masbo spring conference...1. 012 funds 2. transfer funds 3. 011 funds 4. current year (000) funds...

5/3/2018

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MASBO Spring Conference

Division of Student Support | Some SERVS 101

John Moorse Spring 2018

Supplement not Supplant

• Federal funds supplement instructional programs and services required by state and Federal law.

• Title Programs enhance the program, but is not the foundation on which programs are based.

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Free and Appropriate Education

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Federal Title Awards

Awards are forward funded. 25% on July 1st, the remaining 75% on October 1st. Awards are intended for the year awarded. Tydings applies (up to 27 months) Title I - 15% Carryover Limitation applies (Waiver option once in a three year period)

Set-aside for Parent & Family Engagement if over $500,000

Homeless*, Neglected or Delinquent*, Foster Care*, Migrant*, EL* (*If applicable students.)

Title awards, applications, budgets and reimbursements use SERVS Financial System. 3

Managing Your Funds

When managing funds and developing draws consider spending:

1. 012 funds 2. Transfer funds 3. 011 funds 4. Current year (000) funds


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1

2

3 1 _ De term i rre tota l f rm ds available _

Tit le I Budget 1 l,t l :Or k sh 1eet

I

s If ap pl icab l e [0 1 2 f un ds s h o u Id be s p e n t fi r s t j

e n t S 2..8 19 ,.155 .1 5

IP.ubl'ic Sdh.oo l Total

po ti rrg

N onp

ublic

Schoo Name/Grade Span Eligible Grades to

beSel\led

E

a

Sch ool Nam ef,Gra de S, pan

Sch ool Nam ef,Gra de S, p an

Sch ool Nam e/ Gra de Sp•an

Sch ool Nam ef,Gra de Sp•an

Sch ool Nam ef,Gra de Span

4 Ou,r,r ent Yea'f Allo catio n S 2...778,937.16

5

2 _ Requir ed Parem and S 2,7 7893 7 O nly r equir ed fo r Dist ricts w i t h all o cat i o n s gr e at er t han $499,999 .99

6 Fam il y .Errg.age m em Set-

7

8 Ou,r,r ent, Yea'f Allocat'i:on - Req,uir,ed IEinga,gem

eint Set-aside

,..S

2,.7 51 ,.147.79

9 011 Funds Car,r'ied Forwa rd

Hl 012 Fu nd s Car,r 'i ed Forwa rd

11

12

13 = = ==="=== = = = = = = = = = = = = =

14

= = = = = = = = = = = = = =

s 155, .197.72

s

S 2,.90 6,345.51

= = = = = = = = = = = = = = = = S===== 8=7===t'= =9=0 =.·3=6

I f ap pl icab l e

Un bu dg e t Bd fu n ds a r e s u b je ct t o t h e n o n p u b l ic equ i t a b i l iy r e q u ir e m

15

Schoo Name/Grade Span Eligible Grades to Free and

3 _ Port i cipat i rrg Pubic be Served Reduced

16 Sch()(}fS Count

17 Sch ool Nam ef,Gra de Span 0


19 Sch ool Nam ef,Gra de Sp an 0

20 Sch ool Nam e,f Gra de S, pan 0

21 Sch o o l N am ef,Gra de S, pan 0

22 Sch ool Nam ef,Gra de S, pan 0

23 Sch o•o l N am e/ Gra de S, pan 0

24 Sch ool Nam e/ 1Gra de S, pan 0

25 Sch o•o l N am e/ Gra de S, pan 0

26 Sch ool Nam e/ 1Gra de S, pan 0



29 1 6500

FrB e an d R Bd u c e d s t u de n t oo u n t as i d e n t ifi e d i n SERVS f,o r e ac h pa rt i ci

p at i ngs ch o•o l

B u i l d i n g, Gra de Span Exam p l e: K-5

+-

rigible Free T h e e l i g i b l e f r e e an d reduce d oount fo r e ach n on pu bl ic sch o ol is

4 _ Part i ci nd Reduced ca lc ul at e d o n t h os e st u dents t hat l i ve w i t hi n t he Tit l e I school / s

30 Sch ools Count boundar i es i n t he dist rict an d are i n t h e id ent i f i ed Tit l e I ,pu b l i c sc h

31 0

32 0

33 0

34 0

35 0


37 No npu'b l'i c S:e'hooll Tota'I 71

38

39 Tota'! FS,JR Studeint Count

40

5 _ Ca !,culo te: Bose PPFU Total Funcl>s Ava'ila'bte to Bu:d'g,etflota F&R St u.dents

41 Being Served

16571

s 429.03

o o l

+-

6. C,aJcuJate nonpublic Nan,publ'i:c: Share

43 equi table share usinghose

4

45

46

47 7. C,aJcr:,Jate public share

49

50 8. equiml and Optional

9. District fun,ds remaining

to be alloroted to indi1Ji d [1C11

public schools 67

68

10. REAL public PPFU

69

7n r,rl' r.f W r.m """ t

3 .27

Home.es,s 1R!eq,u'iredll1

Negec:tied or Del'in. u.ent

Foster Care

Parent, Famity Eingageme.nt

LEA Activ'i11:i.es

29. 3, S 3 , 61.12

s

s 3 ) 61.319 This amount is thetot al allocat io:n far title no:n,puhlic program . This includes the l;;S

r,eq u1ir,ed set -asid'efor F.amil y Bng.agement ,eJ11,p Bn es All fund<S are bud6ed in tih,e

No:npubIic b'u dg,et ta b.

F REQUIRED Nonpublk 1%!Parentandl F,amHy

Engagement Set-Aside

Totall F1un.d:s Allocat ed to tih.e Nanpu'bl'ir:

ubl'ic: Share

R!eq,u:i redl IPiu'bfrc 1% IParernt andl FamHy Eingagie.mentSet

48 A ocl'e

Totall Fun:d's Allor:a1tedl to tih.e IPiublk Schro ll

,. 5s "'s 29. 3, S 2,788,694.03

s 27,489.11 his amount is budgeted i n the Parent, Famil y Engagement budget tab.

"'S 2,816, IB3.13 This.amo:unt is titletot aI .aIlocat io:n. far title public p:rO§ram. This includes title 1%

r,e,qu1ir,e,dl s et-asid'efar F.amily Bng.agem ent,eJ11,p en es.

s s S 3,, 000.00

S 2.7,489.11

S 17 ,

Minimum o one !11 District PPFU

Summer Sdhool

llmproveme.nt

Other

51

52

53

54

55

56,

51

58

59

60 61

62

63 Ad'min'i str,a11:ive

64 m:fir,ec.t

65

66

After Sdhooll S 5,

IPir hool $85,000.

ll'ltstructiona1 1 IPm gir,ams s s

IPirofesi iona1 1 l) evel'qpment $ , ,

s s

R!ev'isiedl IPuM c:: Sh.ar e mv'i:1:1.ed lby IPart'i.dpa1t'i ng IPuM .c:: F%R

Studlent s

S 3 , .,489.11

S 2, . 71,694.03 his is the amount that is budget ed to indivi,dual :S-chools in the General

s 3 .26

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Budget Worksheet – Title I


District Participation Information – Title I

4/16/2018 Leading for educational excellence and equity, every day for every one. | education.state.mn.us 8

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Budget Tabs – Title I


1 2 3 4. 5 6,

7

8

9

10

11 12

T i t l e II B u d g e t Wor ks h \e e t

1 _ D e te rr n i n e 'to I t a l Fund s 0 11,a i fa ble _

, a u r ,r ,en t Yea r A l l o cart'io n 468, 083. 52 ' .

O:!L1 F1un Jlil s Ca nr'tedl Fo:rw.a rdl 17 , 03 , 6 . ( )7 If ap ,p,I i ,c ab l e

I f a p ,p,I i c ab l e· [0 12 f u n d.s s h o u, l d b e · sp e n t fi r.sU Tot.a II Fu nd s A v a 'i 'l!able

UJJn b u Fu n:lills

430 1 1 03 .5 9

:!L2,000.00 I- a p , p l i c ab l ,e up to 5 % = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

1 4 18 1 03 .59

Tot.a II Fu nd iS T 1r .an esfer ,r e!ill to Tirt te m o: r 1111

T o t a l FuadiS to Biu d'.get

Ad mi n_m r .ait 'i,v e Set-.asiJlil e

t s s

:!01,!,,2· :!F!ce1!,!,undl!..s1C!a!,!,n!,r!,'!ie!!edl!'e:!!:E!o,!;r!=:'w!- ,ae!rcolllI!: = = = = = = = = = = = = = = = = = = ===s = = = = = = ==== s s s s s s

C o m m e n ts

485, .1 :!L9 .59

55, 0 116 .00 U n b u d ,ge t e d f u n d .s a r e .s u b j'e ct to t h e n o n p, u b l ic e c:i u i t a b i l i v r e c:i u i, r

Tota:1 Fu ndiS to Biu:d,'g et

T

r 1 3 2 _ Pa rti ci pa ti ng Schoo ls Piubr1e SohcM>I T o t a l

S r u d e n t

C ou n t

1 2 3 0 0

1 4

S t u d e n t

C ou n t

Nonpu'.b fic - Eintel" t o t a l n u m b e r o f

s t u d e n t s at e a c h nopu'.b ic s,chcM> in the

D i s t r i c t

I

N o np ub l i c S ch o o l 1 N

o n p•u b l i c S ch o o l .2 N

o•n ,p u b l i c S ch o o l 3, N o

n p•u b l i c Sc h o o l 4 N o•n

p •u b l i c Sc h o o l 5, N o n

,p u b l i c Sc h o o l 16

67 5

0

0

0

0

0

N o n;p.u b kl Sc hoo. I Tota:11 675

Tot.al S t u d e n t G o u m J l .2975

15

16,

17

18

19

20

21

22

23

24

25

3 _ C a lc u-Jo te B D se: PPF U s 3,2 ..2.2 T o t a l Fund iS Avai l ! ab t e. {Tot . a I N u m b e;r

of Strnfe; ruts B e i n g S e r v e d 26

2 7

E n t e r t o t a I n u m b e r o p ub l i c sc h o o l .st u d e n t.s a.s i n d e n t i f i ed o n t h

e Sc h o o l Pa rt i c i pa H o n p ag e o v o u r c u r r e·n t T i t I e I ap ,p I i c a t i o n .

,6_ C a lc u l a te Di s t ri c t co s t s

4 _ C a lc u-Jo te m ::mp ub l ic eq ui tab le

28 sh ar e us i ng- ba se PPF U

29

30 5 _ Ca lc ul a t e:p ub l ic sho re

31

32

33

3 4 35 36 37

38

39

40

41 End ' of W o .rks:he e t

S 2,1 7 5 1 .0 5 N o n ,p u b l i c S h a ire - c a n o n l y be u .s e,d f o r Piro e .s.si o n a I D ev e

l op m e n t

IPlu b l'ic S h a r,e

Ad m 'i n:'hs'l;r.a1t'i 1o11e Set-.a siiJlil e Tot . al

IP,u b H c Fu n diS to B u d g e t

S 39, ,6 35 2.54

S 1 2 .000 .00

S 408, 35 25. 4

Ad m 'i n:'hs'l;r,.art'il,re

IPir of ,ess i:on a I Dei.r,e;to-pm e;nt

Cl!ass S/irz,e Riedu.ct'i.on

,(a-e;n;e;ra 1

S 12, ..00 S 39, 6, 3,5 2 .54

s s

II n d' i r,,e ct s Tot .a II Dic'Slr'i ct Ccl<s1:s S 408, 3 S, 2 .54 g o o d Job

r - - - - - - - - - - • I

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Budget Worksheet – Title II


BUDGET LINE CREATION

1. Determine correct object codes – use UFARS Manual

• http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/index.html

2. Choose correct Organizational Level

3. Enter clear justification with sufficient detail

4. Enter proposed budget – with accurate estimate of expenditure

5. Delete any unused budget lines with proposed budgets of 0.00 that were rolled forward.


http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/index.html

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BUDGET JUSTIFICATIONS

Provide sufficient budget detail to the justifications.


NARRATIVES

Narratives

• Narratives will roll over

• Revise narratives to reflect current information and practices

• Use narrative worksheet (on website, may say 17-18 but questions will remain the same), copy and paste and save often

• Title I – Narrative tab at the bottom of the School Participation page

• Title II – Narrative tab at the bottom of the School Participation page

• Title III – Narrative tabs on each of the budget pages


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UPLOADS

The Title II and Title III applications will have the a similar upload tab. The documents will vary based on the Federal program requirements.


KEY 2018-2019 APPLICATION CYCLE DATES


June/July/August (closed out in 90 d ays)

Activity Date

Next Applications Released (Early May Rollover) Mid to late May/early June

Accept/Decline funds June 30

Title I Limitation Waiver June 30

Fully Initiate Applications June 30

Applications Due September 1*

Intent to Become (New) Schoolwide November 1

Comparability Report November 30

Amendment One (Revise application) March/April

Amendment Two (Spending ends June 30) June/July/August (closed out in 90 days)

Preliminary UFARS Reporting September 15

Final UFARS Reporting November 30

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AMENDMENT WINDOW ONE – March/April

Adjust/revise narrative and budget to reflect significant changes to application or revisions requested by AD when application was initially approved

Last opportunity to add an object code

Do not reduce required set-asides during this window (i.e.. Homeless set-aside)

Revisit district contact information to reflect any staff changes

Narrative changes and new budget lines require MDE approval as well as budget changes in excess of 10% of approved budgets

Budget revisions less than 10% cumulative change of approved budgets do not require

MDE approval

Upload revised Budget worksheets and other documents if required

Set Stage for Amendment Window Two and next application cycle.


AMENDMENT WINDOW TWO – June/July/August

• No new object codes or narrative changes are allowed

• Revise budget to actuals (SERVS budget should match UFARS budget by object code and budget total should match draw amount

• Budget revisions less than 10% cumulative change of approved budgets do not require MDE approval - budget changes in excess of 10% of approved budgets need MDE approval

• Revisit district contact information to reflect any staff changes

• Balance forward unbudgeted/unspent funds into new application.

• Determine need for a 15% Waiver based on actual spending


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SERVS Reimbursement Payment Process

• Title funds are drawn down on a reimbursement basis.

• Transactions that are entered into SERVS before the “scoop-up” on Tuesdays, are processed into a batch

• The batch is transmitted to the state accounting system (SWIFT)

• SWIFT usually processes their batches on Wednesday

• ACH instructions sent to the system on Thursday

• ACH transactions are processed and funds should be in district accounts on Friday

• When viewing the Register … pending, posted, cleared are key terms. Check the register to track progress of draws.

• Some draws may be delayed if there are SWIFT budget or other issues which may delay payments by one or more days

• NOTE: Draws will not process if the application is not in the Funded and Active status.


REVISE TO ACTUALS AND BALANCE FORWARD


5/3/2018

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SERVS/UFARS Comparison Report


SERVS/UFARS Comparison Report


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Resources and Communications


MDE and Federal websites

Technical Assistance Guide

Monitoring Tool / Compliance Guide

Superintendent’s Mail

Title Programs Listserv

SERVS Message Board

WebEx sessions and modules

Area Director

Email and/or phone contact

Thank you!

Student Support

[email protected]

651-582-8649

4/16/2018 24

mailto:[email protected]








masbo spring conference...1. 012 funds 2. transfer funds 3. 011 funds 4. current year (000) funds...

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