Impact Aid Program
FY 2011 Application Cycle
Section 8003 Webinar
January 7, 2010
Impact Aid Program
Section 8003 Webinar
Presenters:
Marilyn HallJim BarthmaierChad EgglestonKerry Wingell
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Impact Aid Program
Topics
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Purpose and History Section 8003 Program
Activities Application Process e-Application Questions & Answers
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Purpose
To compensate local educational agencies (LEAs) for:
lost local revenue due to tax-exempt federal property
increased expenditures for federally connected children
Eligible LEAs include public elementary and secondary school districts and some public charter schools
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Purpose
Payments are determined by:
Formulas specified in the law
Annual appropriation amounts
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History
1950 – Original legislation enacted by P.L. 81-815 and P.L. 81-874
1994 – Became Title VIII of the Elementary and Secondary Education Act (81-815 and 81-874 repealed)
Due for reauthorization
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Use of Funds
General payments for broad purposes Section 8002 payments and
section 8003(b) basic support payments may be used as determined by the LEA--in accordance with local and State requirements
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Use of Funds
Examples of allowable expenditures:SalariesTextbooks, computers, and
instructional materialsSpecial programs, such as
after- school, remedial & advanced placement
Construction
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Use of Funds
Targeted payments for specific purposes:
Section 8003(d) formula--children with disabilities (CWD) payments
Section 8007(a) formula--construction payments
Section 8007(b) discretionary-- construction grants
Section 8008 facilities maintenance
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Section 8003
8003(b) – Basic Support Payments Payments relating to federally
connected children Child resides on federal property,
Indian lands, or eligible low-rent housing (LRH)
Parent is in uniform or works on federal property, Indian lands, or low-rent housing
1,320 applicants for FY 2010
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Section 8003
8003(b) – Basic Support Payments Eligibility based on:
Number of eligible federally connected children equal to at least 3% of total number of students
OR Number of eligible federally
connected children in average daily attendance (ADA) equal to at least 400
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Section 8003
8003(b) – Basic Support Payments Additional eligibility requirement for
children who live on Federal property other than LRH or whose parents work on Federal property Number of children equal to at least 10%
of the total number of students
OR Number of children in average daily
attendance (ADA) equal to at least 1,000
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Section 8003
8003(b)(2) – Heavily Impacted Increased basic support payments Eligibility based on additional
requirements Percentages of eligible children Expenditure and tax data
27 eligible applicants for FY 2009 To be considered for this special
funding, check box on cover page
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Section 8003
8003(d) – Children With Disabilities Additional payments for some federally
connected children with disabilities (CWD)—military dependents and Indian lands residents
Eligible children must have individualized education programs (IEPs) or individualized family service plans (IFSPs) in effect on survey date
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Section 8003
8003(d) – Children With DisabilitiesFunds must be spent on additional
programs and services for children with disabilities
898 recipients for FY 2009
Applicants receiving these payments must submit Table 7 with their applications to document expenditure of these funds
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Section 8007(a)
Formula Construction Special payments for
section 8003 LEAs that are: 50% uniformed services 50% Indian lands Heavily impacted
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Section 8007(a)
Formula Construction Funds must be spent on allowable
construction-related costs Davis-Bacon and Indian
Preference must be followed 159 eligible applicants for FY
2007; not funded for FYs 2008and 2009
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Section 8007(b)
Discretionary Construction Emergency and modernization
projects Priority given to LEAs eligible
for formula construction program with emergency needs
Competitive application with separate application process and due date
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Section 8007(b)
Discretionary Construction 25 awards in FY 2005; 16
awards in FY 2009 $17.5 million available for FY
2010 awards Not funded for FYs 2006 and
2007
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Section 8003 Process
Survey
Application
Documentation
Field Review
Payment
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Section 8003 Survey
On a “count” date you choose No earlier than the 4th day of
the school year No later than January 31
Single date to count all students District’s federally connected
children District’s total membership
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Section 8003 Survey
Survey methods – one or both Parent-Pupil Survey Source Check
Forms must be signed on or after survey date
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Section 8003 Survey
Must collect information required by Impact Aid regulations: Student name, date of birth, grade,
etc. Family residence Parent employment For uniformed services: military
parent name, rank and branch of service
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Section 8003 Survey
Parent/Pupil Survey Individual form for each pupil Each form signed and dated by
parent/guardian Applicants create their own
survey forms, may collect additional information
Variety of examples available for your reference
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Section 8003 Survey
Source Check One document with information for
multiple students associated with a federal property
Districts prepare source check forms with student information, to be signed by• Parents’ employer• Housing official• Tribal official
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Section 8003 Survey
Source Check Official’s signature certifies
residence of family or employment of parent
For Indian lands, official’s signature also certifies status of property
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Section 8003 Application
Annual application to the Impact Aid Program Summary counts of federally
connected children from your survey
Listed by Federal properties with which children and parents are associated
FY 2011 applications based on school year 2009-2010 data
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Section 8003 Application
February 1, 2010 Annual due date specified in
regulations Program memo, instructions,
other resources Frequent listserv e-mail
messages with timely and important information
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Section 8003 Application
e-Application ED’s on-line grant
application system 8003 FY 2011 e-application
published November 19 No paper applications
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Section 8003 Application
Cover Page Name, address, contact person Survey date, survey/source check Signature
Assurances Summary of assurances your LEA
must have on file with Impact Aid Program
Signature
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Section 8003 Application
Tables 1 through 5 Numbers of federally connected
children associated with each federal property
Separate tables delineate:• Children who reside on and/or
whose parents work on• Children With Disabilities• All children reported on only one
table
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Section 8003 Application
Table 6 Membership and average daily
attendance data for the entire school district
Resident, tuition-in, and tuition-out membership numbers very important to formula calculations—double check!
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Section 8003 Application
Table 7 CWD fiscal report Required if CWD claimed on prior
year application
Table 8 Required only for school districts
that operate ED-owned facilities
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Section 8003 Application
Table 9 Military installation housing
undergoing renovation or rebuilding
Table 11 Indian lands housing undergoing
renovation or rebuilding
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Section 8003 Application
Tables 9 and 11 LEAs report addresses for housing
that children could have resided in but is unavailable for occupancy on survey date due to renovation or rebuilding
IAP reviews and moves eligible children to other tables
See application instructions and memo for more detailed guidance
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Section 8003 Application
Table 10 Is required if construction
payments are received during prior year
Also need to submit a construction fiscal report
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Section 8003Documentation
Total Membership (Table 6)Number of children listed on
LEA’s current enrollment records on its survey date (active enrollment)
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Section 8003Documentation
Tuition-in students (Table 6)Children from another LEA enrolled
under a tuition agreementUnder state law or policy, applicant
LEA is not responsible for providing free, public education
Exclude from federally connected membership, total membership and ADA
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Section 8003Documentation
Tuition-out students (Table 6)Children who are enrolled outside
the LEA under a tuition agreement on the survey date
Include in federally connected membership, total membership, ADA
Document/list:Student nameGrade levelSchool site
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Section 8003Documentation
Average Daily Attendance (ADA) (Table 6)Official records of LEA’s ADA for
the entire preceding school year, (e.g., 2008-2009 for the FY 2011 application)
ADA = total days of attendance by all students divided by total days in session for school year
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Section 8003Documentation
Prior year membership and ADA used to calculate ratio
Ratio converts current year membership to ADA
Many states now have negotiated ratios
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Section 8003Documentation
Individualized Education Program (IEP) Must meet requirements of
Individuals with Disabilities Education Act (IDEA)
Applies to all children included on Tables 1 and 2
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Section 8003Documentation
Individualized Education Program (IEP)
Director of special education must maintain certified list of children with disabilities by name and date IEP was signed
IEPs must be signed on or before the survey date
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Section 8003Documentation
CWD Expenditure Data for Prior Year (Table 7)
Documents or reports that are source of data items reported on this table
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Section 8003Documentation
Low Rent Housing U.S. Department of Housing and
Urban Development (HUD) project number
Project name and address Legislation under which project
was funded (e.g., U.S. Housing Act of 1937)
Section 8 housing is not eligible
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Section 8003Documentation
Indian Policies and Procedures (IPPs) Board-approved policies and
procedures that meet statutory requirements
Annually review IPPs and submit with Section 8003 application or submit waiver from tribe(s)
Maintain records of implementation
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Section 8003Documentation
Reserves and National Guard Must be activated as of the survey
date Under Presidential Orders – Executive
Order 13223 of September 14, 2001 and Title 10 USC
Documentation required Copy of orders for individual, or Certification from service component for
activation of unit, with names of individuals
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Section 8003Documentation
How long must you keep all this documentation?
For three years AFTER you receive your final payment for a fiscal year
(usually about six years from year of application)
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Section 8003Field Review
Review of documentation supporting your application
On-site visit or mail-in Approximately 250 applications
selected each year; letters sent in Spring
After you apply and before you get paid
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Section 8003Field Review
Documentation supporting your applicationParent-pupil survey forms
and/or source check documents
Membership and ADA recordsLists of CWD studentsIPP activities
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Single State Audit
Total funds received in a fiscal year from all federal programs $500,000 or more Conducted by independent auditors OMB Compliance Supplement
provides guidance to auditors Occurs after payments received Findings reported to IAP for follow-
up, possible payment adjustment
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Section 8003 Payment Formula
Payment formulas Basic Support Payments
(BSP) Additional Payments for
Children With Disabilities (CWD)
8007(a) Construction Payments
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Section 8003 Payment Formula
Payments based on: Formulas in law Application data Additional data from States Annual appropriation
amount
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Section 8003 Payment Formula
Factors in BSP formula 10 categories of federally
connected children Attendance ratio Category weights Local contribution rate
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Section 8003 Payment Formula
Children With Disabilities (CWD) Separate formula, based on
sub-set of federally connected children
Share of appropriated funds, no set maximum
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Your Payment
Direct deposit to LEA’s bank account Remember to notify us when your
bank info changes
E-mail payment voucher Using contact person e-mail
address LEA may request copies sent to
additional contacts (e.g., county)
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e-Application
All FY 2011 applications must be submitted using e-Application, the Department of Education’s electronic application system
On-line at: http://e-grants.ed.gov
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e-Application
“Pre-populates” data for recurring Impact Aid applicants
Edits required data Verifies all required forms
are included Sends receipt e-mail
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e-Application
Start Early New users: register Existing users: verify user profile
Application Manager Person who starts and submits
your application Does not have to be same as last
year Can grant access to other users
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e-Application
User Profile must contain your Impact Aid number
Example:
For Impact Aid Application Number56-VA-2011-9999
On User Profile, enter569999
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e-Application
e-Application Helpdesk
Phone: 1-888-336-8930(toll-free)
Hours: 8am-6pmMonday–FridayWashington, DC
(Eastern Standard Time)
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e-Application
Contact e-Application Helpdesk for: System access User Name Password
Contact Impact Aid Program for questions about: Data Forms
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e-Application
Application Must Be Complete Submit via e-Application
Make sure you receive and save confirmation
Send all signed forms by fax or e-mail
Send IPPs by fax or e-mail if you claim children residing on Indian lands
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e-Application
Signatures are required on: Cover Assurances Section 8002 Application:
Table 1 Section 8003 Application:
Table 9 & Table 11 (optional forms)
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e-Application
Signatures are required Must be dated on or before due
date Signed forms must be faxed or e-
mailed within 3 business days after due date
Fax to 866-799-1272 (toll-free)OR
E-mail to [email protected]
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e-Application
Most common e-application problems Portrait instead of landscape
printing format Printing signature pages from
data entry screen instead of printer view
Signature pages not submitted promptly
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FY 2011 Application Due Dates
Monday, February 1, 20104:30 p.m., Washington,
DC
(Eastern Standard Time)
e-Application system will accept after 4:30 p.m. but will send late notice
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Application Due Dates
Late applications 10% penalty
• If submitted on-line after 4:30 p.m. on due date
• If signature pages received late• If submitted within 60 days of
due date Ineligible if submitted after 60
days
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Application Due Dates
Amendments Any changes submitted
after initial application Must be submitted on-
line May be submitted until
September 30, 2010
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Frequently Used Acronyms
ADA—average daily attendance BSP—Basic Support Payments CWD—Children with disabilities ED—U.S. Department of Education FY—Fiscal year IAP—Impact Aid Program
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Frequently Used Acronyms
IEP—Individualized education program
IFSP--Individualized family service plan
IPP—Indian policies and procedures LEA—Local educational agency LRH—Low-rent housing OMB—Office of Management and
Budget
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Future Webinars
Scheduling additional times and topics:• Section 8002• Indian Policies and Procedures• Understanding payment calculations
and your voucher• Table 9
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Contact Us
Phone: 202-260-3858
E-Mail: [email protected]
Website and Listserv:www.ed.gov/about/offices/list/oese/impactaid/index.html