Fiscal Resources2015 - 2016

Central Intermediate Unit #10

Fiscal Topics• IDEA Funding

– 611 (School Age)– 619 (Kindergarten Age or Kindergarten Eligible)

• Maintenance of Effort• Coordinated Early Intervening Services• Extended School Year• K-Eligible Invoicing• Multi-District • Transportation• Apartment• Psychiatric Assessments• Access• Incarcerated Youth/Detention Center

611 IDEA Budgets

• Notice of Adoption of Policies and Procedures– Must be signed in blue ink by school district

superintendent or charter school CEO– Submitted with the CIUs IDEA Budget in June– If attending the Superintendent’s Meeting, I will have

them sign– If not – given to special education director to have

superintendent sign– Follow up with and email in early June to

superintendent

IDEA Budgets

• Emailed in July or August, as soon as the school age allocation is final

• Memo emailed to business managers and special education directors

• A copy of the agreement, signed by superintendent or CEO, with the budget must be sent back to the CIU

• Sample IDEA Agreement

• IDEA Budget 2014-2015.xlsx

Using IDEA Funds

• If staff are billing for ACCESS – you should use state or local funds, NOT IDEA funds.

• Staff funded with federal funds should maintain time and effort logs

• Staff funded with federal funds should sign a disclosure statement

Allowable Costs• Extended school year (ESY) programs including ESY

transportation • Training programs for parents, teachers and professionals,

paraprofessionals who work with students with disabilities • Occupational and physical therapy • Hearing impaired services • Vision impaired services • Physically impaired services • Audiology • Assistive technology specialist • Orientation and mobility specialists • Psychiatrists

Allowable Costs, Cont.• Adaptive physical education • Work experience coordinator and job coaches • Speech therapy • Special education teachers • Clerical staff directly working with allowable professional staff • Teacher’s aides • Bus aides • Assistive devices • Psychological services • Social worker • IEP specified nursing functions

Unallowable Costs• Expenditures made before the beginning date or after the ending date of

an approved project • School transportation (except for field trips, ESY transportation, etc.) • Operational costs for school owned property (rent, heat, telephones) • School administrators • Construction • Business costs • Membership in organizations for individuals • Travel expenses (except for project paid staff or attendance at project paid

activities) • Food, beverages or snacks• Rental costs for IU programs housed in school district operated buildings • Costs related to legal counsel and/or attorney fees

Use of Federal Funds for Access Reimbursable Activities

• Every effort must be made to allocate ACCESS reimbursable costs to state or local funding whenever possible

• If staff are billing for ACCESS – do not pay them out of federal funds

619 Funds

• Similar agreement and budget as 611

• These funds are for 5 year children in kindergarten or kindergarten age eligible children remaining in early intervention

• Relatively small amounts of funds$0.00 - $7,000.00

MoE

Maintenance of Effort• LEAs must maintain the state and local

funding levels for the education of students with disabilities from one year to the next

Exceptions for MoE

• Voluntary departure of special education or related services personnel Retirement – yes Furlough – no

• Decrease in enrollment of children with disabilities

• Termination of costly expenditures for long term purchases

Exceptions for MoE cont

• Termination of exceptionally costly obligation to a particular child with a disability: Student has moved Student has graduated Student no longer needs the program

MoE Adjustments• If the LEAs IDEA 611 funds exceed the amount from the

previous fiscal year, the LEA may reduce the level of expenditures otherwise required for MoE – by not more than 50% of the amount of excess Receives an increase in 611 “Meets Requirements” under sec 616 determinations Has not had action taken against it by the SEA under section 616 Has not had responsibility for providing FAPE taken from it by

the SEA Has not been found by the SEA to have significant

disproportionality under 34 CFR 300.646

MoE Example

2014-15 Allocation: $1,000,000 2013-14 Allocation: $900,000

Increase: $100,000

Maximum Available for MOE Reduction in State or Local Funds: $50,000

MoE Letter from OSEP

Expectations for MoE

PDE Procedures for MoE

• In the spring, PDE will notify school districts and IUs if any districts have not met the requirements for MoE

• School districts are required to complete the Maintenance of Effort Worksheet

• If exceptions are acceptable, school districts will be notified

• If districts do not demonstrate maintenance of effort, they will be required to repay federal funds

Example of MoE Worksheet

West Branch MoE

Coordinated Early Intervening Services and Table 8

• LEAs may be required to use CEIS funds when the state identifies significant disproportionality based on race or ethnicity with respect to:

• The identification of children with disabilities• The identification of children in specific disability

categories• The placement of children with disabilities in particular

education settings• The taking of disciplinary actions

Voluntary use of CEIS funds

• LEAs may use up to 15% of IDEA Part B funds to develop and provide CEIS for students who are currently not identified as needing special education

• Professional development• Behavioral and Educational evaluations to determine

supports needed in regular education• Funds may not be used for evaluations for use in

determining eligibility for special education

CEIS

• Information must be provided to your IU before July 1st of the grant year

• Will not provide CEIS• Will provide CEIS– Projected number of students participating– Additional reporting requirements

Extended School YearIf contracting with the CIU #10 for ESY teacher, itinerant staff or

transportation:

District Special Education Director or district designee completes:

– Spreadsheet for all students receiving ESY, including related service personnel information.

– Transportation form for all ESY students requiring transportation.

– Employee profile sheet for all district staff contracted by IU (do not complete for IU staff contracted by district).

– If ESY teacher differs from student’s regular teacher, IEP team (sending teacher) is responsible for communicating student’s IEP program to ESY teacher.

Extended School Year

• Any changes to teacher hours, teacher or para substitutes, transportation, etc. must be submitted to the IU ASAP to maintain accurate and updated invoicing

• School district administrators must sign all time sheets (including IU related services) in order for personnel to be paid

Extended School Year

• Billing for ESY services for June is completed by August

• Billing for ESY services for July and August is completed by October or November

• Billing is delayed when staff turn in time sheets and mileage late.

Kindergarten Age Eligible Invoicing

• Parents have the ability to withhold children from kindergarten for one year

• If students are in the EI program, the services become the responsibility of the school district

• The IU provides the service, but invoices the district of residence for the cost of the service

K Eligible Invoicing• School Districts will receive four invoices in a fiscal

year from the CIU #10 Preschool Early Intervention Program– July – August– September – November– December – February– March – June

• Districts will receive a main invoice with total cost for the cycle

• Invoice will also be broken down by student, month, attendance, and services received

Multi-District Budget

Multi District Summary

Multi District Example

Transportation

• Districts are responsible for the transportation of their students

• If needed, districts can request that the CIU #10 provided transportation for students

• Transportation includes:– Travel to and from and between schools– Specialized equipment – Travel to and from community based sites for the

purpose of instruction and work experience– Contact: Carol Owens 342-0884 ext 3041

Transportation

• Transportation Request

• Community Based Instruction Form

Apartment Project

• Cost of rent and utilities are shared by the participating districts

• Last year’s cost per LEA: $1,2000

• Apartment Procedures

Psychiatric Evaluations

• The Central Intermediate Unit Contracts with Sunpointe Health to provide four (3) psychiatric evaluations per month

• Districts may schedule an appointment on the second Tuesday of each month through the CIU website: Psychiatric Appointments

• Districts will be billed $400 per appointment + 6% service charge

Access

• Billing for IU services:– It is important for the home district to obtain the

following information and provide a copy to the IU:• Physician’s Authorization Form• Parent Permission• Current IEPIf the IU has to obtain physician’s authorization, the district will be billed the physician’s fee

Access• The IU checks caseloads in Darts to ensure all

students are checked for MA eligibility• The IU uploads OT, PT, Speech, Hearing and

Orientation and Mobility from Darts into the Easy Trac system.

• PCA logs are completed by one of two ways:– Pen and Paper and then retyped into easytrac– PCAs directly log into the easytrac system

• The IU uses reports from PCG to determine monies that LEAs will receive (after 7.5% administrative fee)

CIU #10 Access Funds

• You receive updates from Abby Danko, Administrative Assistant

• 14-15 Access Funds

• 14-15 Total Amounts

Requesting Access Funds

District Request for CIU #10 Access Funds

• They must be used within the special education program;

• They may not be used to supplant professional positions that the LEA has been supporting;

• They may not be transferred to the district general fund and used outside the special education program.

Access

Direct Billing – Done through Easy Trac System• Student Information• Direct Service Provider Information• Logging of Student Services• Information is uploaded by PCG for Medicaid Billing

District Access Billing

• Direct Billing – Done through Easy Trac

• Random Moment Time Study – Quarterly Information– Staff Pool– Calendars

• Cost Settlement – Yearly Information

Random Moment Time Study

Random Moment Time Study

Year Long Process Cycle 1. Collect Staff Pool Lists and school calendars

(done prior to quarter)2. Participate in the Random Moment Time Study

(during quarter)3. Report allowable expenditures (after the

quarter)4. Medicaid Administrative Claim certified and

submitted

Random Moment Time Study

Participants are emailed a “moment”

1. Were you working during your sampled moment? (If the answer is “no” the survey ends)

2. Who was with you?3. What were you doing? 4. Why were you doing this activity? 5. Is this activity regarding a Special Education student? 6. Is the service you provided part of the child’s IEP?

Random Moment Time Study

• Participation Rate is extremely important

• Direct Service• Administrative – Teachers, Administrators,

Administrative Assistants

Random Moment Time Study

• Frequently Asked Questions

Cost Settlement

• Done through the Medicaid Cost Reporting and Claiming System

• Districts enter actual costs for a fiscal year

• Direct Medical Percentage and IEP ratio are used to determine Medicaid Allowable costs

• Calculation is completed using:– Total Medicaid Allowable Costs – Medicaid Interim

Payments = Cost Settlement

Additional Programs Billed to Districts

• Incarcerated Youth:– IU operated programs in each county prison– The school district where program is located

receives bills from the IU for costs for running programs

– Information is reported to PDE– PDE reimburses host district for students receiving

services from other districts

Additional Programs Billed to Districts

• Detention Center– IU operated program in Bellefonte Area School

District– IU bills home district directly – Budget is reconciled at the end of the year –

districts may receive refund

New for 15-16

• Risk Assessment