consolidated application help document · web viewmar 30, 2021 · after saving, the lea should...

2021-2022 Consolidated Application

Help and Guidance DocumentMarch 30, 2021

TABLE OF CONTENTSGeneral Information................................................................................................................1

Obligation Date..........................................................................................................................1

Grant Management Group......................................................................................................1

Grant Acceptance Screen...........................................................................................................1

Participation of Private Schools Screen.....................................................................................2

School Information Group.......................................................................................................2

Grade Span Grouping Screen.....................................................................................................2

Data on Schools in the District Screen.......................................................................................3

Ranking Methodology Screen....................................................................................................5

Title I Eligible Schools Screen.....................................................................................................6

Data on Private Schools Screen.................................................................................................8

Fund Transfers and Private Carryover Group...........................................................................9

New Fund Transfers Screen.......................................................................................................9

Private School Carryover Screen..............................................................................................10

Carryover Transfers Screen......................................................................................................11

Title I, Part A Distributions Group..........................................................................................11

Title I, Part A Equitable Services Screen...................................................................................11

Title I, Part A Reservations Screen...........................................................................................12

Allocations to Schools Screen..................................................................................................19

School Level Budgets Screen....................................................................................................22

Administrative Costs Group...................................................................................................22

New Administrative Costs Screen............................................................................................22

Carryover Administrative Costs Screen....................................................................................25

Allocations to Neglected and Delinquent Facilities Group......................................................25

Title I, Part A Allocations to Facilities Screen...........................................................................25

Title I, Part D Allocations to Facilities Screen...........................................................................27

Equitable Services Reports Group..........................................................................................28

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Title I, Part A Equitable Services Report Screen.......................................................................28

Equitable Services to Special Populations Screen....................................................................28

Title II and Title IV Equitable Services Screen...........................................................................29

Consortium Reservations Group............................................................................................29

Title III, Part A – English Learners Screen.................................................................................29

Program Information Group..................................................................................................31

Equitable Access Screen...........................................................................................................31

Language Assistance Plan Screen.............................................................................................33

Title IV Assurances Screen.......................................................................................................34

Title V, Part B SRSA Flexibility..................................................................................................35

Budgets Group.......................................................................................................................35

Budget Screen Types................................................................................................................35

Budget Types........................................................................................................................... 38

Requirements for Budget Line-Item Approval.........................................................................46

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GENERAL INFORMATION Obligation DateTo receive a July 1, 2021 obligation date, Local Educational Agencies (LEAs) must submit the Consolidated Application in substantially approvable form on or before July 1, 2021. Applications submitted after July 1, 2021 will have a date of obligation that corresponds to the date of submission. [34 CFR § 75.703, 2 CFR § 200.211, 200.308, 200.407, and 200.458]

GRANT MANAGEMENT GROUP Grant Acceptance ScreenThis screen will show each of the Federal Grants that are included as part of the Consolidated Application [ESEA § 8305(a)(1)]. An amount will show in the Allocation Available or Carryover Available column for each grant source if an LEA is eligible for that source and an allocation has been determined or if the LEA has carryover available.

Accepted Amounts Applicants should accept 100% of available funds for each grant upon submission. Applicants should amend the application one time when final allocations and carryover are available to include all planned expenditures for the program year, including all anticipated expenditures for the upcoming summer program. [2 CFR § 200.308]

Carryover FundsAfter the 2020-21 Final Expenditure Report (FER) is certified in the Cash Management System (CMS), unexpended funds will be added to the appropriate 2021-22 grant. These carryover funds can then be accepted using the Carryover Accepted column. LEAs will need to amend their budgets to include carryover funds. Note that LEAs should accept 100% of the available carryover. Failure to accept the full amount of carryover will trigger a warning message but will not prevent submission of the application. [20 USC § 1225]

LEAs that were not approved for 100% of their 2020-21 available funds will be able to apply for the unapproved funds as “Carryover” after the 2021-22 allocations are loaded in CMS by the Office of Educational Supports.

Title I, Part A Carryover Waiver RequestsThe Total Carryover column will show the total carryover an LEA has for each grant. If the LEA's 2020-21 Title I, Part A allocation is greater than $50,000 and the amount of unspent funds exceeds the 15% carryover limitation, the LEA may be eligible to request a waiver by completing the “Title I, Part A 15% Carryover Waiver Request for 2020-21 Funds” form to explain why the LEA was unable to spend at least 85% of its allocation. The waiver request form

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is available on the MDE OES website at www.michigan.gov/ofs under “Current Topics” and must be e-mailed to [email protected]. If an LEA des not request a waiver, the Carryover Available column will show the amount of the total carryover available for the LEA to accept this year. If a waiver is submitted, this column will be updated once the waiver has been approved. [ESEA § 1127]

Apply LaterIf an LEA is an eligible recipient for a grant source but the allocation is not yet available in the application, the LEA can select Apply Later to indicate its plan to apply for the funds at a future date. This will allow the LEA to begin developing an anticipated budget for the grant funds to help with early planning efforts. In future years, this will also allow the LEA to retain budget information pulled forward from the prior year’s application for that grant source. For 2021-22, as we switch from MEGS+ to NexSys, there will be no budget information pulled forward from the 2020-2021 grant application.

Participation of Private Schools ScreenThis screen will only be visible to traditional LEA applicants who have an accepted amount in one or more grant sources subject to equitable services. [ESEA § 1117 and 8501]

SCHOOL INFORMATION GROUP This group of pages gathers information about the schools in the LEA which will be used to determine eligibility of the schools for Title I, Part A allocations and to determine the appropriate amounts to be made available for the provision of equitable services to private schools. The screens in this group will remain locked after initial approval. If amendments are needed to the information on these screens, the LEA must contact their assigned consultant for assistance.

Grade Span Grouping ScreenThe grade span groupings for an LEA are based on the grade levels served by each group of schools in the LEA. Many school districts have three distinct grade span groupings (e.g., K-6, 7-8, 9-12) with all schools falling into one of the three groups. LEAs have the option to enter up to six distinct grade span groupings. [ESEA § 1113(a)(4)]

A single building district should enter in a single grade span based on the grade levels served by that district (e.g., K-12 or K-8).

LEAs that have schools with overlapping grade levels, must first determine the distinct grade span groupings that will be used and then will assign the schools that have overlapping grade levels to the most appropriate group.

An example would be an LEA comprised of the following schools:

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One kindergarten school Two schools serving grades 1-5 One school serving grades K-8 One school serving grades 6-8 One school serving grades 9-12

The distinct grade span groupings for this LEA would be:

K-K, 1-5, 6-8, 9-12

On the Data on School in the District screen, individual schools will then be placed in a grade span grouping depending on the grouping with which they have the most in common.

Data on Schools in the District ScreenSchool Code, Public School Attendance Areas, and Actual Grade SpansEligible Public-School Attendance Areas and Actual Grade Spans are pre-populated on this screen from the Educational Entity Master (EEM). The LEA should ensure that the schools and grade spans listed are accurate and reflect all current K-12 schools in the LEA, including schools with an open-pending status and open date during the upcoming school year.

If the first three columns are not accurate, the LEA must update the information in the EEM and then re-save this screen so that the EEM updates are reflected here.

If the LEA believes a school is listed that should not be, please contact your assigned consultant to discuss the situation. Do not enter inaccurate data to exclude the school from eligibility.

LEAs that have Reconfigured SchoolsBefore completing the Consolidated Application in NexSys, the LEA’s authorized user for the Educational Entity Master (EEM) must make the following changes:

a. Known changes in entity (school) configurations, reflecting new entities (schools), closed entities (schools) or adjustments in grade configurations for the upcoming academic year.

b. Entity (school) additions, closings and official name changes require approval by Center for Performance and Information (CEPI) staff.

Once the EEM changes have been approved by Center for Educational Performance & Information (CEPI) staff, the NexSys Authorized Official (Level 5) or the Application Administrator (Level 4) for the Consolidated Application must resave the Data on Schools in the District screen, in NexSys. If the LEA advances through other screens within the Consolidated Application, prior to correcting information in EEM, each screen will have to be resaved.

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Grade Span Group In the drop-down menu, if a school has grade levels in more than one grouping, select the grouping with which the school has the most in common, otherwise select the grade span group that aligns with the actual grade span for the building. For instance, if a school serves grades 7-12 and the grade span groupings are K-6, 7-8 and 9-12, the school could be assigned to either the 7-8 or the 9-12 grouping. A good guideline to use in making this assignment is the number of students in each grade level enrolled in the school. For instance, if the 7-12 school has 55 students in grades 7-8, and 125 students in grades 9-12, it would be most appropriate to assign the school to the 9-12 grade span grouping. [ESEA § 1113(a)(4)]

Total Student CountsIn most cases the LEA should utilize the fall count data to complete the enrollment information on this screen. If the LEA has undergone reconfiguration (opened or closed a building or adjusted the grade spans served within a building) the LEA should adjust the provided count data as if the reconfiguration had already been in place the prior fall. The LEA must then check the first check box to explain the variation between the fall count data provided and the data entered by the LEA. If the LEA experienced significant enrollment changes between the fall and spring count, the LEA may choose to use the spring count date and must check the second check box to explain the variation between the fall count data provided and the data entered by the LEA. The same count date from the prior school year must be used for the enrollment and low-income information for all public schools. If choosing to use a different date it is critical that the data used is accurate and fully certified data. Documentation must be maintained to support the counts when using data other than that which is presented in the application. [ESEA § 1113(a)(5)]

The Adjusted Student Count column will be prepopulated with the certified public fall 2020 count data for each school. If the LEA has not undergone any reconfiguration or had significant enrollment changes between the fall and spring count dates, the LEA should not adjust the prepopulated numbers. If reconfiguration has occurred or significant enrollments changes have occurred between the fall and spring count dates, staff will need to determine the proper values to enter for the adjusted student count. Please ensure one or both checkboxes above the table are checked to explain why the adjusted data does not match the provided fall count data. All students enrolled at the school on the count date in a graded program, K-12, should be included [ESEA § 8101(3)]. Do not include students who were not at least 5 years old by December 1st of the 2020-2021 school year [MCL 380.1147]. Also do not include any students who are considered shared-time, home-schooled, or attend a non-public school for their core instruction in this count. Finally, do not include any students who are in an ungraded program and over the age of 18 [ESEA § 8103(26)]. The count should be a simple headcount and not a

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prorated full-time equivalency. Students should be counted only once in the building assigned to them as their primary educational providing entity (PEPE).

Low-income CountThe Adjusted Low-Income Count column will be prepopulated with the certified public fall 2020 count data related to the number of students eligible for free or reduced lunch for each school. If the LEA has not undergone any reconfiguration or had significant enrollment changes between the fall and spring count dates, the LEA should not adjust the prepopulated numbers. If reconfiguration has occurred or significant enrollment changes have occurred between the fall and spring count dates, staff will need to determine the proper values to enter in this column. Please ensure one or both checkboxes above the table are checked to explain why the data in the adjusted data does not match the provided fall count data. If the LEA is participating in the Community Eligibility Provisions (CEP) for its food-service program and has failed to collect free and reduced lunch eligibility information for its students, please contact the regional consultant for the LEA to determine how to proceed. [ESEA § 1113(a)(5)]

In most cases LEAs must collect eligibility information using either the Free/Reduced Lunch Application or the Household Information Report. This data is also used to determine Sec. 31a allocations and to determine various accountability metrics for the schools and should have been reported to Center for Performance and Information (CEPI) in the Supplemental Nutrition Eligibility Component of the Michigan Student Data System (MSDS). The count of students reported by building in the Supplemental Nutrition Report provided through MSDS may not always reflect the total free/reduced lunch eligibility count for each building. The data submitted by the LEA in MSDS only includes a count of students which have been identified by the LEA as free/reduced lunch eligible and may not include other categorically eligible or directly certified students which are later flagged by CEPI as free/reduced lunch eligible (homeless, direct certified, foster, etc.). For additional information please see page 288 of the 2020-21 MSDS Collection Details Manual at https://www.michigan.gov/documents/cepi/Collection_Details_SY20-21_687071_7.pdf.

Percent Low-IncomeOnce this screen is saved, the percent low-income will be updated. This information is used to determine eligibility of individual schools for Title I, Part A and the rank order of eligible schools as applicable. [ESEA § 1113]

Ranking Methodology ScreenThis screen will not be visible for any LEA with a total enrollment of less than 1000 students based on the total from the Data on Schools in the District screen as all schools in such an LEA are automatically eligible for a Title I, Part A program [ESEA § 1113(a)(6)]. For LEAs with a total

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enrollment of 1000 or more, the options on this screen are used to determine which schools will be eligible for a Title I, Part A program and how those schools will be ranked.

Step 1: Top Ranked SchoolsCheck the box if the LEA chooses to have all high schools containing grade 12 with 50% or greater poverty percentage to be served prior to any grade span groupings. This only applies to the actual grade span as listed in EEM and is not impacted by the assigned grade span indicated on the Data on Schools in the District screen [ESEA § 1113(a)(3)(B)].

Step 2: Grouping MethodAfter serving the top ranked schools as described in step 1, the Title I, Part A legislation allows LEAs to rank remaining eligible schools “district-wide” without regard to grade span, or by “grade span”. If the LEA selects to group remaining schools by grade span, all schools at or above the Low-Income Percentage for the district will be eligible. If the LEA selects to group remaining eligible schools by grade span, the LEA must choose which grade spans they wish to serve and what criteria they will use to determine a school’s eligibility. If the LEA selects the Grade Span Eligibility Method, all schools at or above the Low-Income Percentage for that grade span will be eligible. If they choose the District-wide Eligibility Method, all schools at or above the Low-Income Percentage for the district will be eligible. Top ranked schools from step 1 will be served regardless of the assigned grade span. Selecting “grade span” grouping does not limit the LEA to serving only one grade span. The LEA may serve the eligible schools in as many of the grade spans as it chooses. [ESEA § 1113(a)(4)]

Step 3: Additional Eligible SchoolsIf the LEA wishes to make additional schools eligible that have a percent of children from low-income families of at least 35% the LEA should check the box in Step 3 [ESEA § 1113(b)(1)(A)].

Title I Eligible Schools ScreenThe data on this screen is populated from information entered on previously completed screens and information from the prior year’s application. LEAs must use this screen to identify which schools will be served with a Title I, Part A or Title I, Part A like program.

Program TypeThe program type for each Current Year Title I Eligible school will be pre-populated based on the accepted value in last year’s application, if available. Verify the information to ensure it is accurate. Corrections can be made by selecting "Targeted", "Schoolwide", or “Unfunded” from the dropdown menu for each Title I eligible school. "Schoolwide" can only be selected if the school has the Michigan Department of Education approval [ESEA § 1114]. If a previously Schoolwide school has undergone reconfiguration (added/removed grade levels or sub-divided into two schools) please see the instructions below.

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The Effects of Reconfiguring Schools on Title I StatusLEAs must use this screen to identify new Title I schools or change a school’s program type from Targeted Assistance to Schoolwide. This change is only allowed for those schools that have already undergone the MDE-approved schoolwide planning process or meet the requirements necessary to maintain Title I status after a reconfiguration.

When a Local Educational Agency (LEA) decides to close one or more Title I Schoolwide schools, assign different grades to an existing Title I Schoolwide school, or sub-divide a single Title Schoolwide School, the Title I Schoolwide status of a reconfigured school may be questioned. If your LEA has decided to close or reconfigure school(s); you are required to make the change in the Education Entity Master (EEM), notify your Office of Educational Supports Regional Consultant at 517-241-6970, and send an e-mail to [email protected].

The following guide/criteria will be used to determine if the reconfigured school(s) remain Title I Schoolwide or revert to Targeted Assistance status. If all the following statements are true of the reconfigured Title I Schoolwide school, the new school maintains the Title I Schoolwide status:

50% of the staff, students, and parents must be from a Title I Schoolwide school and be knowledgeable of the existing Title I Schoolwide Plan

The principal must have recent successful experience in a Title I Schoolwide school The Title I Schoolwide Program Description, meeting all Schoolwide School Program

requirements, must be updated with required stakeholder input [ESEA § 1114(b)] The Michigan Department of Education (MDE) must be notified and may audit the Title I

Schoolwide Program Description The original Title I Schoolwide school(s) included in the reconfigured school must have

minimal audit or On-Site Review findings The updated program description must be based upon a comprehensive needs

assessment using the school data analysis of the projected new students and staff The goals and strategies identified in the Title I Schoolwide Program Description must

address the needs of the projected new students and staff The LEA must have a strong history of conducting Title I Schoolwide programs in the

most recent three years.

If the school fails to meet these criteria, they may be asked to revert to a targeted status and engage in a year of planning prior to becoming a Schoolwide school.

If the school is a Targeted Assistance school, it should develop and update its plan to comply with Targeted Assistance Program requirements [ESEA § 1115].

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https://stateofmichigan-my.sharepoint.com/personal/beelenn_michigan_gov/Documents/MEGS/Title%20I%20School%20Selection/2021%20TISS%20Updates/[email protected]



Skipped SchoolsIf the LEA chooses not to fund an eligible Title I, Part A school with Title I, Part A funds but funds another school lower down in the ranking with Title I funds, then the school is a “skipped” school and is not considered Title I for Comprehensive/Targeted Support requirements under the Elementary and Secondary Education Act of 1965 (ESEA). The LEA will need to allocate Section 31a funds to the school to provide a Title I-like program in that school. A Title I-like program in a school funded with Section 31a may meet the requirements of either a Schoolwide or a Targeted Assistance program by providing direct instructional services as described in Section 1114 or 1115 of the Title I, Part A legislation [ESEA § 1113(b)(1)(D)].

The LEA should identify the type of program to be provided in the Program Type column and check that the school will be skipped in the Skipped? Column.

Eligible private school students, who reside in a “skipped” school attendance area, must be provided Title I services even though the public-school attendance area is skipped [ESEA § 1113(b)(2)].

Unfunded SchoolsAll schools identified as current year Title I eligible must have a Title I program type identified. If funds are insufficient to fund all eligible schools, please mark any schools that will not be funded as “Unfunded.” No school may be marked “Unfunded” if a lower ranked school is marked “Schoolwide” or “Targeted” [ESEA § 1113(a)(4)(B)].

Prior Year Title I Eligible SchoolsThe LEA may designate and serve a school that is not otherwise eligible for Title I, Part A in the current year if that school was eligible and was served in the preceding fiscal year. The school may participate for only one additional fiscal year. If the school is ineligible for a second consecutive year, then the school may no longer participate in Title I, Part A. If you wish to serve such a school, identify the program type of the school to be served in the Program Type column [ESEA § 1113(b)(1)(C)].

Data on Private Schools ScreenThis screen will only be visible if an LEA indicated that they have participating private schools in one or more of the grant programs. LEAs should use this screen to enter information about all participating private schools.

In/Out of DistrictFor each private school added to the screen, the LEA should identify if the school is located inside or outside of the district boundaries.

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Program ParticipationFor each private school listed, indicate the type of program or programs that the private school wishes to participate in. Out of district private schools are only eligible for participation in Title I, Part A Basic programs.

Title III – English Learner ConsortiumsConsortium leads for Title III – English Learner Consortiums should not identify private schools as participating in the Title III, Part A English Learner Program or enter English Learner Counts on this screen. Each individual consortium member will need to complete a Title III – English Learner Consortium Member Equitable Services Worksheet if they have private schools who wish to participate in that program. The values from that worksheet will be entered on the Title III, Part A – English Learner Consortium Reservations screen.

Student CountsFor each private school listed, enter the applicable student count for each student type. For Resident Low-Income Count LEAs should only enter the count of private school children who, based on residency, would have attended a public school with a Title I or skipped school program [ESEA § 1117(b)(1)(F)]. For Total K-12 Pupil Count and all other counts (Migrant, English Learner, Immigrant) LEAs should enter the total K-12 count of all students in the private school regardless of residency [ESEA § 8501(a)(1)]. LEAs should enter all data available to them about the private school, and must enter data on each private school applicable to the programs they will be participating in.

District Student CountsIf any private schools are participating in Title I, Part C or Title III, Part A programs, please enter the applicable counts of students in the district who qualify as migrant, English learner, or immigrant.

FUND TRANSFERS AND PRIVATE CARRYOVER GROUP New Fund Transfers ScreenLEAs must use this screen to identify any transfers between grant sources that it wishes to make using new allocations. Transferred funds do not actually move to the new grant source but take on the authority and allowability of the new fund designation and are subject to all the rules and regulations of the fund source into which they are transferred. Separate transfer budgets will automatically be created under each original grant source to budget activities associated with the transferred funds. [ESEA § 5103]

Transfer of Title II, Part A Funds to Other Funding SourcesLEAs eligible for Title II, Part A funds have the option to transfer funds to the following funding sources [ESEA § 5103(b)]:

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Transfer to Title I, Part A – Improving Basic Programs Transfer to Title I, Part A - Neglected Transfer to Title I, Part C - Migratory Education Program Transfer to Title I, Part D – Delinquent Transfer to Title III, Part A – Language Instruction for English Learners Transfer to Title III, Part A – Language Instruction for Immigrant Students Title IV, Part A – Student Support and Academic Enrichment Transfer to Title V, Part B – Rural Education (RLIS) Transfer to Title V, Part B – Rural Education (SRSA)

Transfer of Title IV, Part A Funds to Other Funding SourcesLEAs eligible for Title IV, Part A funds have the option to transfer funds to the following funding sources [ESEA § 5103(b)]:

Transfer to Title I, Part A – Improving Basic Programs Transfer to Title I, Part A - Neglected Transfer to Title I, Part C - Migratory Education Program Transfer to Title I, Part D – Delinquent Transfer to Title II, Part A – Supporting Effective Instruction Transfer to Title III, Part A – Language Instruction for English Learners Transfer to Title III, Part A – Language Instruction for Immigrant Students Transfer to Title V, Part B – Rural Education (RLIS) Transfer to Title V, Part B – Rural Education (SRSA)

Private School Carryover ScreenLEAs with participating private schools who have accepted carryover funds in one or more applicable grants will need to use this screen to identify if any of the carryover resulted from a failure to fully obligate funds which had been reserved to provide equitable services to participating private schools [ESEA § 1117(a)(4)(B) and 8501(a)(4)(B)]. For additional guidance see the October 7, 2019 Title I, Part A Equitable Services Non-Regulatory Guidance.

Total to DistributeUsing the Final Expenditure Reports (FER) for each grant source, identify the difference between the amount budgeted for equitable services under FC 371 and the amount expended for equitable services under FC 371. If this amount is negative (the LEA expended more than required) enter $0.

Carryover Distribution to Private SchoolsFor each private school participating in a fund source with an amount to distribute. Enter the share of the funds that will be attributed back to services in that private school. If a private school declines the additional services, the value of those services should be added to other

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private schools’ service amounts. An LEA does not need to allocate additional funds back to a participating private school if, during consultation, it is agreed that the private school would be unable to make use of services funded by the additional carryover amounts. An LEA should document, in writing, the private school’s refusal of additional services. If the LEA has made and documented a reasonable effort to engage in consultation with the private school, failure of a private school to engage in that consultation or to provide program input in a timely manner may be considered a refusal of services. In most cases, it would be expected that unexpended amounts from the prior year are fully allocated back to participating private schools.

Explanation of Undistributed Carryover AmountsIf all participating private schools decline and are unable to take advantage of additional services which would fully utilize the available carryover, the undistributed amount may be recaptured by the public schools. Additionally, if the carryover amount to distribute reflects funds that have been carried over once already (the carryover value exceeds the prior year’s new equitable service amount), the excess may be recaptured by the public school. An explanation for the recapture must be included in the space provided which indicates that the private schools were aware of the amount available but declined additional services. If recapture is occurring because the carryover amount includes funds that had been carried over once already, the comment should include an explanation of why services were not provided to the private school as had been agreed to during the prior year. The LEA should maintain documentation of the communications with the private school supporting the explanation statements.

Carryover Transfers ScreenAn LEA must use this screen to identify any transfers between grants sources that it wishes to make using carryover funds. Transferred funds do not actually move to the new grant source but take on the authority and allowability of the new fund designation and are subject to all the rules and regulations of the fund source into which they are transferred. Separate transfer budgets will automatically be created under each original grant source to budget activities associated with the transferred funds. [ESEA § 5103]

TITLE I, PART A DISTRIBUTIONS GROUP Title I, Part A Equitable Services ScreenThis screen will use the information provided from the Grant Acceptance screen and the School Information screens to calculate amounts available to provide equitable services in each private school based on a prorated share of the equitable service amounts.

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Negotiated IndirectIf the LEA, in agreement with the participating private schools, wishes to take a portion of funds off the top of the amount available for the provision of equitable services, that amount should be entered in the Negotiated Indirect box on the top table. This amount is limited by the indirect rate as shown in the Maximum Indirect box. The amount held for negotiated indirect costs will be subtracted from the total equitable services amount and will be included in the indirect amount for the LEA Title I Budget as a whole.

Negotiated Direct Administrative CostsAn LEA, in agreement with the participating private schools, may choose to take a portion of each school’s prorated share of funds to cover direct administrative costs. The amount to be deducted from each private school’s share of the equitable services should be entered in the Negotiated Direct Admin Costs column in the bottom table. An LEA may not charge both indirect and direct administrative costs for the same administrative cost and must have receipts or documentation of any direct administrative costs being charged against the private school equitable services. Direct administrative costs must be budgeted within the private school budget for Title I, Part A as a FC 371 expense.

For additional information about the provision of equitable services for Title I, Part A and the application of administrative costs on those services please see the non-regulatory guidance at https://www2.ed.gov/about/inits/ed/non-public-education/files/equitable-services-guidance-100419.pdf

Title I, Part A Reservations ScreenThe table at the top of the screen shows all funds available to support the Title I, Part A Basic program in the LEA. Using the tables below, a LEA can choose to reserve funds from the publicly available amount for required and optional reservations. The carryover section also allows the LEA to choose how it wishes to redistribute the publicly available carryover amount.

New Parent and Family Engagement ReservationsLEAs with a total allocation plus transfers of new funds into Title I, Part A of $500,000 or more are required to reserve a minimum of 1% of that amount for Parent and Family Engagement activities. This amount, if applicable, will be calculated and automatically reserved on the top line of the New Parent and Family Engagement Reservation table. LEAs that wish to reserve additional funds beyond the minimum required should identify the additional reservation amount on the second line of the table. This amount will be added to the amount on the first line to determine the total New Parent and Family Engagement Reservation [ESEA § 1116(a)(3)].

Individual schools can choose to utilize additional funds from its school level allocations to support parent and family engagement beyond the required reservation amount. Those

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additional amounts do not need to be included as a reservation on this screen. The LEA must be careful to not use reserved funds to violate rank and serve requirements when applicable.

Parent and Family Engagement Reservations Retained at the DistrictIf an LEA wishes to retain a portion of the Parent and Family Engagement Reservation for use and budgeting at the district level, that amount must be entered on the fifth line of the table. The LEA may only retain 10% of the Parent and Family Engagement Reservation for use at the district level, meaning 90% of the reserved amount must be returned and budgeted within the school level budgets. If the LEA chose to reserve more than the required 1%, 90% of the reserved amount must still be distributed to schools and budgeted as part of the school level budgets [ESEA § 1116(a)(3)(B)]. The maximum dollar amount that may be retained at the district will be shown on the 4th row of the table. If the LEA has selected to reserve more than the minimum required, it may need to save this screen to update the maximum retainable value shown in the table. Once the screen is saved, the balance of the reservation remaining for school level use will be shown in the last row of the table.

Homeless Reservations All LEAs are required to meet collaboratively with their homeless liaison, and reserve funds to provide services for students experiencing homelessness [ESEA § 1113(c)(3)]. The primary focus of the services must be on providing academic supports to homeless students in non-Title I buildings. Additional funds may also be reserved for other allowable activities, including welfare support and transportation costs, or to provide additional academic supports beyond those provided by Title I in Title I buildings. For additional information see the Guidance on Title I, Part A Reservations for Services for Homeless Students document.

If applicable, LEAs may also include as part of the homeless reservation funds budgeted for incremental/excess costs of transportation to the school of origin for homeless students. Such costs would be budgeted using Function Code 271 in the Title I, Part A District Budget Detail.

If the LEA will use Title I, Part A to fund the Homeless Education Liaison position, the costs for the Liaison should be included in this table as part of the homeless reservation and would be budgeted using Function Code 226 in the Title I, Part A Other District Budget Detail.

NOTE: An error will trigger and prevent application submission if a homeless reservation amount is not entered.

Neglected Facilities ReservationIf a LEA services students in facilities that qualify for Title I, Part A Neglected funds, they may choose to reserve additional funds from their Title I, Part A Basic allocation to utilize in those programs [ESEA § 1113(c)(3)]. Those amounts should be entered on the second row of the New

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https://www.michigan.gov/documents/mde/Guidance_on_Title_I_Part_A_Reservations_for_Services_for_Homeless_Students_653485_7.docx

https://www.michigan.gov/documents/mde/Guidance_on_Title_I_Part_A_Reservations_for_Services_for_Homeless_Students_653485_7.docx



Homeless and Optional District Reservations table and will be allocated to individual facilities on the Title I, Part A Allocations to Facilities screen later in the application.

New Indirect CostsIf the LEA desires to claim indirect costs on the Title I, Part A availability, the amounts for indirect costs should be entered on the reservations table. Indirect costs taken on the original Title I, Part A amount will be indicated separate from the costs taken on any of the transfer funds. Those costs will automatically be attributed back to the appropriate source budget. The maximum values shown in the table assume that no funds will be utilized for capital outlay (Object Code 6000), payments to other governmental agencies, facilities acquisition, or prior period adjustments (Function Code 400). LEAs using funds for those purposes may not be able to reserve the maximum value shown or the application will generate an error when the Title I, Part A budget is complete and will need to return to this screen to reserve a lower amount [2 CFR § 200.414].

New Direct Administrative Costs If a LEA wishes to reserve funds for the direct administration of the Title I, Part A program, the amount of that reservation should be included in the table on the New allocation to be used for direct administrative costs row [2 CFR § 200.413]. This would include all administrative costs directly related to management of the grant as a whole, not related to meeting a specific cost objective of the grant. The following is a list of activities that may be considered part of the overall administrative budget for the grant:

Performing general administrative and coordination functions for the grant at the district level, including:

i. Accounting, budgeting, financial, and cash management functions;ii. Procurement and purchasing functions;

iii. Property management functions;iv. Personnel management functions;v. Payroll functions;

vi. Coordinating the resolution of findings arising from audits, reviews, investigations, and incident reports;

vii. Audit functions (FC 231) - Must be supported by itemized billing for the Title I program only;

viii. General legal services functions;ix. Developing systems and procedures, including information systems, required for

these administrative functions;x. Preparing administrative reports; and

xi. Other activities necessary for general administration of government funds and associated programs.

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Oversight and monitoring responsibilities related to the district administrative functions (FC 226);

Costs of goods and services used for administrative functions of the program, including goods and services such as rental or purchase of equipment, utilities, office supplies, postage, and rental and maintenance of office space;

Travel costs incurred for official business in carrying out administrative activities or the overall management of the program;

Costs of information systems related to administrative functions (for example, personnel, procurement, purchasing, property management, accounting, and payroll systems) including the purchase, systems development, and operating costs of such systems and;

Costs of technical assistance, professional organization membership dues, Costs of evaluating results obtained by the overall project at the district level against

stated objectives (FC 281). Most costs associated with FCs 232, 241, 249, 252, 257, 282, and 284.

NOTE: There is no universal rule for classifying certain costs as either direct or indirect under every accounting system. A cost may be direct with respect to some specific service or function, but indirect with respect to the Federal award or other final cost objective. Therefore, it is essential that each item of cost incurred for the same purpose be treated consistently in like circumstances either as a direct or an indirect cost in order to avoid possible double-charging of Federal awards. [2 CFR § 200.412]

Do not include costs for the homeless liaison as part of the direct administrative costs. Those costs should be included in the Homeless Reservation amount.

Building principals participating in school level PD with their own staff not directly related to administrating a federal program should also not be included as part of the district administrative costs.

The items listed above are the only allowable administrative costs. Total administrative costs, including indirect, should generally be less than 10% of the total availability. Direct administrative costs must be clearly documented as directly related to the Title I, Part A program. All costs must be reasonable and necessary.

New Availability for Other Optional District Reservations Although optional district reservations are allowable, the LEA must first consult with all stakeholders (school-level school improvement teams, principals, and parents) prior to implementing optional reservations because district reservations reduce the amount of funds

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that are allocated to the schools. It is not permissible to use such reservations to bypass rank and serve requirements. Whenever possible, the costs for district level instructional programs should be prorated out and budgeted under individual school budgets to ensure alignment with federal school level expenditure requirements and to ensure rank and serve requirements are being met. [34 CFR § 200.77(f)]

NOTE: In general, reservations for Title I, Part A district level programs should only occur if the LEA is following a written process for district-level program decision making. The process should allow for school -level input into both the size and the scope of the program. Consultants may request an assurance that such a process has been followed and LEAs should ensure such an assurance is uploaded when the district-level program costs compose a significant portion of the overall Title I, Part A budget (equal to or greater than individual school level program budgets). District level reservations specifically required by law and based on district level needs; such as reservations for unreimbursed excess foster care transportation costs, preschool, salary and benefit differentials, parent and family engagement costs that fall within the 10% limit for the district’s share of the parent and family engagement reservation, or homeless reservation costs; may be made without utilizing a formal written process for school-level input, however such input is still highly recommended.

District level reservations may include the following types of activities:

Foster Care TransportationWhen it has been determined through the Best Interest Determination process that a student placed in foster care should remain in their school of origin, LEAs may use Title I, Part A funds to pay for the “additional cost” to transport to and from the school of origin. Additional costs incurred in providing transportation to the school of origin should reflect the difference between what an LEA otherwise would spend to transport a student to their assigned school and the cost of transporting a child in foster care to their school of origin. For additional guidance go to: https://www2.ed.gov/policy/elsec/leg/essa/edhhsfostercarenonregulatorguide.pdf.

District-level instructional programs Programs such as Title I, Part A preschool, Title I, Part A summer school or Title I, Part A intersession programs are allowable only after consultation with teachers, pupil support personnel, principals, and parents of the Title I, Part A schools. Costs should be included as a district reservation only if it has been determined that if it would be more cost-effective for the LEA to provide a single district level Title I, part A program and when costs cannot be effectively prorated out to individual school budgets. Whenever possible, the costs for district level instructional programs should be prorated out and budgeted under individual school budgets

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https://www2.ed.gov/policy/elsec/leg/essa/edhhsfostercarenonregulatorguide.pdf



to ensure alignment with federal school level expenditure requirements and to ensure rank and serve requirements are being met.

Salary and Fringe Benefit DifferentialsTo address variations in Title I, Part A personnel costs, an LEA may consider seniority pay differentials or fringe benefit differentials as a district-level administrative cost rather than a charge to each Title I, Part a School. This policy should only be used when the LEA has “like programs,” school to school and the schools are demographically similar. Contact your Regional consultant for technical assistance in determining salary and fringe benefit differentials.

Additional Professional Development A district-level professional development reservation would be appropriate only if two or more Title I, Part A schools have the same professional development needs as stated in each of the building school improvement plans and if it would be more cost effective for the LEA to provide a joint professional development opportunity for these Title I, Part A schools. Whenever possible, the costs for such programs should be prorated out based on the relative benefit received to the school level budgets of the participating schools to ensure rank and serve requirements are being met.

Carryover Parent and Family Engagement ReservationsLEAs should review the expended amount under FC 331 on its Final Expenditure Report (FER) and reservation amounts from the prior year TISS application to determine if the amount reserved in the prior year, including any required carryover for parent and family engagement, was expended. If the LEA did not expend the full amount reserved in the prior year for Parent and Family Engagement, the unexpended amount must be entered on the first row of the Parent and Family Engagement Carryover and Reservations table when the carryover becomes available in the application.

On the second row of the Parent and Family Engagement Carryover and Reservation table the LEA should identify the amount, if any, of the required parent and family engagement carryover that will be retained at the district level. The remaining balance of the required amount must be redistributed and budgeted within the school level budgets.

Additional Carryover to be used for Parent and Family EngagementIf an LEA wishes to reserve additional amounts of carryover for parent and family engagement activities, beyond any required amount not expended during the prior year, the LEA should indicate the additional reservation from carryover in the appropriate rows of the Parent and Family Engagement Carryover and Reservations table. The LEA will utilize one of the last two lines of the table, depending on if the reserved amount will be directed and budgeted at the district level or at the school level. Districts are not required to direct 90% of this additional reservation amount to schools and may use it all for district level activities.

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Homeless Reservations from CarryoverIf an LEA wishes to fund additional activities for the support of students experiencing homelessness from carryover that are not already covered by reservation from the newly allocated funds, those amounts should be entered on the top row of the Homeless and Optional District Reservations from Carryover table. See the directions under Homeless Reservations for more information about the types of expenses allowed for the reserved amount.

Carryover from Title I, Part A Neglected Facilities If an LEA served students in facilities that qualify for Title I, Part A Neglected funds during the prior year and did not expend the full allocation for those facilities, they should identify the portion of carryover that needs to be returned to the Title I, Part A Neglected Facilities on the second row of the Homeless and Optional District Reservations from Carryover table. The resulting carryover will then be allocated to individual facilities on the Title I, Part A Allocations to Facilities screen later in the application.

Carryover Indirect CostsIf the LEA desires to claim indirect costs on the Title I, Part A carryover, the amounts for indirect costs should be entered on the carryover reservations table. Indirect costs taken on the Title I, Part A amount will be indicated separately from the costs taken on any of the transferred carryover funds. Those costs will automatically be attributed back to the appropriate source budget. The maximum values shown in the table assumes that no funds will be utilized for capital outlay (Object Code 6000), payments to other governmental agencies, facilities acquisition, or prior period adjustments (Function Code 400). LEAs using funds for those purposes may not be able to reserve the maximum value shown or the application will generate an error when the Title I, Part A budget is complete and will need to return to this screen to reserve a lower amount.

Carryover Direct Administrative CostsIf a district wishes to reserve additional funds from carryover for the direct administration of the Title I, Part A program, the amount of that reservation should be included in the table on the Carryover to be used for direct administrative costs row. See the directions under New Direct Administrative Costs for information about the types of expenses that can be included on this row.

Carryover for Other Optional District ReservationsAlthough optional district reservations from carryover are allowable, the LEA must first consult with all stakeholders (school-level school improvement teams, principals, and parents) prior to implementing optional reservations because district reservations reduce the amount of funds that are allocated to the schools. It is not permissible to use such reservations to bypass rank

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and serve requirements. Whenever possible, the costs for district level instructional programs should be prorated out and budgeted under individual school budgets to ensure alignment with federal school level expenditure requirements and to ensure rank and serve requirements are being met. Please see the instructions under New Availability for Other Optional District Reservations for more information about the types of activities that may be funded from these optional reservations.

Carryover Distribution to SchoolsAny carryover funds not already reserved in the tables above must be returned to schools. By default, the Consolidated Application will assume that any remaining carryover will be distributed to individual schools using the per-pupil formula (last row of the Carryover Distribution to Schools table).

Carryover to Revert Back to Each School of OriginIf the LEA has records indicating a portion of the carryover funds should be directly attributed back to one or more schools, based on the inability of that school or schools to fully obligate all funds allocated in the prior school year, those funds may be directly allocated back to the school of origin. This is accomplished by indicating the full value of the funds on the first row of this table and allocating them back to the appropriate school on the Allocations to Schools screen. The LEA is also required to check the assurance box at the bottom of the table, assuring that it has appropriate records to support the direct allocation back to individual schools.

Carryover for Special InitiativesIf an LEA has special initiatives in one or more schools, such as special supports being provided to schools identified for improvement, funds can be reserved from carryover amounts using the second row of the Carryover Distribution to Schools table and allocated to the specific schools on the Allocation to Schools screen. This reservation should not be used to increase amounts available for student instruction in those schools or used to bypass rank and serve requirements.

For additional guidance regarding the allocation and use of carryover funds, please see the carryover section of the February, 2008 Fiscal Issues: Title I, Part A, Non-Regulatory Guidance at https://www2.ed.gov/programs/titleiparta/fiscalguid.pdf

Public Services SummaryPlease carefully review the public services summary. LEAs should ensure that services are fully budgeted in the Title I, Part A Other District Costs Budget to align with the total reservation for students experiencing homelessness and the total district funds for parent and family engagement. If an LEA fails to fully budget funds in FC 331 within the Other District Costs Budget equal to the value of the district parent and family engagement reservation, an error will trigger during budget creation.

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https://www2.ed.gov/programs/titleiparta/fiscalguid.pdf



NOTE: The reserved amount for district parent and family engagement is the maximum allowed within the district budget for this purpose. Therefore, an error will trigger if the district budget for FC 331 exceeds the reserved budget figure.

LEAs must budget at least an amount equal to the Total Minimum School Funds for Parent and Family Engagement within the school level Title I, Part A budgets. Schools may choose to budget more than the minimum amount required and reserved on this screen. All Title I, Part A parent and family engagement costs must be budgeted within the school level budgets that are contained within the main Title I, Part A budget group. FC 331 is not allowed within school level budgets that are part of transfers to Title I, Part A from other funding sources.

NOTE: Parent and Family Engagement is also an allowed cost under Title IV, Part A and Title V, Part A and may be budgeted in those program budgets without the need to designate it as a transfer to Title I, Part A, however, those amounts will not count towards the Title I, Part A Parent and Family Engagement requirement.

Allocations to Schools ScreenMinimum Amount Per Low-Income PupilThe table at the top will show the minimum amount required to be budgeted per low-income pupil. If the amount shows $0.01 the LEA is eligible to set their own minimum amount per pupil. [ESEA § 1113(c)(2)(A)]

Grouping of School Attendance AreasThe list of schools and the associated data is populated from information on the Data on Schools in the District screen and groups are determined based on information from the Ranking Methodology screen (if applicable). Only schools identified as either Schoolwide or Targeted on the Title I Eligible Schools screen will be listed.

If the LEA has less than 1000 students or has chosen the “district-wide” ranking methodology on the Ranking Methodology screen, the schools will be listed in poverty rank order, regardless of the grade span of each school. If the LEA has chosen the “grade span” ranking methodology, all schools above 75% poverty will be listed first regardless of grade span. The remaining schools in the grade spans the LEA selected to serve on the Ranking Methodology screen at or below 75% poverty will be listed in poverty rank order within each grade span.

If the LEA has chosen to apply the 50% rule for high schools, all schools that include grade twelve and have a poverty percentage greater than 50% will be required to be served in rank order after those with poverty percentages greater than 75% prior to serving any remaining schools.

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If the LEA has 1000 students or more, they are required to serve schools in rank order and must allocate funds to schools above 75% poverty first, regardless of grade span – including alternative schools and virtual schools. The LEA may not allocate more per low-income child to schools at or below 75% poverty than it allocates to schools above 75% poverty.

Title I, Part A Per-student AmountsLEAs are required to distribute funds to schools based on the count of students from low-income families in that school. To distribute funds appropriately, first, determine the amount per low-income student for the highest ranked school in the list of Title I, Part A eligible schools (i.e., the school with the highest poverty percentage). An amount equal to or greater than the minimum amount must be used.

Next, allocate funds to the remaining Title I, Part A eligible schools in rank order. It is allowable to allocate different amounts per low-income student to different schools, however, each school must receive an amount per low-income student equal to or less than all schools preceding it in the rank order listing. For each school, enter the amount per low-income student.

If the remaining funds are not sufficient to allocate the minimum amount per low-income student to the lowest ranked school, the LEA may allocate less than the minimum amount per low-income student to the school if the LEA determines that the funds allocated are sufficient to allow the school to operate a Title I, Part A program of sufficient quality to enable students to make adequate progress toward meeting the State's challenging performance standards.

If, on the Title I Eligible Schools screen, the LEA chose to mark a school as “skipped” the Title I Amount Per Pupil column will be blocked and the full value of the required per pupil amount must be entered in the Section 31a Amount Per Pupil column.

After saving, the LEA should ensure that the Remaining Balance in the last row of the Calculated Title I Amount column is as near to zero as possible to ensure maximum utilization of the available Title I, Part A funds. [ESEA § 1113(c)(1)]

Section 31a per-student amountsIf Title I, Part A funds are insufficient to fully fund the minimum amount required or the amount needed for each eligible school, Section 31a funds may be used in whole or part to meet the per pupil funding requirements. In the Section 31a Amount Per Pupil column enter only the amount of Section 31a funds that will be used to replace all or part of the school's required per pupil funding.

If, on the Title I Eligible Schools screen, the LEA chose to mark a school as “skipped” the Title I Amount Per Pupil column will be blocked and the full value of the required per pupil amount must be entered in the Section 31a Amount Per Pupil column.

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The Section 31a Amount Per Pupil column is not intended and should not be used to allocate the full value of an LEA’s anticipated Section 31a allocation. This column should only be used to allocate enough Section 31a funds to meet minimum per pupil amounts or rank and serve requirements if Title I, Part A funds are insufficient to fully support the Title I, Part A programming in the LEA [ESEA § 1113(b)(1)(D)(ii) and 1113(c)(2)(B)].

LEAs will be required to create a budget for the Title I-like programs funded with Section 31a in the Section 31a Title I Like Budgets section of the Consolidated Application for any school funded in whole or part with Section 31a funds.

After saving, the LEA should verify that the total calculated Section 31a amount allocated in the last column of the table does not exceed the expected Section 31a allocation for the LEA and that remaining Section 31a funds will be enough to meet the intent and purpose of Section 31a.

Carryover and Parent & Family Engagement ReservationsIf applicable, enter the Carryover and Parent and Family Engagement Reservations for each school. This column should not be used to bypass rank and serve requirements. Distribution of Parent and Family Engagement Reservations should be done with priority given to high-need schools [ESEA § 1116(a)(3)(C)]. After saving, the LEA should ensure that there is no Remaining Balance in the last row of the Carryover and Parent and Family Engagement Reservations column.

School Level Budgets ScreenIf an LEA is transferring funds into Title I, Part A from either Title II, Part A or Title IV, Part A they will use this screen to determine where the funding for each individual school’s Title I, Part A program will come from. As a reminder, any school level parent and family engagement costs must be funded from the original Title I, Part A allocation. This helps ensure LEAs are expending the required amounts on parent and family engagement and aids in federal reporting requirements. If any portion of a school’s Title I, Part A program is to be funded from transferred amounts, indicate the amount in the appropriate column. By indicating that an amount for a school is to be funded from transferred funds, a school level budget will automatically be created in the appropriate funding source for that school. The LEA should ensure that the full availability for each fund source, as shown in the table, is allocated to individual schools. For tracking purposes, transferred funds into Title I, Part A may not be utilized to support district level expenses.

NOTE: Unexpended portions of funding designated to provide school level programs which were funded through transfers will lose their identity as transfers to Title I, Part A the following year and will show up as carryover in the original grant source budget. LEAs should ensure that this does not result in a loss of funds based upon the 15% carryover rule.

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ADMINISTRATIVE COSTS GROUP New Administrative Costs ScreenIf an LEA anticipates needing to utilize funds for the administration of one or more of the grants they participate in, the cost for administration of those programs should be identified here.

Indirect CostsIf the LEA desires to claim indirect costs for any grant program, the amounts for indirect costs should be entered on the table. The table will show the maximum value of indirect applicable to each grant source [2 CFR § 200.414]. The maximum values shown assume that no funds will be utilized for capital outlay (Object Code 6000), payments to other governmental agencies, facilities acquisition, or prior period adjustments (Function Code 400). LEAs using funds for these purposes may not be able to reserve the maximum value shown or the application will generate an error when the budgets are complete and will need to return to this screen to claim a lower amount. Indirect costs taken on the original non-transferred portion of a grant will be indicated separate from the costs taken on any funds transferred into or out of the grant as applicable. Indirect costs taken on transferred amounts will automatically be attributed back to the appropriate source budget on the budget summary screen. (i.e. Indirect amounts taken on Title IV transferred into Title II will be attributed back to Title IV where the actual costs will be incurred.)

NOTE: The information in the Title I, Part A Improving Basic Programs row will be pre-populated based on data entered on the Title I, Part A Reservations screen.

Direct Administrative CostsIf a LEA wishes to reserve funds for the direct administration of a listed grant program, the amount of that reservation should be included in the table in the Budgeted Direct Administrative Costs column [2 CFR § 200.413]. This would include all administrative costs directly related to management of the grant as a whole, not related to meeting a specific cost objective of the grant. The following is a list of activities that may be considered part of the overall administrative budget for each grant:

Performing general administrative and coordination functions for the grant at the district level, including:

i. Accounting, budgeting, financial, and cash management functions;ii. Procurement and purchasing functions;

iii. Property management functions;iv. Personnel management functions;v. Payroll functions;

vi. Coordinating the resolution of findings arising from audits, reviews, investigations, and incident reports;

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vii. Audit functions (FC 231) - Must be supported by itemized billing for the Title I program only;

viii. General legal services functions;ix. Developing systems and procedures, including information systems, required for

these administrative functions;x. Preparing administrative reports; and

xi. Other activities necessary for general administration of government funds and associated programs.

Oversight and monitoring responsibilities related to the district administrative functions (FC 226);

Costs of goods and services used for administrative functions of the program, including goods and services such as rental or purchase of equipment, utilities, office supplies, postage, and rental and maintenance of office space;

Travel costs incurred for official business in carrying out administrative activities or the overall management of the program;

Costs of information systems related to administrative functions (for example, personnel, procurement, purchasing, property management, accounting, and payroll systems) including the purchase, systems development, and operating costs of such systems and;

Costs of technical assistance, professional organization membership dues, Costs of evaluating results obtained by the overall project at the district level against

stated objectives (FC 281). Most costs associated with FCs 232, 241, 249, 252, 257, 282, and 284.

NOTE: There is no universal rule for classifying certain costs as either direct or indirect under every accounting system. A cost may be direct with respect to some specific service or function, but indirect with respect to the Federal award or other final cost objective. Therefore, it is essential that each item of cost incurred for the same purpose be treated consistently in like circumstances either as a direct or an indirect cost in order to avoid possible double-charging of Federal awards. [2 CFR § 200.412]

Except for amounts transferred into Title V, Part B – Rural Education (SRSA), all direct administrative costs will be budgeted in the applicable administrative budget section for the grant to which the administrative costs are applicable and should not be budgeted in transfer budgets. Since Title V, Part B – Rural Education (SRSA) is a direct grant from USED, the direct administrative costs, if any, associated with transfers into that program can be budgeted in the transfer budget associated with that program.

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NOTE: The specific type of administrative costs allowable may vary from grant program to grant program. For additional information see the applicable help information for each grant program. Direct administrative costs must be clearly documented as directly related to the program in which they are budgeted. All costs must be reasonable and necessary for the efficient administration of the program.

Administrative Cost Limits After saving, review the Total Administrative Cost Percent column. Total administrative costs, including indirect, are subject to the limits shown in the table below. Depending on the size and scope of the program, budgeting for the maximum allowed administrative costs may not be reasonable or necessary.

Recipient Grant Administrative Limit

Title I, Part A - Improving Basic Programs 10%Title I, Part A - Neglected 10%Title I, Part C - Migratory Education (Regular School Year) 15%Title I, Part D - Neglected and Delinquent 10%Title II, Part A - Supporting Effective Instruction 10%Title III, Part A - Language Instruction for English Learners 2%Title III, Part A - Language Instruction for Immigrant Students 2%Title IV, Part A - Student Support and Academic Enrichment 2%Title V, Part B - Rural Education (RLIS) 10%Title V, Part B - Rural Education (SRSA) 10%

Carryover Administrative Costs ScreenPlease see the instructions for New Administrative Costs for requirements related to this screen. If an LEA desires to utilize a portion of carryover funds to cover direct or indirect administrative costs, those amounts must be reflected here. The total administrative costs for each program including direct, indirect, and carryover direct and indirect are subject to the limits shown in the Administrative Costs Limits section.

ALLOCATIONS TO NEGLECTED AND DELINQUENT FACILITIES GROUPTitle I, Part A Allocations to Facilities ScreenThis screen is used to create individual entity budgets where applicable for Title I, Part A Neglected Facilities. After completion of this screen a facility budget will be created with a target amount to be budgeted for each facility in each funding stream used to compose the total funding to the facility.

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Calculated and Actual Allocated AmountThe calculated allocation amount will show the total Title I, Part A Neglected allocation determined for the facility by the Office of Educational Supports. If the LEA has not accepted the full value of the available Title I, Part A Neglected allocation on the Grant Acceptance screen, they will need to enter the portion of the calculated amount that will be allocated to each eligible entity in the Actual Allocated Amount column. The remaining balance for the column should be zero. LEAs are prohibited from allocating more Title I, Part A Neglected funds to a facility in this column than what is shown in the Calculated Allocation Amount column.

Carryover AmountIf the LEA has identified that a portion of their Title I, Part A Basic program carryover should be attributed to the Title I, Part A Neglected Facilities on the Title I, Part A Reservations Screen, that amount will show up as Available Funds in the Carryover Amount column. The LEA should allocate those funds back to each facility from which they originated in this column, ensuring that the remaining balance for the column is zero.

Additional Title I, Part AIf the LEA has reserved additional Title I, Part A Basic program funds to support students in Title I, Part A Neglected Facilities on the Title I, Part A Reservations Screen, that amount will show up as Available Funds in the Additional Title I, Part A column. The LEA may allocate those funds to individual entities based on locally determined needs, ensuring that the remaining balance for the column is zero.

Transferred AmountsIf the LEA has indicated that they will be transferring additional funds into the Title I, Part A Neglected program from either Title II or Title IV, those funds will show up as Available Funds in the Funded from Title II or Funded from Title IV columns. The availability for transfers shown may be reduced from the total transfer amount identified on the New Fund Transfers and Carryover Transfers screens if the LEA choose to take indirect costs on the transferred amounts on the New Administrative Costs or Carryover Administrative Costs screens. The LEA should allocate the funds available to individual entities based on locally determined needs, ensuring that the remaining balance for the column is zero. If funds will be transferred in to support a facility, a separate facility level budget will be created for each entity in each funding source based on the transferred amounts.

Indirect AmountsIf the LEA indicated on the New Administrative Costs screen that they will be taking indirect on the Title I, Part A Neglected funds, that amount will show up on the Available Funds row in the Actual Indirect column. The LEA should distribute those costs to the individual entities based on the max indirect shown in the Max Indirect column. The max indirect amount is based on new

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allocations to Title I, Part A Neglected only. Indirect on any transferred amounts will be attributed back to the fund source of the transfer. Since Title I, Part A Neglected carryover is included as part of the regular Title I, Part A carryover amount, indirect amounts on carryover are taken on the Title I, Part A Reservations screen as part of the main Title I, Part A budget.

NOTE: Due to rounding, the sum of the individual Max Indirect amounts shown on this screen may not match the Max Indirect amount allowed and shown for Title I, Part A Neglected funds on the New Administrative Costs screen. If needed to fully allocate the available indirect funds, an LEA may exceed the max indirect amount shown on this screen by $1 for individual facilities to account for any rounding error.

Direct Administration CostsIf an LEA indicated on the New Administrative Costs or Carryover Administrative Costs screens that they would be using a portion of their funds to cover direct administrative costs for the Title I, Part A Neglected program, that amount will show up on the Available Funds row in the Direct Admin column. The LEA should distribute those costs to individual facilities based upon the service agreement with each facility and anticipation of direct costs for administration of the programs associated with that facility. All such costs will be budgeted within the Title I, Part A Neglected Facilities Administrative Budget and not within any transfer budget into Title I, Part A Neglected.

Final Entity AllocationThe final allocation for each entity to be budgeted as part of an entity level budget will be shown in the last column of the table. This amount includes the actual allocated amount, plus carryover, plus any additional amounts transferred in from the regular Title I, Part A budget, Title II, Part A, or Title IV, Part A. It subtracts from that total any funds identified to cover administrative costs for the facility (indirect and direct). Individual facility level budgets will be created for each facility as applicable based on how the LEA indicated each facility will be funded on this screen.

Title I, Part D Allocations to Facilities ScreenThis screen is used to create individual entity budgets where applicable for Title I, Part D Delinquent Facilities. After completion of this screen a facility budget will be created with a target amount to be budgeted for each facility in each funding stream used to compose the total funding to the facility.

Calculated and Actual Allocated AmountThe calculated allocation amount will show the total Title I, Part D Delinquent allocation determined for the facility by the Office of Educational Supports. If the LEA has not accepted the full value of the available Title I, Part D Delinquent allocation on the Grant Acceptance screen, they will need to enter the portion of the calculated amount that will be allocated to

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each eligible entity in the Actual Allocated Amount column. The remaining balance for the column should be zero. LEAs are prohibited from allocating more Title I, Part D Delinquent funds to a facility in this column than what is shown in the Calculated Allocation Amount column.

Carryover AmountIf the LEA has accepted Title I, Part D Delinquent carryover funds on the Grant Acceptance screen, that amount will show up as Available Funds in the Carryover Amount column. The LEA should allocate those funds back to each facility from which they originated in this column, ensuring that the remaining balance for the column is zero.

Transferred AmountsIf the LEA has indicated that they will be transferring additional funds into the Title I, Part D Delinquent program from either Title II or Title IV, those funds will show up as Available Funds in the Funded from Title II or Funded from Title IV columns. The availability for transfers shown may be reduced from the total transfer amount identified on the New Fund Transfers and Carryover Transfers screens if the LEA choose to take indirect costs on the transferred amounts on the New Administrative Costs or Carryover Administrative Costs screens. The LEA should allocate the funds available to individual entities based on locally determined needs, ensuring that the remaining balance for the column is zero. If funds will be transferred in to support a facility, a separate facility level budget will be created for each entity in each funding source based on the transferred amounts.

Indirect AmountsIf the LEA indicated on the New Administrative Costs or Carryover Administrative Costs screen that they will be taking indirect on the Title I, Part D Delinquent funds, that amount will show up on the Available Funds row in the Actual Indirect column. The LEA should distribute those costs to the individual entities based on the max indirect shown in the Max Indirect column. The max indirect amount is based on new allocations or carryover for Title I, Part D Delinquent only. Indirect on any transferred amounts will be attributed back to the fund source of the transfer.

NOTE: Due to rounding, the sum of the individual Max Indirect amounts shown on this screen may not match the Max Indirect amount allowed and shown for Title I, Part D Delinquent funds on the New Administrative Costs and Carryover Administrative Costs screen. If needed to fully allocate the available indirect funds, an LEA may exceed the max indirect amount shown on this screen by $1 for individual facilities to account for any rounding error.

Direct Administration CostsIf an LEA indicated on the New Administrative Costs or Carryover Administrative Costs screens that they would be using a portion of their funds to cover direct administrative costs for the

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Title I, Part D Delinquent program, that amount will show up on the Available Funds row in the Direct Admin column. The LEA should distribute those costs to individual facilities based upon the service agreement with each facility and anticipation of direct costs for administration of the programs associated with that facility. All such costs will be budgeted within the Title I, Part D Delinquent Facilities Administrative Budget and not within any transfer budget into Title I, Part D Delinquent.

Final Entity AllocationThe final allocation for each entity to be budgeted as part of an entity level budget will be shown in the last column of the table. This amount includes the actual allocated amount, plus carryover, plus any additional amounts transferred in from Title II, Part A, or Title IV, Part A. It subtracts from that total any funds identified to cover administrative costs for the facility (indirect and direct). Individual facility level budgets will be created for each facility as applicable based on how the LEA indicated each facility will be funded on this screen.

EQUITABLE SERVICES REPORTS GROUP Title I, Part A Equitable Services Report ScreenThis report is a summary of the information regarding Title I, Part A equitable services for students and will show the total value of services that should be made available to each participating private school based on the number of students from low-income families from each school. The values are all calculated based on information provided on prior screens. These amounts will be budgeted as FC 371 within the Private School budget for Title I, Part A.

Equitable Services to Special Populations ScreenThis report is a summary of the information regarding Title I, Part C; Title III, Part A – English Learners; and Title III, Part A – Immigrant Students equitable services for students and will show the total value of services that should be made available to each participating private school based on the number of qualifying students from each school. The values are all calculated based on information provided on prior screens. These amounts will be budgeted as FC 371 within the Private School budget for their respective programs.

NOTE: LEAs that are part of a Title III, Part A English Learner consortium will need to complete a Title III Consortium Member Equitable Services Worksheet to determine any equitable services for Title III, Part A English Learner Eligible students. Those values will not show up in this report but will need to be included on the Title III, Part A – English Learner Consortium Reservations screen within the Consortium Lead’s Consolidated Application.

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Title II and Title IV Equitable Services ScreenThis report is a summary of the information regarding Title II, Part A and Title IV, Part A equitable services programs and will show the total value of services that should be made available to each participating private school based on the size of each participating school. The values are all calculated based on information provided on prior screens. These amounts will be budgeted as FC 371 within the Private School budget for their respective programs.

CONSORTIUM RESERVATIONS GROUP Title III, Part A – English Learners ScreenThis screen will allow the LEA, as a consortium lead, to provide information about funds that should be added to individual consortium member budgets and funds that will be utilized to support the provision of Equitable Services or Consortium Level Activities as well as funds that will be used to cover direct and indirect administrative costs.

Carryover AmountIf the consortium lead has accepted Title III, Part A English Learner carryover funds on the Grant Acceptance screen, that amount will show up as Available Funds in the Carryover Amount column. The LEA should allocate those funds back to each entity from which they originated in this column, ensuring that the remaining balance for the column is zero.

Direct Administrative CostsIf the consortium lead indicated on the New Administrative Costs or Carryover Administrative Costs screens that they would be using a portion of their funds to cover direct administrative costs for the Title III, Part A English Learner program, that amount will show up on the Available Funds row in the Direct Admin column. The LEA should distribute those costs to individual consortium member agencies based upon the relative costs of administering the program associated with each agency. All such costs are budgeted within the Title III, Part A English Learner Administrative Budget.

Equitable ServicesEach individual consortium member will need to complete a Title III – English Learner Consortium Member Equitable Services Worksheet if they have private schools who wish to participate in their Title III, Part A English Learner program. The calculated value for those services for each participating agency should be entered in the Equitable Services Column and the worksheets should be uploaded in the attachments section for the Title III, Part A English Learners budget. The total amount of Equitable Services identified in this column will be budgeted in the Equitable Services Budget of the Title III, Part A English Learners budget.

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Consortium Level ActivitiesIf consortium members receive both funds and services as part of participating in the consortium, or only services, the consortium lead should indicate the portion of each consortium member’s allocation and carryover that will be used to fund consortium level activities. For the consortium lead, the full value of the remaining allocation and carryover, after any direct administrative costs or equitable services amounts, should be listed in the Consortium Level Activities column, minus any amount they will use for indirect on those activities.

Actual IndirectIf the consortium lead indicated on the New Administrative Costs or Carryover Administrative Costs screen that it will be taking indirect administrative costs on the Title III, Part A English Learner funds, that amount will show up on the Available Funds row in the Actual Indirect column. The LEA should distribute those costs to the individual entities based on the max indirect shown in the Max Indirect column.

NOTE: It is not allowable to take indirect on pass through funds. If an agency is receiving both funds and services, only the amount identified in the Consortium Level Activities column will be eligible for indirect. This may result in the consortium lead being unable to fully distribute the amount previously allocated on the New Administrative Costs and Carryover Administrative Costs screens. If this occurs the consortium lead must go back to those screens to reduce the planned amount of indirect to be taken.

NOTE: Due to rounding, the sum of the individual Max Indirect amounts shown on this screen may not match the Max Indirect amount allowed and shown for Title III, Part A English Learner funds on the New Administrative Costs and Carryover Administrative Costs screen. If needed to fully allocate the available indirect funds, an LEA may exceed the max indirect amount shown on this screen by $1 for individual facilities to account for any rounding error.

Final Agency AllocationThe final allocation for each agency to be budgeted as part of an agency level budget will be shown in the last column of the table. This amount includes the actual allocated amount plus carryover. It subtracts from that total any funds identified to cover administrative costs for the agency (indirect and direct), amounts used to provide equitable services to private schools associated with that agency, and amounts used for consortium level activities. Individual agency level budgets will be created based on how the LEA indicated each agency will be funded on this screen. The final agency allocation for the consortium lead should be zero as the full value of services for the agency lead will be budgeted in the Title III, Part A English Learner program level budget.

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PROGRAM INFORMATION GROUP Equitable Access ScreenInformation requested on this screen applies to funding for ALL grant sources included in the Consolidated Application. Section 427 of the General Education Provisions Act (GEPA) allows applicants discretion in developing the required description. The statute highlights six types of barriers that can impede equitable access or participation: gender, race, national origin, color, disability, or age. Based on local circumstances, applicants should determine how these, or other barriers may prevent students, teachers, parents, and other beneficiaries from accessing or participating in the Federally funded programs.

How to complete this ScreenA GEPA statement should consist of a specific explanation of:

1. the LEA’s proposed use(s) grant funds;2. identification of a specific barrier or barriers to equitable participation; and3. how the school district will address the identified barrier to access and participation in

the funded programs.

NOTE: A generic, “catch-all” statement about non-discrimination is not sufficient. It is also not an acceptable answer for the LEA to report that there are no barriers evident. LEAs must identify a barrier in each area (students, staff, and parents), but may identify only a single type of barrier (gender, race, national origin, color, disability, age, or other) in each area. LEAs that are effectively addressing barriers should report on what they are doing to remove or address barriers that otherwise would have existed without the current efforts in place to remove or address the barrier.

The narrative in the three sections of the Description of Equitable Access screen refers to ALL grant sources in the Consolidated Application. Therefore, a set of properly worded descriptions for each category of stakeholders might read as indicated below, however DO NOT copy these. They are examples only.

Equitable access for StudentsBarriers must be identified that could hinder equitable access of students to Federally funded programs and activities.

Common types of barriers for Students

Gender: Identity, stereotyping, bullying, clothing and dress, hair, policies and proceduresRace/color and national origin: Discrimination, low expectations, stereotypingDisability: Low expectations, lack of understandingAge: Assumptions about ability, over-aged

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ExamplesThe following two examples (a and b) show how a LEA might complete this box to address barriers to student participation; however, each district must describe their specific situation and criteria.

(a) Our district will use grant funds to purchase robots as part of the computer science coding program. Because a significant portion of our students are from families where Spanish is the primary language spoken at home, we will provide user coding instructions for the robots both in Spanish and in English.

(b) Our district will use grant funds to strengthen its district-wide STEM initiative. Because we know that STEM-related classes tend to disproportionally attract boys, we are implementing outreach strategies to encourage more girls to participate in our STEM initiative.

Equitable access for StaffBarriers must be identified that could hinder equitable access of staff to Federally funded programs and activities.

Common Types of Barriers for Staff

Gender – Stereotyping, job assignments, advanced opportunitiesRace, color and national origin - Lack of diversity, advanced opportunitiesDisability – Location of meetings, assignments, handicapped accessibilityAge – Policies and procedures, discrimination, hiring, firing, forced resignations,

stereotyping of abilities

ExamplesThe following two examples (a and b) show how a LEA might complete this box to address barriers to staff participation; however, each district must describe their specific situation and criteria.

(a) Our district will use grant funds to send staff to trainings to improve K-3 Early Literacy. Because some staff have disabilities that impede their ability to drive, we will provide transportation as needed to enable all staff the ability to get to off-site professional development opportunities at times beyond the school day.

(b) Our district will use grant funds to hire a guidance counselor to provide added support for our low-income families/special needs/ESL population. Because cultural proficiency is a key to being able to perform the duties of this job, we will ensure that proper training is available to the counselor to ensure that any eligible applicants will be

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equipped with the skills needed to perform the duties regardless of gender, race, national origin, disability, socio-economic status, or age.

Equitable access for Parents and FamiliesBarriers must be identified that could hinder equitable access of parents and families to Federally funded programs and activities.

Common Types of Barriers for Parents and Families

Gender – Lack of communication with fathers, non-custodial parent and extended families, policies and procedures

Race, color and national origin – Discrimination, language barriers, communication Disability – Lack of transportation, handicapped accessibilityAge – Discrimination towards young and older parents and grandparents, accessibility

ExamplesThe following two examples (a and b) show how a LEA might complete this box to address barriers to parent participation; however, each district must describe their specific situation and criteria.

(a) Our district will use grant funds to do a variety of parental outreach activities. Because some of our families speak a language other than English as their primary language, we will offer translators at the outreach activities to ensure parents can participate.

(b) Our district will use grant funds to host a parent night activity. Because a significant portion of our students are at or below the poverty level, we will provide funds for teacher training that will assist staff in understanding poverty and how to engage effectively with parents from different socio-economic backgrounds during and after this activity.

The preceding examples are intended to distinguish Assurances from Descriptions of Equitable Access. They should not be viewed as the only way to word the respective three categories addressing students, staff and parents/families. Each description should reflect the local circumstances and specify how equitable access will be ensured in both programs and services for stakeholder groups included in the budget detail of the Consolidated Application. Adherence to these guidelines will make it less likely the reviewer will have to return the Consolidated Application for Modifications in this Section.

Language Assistance Plan ScreenEach LEA receiving federal funds is required to develop a Plan for the Language Assistance Program to support English Learners within the LEA. If an LEA currently has no English Learners,

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they must still create an outline of a plan they would fund and put in place, supported by the general fund, if they were to receive a student who qualified for services. For clarification regarding these requirements please click here. For a sample document listing example modes of delivery for a language assistance program and types of certifications for staff who may be providing those services please click here. LEAs must have EL services for all ELs provided by an English as a Second Language (ESL) or Bilingual Education-endorsed teacher first (not a paraprofessional).

Title IV Assurances ScreenEach LEA receiving Title IV, Part A funds must complete the Title IV Assurance screen. All LEAs who receive Title IV funds are required to check the first assurance.

Any LEA utilizing $30,000 or more on Title IV, Part A activities, including carryover and transfers into Title IV, Part A, must use:

At least 20 percent of funds for activities to support well-rounded educational opportunities [ESEA § 4107];

At least 20 percent of funds for activities to support safe and healthy students [ESEA § 4108]; and

A portion of funds for activities to support effective use of technology [ESEA § 4109]; and.

No more than 15 percent of Title IV, Part A funds used to support effective use of technology can be spent on infrastructure as described in ESEA § 4109(a)(2)(B) (devices, equipment, software applications, platforms, digital instructional resources and/or other one-time IT purchases) [ESEA § 4109(b)]. This does not mean 15 percent of the entire Title IV, Part A availability. The 15 percent limit is based on the total amount budgeted for any one of the two Title IV, Part A technology categories.

These LEAs should check all three of the bottom set of assurances.

If an LEA utilizes less than $30,000 on Title IV, Part A activities an LEA only needs to choose one of the focus areas and need to check just one of the bottom three assurances; however, the 15 percent technology infrastructure spending cap will still apply regardless of what assurance is checked. The LEA may still choose to spend monies on activities in all three focus areas and is not restricted to a single focus area.

NOTE: If the LEA is eligible for the Small, Rural School Achievement Program (SRSA) under Title V, Part B and indicates on the Title V, Part B SRSA Flexibility screen that they wish to exercise the Alternative Fund Use Authority (AFUA) for Title IV, they will be relived from adhering to the spending requirements established in the assurances on this screen.

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Title V, Part B SRSA FlexibilityThis screen will only be visible for SRSA-eligible LEAs. If the LEA wishes to exercise the Alternative Fund Use Authority (AFUA) for one or both eligible funds, the box must be checked for each grant source where the added flexibility will be applied [ESEA § 5211]. For additional information about AFUA please see the document located at https://oese.ed.gov/files/2021/01/19-0043-REAP-Informational-Document-final-OS-Approved-1.pdf. If a SRSA-eligible LEA wishes to exercise this authority, they must indicate the desire to do so by November 15 of each year.

BUDGETS GROUP Budgets in the Consolidated Application are separated by funding source and broken up into the different views or budget screen types below. Within each budget there will be multiple different budget item types. The budget item types available will depend on the requirements and allowable uses of each grant program. See below for additional information.

Budget Screen TypesBudget Summary Screen The Budget Summary screen provides a summary of the budget items for the grant. It also provides a breakdown of the various types of budget items that make up the overall grant budget for the funding source. Indirect costs for the grant are shown on this screen based on data entered in on the New Administrative Costs and Carryover Administrative Costs screens. If an LEA needs to reduce the indirect amount due to changes in their approved indirect rate or utilization of funds for costs not subject to indirect, the LEA will need to return to the administrative costs screens to change the indirect amount on those screens. The LEA will need to enter the Business Office Representative and Project Contact Person for the grant on this screen. The total budgeted should equal the total accepted availability for each budget summary screen and for each budget item type or the LEA will need to return to the budget detail screen to adjust the budgets and ensure any remaining accepted availability for all budget item types equals zero.

Budget Detail Screen The Budget Detail screen lists all items budgeted within a funding source. This screen allows the LEA to sort and filter budget items to show only budget items that meet a given criteria. For example, to filter all budget items in a Title I, Part A budget that have been attributed to a given building, the LEA would select to filter by that entity. If the LEA wants to see only those items which are part of their equitable services to private schools, the LEA could filter all Function Code 371 budget items to see only those items that are part of the equitable services provided

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https://oese.ed.gov/files/2021/01/19-0043-REAP-Informational-Document-final-OS-Approved-1.pdf



to private schools. LEAs will also be able to export the data on this screen in an Excel format as needed.

Flag Budget Detail ScreenThe Flag Budget Detail screen allows the LEA to see similar content similar to the Budget Detail screen with the addition of any flags and comments assigned to each budget item by the reviewer. This is the screen that the reviewer will use to review, flag, and comment on individual line items in the applicable budget. In this view LEAs will be able to filter based on the various flag statuses available. LEAs will need to review this screen to identify any line items that may have been flagged as unallowable or in need of modifications. The LEA should read the reviewer’s comments to determine what changes or modifications may be required for approval of the line item. The LEA can then click on the line item to bring up the full details of that item and make any required modifications.

Budget Items Screen The Budget Items screen allows the LEA to enter or see the full details for individual budget items and to make changes to those details as needed. This screen includes various fields that LEAs will use to provide specific information about any budget request. The exact fields available will vary depending on the requirements of each grant source. It will also show any flag assigned to that budget item or comments the consultant may have left relative to the individual budget item. For all budget requests, except administrative costs, each request will need to identify the strategy associated with the cost. On this screen, in the “Strategies” drop-down, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. If the LEA does not have a strategy in MICIP to associate with the cost, there will be an “other” option which will allow the LEA to enter an additional strategy not currently listed in MICIP using an “Other Strategy Description” field. For equitable service budget items, the “other” option will be selected by default to allow the LEA to enter strategies associated with each equitable service budget item request based on input from the participating private school.

Attachments ScreensEach grant area will have its own attachment screen. Any supporting materials related to the grant area or to support budget request from that grant area should be uploaded on the appropriate attachment screen.

Budget Item TypesEquitable Services Budget ItemsFor any grant source where there are participating private schools based on equitable services calculations, an equitable service budget item type will be available in NexSys. The LEA should ensure that sufficient equitable service budget line items are created to fully allocate all funds

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available for equitable services. All equitable service budget items fall under FC 371. If an LEA has entered a Memorandum of Understanding or Agreement (MOU or MOA) with another public school to provide services to students in a private school on their behalf, the costs should be entered in as Other Expenses when the budget item is created to reflect the payment to another public school. Each equitable services budget item will need to identify the private school that it is supporting or be labeled as a Pooled Program Cost, or a Direct Administrative Cost using the Entity Budget dropdown on the Budget Item Screen. The “Select a Strategy” field on the Budget Item Screen will be set to “Other” for all Equitable Service Budget Items and Information about the strategy being implemented with the funding will need to be entered in the “Other Strategy Description” field on the Budget Item Screen.

NOTE: If an LEA has entered a MOU or MOA with another public school to provide services to students in a private school on their behalf, a copy of the MOU or MOA should be uploaded into the application within the applicable budget group. A sample MOU is available on the OES website under “Tools & Resources” within the “Consolidated Application Important Information” link or an LEA may use their own version of an MOU or MOA. The MOU or MOA must contain the following information:

o Identify parties entering into the agreement;o Provide contact information;o Specifically delineate timelines and the agreed-upon services to be provided to each

eligible group (students, teachers, families);o Provide the identified equitable share from each Federal funding source; ando Include signatures and date.

NOTE: Title I, Part A equitable services budgets that contain only property, equipment, and supplies are not permissible without clear information about how the materials will be used and benefit only the targeted program at the private school. The LEA must also be able to describe how they will exercise continuing administrative control over all property, equipment, and supplies and ensure that they are only used to provide services that are secular, neutral, and nonideological. Services must be provided either by an employee of the LEA or through contract by the LEA with a third-party provider that is independent from the private school during the provision of the services. [ESEA § 1117(a)(2) & (5) and ESEA § 1117(d)]

Administrative Budget ItemsFor any grant source where the LEA has identified a reservation for direct administrative costs on the New Administrative Costs and Carryover Administrative Costs screens, an administrative budget item type will be available in NexSys. All direct costs for administering each grant program should be budgeted as an administrative budget item for that grant and may not be budgeted as a transfer budget item from another grant. Function codes for administrative

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budgets items will be limited to reflect only those codes applicable to the administration of each budget area. The LEA should ensure that sufficient administrative budget items are created in each budget to fully allocate the full reservation for direct administration in each fund source or go back and reduce the administrative reservation for the grant accordingly.

Program Budget ItemsProgram budget items fall into three broad categories: District Program Costs; School, Facility, or Consortium Member Program Costs; or General Program Costs. Most budget items will be one of these types. These types will be used for all program activities other than equitable services. The LEA should ensure that sufficient line items are created associated with each applicable program budget item type to fully allocate all funds available for that program. Each line item in a program budget will need to identify the strategy associated with the cost. On the Add Budget Item screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs will also be able to enter additional strategies not currently listed in MICIP. See additional information regarding the district program budget for Title I in the Other District Costs Budget section of this help document. The specific activity descriptions from MICIP will also be available for strategies from MICIP to pre-populate the budget description and will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable. For School, Facility, or Consortium Member Program Costs the LEA will also need to identify the specific School, Facility, or Consortium Member that the cost should be associated with using the “Entity Budget” drop-down on the Budget Items Screen. The LEA can refer to the Budget Summary Screen to ensure that sufficient line items are created and associated with each entity to fully allocate all funds available for that entity.

Transfer Budget ItemsIf the LEA elected to transfer funds from Title II, Part A or Title IV, Part A, a Transfer Budget item type will be available. Based on the types of transfers made, sub-budgets item types will be available to indicate which fund type the item will be considered part of. No actual funds will be transferred between budgets. All items to be funded with the transferred amounts must be budgeted as transfer budget items and will be subject to all the rules and requirements of the grant into which they are transferred. Transfer budgets items may have limitations about the types of activities that can be budgeted within them to aid in tracking of required expenditures and federal reporting requirements (e.g., All Title I, Part A family engagement costs must be budgeted in the primary Title I, Part A budget, not as transfer budget items).

NOTE: No funds will be transferred in NexSys and all funding for activities budgeted within a transfer budget must be drawn from the ORIGINAL transfer budget source, not the funding source that aligns with their final use.

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SRSA Flex Budget ItemsIf the LEA is eligible for SRSA Alternative Fund Use Authority and selected to use it on the Title V, Part B SRSA Flexibility screen for the grant source, SRSA Flex Budget items will be available to select. Based on which grant the LEA exercised this authority, sub-budget item types will be available to indicate which applicable program the expense will align to. This use is not considered a transfer; however, the budgeted item must still be allocable based on the intent and purpose of the program that aligns with the grant program identified in the sub-budget drop-down.

Available Fund SourcesPlease see the Generally Allowable Use of Funds document on the OES Website under Tools & Resources. For information about the types of costs generally allowable for each grant type.

Section 31a Title I Like BudgetIf an LEA has indicated on the Allocation to Schools screen that they will be funding any part of their Title I, Part A like program at a school with Section 31a funds, the Section 31a Title I Like Budget will be created. Each school identified as using Section 31a funds to provide a Title I, Part A like program will be added to the list of entities available in the Entity Budget drop-down on the Budget Items Screen. A summary showing the total amount of Section 31a funds required to be budgeted for each school, as well as the amount currently budgeted for each applicable school, will be shown on the Budget Summary Screen for the Section 31a Title I Like Budget. Items within your Section 31a Title I Like Budget are subject to both the allowable uses of funds applicable to Section 31a programs and those of a Title I, Part A program depending on which is more restrictive. For example, section 31a funds cannot be used to support administrative costs (for example summer school administrator) or preschool costs. Therefore, a summer school administrator or preschool program would not be an allowable cost.

Title I, Part A BudgetTitle I Basic District Program CostsIf the LEA has reserved costs for district level activities, including support for students in foster care, students experiencing homelessness, or other allowable district level costs, not including district administrative costs or equitable services, those costs must be budgeted as Title I Basic District Program Cost budget item types using the “Budget Item Type” drop-down on the Budget Items Screen. The LEA should ensure that sufficient line items are created to fully allocate all funds reserved for district program costs. Each line item will need to identify the strategy associated with the cost. In addition to the list of strategies included in the LEAs MICIP plan and the “other” option, the “Strategy” drop-down on the Budget Items Screen will contain three additional options to align specific items of costs with. These options are: Homeless Reservation, Parental Engagement, or Foster Care Reservation and may be used in place of

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identifying a specific strategy. The specific activity descriptions from MICIP will be available for strategies from MICIP to pre-populate the budget description and will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title I School Program CostsEach school identified on the Allocations to Schools screen and the School Level Budgets screen as using Title I, Part A funds to provide a Title I, Part A program will be added to the list of entities available in the Entity Budget drop-down on the Budget Items Screen for Title I, Part A Budget items. A summary showing the total amount of Title I, Part A funds required to be budgeted for each school, as well as the amount currently budgeted for each applicable school, will be shown on the Budget Summary Screen for the Title I, Part A Budget. If an LEA elected to fund a portion of a school’s Title I, Part A budget using transferred funds, that school will be added to the entity list for each grant used to fund the overall budget for that school and the Budget Summary Screen for that grant will reflect the total amount required to be budgeted for that school out of that grant as well as the total amount budgeted currently. All costs for Title I, Part A school level programs should be budgeted as Title I School Program Costs. Due to specific carryover and federal reporting requirements, all Title I, Part A parent and family engagement activities should only be budgeted in the school level budgets that are part of the main Title I, Part A grant and not as transfers from other grant sources into Title I, Part A. The total budgeted for each school must match the total availability for that school as shown on the Budget Summary Screen or an error message will be triggered. All Title I, Part A school program requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA which have been tagged to the school. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title I Neglected Program Administrative CostIf an LEA elected to reserve funds for direct costs associated with the administration of the Title I, Part A Neglected program on the Title I, Part A Allocations to Facilities screen, a Title I Neglected Program Administrative cost type will be available. All applicable administrative costs for the program should be budgeted using this cost type and must be reasonable and necessary given the size and scope of the Title I, Part A Neglected program.

Title I Neglected Facilities CostEach Title I, Part A Neglected Facility identified on the Title I, Part A Allocations to Facilities Screen as using Title I, Part A funds to provide a Title I, Part A Neglected program will be added

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to the list of entities available in the “Entity Budget” drop-down on the Budget Items Screen for “Neglected Facility Cost” budget items. A summary showing the total amount of Title I, Part A funds required to be budgeted for each Neglected Facility, as well as the amount currently budgeted for each applicable facility, will be shown on the Budget Summary Screen for the Title I, Part A Budget. If an LEA elected to fund a portion of a facility’s budget using transferred funds, that facility will be added to the entity list for each grant used to fund the overall budget for that entity and the Budget Summary Screen for that grant will reflect the total amount required to be budgeted for that entity out of that grant as well as the total amount budgeted currently. All non-administrative costs for Title I, Part A Neglected Facility programs should be budgeted as a “Neglected Facility Cost”. The total budgeted for each facility must match the total availability for that facility as shown on the Budget Summary Screen or an error message will be triggered. All “Neglected Facility Cost” budget requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title I, Part C BudgetAs with all federal fund expenditures, the Title I, Part C administrative costs must be “reasonable and necessary” and comply with the “supplement, not supplant” requirement that prohibits the use of program funds for general education or other services required by law. The administrative costs (function codes 226, 231 and 252) plus indirect costs may not exceed 15% of the budgeted costs). The administrative costs for Title I, Part C should be budgeted as administrative budget item types within the Title I, Part C Budget and may not be budgeted as transfers from other budget areas.

The Migratory Education Program has several required activities: direct services, recruitment, identification and reporting; and parent outreach and advisory. Direct services must be a minimum of 60% of the budgeted costs. Parent outreach and advisory costs must be a minimum of 1% of the budgeted costs. If the LEA has elected to fund a portion of the Title I, Part C program with transfers from other grant sources, a Transfer to Title I, Part C will show up as a Sub-Budget Item Type on the Budget Items Screen for any grant identified as a transfer source, otherwise all program costs for the Title I, Part C program must be budgeted in the main Title I, Part C budget section utilizing the full availability shown on the Budget Detail Screen. All Title I, Part C program budget requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA

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can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. The specific activity descriptions from MICIP are also available for strategies from MICIP to pre-populate the budget description and will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title I, Part D BudgetAs with all federal fund expenditures, Title I, Part D administrative costs must be “reasonable and necessary” and comply with the “supplement, not supplant” requirement that prohibits the use of program funds for general education or other services required by law. The fiscal agent may use up to 10% of the Title I, Part D allocation for administrative costs (function codes 226 and 252 plus indirect costs). The administrative costs for Title I, Part D should be budgeted as administrative budget item types within the Title I, Part D Budget and may not be budgeted as transfers from other budget areas.

Title I, Part D funds are used to provide supplementary assistance to eligible neglected or delinquent students. All non-administrative costs for Title I, Part D Delinquent programs should be budgeted as a “Delinquent Facility Cost”. Each Title I, Part A Delinquent Facility identified with a total availability of funds greater than zero on the Title I, Part D Allocations to Facilities will be added to the list of entities available in the “Entity Budget” drop-down on the Budget Items Screen for “Delinquent Facility Cost” budget items. A summary showing the total amount of Title I, Part D funds required to be budgeted for each Delinquent Facility, as well as the amount currently budgeted for each applicable facility, will be shown on the Budget Summary Screen for the Title I, Part D Budget. If an LEA elected to fund a portion of a facility’s budget using transferred funds, that facility will be added to the entity list for each grant used to fund the overall budget for that entity and the Budget Summary Screen for that grant will reflect the total amount required to be budgeted for that entity out of that grant as well as the total amount budgeted currently. All non-administrative costs for Title I, Part D Delinquent programs should be budgeted as a “Delinquent Facility Cost”. The total budgeted for each facility must match the total availability for that facility as shown on the Budget Summary Screen or an error message will be triggered. The total budgeted for each facility must match the total availability for the facility as shown on the Budget Summary Screen or an error message will be triggered. All “Delinquent Facility Cost” budget requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will

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remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title II, Part A BudgetDepending on the LEA’s decision to transfer funds or utilize the SRSA flexible use authority, the Title II, Part A budget may have a variety of different budget item types in addition to the program costs and any equitable service costs or administrative costs. Note that transfer budget items and SRSA flex budget items must meet the rules and requirements for the budget into which the funds are being transferred or based on how they are being flexibly used.

All Title II, Part A program budget requests need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable. The total budgeted for the Title II program costs must match the total availability for that budget as shown on the Budget Summary Screen or an error message is triggered.

Recruitment, Retention, Performance-based Pay, and Advancement and Professional GrowthSee the Federal and State Programs Allowable Use FAQ, posted in the OES Website under Tools & Resources. Use of funds for Recruitment, Retention, Performance-based Pay, and Advancement and Professional Growth programs must meet the requirements outlined in the FAQ. Requests for funding must identify which issue the funded program is intending to address [ESEA § 2103(b)(3)(B) and ESEA § 1111(g)(1)(B)]:

Reducing the percentage of ineffective teachers or administrators, Reducing the percentage of out-of-field teachers, or Reducing the percentage of inexperienced teachers or administrators.

Title III, Part A – English Learners BudgetAs with all federal fund expenditures, Title III, Part A – English Learners program administrative costs must be “reasonable and necessary” and comply with the “supplement not supplant” requirement that prohibits the use of program funds for general education or other services required by law. Two percent (2%) of your LEA’s allocation is the maximum allowed for administrative costs plus indirect costs that are directly related to the Title III, Part A - English Learners program, regardless of your LEA’s maximum Restricted Indirect Rate. Administrative costs include budget items in the following function codes: 226, 231, 252, and the amount

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budgeted for indirect costs. All administrative costs for Title III, Part A – English Learners must be identified as administrative budget item types on the Budget Items Screen.

Title III, Part A – English Learners funds are used to provide supplementary assistance to eligible English Learners. Please see the Entrance and Exit Protocol document for more information about eligibility guidelines for students in an English Learner program.

All non-administrative costs for Title III, Part A – English Learners programs should be budgeted as program costs. If the LEA elected to fund a portion of the Title III, Part A – English Learners program budget using transferred funds, a “Transfer to Title III – EL” budget item sub-type will be available to select on the Budget Items Screen for the source grant. The total budgeted for the program budget as shown on the Budget Summary Screen must match the total availability for that budget or an error message is triggered. All Title III, Part A – English Learners program budget requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title III, Part A – Immigrant Students BudgetAs with all federal fund expenditures, Title III, Part A – Immigrant Students program administrative costs must be “reasonable and necessary” and comply with the “supplement, not supplant” requirement that prohibits the use of program funds for general education or other services required by law. Two percent (2%) of your LEA’s allocation is the maximum allowed for administrative costs plus indirect costs that are directly related to the Title III, Part A - Immigrant Students program, regardless of your LEA’s maximum Restricted Indirect Rate. Administrative costs include budget items in the following function codes: 226, 231, 252, and the amount budgeted for indirect costs. All administrative costs for Title III, Part A – Immigrant Students must be identified as administrative budget item types on the Budget Items Screen.

Title III, Part A – Immigrant Students funds are used to provide supplementary assistance to eligible Immigrant students.

Eligible Immigrant students are children and youth who:

A. are aged 3 through 21;B. were not born in any State; andC. who have not been attending one or more schools in one or more States for more than

3 full academic years.

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For additional information about eligibility of students for the Title III, Part A – Immigrant program please see the Guidance for Immigrant Students document on the OES website.

All non-administrative costs for Title III, Part A – Immigrant Students programs should be budgeted as program costs. If the LEA elected to fund a portion of the Title III, Part A – Immigrant Students program budget using transferred funds, a “Transfer to Title III – IS” budget item sub-type will be available to select on the Budget Items Screen for the source grant. The total budgeted for the program budget as shown on the Budget Summary Screen must match the total availability for that budget or an error message is triggered. All Title III, Part A – Immigrant Students program budget requests will need to identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable.

Title IV, Part A BudgetDepending on the LEA’s decision to transfer funds or utilize the SRSA flexible use authority, the Title IV, Part A budget may have a variety of different budget item types in addition to the program costs and any equitable service costs or administrative costs. Note that transfer budget items and SRSA flex budget items must meet the rules and requirements for the budget into which the funds are being transferred or based on how they are being flexibly used.

Each Title IV, Part A program budget request will need to indicate which focus area(s) it aligns with based on the allowable uses of Title IV, Part A funds. The focus areas include:

Well-Rounded Educational Opportunities, which includes:

o Access to foreign language o Access to arts and music educationo Access to physical education & health educationo College and career counselingo Increased student engagement in STEMo Increased access to accelerated learning opportunitieso Increased instruction in social studies and environmental educationo Or other similar activities.

Safe and Healthy Students, which includes:o Community involvement

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o Parent engagemento School-based mental health & counseling serviceso Promote supportive school climateso Establish and/or improving dropout preventiono Re-entry programs for adjudicated youtho Programs for healthy, active lifestyleso Programs to prevent bullying and harassmento Comprehensive health educationo Supports student safety and violenceo preventiono Or other similar activities

Technology – Effective Use/Professional Learning, which includes:o Professional learning to personalize learningo Discover/adapt/share high-quality openly licensed resourceso Initiate/refine innovative & blended learningo Provide high quality digital learning for rural/underserved studentso Specialized/rigorous courses & curricula using technologyo Professional learning for STEMo Professional learning for integration (STEM focus)o Professional learning to build capacity with providing accessibilityo Or other similar activities

Technology – Infrastructure, which includes:o Computers/devices o Networking equipment Instructional equipment o Software applications o Platforms Proprietary digital instructional materials/resources o Or other similar infrastructure related costs

A single item of cost may fit multiple focus areas and an LEA may mark multiple focus areas as applicable based on the funded activity. See also the instructions associated with the Title IV Assurances screen to understand the requirements applicable to each LEA based on the total amount expended in support of Title IV, Part A activities. Based on the assurances checked on the Title IV Assurances screen, the overall size of the Title IV, Part A budget, including transfers, and the total amount of funds expended in each focus area; NexSys may trigger warnings to ensure sufficient funds are budgeted towards each focus area as applicable. All Title IV, Part A program budget requests need to also identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity

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descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable. The total budgeted for the Title IV budget for each budget item type must match the total availability for that budget item type as shown on the Budget Summary Screen or an error message is triggered.

Title V, Part B – RLIS BudgetEach Title V, Part B - RLIS program budget request will need to indicate which type of authorized activity it is supporting. The authorized activities include:

Title I, Part A Title II, Part A Title III Title IV, Part A Parental Involvement

NOTE: Selecting Title I, Part A as the authorized activity type does not allow the LEA to bypass the line item Supplement not Supplant requirements. The selection of an authorized activity type does not constitute a transfer to that funding source and the funds must still meet the rules and requirements for the use of Title V, Part B funds, including supplement not supplant, and are not subject to equitable services requirements.

For each budget request the LEA may select only one authorized activity type as applicable based on the funded activity. All Title V, Part B - RLIS program budget requests need to also identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable. The total budgeted for the Title V, Part B - RLIS budget for each budget item type must match the total availability for that budget item type as shown on the Budget Summary Screen or an error message is triggered.

Title V, Part B – SRSA BudgetTitle V, Part B – SRSA budget items will only be created as a transfer budget items for an LEA under either the Title II, Part A or Title IV, Part A budget sections if they are an eligible recipient of SRSA funds and have selected to transfer funds into Title V, Part B – SRSA on either the New Fund Transfer or Carryover Transfer screens. Each Title V, Part B - SRSA budget request will

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need to indicate which type of authorized activity it is supporting. The authorized activities include:

Title I, Part A Title II, Part A Title III Title IV, Part A Title IV, Part B

NOTE: Selecting Title I, Part A as the authorized activity type does not allow the LEA to bypass the line item Supplement not Supplant requirements. The selection of an authorized activity type does not constitute a transfer to that funding source and the funds must still meet the rules and requirements for the use of Title V, Part B funds, including supplement not supplant, and are not subject to equitable services requirements.

For each budget request the LEA may select only one authorized activity type as applicable based on the funded activity. All Title V, Part B - SRSA program budget requests need to also identify the strategy associated with the request. On the Budget Items Screen, NexSys will present a list of strategies the LEA can select from based on strategies entered in MICIP by that LEA. LEAs are also able to enter additional strategies not currently listed in MICIP. When an LEA selects a strategy from MICIP, the specific activity descriptions from MICIP will be available to select in the “Activity” drop-down. The selected activity will pre-populate the budget description and that description will remain editable if an LEA needs to add additional details to support the request as reasonable, necessary, and allocable. The total budgeted for the Title V, Part B - SRSA program budget must match the total availability for that budget item type as shown on the Budget Summary Screen or an error message is triggered.

Requirements for Budget Line-Item ApprovalFederal regulations require all budget items to be reasonable, necessary, and allocable to meet the intent and purpose of the funding source (2 CFR § 200.403, 200.404, 200.405) and to conform to any limitations or exclusions of the federal award including prior approval requirements (2 CFR § 200.407) and any applicable supplement not supplant provisions for the federal award.

ReasonableEngagement in a robust strategy selection process and selection of evidence-based strategies is a key to supporting the reasonableness of a cost. Individual items of cost may be considered reasonable if they are linked to strategies which have evidence of effectiveness for meeting the cost objectives of the federal award. Reasonableness also requires the LEA to consider circumstances prevailing at the time the decision was made to incur the cost and how that cost

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fits with existing initiatives and programs and their ability to realize a benefit of the cost during the program year. Finally, reasonableness requires the LEA to provide sufficient information so that the reviewer can determine if the amount budgeted is reasonable given the specific quantity of goods or services received for that amount. (2 CFR § 200.404)

Questions for consideration1. Is the strategy to which the budget item is linked part of generally accepted educational

practice or, can the LEA demonstrate a rationale supporting its potential effectiveness (see https://www2.ed.gov/policy/elsec/leg/essa/guidanceuseseinvestment.pdf)?

2. Does the strategy have the potential to meet the specific cost objectives of the federal award based on generally accepted educational practice or locally provide rationale?

3. Do the strategies included in the Con-App and resources assigned to those strategies appear sufficient to realize a benefit or is there a lack of focus in the strategies being implemented?

4. Do the amounts budgeted for each individual budget request appear reasonable given the quantity of goods and services being received?

NecessaryEngagement in a comprehensive needs assessment and root cause analysis is key to supporting the necessity of a cost. The cost should also be generally recognized as ordinary and necessary for the proper and efficient performance of the federal award. Most items of cost will need to be linked to a specific strategy within the Consolidated Application which will support their reasonableness. The activities funded should also be generally recognized as ordinary and necessary for implementation of the given strategy.

Questions for consideration1. Is the strategy one that is used to addressed needs common to the target beneficiary of

the federal award?2. Is the specific item of cost one that would reasonably be incurred if implementing the

given strategy?

Allocable LEAs should be familiar with the specific intent and purpose of each federal award along with any limitations on allowable costs that may apply to each federal award. To the degree that a specific item of cost aligns with the intent and purpose of a federal award and is incurred specifically for the federal award it may be considered allocable. Costs that may benefit multiple federal awards or the federal award and other work of the LEA may be considered allocable in proportion to the share of the benefits received. A key part to allocability is if each cost is linked to a strategy. It should be clear, based on the specific cost details and the strategy

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the cost is supporting, that the item of cost is likely to meet the intent and purpose of the federal award. (2 CFR § 200.405)

Questions for consideration1. Is the item of cost a prohibited cost within the federal award?2. Does the item of cost appear to be primarily in place to benefit the federal award?

NOTE: If a SRSA-eligible LEA indicated on the Title V, Part B SRSA Flexibility screen that they are exercising AFUA for either Title II, Part A or Title IV, Part A; allocability of costs within each grant where AFUA was exercised will be expanded to include any activity which may be allocable to any one of the following grants:

Title I, Part A Title II, Part A Title III Title IV, Part A or B

Obligation Date See the instructions regarding Obligation Date in the General Information section. To be allowable the activities associated will all requests for funds must occur on or after the Obligation Date for the application and prior to the end of the program period.

Question for consideration1. Does the request provide sufficient information to show that the obligation of funds will

occur during the obligation period for the grant?

Prior Approval LEAs should submit requests in the consolidated application prior to the date that the obligation for the funds is made (see 34 CFR § 75.707). Requests for funds should either provide a date indicating the start of the activity or a planned date of obligation, or provide sufficient information that an outside reviewer would reasonably be able to determine that the cost will be occurring at a future date within the obligation period for the federal award (2 CFR § 200.407). LEAs cannot request funding after the fact for events or activities that have already taken place. If funding is insufficient in the original application to cover all planned expenses, those expenses that occur first should be funded first. Expenses that may be incurred over the course of the year, such as personnel costs or ongoing professional development, may be prorated to cover at least 50% of the planned cost during the initial application with plans to cover the balance of the cost at amendment when carryover and final allocation amounts become available. For additional information please see the document entitled Prior Approval Requirements for Use of Federal Grant Funds under Tools & Resources of the OES website at www.mi.gov/ofs.

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Question for consideration1. Does the request provide sufficient information to show that the obligation of funds will

occur on or after the date the request was submitted?

Supplemental For Title I, Part A, demonstration of compliance with supplement not supplant is done through implementation of a locally developed allocation methodology for state and local funds (see https://www2.ed.gov/policy/elsec/leg/essa/snsfinalguidance06192019.pdf). The state may review the LEA’s methodology as part of the program and/or fiscal monitoring process, but no specific evidence will be required to demonstrate compliance with supplement not supplant requirements for Title I, Part A within the consolidated application. An LEA will not be required to justify any expense within a Title I, Part A budget as being supplemental.

For all other federal awards compliance is determined individually for each budget request to ensure that the federal award adds to (or supplements) and does not replace (or supplant) other state and local funds used to provide general educational services. This includes any Title V, Part B budget request, even if the activity type for the request is to support a Title I, Part A allowable activity. Each budget request must include sufficient information for the outside reviewer to ensure that it does not violate one of the three presumptions of supplanting outlined in the Questions for consideration below:

Questions for consideration1) Is the budget request providing services required under state

or local law?Any service that a LEA is required to provide under state board rule or policy, state mandate, or local rule or policy must be provided using state or local funds. If federal funds are used to provide these services, it is presumed that supplanting has occurred.

If federal funds are used to enhance or expand a state mandate, state board rule or policy, or local rule or policy, then the federal supplemental activities must be separately identified and clearly distinguishable from those that are necessary for implementation. The LEA must be able to document a clear plan for meeting the requirement and another plan for providing supplemental activities from federal funds.

2) Is the budget request providing services that were provided in a prior school year with state or local funds?Any service that was provided in the prior year with state or local funds that are then replaced by federal funds is assumed to be supplanting. LEAs are not permitted to use federal funds to replace state or local funds. This provision does not apply to state and local funds which are supplemental in nature (gifts, special mileages, local grants, etc.).

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To refute the “prior year” test of supplanting, the LEA would need to have records to confirm that budget cuts were made in several areas; and there was a reduced amount of state or local funds to pay for this activity/position; and the LEA made the decision to eliminate the activity/position without taking into consideration federal funds.

3) Is the budget request providing the same service using federal and nonfederal programs?LEAs may not provide services through a federally funded program to students if they are also providing the same services to other students using state or local funds.

Function and Object CodesLEAs should ensure each item was entered under the correct Function and Object Code. Function and Object Code definitions can be found in the Appendix of the Michigan Public School Accounting Manual. For additional guidance regarding common coding questions related to the Consolidated Application please review the Function and Object Code FAQ on the OES website under Tools & Resources.

Personnel CostsJob DescriptionsAll federally funded positions must have written job descriptions. To support personnel costs as reasonable, necessary, and allocable, LEAs may be asked to provide an upload of the job description within the Consolidated Application. Job descriptions should be uploaded for any new or significantly expanded position when the line item is submitted in the budget. A note should be added to the description referencing the uploaded job description. Job descriptions would be uploaded within the uploads section for the grant that they align to. Job duties by cost objective should be clearly delineated in the job description as well as minimum qualifications for the individual holding the position and any breakdown of the FTE between different cost objectives, if applicable. Open-ended duties such as “additional duties as assigned” should not be included in a federally funded job description.

Full Time Equivalent (FTE) or HoursFor each position, an FTE or hours for the position should be entered in the FTE or Hours detail. This includes all positions in a LEAs budget, including Purchased Services Personnel. FTE/Hours detail is not required for one time purchased services with independent contractors, such as a contract with an individual to provide a day of professional development. The FTE/Hours detail should reflect only the portion of the position currently being funded in the specific line item. If additional funding is being provided to the position via a request in a transfer budget, will be added at amendment, or is being funded by excess or supplemental state and local funding; the full FTE or total hours for the position should be included in the description with a note about

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how the balance of the time not currently being funded in the line item will be funded. (e.g., “balance to be funded by carryover.”)

HeadcountLEAs that group multiple employees into a single budget request should include in the description the number of staff members that equates to the FTEs for the item and the description should include the portion of the FTE associated with each individual (i.e., if the item has 3 FTEs within the Budget Detail, the description identifies that the 3 FTEs is for 6 staff members at .5 FTE each).

Staff QualificationsIndividual personnel requests should clearly indicate what the qualifications of the individual holding the position are (certified teacher, qualified paraprofessional, certified social worker, etc.).

Purchased Services PersonnelIf personnel are obtained through purchased services, the item description and detail should meet all the requirements above, including using the FTE or Hours detail to provide information about the total amount of time being funded in the request. Additionally, the budget description should contain a breakdown of the salary and benefits costs or third-party contracting fees that make up the overall purchased service amount for the position. If there are no benefits or third-party contracting fees this should be clearly noted. LEAs should ensure that staff costs are budgeted correctly as purchased services (Object Codes 3000 or 4000) or direct employees (Object Codes 1000 and 2000) based on the specific arrangement for the individual LEA regarding the requested position.

Professional DevelopmentState Requirements for Professional DevelopmentState law requires an LEA to provide at least 5 days of teacher professional development each school year [MCL 380.1527]. State law also requires LEAs to provide at least 15 additional days of PD to any teacher within the first 3 years of employment in classroom teaching [MCL 380.1526]. For any Non-Title I, Part A professional development request consultants may require a LEA to provide additional supporting information, such as a PD calendar, to help show how individual professional development budget requests are Supplemental. Non-Title I, Part A requests should either be in addition to the required number of days of professional development or it should be clear how the use of federal funds enhances or expands what would have otherwise been done by the LEA in the absence of the federal funds.

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Budget DetailPD items must contain enough detail to demonstrate that the LEA has put thought into the PD; it is reasonable, necessary, allowable, systemic; and clearly identifies what is being paid for (conference registration, subs, stipends, meals, travel, lodging, presenter fees, etc.)

LEAs are asked to include: The learning objective Approximate number of staff Role or position of the staff (Teacher, Paraprofessional, Administrator, etc.) Number of days/hours Approximate time of the year when it will occur The location (virtual, ISD hosted, or city/town where PD will be held) Costs per day for staff and/or contracted Consultants Description of any supplies and materials, other expenses

NOTE: Only supplies, materials, and other expenses directly required for the provision of the professional development and not those used for the actual implementation of the strategy are allowed as part of a professional development budget. Implementation supplies may be allowable in other program budgets but are not a cost that is allocable to Title II, Part A.

If specific details for a professional development opportunity are not yet known at the time the application is submitted, the LEA should provide a description with reasonable estimates for the required information based on the tentative plans for the professional development opportunity. If the location is unknown it will be sufficient to say, “To Be Determined (TBD)”. An estimate of the date must be provided to both show why the details are not yet know as well as to demonstrate that it is meets Obligation Date and Prior Approval requirements.

SystemicProfessional development budgets should contain sufficient information to show that the funded PD is systemic (sustained, intensive, collaborative, job-embedded, data-driven, and classroom-focused) not just stand-alone, 1-day, or a short-term workshop. [ESEA § 8101(42)(A)]. This can be demonstrated by having multiple PD items associated with a single strategy, identifying learning objectives that clarify how the learning will be used within the system, or providing supporting PD calendars showing how the budgeted PD fits in with other state or locally funded PD. PD requests that build on learning obtained during the prior year would also be evidence of a systemic approach to professional development.

Sub-CostsIf sub costs have the same Object Code (ex., purchased services) as the associated PD, they can be included within the same budget detail as the primary PD cost and should identify the

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daily/hourly costs for the service as well as the number of subs needed. If sub costs have a separate Object Code from the associated costs, the daily/hourly costs for subs must be identified as a separate line item with a clear link to the associated item (PD or staffing). Title I, Part A budgets may include PD related sub costs without also including any associated PD costs. In all other budgets, sub costs without an associated PD cost may be permissible when they represent the sole cost for supplemental professional development activities (e.g. subs to provide release time for teachers to review and respond to student data in Title II, Part A [Section 2103(b)(3)(H)]) or in cases where the associated PD costs are being covered by other supplemental funds or another entity (e.g. subs for release time to meet with a section 31a Reading Coach or for PD provided by an ISD).

Professional Development ContractsEach LEA is responsible for having documented procurement procedures [2 CFR § 200.318] which govern the specific conditions under which a contract is required. If a purchase exceeds $10,000 (the standard micro-purchase threshold [2 CFR § 200.1 and 200.320]) a consultant may request a copy of a contract, quote, or proposal when the budget description provided by the LEA is insufficient to support the request as being reasonable, necessary, and allocable. Any requests for PD that exceed $50,000 (the maximum permitted micro-purchase threshold [2 CFR § 200.320]) must be accompanied by a copy of a contract, quote, or proposal from the PD vendor.

Out of State TravelOut of state travel is subject to additional scrutiny to demonstrate it is both reasonable and necessary due to the increased costs associated with such requests. LEAs are encouraged to reach out to their assigned consultant to discuss any such requests prior to including them in their application. This will ensure that sufficient information is provided to support the request as being reasonable and necessary. LEAs will need to provide the information outlined above about the PD along with a specific justification explaining why PD offered in-state is insufficient and how the PD opportunity will build on an existing initiative and prior learning already occurring within the LEA.

Additional GuidanceFor additional guidance regarding other specific items of cost, please review the Federal and State Programs Allowable Use FAQ and the Function and Object Code FAQ on the OES website under Tools & Resources. LEAs should also refer to 2 CFR 200.420 through 2 CFR 200.476 for additional federal regulations regarding specific items of cost.

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https://www.michigan.gov/documents/mde/Function_and_Object_Code_FAQ_658323_7.docx



https://www.ecfr.gov/cgi-bin/text-idx?SID=dc75bf427b8e6ccaab267653410f03b5&mc=true&node=se2.1.200_1320&rgn=div8


