)
• Contact List
• Sample Funding Strip
• FY13 Accounts and Functions
• FY13 Account Information
• Allowable Expenses
• Title I Food Purchase Audit Compliance
Checklist
• Title I Field Trip Audit Compliance
Checklist
• Title I Travel Audit Compliance Checklist
• Title I Order Requisition Checklist
• Title I Treasurer/Payroll Contact
Handbook
4
FY13 Budgets
Step 1 – School submits Title I Planning Tool in May
for approval
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FY13 Budgets
Step 2 – Budget is uploaded into PeopleSoft in June
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FY13 Budgets
Step 3 – School documents budget in SIP by
September
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FY13 Budgets
Step 4 – Once the plan is approved by Title I, any
changes to the budget must be approved by SAC
and revised in the SIP template.
Recommendation
Print approved SIP Final Budget to review when
submitting budget transfers and requisitions.
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Title I Funds
• All eligible schools receive Fund 4201
(Title I Part A, Basic) .
• Grant closes June 30, 2013
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Functions
How will the money be used?
What is the function?
Title I supports seven types of functions:
• Function 5150 – Instructional
• Function 6152 – Family Involvement
• Function 6402 – Staff Development
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Function
Function
Function
Function
6202
6501
7802
7803
– Media Center
– Technology Instruction
– Student Transportation for Tutorial
– Student Transportation for Field Trips
Minimum Requirements
(a.k.a Set Asides)
• All Title I schools must expend their Parent Involvement
allocation in function 6152.
• All schools must utilize their Title I allocation on
professional development (function 6402) activities that
address the students who are not proficient in core
content areas.
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Functions
and
Accounts
Using incorrect
functions and
accounts will
slow processing
down and may
result in denial
of request.
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FY13 Title I Allowable Expenditures
Supplemental salary positions
Supplemental supplies
Classroom/resource teachers
HQ paraprofessionals
Community Language Facilitator
Tutorial programs - beyond regular
day
Extra periods for secondary teachers
Subs for release time to attend PD
Part-time for collaborative work
Classroom libraries
Learning centers
Readers/Writers Workshop materials
Calculators/math manipulatives
Headphones/microphones
Lab consumable materials
Laminating film
Paper for classroom use
Ink for classroom use
Parent resource center
Food for parent trainings
Postage for parent mailings
Book study
Coach supplies
Training supplies
PD Webinars
Technology
Computers/Printers
iPads
Document cameras
SMART boards
Projectors
Software (i.e. Reading Plus)
Online instructional websites
Zip drives
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FY13 Title I Unacceptable Expenditures
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Secretary, office assistant, attendance clerk
School police officer, security guard, school police aide
Clinic aide, school nurse, clinic supplies
Custodian, custodial supplies
Cafeteria worker, cafeteria supplies
Administrative personnel and costs (i.e. grade books, office
computers, and toner)
ESE and ELL coordinators, ESE forms and tests
Behavioral Intervention Assistant (BIA)
Incentives and rewards
Marketing items such as brochures, banners, and flags
Memberships for professional organizations
Field trips for entertainment
Food items (unless purchased for parent trainings)
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Reminders
• Title I allocations not used by the end of the fiscal
year are returned to the District.
• Title I allocations generated during a specific fiscal
year must be utilized during that fiscal year.
• It is recommended that purchases be made by
December 21, 2012.
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Criteria for Food Purchases for Title I
Family Involvement Trainings
• Trainings must be tied to curriculum such as
enhancing literacy or math and teach parents ways
they can assist their children at home.
• Trainings may not be part of the School Advisory
Council, PTA, or other committee meetings.
• Food purchases must be reasonable in cost and
type of food.
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Criteria for Food Purchases for Title I
Family Involvement Trainings
• Expenditures must be identified in the school’s
Family Involvement Policy/Plan as a means of
encouraging or expanding family involvement.
•
Absolutely no food expenditures will be allowed for
faculty or student events.
• Contact your Title I Specialist to get clarification
before incurring expenses.
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Title I Food Purchase
Audit Compliance
Checklist
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Travel
• Conferences/workshops must be documented in
your SIP/SWP.
• Out-of-County travel must be approved by your
Area Superintendent (account 533600).
• Out-of-State travel must be approved by the CAO
(account 533620).
• No charges should be incurred prior to approval.
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Title I Travel Audit
Compliance Checklist
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Field Trips
• All field trips must relate to the needs outlined in the SIP.
• All field trips must have a direct tie to the core content areas
of reading, writing, mathematics, or science in efforts to
improve student achievement in those areas.
• Title I field trips may not be used as incentives or rewards.
• Field trip costs should be reasonable.
• Resort or vacation areas (water parks, amusement parks, etc.)
are not allowable as the issue of being “academic” in nature
comes into play.
• Title I funds cannot cover expenses for parents or chaperones.
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Title I Field Trip Audit
Compliance Checklist
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Budget Transfers
•
Title I funds may only be used to support
strategies included in your SIP/SWP.
• Budget transfers are created in PeopleSoft.
• Be sure to “notify” your budget manager by
email.
• Transfers are processed by Title I budget
managers.
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BTs Involving Salaries
• Every salary has benefits associated with it.
• Benefits sit in a different account line than the salary.
• Benefits are budgeted in two accounts: 521000 and
521500.
• Regular salary benefits are in 521000.
• Temporary salary benefits are in 521500 (part-time,
stipends, extra duty days, subs, etc.).
• Use the Benefit Calculators to assist you.
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Requisitions
• Confirming POs are typically not allowed.
• Indicate a justification for expenditures (i.e. materials for
parent workshop; Science lab materials-8th Grade).
• Do not split fund items on a requisition with any other fund.
• Check the budget before saving and submitting a requisition
to your principal.
• After approved by your principal, all requisitions are
automatically routed to your Title I budget manager.
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Requisition Reminders
• Requisitions pre-encumber expenses.
• Purchase orders encumber expenses.
• Warehouse requisitions are not receipted.
• Track your requisition’s progress via
eProcurement, Manage Reqs.
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P Card Procedures
• Only Title I acceptable expenditures can be reconciled to
Title I.
• All charges will be reviewed by Title I staff.
• Documentation, including SIP Final Budget, may be required
for some purchases.
• Copies of receipts for any non-educational companies
(i.e. Wal-Mart) will need to be faxed to Title I.
• Approved TDEs will need to be faxed to Title I for travel
charges.
• Reconciliations will be reversed if documentation is not
received by the requested deadline.
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Miscellaneous Payments
•
Miscellaneous Payment Requests are used for
reimbursements to employees or internal accounts.
•
Use OmniForm PBSD 1275.
•
Verify that funds are available in the budget line.
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Journal Entries
• Journal entries are required when non-allowable
expenses are charged to Title I or when charged to
an incorrect function or account.
• It is the responsibility of the school to complete
the required journal entry documentation and
forward it to their Title I Specialist.
• A Journal Request template is available on the
department website.
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Property and Equipment
• All unit items costing $250.00 through $999.99
must be labeled as Title I.
• A running list of these items must be maintained
throughout the year (Template on NCLB website).
• All items costing $1,000.00 or more must be
labeled with a white or red Property Records Tag.
• An accurate inventory of your equipment is essential.
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Position Status Report (PSR)
Monitor the Position Status Report to verify that
appropriate staff is being paid from Title I funds
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PSR – Employee Record
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Creating a Position
• All positions must be in
the SIP/SWP.
• Be sure to use the
appropriate job code
when setting up a
position.
If position involves a person
who is eligible for overtime,
ensure waiver is approved
prior to submitting payroll.
(form 1862)
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Combo Codes
• All salaries are tied to a combo code.
• The school is responsible for verifying that the
combo code is linked to the correct account.
• The school is responsible for substitute costs for
Title I funded teachers.
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Sample Combo Codes
9999-PRT4201-6402-6559-13
1234-SUB4201-5150-6559-13
5555-AID4201-6152-6559-13
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Stipends vs. Part-time In-system (PRT)
• Stipends are used to pay teachers to attend a workshop or
training. The only function for stipends is 6402. The rate is
$20.44 for teachers.
• PRT is used to pay tutors (5150), trainers (6402), temp parent
liaisons (6152), etc.
• Miscellaneous Employee Payment (OmniForm 1767) is only
used for non-instructional payroll and staff not assigned to
your school.
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Job Action Requests
• All Job Action Requests (JAR) are processed
through Human Resources (HR).
• Before submitting JARs, contact HR to verify HQ
status.
• In the Comment Section, include the content area
that the teacher/tutor will be teaching.
• Only HQ teachers/personnel will be placed in
tutoring positions.
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Tutoring Guidelines
• Tutorial payments are paid using temporary job screens.
• The rate for teachers is $20.44 an hour.
• Non-instructional staff earn their regular hourly rate.
• Complete Request for Title I Position Template and email to
Specialist for a bucket position (provide funding strip, job
code, effective date, and headcount).
• Complete a Job Action Request for all employees .
• ONLY HQ teachers will be placed in tutoring positions.
• Teachers may be paid for 15 minutes of planning time for
every hour of tutoring.
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Tutoring Guidelines
• Tutorial documentation should be ordered by teacher sign-in/out,
student attendance, and lesson plans and submitted weekly for
approval.
• Payroll should not be entered in PeopleSoft until appropriate
documentation is signed by the tutorial administrator or lead
teacher.
• One-on-one tutoring is not allowed. A minimum of 5 students should
be in a tutoring session.
• If no students are in attendance, tutors may be paid up to 15
minutes for wait time. Tutors may not be paid for the entire
scheduled tutorial session if no students are present.
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Tutoring Tools
• Individual Time Sheet
• Individual Time Sheet with Make-up Hours
• Student Attendance Sign-in
• School Sign-In Time Sheet
• Title I Tutorial Budget Planner
• Track Hours for Tutorial Program
• Title I Tutorial Monitoring Checklist
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Conclusion
• Questions
• Evaluation
• Thank you for your attention