Title I Technical
Assistance Training
Federal and State Programs
Welcome
Introductions
Materials and Handouts
Title I Contacts (Yellow folder)
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Contact List
SINI Chart
Allowable Expenses
Title I Food Purchase Audit Compliance Checklist
Title I Travel Audit Compliance Checklist
Title I Field Trip Audit Compliance Checklist
Tutorial Guidelines
Components Checklist
Elements Checklist
FY12 Audit Checklist by Folder
FY12 Title I Grant Compliance by Month
FY12 September Electronic Checklist
Title I Contact Handbook
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Treasurers (Blue folder)
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Contact List
Sample Funding Strip
FY12 Accounts and Functions
FY12 Account Information
Allowable Expenses
Title I Food Purchase Audit Compliance Checklist
Title I Travel Audit Compliance Checklist
Title I Field Trip Audit Compliance Checklist
Title I Order Requisition Checklist
Budget Transaction Report
Assets Codes
Title I Treasurer/Payroll Contact Handbook
Payroll Contacts (Red folder)
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Contact List
Job Codes
FY12 Fringe Benefits Schedule
Tutoring Guidelines
Title I Treasurer/Payroll Contact Handbook
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Goal of Title I
To help ensure that all children have the
opportunity to obtain a high-quality
education and reach proficiency on
challenging state academic standards and
assessments
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Benefits of Title I
• Additional funding to supplement the
existing curriculum
• Parent involvement
• Highly qualified staff
• Staff development
• Adequate Yearly Progress (AYP)
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Title I Eligibility
• Based on number of students who qualify for free or
reduced priced meals, ages 5-17
• Percentages posted on School Food Services website
http://www.palmbeachschools.org/sfs/reports/Title1.pdf
• “Date Certain” (FY13 - December 22, 2011)
• Schools ranked by percentage
• Academic Leadership Team sets Title I cutoff
• FY12 eligibility set at 49.5%
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Schoolwide Programs
• All Palm Beach County Title I schools are
schoolwide programs
• Serve all students in the school, but require
special focus for lowest achieving students
• All staff, resources, and classes are part of
the overall schoolwide program
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Adequate Yearly Progress
AYP Targets for FY12
Reading - 86% of students need to score at
level 3 and above
Math - 86% of students need to score at level
3 and above
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SINI Schools
If a school does not make AYP for two
consecutive years, in the same subject area,
the school will be classified as a School In
Need of Improvement (SINI).
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Responsibilities of Title I Schools
• Adhere to Federal Requirements
• Document compliances
• Manage budget in accordance with SIP/SWP
• Close the Achievement Gap
Recommendation
Create a Title I school team consisting of key personnel
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Changes to Support Services
• Provide budget information and updates
• Offer technical assistance and training for Area Offices
• Participate in monthly Area Staff Meetings to impart
information to Title I Principals
• Collaborate with Area Directors
• Meet with Title I Contacts in small groups with similar needs
• Monitor SIP and align budgets
• Hold budget conferences with schools
• Approve budgets and requisitions
• Monitor scanned and submitted documentation
• Visiting school activities for compliance (e.g. Annual Meeting,
AYP Meetings, etc.)
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FY12 Budgets
Step 1 – School submits Title I Planning Tool in May
for approval
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FY12 Budgets
Step 2 – Budget is uploaded into PeopleSoft in June
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FY12 Budgets
Step 3 – School documents budget in SIP by
September
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FY12 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
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Title I (Part A Basic) – Fund 4201 closes June 30, 2012
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Stimulus Grant (ARRA) – Fund 4920, closes Sept. 30, 2011
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School Improvement Grant (SIG) – Fund 4215 or Fund 4216
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Sanction (Corrective Action) – Fund 4214
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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
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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 activities that address the
subgroup(s) that did not make AYP in function 6402
Functions
and
Accounts
Using incorrect
functions and
accounts will
slow processing
down and may
result in denial
of request.
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Now It Is Your Turn…
Function Junction
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FY12 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/mimeo pads
Printers
Document cameras
SMART boards
Projectors
Software (i.e. Reading Plus)
Online instructional websites
Zip drives
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FY12 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
• Recommended that purchases be made by
December 22, 2011
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Criteria for Food Purchases for Title I
Family Involvement Trainings
• Training must be tied to curriculum such as
enhancing literacy or math and teach parents ways
they can assist their children at home
• Not part of the School Advisory Council, PTA, or
other committee meetings
• Reasonable in cost and type of food
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Criteria for Food Purchases for Title I
Family Involvement Trainings
• Be identified in the school’s Family Involvement
Policy/Plan as a means of encouraging or
expanding family involvement
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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 Area
Superintendent (account 533600)
• Out-of-State travel must be approved by 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 AYP results 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
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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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Budget Transfers
You can access the budget transfer form on PS
• Go to Financials FNPRD
• Commitment Control
• Budget Journals
• Enter Budget Transfer
• ADD
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Budget Transfers
Under Budget Header, four sections must be completed
1. Ledger Group, click the magnify glass and click DETAIL
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Budget Transfers
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Budget Entry Type, choose Transfer Adjustment
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Budget Transfers
3. Parent Budget Entry Type, choose Transfer
Adjustment
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Budget Transfers
4. In the Long Description, type in your school number
and initials followed by a detailed justification for the
changes
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Budget Transfers
Click the SAVE button before going to second tab, Budget
Lines. Please note Journal ID, this is to track the budget
transfer
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Budget Transfers
To complete the Budget Lines enter your Title I funding
strip: Budget Period, Dept, Fund, Function, Account,
Program, Bud Mgr, Local Code, Award Year, and
Amount
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Budget Transfers
• Enter all decreases (-) first and then the increases (+)
• Total debits and total credits columns must equal each
other for processing
• Click Save
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Budget Transfers
• It is normal to receive a “security error” message
• If any other error messages appear, double check your
funds and entries
• Notify your Title I budget manager:
• Click on Notify button at the bottom of the transfer
• A Send Notification page will appear
• Click on Look Up Recipient and type in your Title I
Budget managers name
• Click Search
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How to NOTIFY your budget manager in PeopleSoft
After creating your transfer, press the NOTIFY button, then press the “Look
up Recipient” link.
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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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Now It Is Your Turn…
Justify Your BT
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Justify Your BT
1234 AB - Paper for teachers
1234 AB – Paper for learning centers and instruction
8794 - Deliver to Main Office
8794 LC – Ink for classroom printers for students use
For Mrs. Smith’s room – 205
5423 BE – Math manipulatives for grade 2 instruction
AB - Laptops
8542 RB – Laptop for parent resource room for training
Batteries
6485 TM – Batteries for calculators and listening center player
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Requisitions
• Confirming POs are typically not allowed
• Indicate a justification for the 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 budget before saving and submitting a requisition to
your principal
• After your principal’s approval, all requisitions are
automatically routed to your Title I budget manager
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Requisitions
• 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 your Title I Specialist
• Documentation 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 requested deadline
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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 Property Records Tag
• An accurate inventory of your equipment is essential
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Miscellaneous Payments
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Miscellaneous Payment Requests are used for
reimbursement to employees or internal accounts
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Use OmniForm PBSD 1275
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Verify 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
• Journal Request template is available on the department
website
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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
Verify position(s) is documented in SIP/SWP.
• All positions must be in
the SIP/SWP
• Be sure to use an
appropriate job code
when setting up the
position
Submit budget transfer to set up salary and benefits.
In the Long Description include:
School name
Job code
Effective start date
Full or part-time position
In-system or out-of-system employee
After confirmation from your budget analyst that position is set up,
complete a Job Action Request for each person moving into the
position(s).
Check Position Status Report to verify person(s) has been placed in the correct position
and correct combo code is assigned to the position.
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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-PRT4201-6402-6559-12
1234-SUB4201-5150-6559-12
5555-AID4201-6152-6559-12
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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 Request (JAR) are processed through HR
• Before submiting JARs, contact Ernesto Lontoc to verify
HQ status (PX 48037 or 434-8037)
• In the Comment Section, include content area that the
teacher/tutor will be teaching
• Only HQ teachers/personnel will be placed in tutoring
positions
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Highly Qualified Personnel
• All teachers of core content areas are to be highly
qualified before they are hired
• All paraprofessionals providing instructional support
must be highly qualified, such as those who assist
with classroom management, provide instructional
assistance in a computer lab or media center, or
provide instructional support services
• Non-instructional staff who are not highly qualified
cannot work in a tutoring program (i.e. Media Clerk)
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Tutoring Guidelines
• Tutorial payments are paid using temporary job screens
• Teacher rate is $20.44 an hour
• Non-instructional staff earn their regular hourly rate
• Contact budget analyst 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 off 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 wait
time. Tutors may not be paid for the entire scheduled tutorial session
without students present.
• Tutors may not tutor students who are assigned to them during regular
contracted time for the same content area. For example, an Algebra I
teacher may not tutor students in Algebra from his/her 2nd period and
receive pay. This creates a conflict of interest.
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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