1. What Everyone Ought to Know about Preparing for and Completing Your Consolidated Application in the eGrants System PAFPC 2016 Seven Springs, Champion, PA Presented by: Kelly Iorfida and Reba Kansiewicz

2. DFP Administrative Technicians Kelly Iorfida:717-783-6534kiorfida@pa.gov IU’s: 2, 26 Phil Cooper:717-783-6907phcooper@pa.gov IU’s: 1, 3, 8, 11, 16, 24 Reba Kansiewicz:717-783-6903rkansiewic@pa.gov IU’s: 5, 6, 9, 14, 20, 21, 29 Barb Kuhn:717-783-6901 bkuhn@pa.gov IU’s: 12, 13, 15, 22, 23, 25 Tracy Rapisarda:717-787-7117trapisarda@pa.gov IU’s: 4, 7,10, 17, 18, 19, 27, 28

3. Topics Consolidated Application Completing & Submitting in eGrants Routing & Approval of Consolidated Application Various sections of the Title I project – Transferability, Reservation of Funds, Selection of Schools, Non-public Organizations, Budget Carrying over Project Funds Common Issues for Returns Amendments & Funding Adjustments Budget Revisions Final Expenditure Reports & Quarterly Reports

4. Consolidated Application The Division of Federal Program’s Consolidated Application (CA) serves as the master submission. Designed to streamline the grant application process, the CA provides a source for contract administration. It acts as a “container” for individual subprograms, such as Title I, Title II, etc., and their various parts. Using the CA, the LEA can submit any number of subprograms. However, the final approval process and contract generation are performed only at the consolidated level.

5. Consolidated Application Your Consolidated Application (CA) may consist of one or more of the following subgrants/programs: Title I, A - Improving Basic Programs Title II, A - Improving Teacher Quality Title I, D - Delinquent Institutions (Subparts 1 and 2) Title III - Language Instruction for Limited English Proficient (LEP) Title III - Title III, Immigrant Funds (IMM)

6. Consolidated Application In a Nutshell: Create Consolidated Application in eGrants Add all ‘subprograms’ that your LEA received an allocation for Complete and submit each subprogram Get Nonpublic School Sign-off on Title I subprogram (if applicable) Get Authorized Sign-off on the Consolidated App, (Superintendent, CEO, Executive Director) Submit the Consolidated Application

7. Consolidated Application When? – LEAs may begin completing their Consolidated Application in the Spring of each year Where? – Completed in the eGrants system – http://www.egrants.pa.gov Must be registered with eGrants system to access and prepare the Consolidated Application – New users will need to be added to the system by the LEA’s “Agency User Administrator’ – Agency User Administrator can: Add new LEA users to the system Assign roles to LEA users Renew expired roles – All LEAs have an Agency User Administrator

8. Creating the Consolidated Application 1)Log into eGrants: http://www.egrants.pa.gov *Use: IE 11 or Firefox 2)Select ‘Division of Federal Programs’ 3)Highlight the Grant year (2016-2017) and hit Select 4) From the main menu, click on Grants Management 5) When the dropdown appears, click Grant Profiles

9. Creating the CA (cont.) The Grant Summary screen appears. Click on the Select icon to the far right of Consolidated Application. The Grant Dashboard screen appears – Click the Create Grant Application button Consolidated Application

10. Creating the CA (cont.) The first of several ‘Create Grant Application Wizard’ screens appear. The screen below shows the ‘Setup’ screen, where you select the grant application type. i.e. “Original” Leave it at “Original” Click the “Next” button

11. Creating the CA (cont.) Application Contact: Your contact information appears in the fields below. Please review and make any needed changes, then click Next.

12. Creating the CA (cont.) Enter the ‘Authorized Signoff’ information: Select a signoff: ‘Print, Sign & Mail’ or ‘Electronic Signature’, then hit the Next button Note: the ‘Electronic Signature’ option will only appear for LEAs that have a User approved for eSignature.

13. Creating the CA (cont.) Click Finish to create the grant application.

14. Creating the CA (cont.) Add your Sub Grants (programs) to the Consolidated Application: Click the Add Sub Grant Application button Choose the Available Grant and Project Type, then click Select.

15. Consolidated Application Menu Page Consolidated Application Information and Assurances The Sub Grant Applications (Projects) appear at the bottom of the page. Program and Fiscal Changes

16. Complete and Submit the Title I Project: Open the Title I sub grant application by clicking on the green checkmark to the right.

17. Title I Project Menu Page Narratives – Targeted Assisted Programs – Schoolwide Programs – Reservation of Funds Set Asides (ROF) – Professional Development – Parent Involvement – Transitions and Homeless – Performance Goals Carryover *(Must complete before Data Entry Wizard) Neglected Institutions *(Must complete before Data Entry Wizard) Data Entry Wizard (ROF and Selection of Schools) Nonpublic Organizations *(Complete after Data Entry Wizard) Budget *(Complete last)

18. Narratives - Targeted Assisted (TA) Programs - Does this LEA provide Title I TA programs in one or more eligible Title I building? If yes, you’ll need the following info for each TA building: – Title I building name(s) – Grade level(s) served – Title I content area(s); i.e.. Reading, Math – Number of Full Time Equivalent (FTE) staff in the TA buildings paid from Title I funds by position (total of all Title I buildings) – Names of all staff who are paid ‘in part’ by Title I. Summary of their Title I related duties/tasks Estimated % of time spent on Title I activities Summary of duties NOT related to Title I or that will be paid by another funding source

19. Narratives Targeted Assisted (TA) Programs (Cont.) – Time/Effort documentation method Fixed Schedule Time Logs Calendars with Hourly Increments – Estimated number of minutes of additional instructional minutes provided per Title I student each week. (For example, if a student receives 30 minutes of additional instruction 4 times per week, enter 120): – Academic Assessments used to identify students eligible for Title I. – An overview of the TA Program(s) provided in your Title I schools, including a description of the supplemental activities that are provided to the Title I students in addition to the core curriculum provided to all students.

20. Narratives - Schoolwide Programs (SWP) - *SWPs MUST BE APPLIED FOR AND APPROVED by DFP Does your district have one or more Title I buildings served as SWPs? – Names of the Title I eligible buildings that will run Title I SWPs for the 2016-17 school year – Grade spans of each SWP building – Number of Full Time Equivalent (FTE) staff in the SWP buildings paid from Title I funds. – Date the SW Plan was last updated – SWP Overview Ensure that all activities charged to Title I are aligned with your updated SW Plan.

21. Narratives - Reservation of Funds Set-aside (20%) - * PRIORITY AND FOCUS SCHOOLS ONLY Describe what you're doing with your mandated 20% set-aside for interventions. If you do not have any Priority or Focus schools, click Mark Section Complete button to proceed. Note: Although you're not required to spend the entire amount, an initial set-aside in the reservation of funds section is required.

22. Narratives - Professional Development (PD) - – Provide a summary of the PD planned for 2016-17 through Title I: Description of PD Type of PD activity (i.e. conference) Topic (i.e. Reading/Math instruction) Target Audience Number of staff – If using Title I funds for attendance at conferences, please list each conference on a separate line and include the specific costs that will be covered by Title I.

23. Narratives - Parent Involvement - Indicate which types of Parent Involvement activities the LEA and Title I schools will conduct in the 2016-17 school year.

24. Narratives - Parent Involvement - (cont.) Title I Parent Involvement Requirements: LEA /District Level – Parent/Policy (timeframe of parent review/revision, completion and dissemination) – Parent Right-to-Know Letter (Teacher Qualifications) School Level – Parent/Policy (timeframe of parent review/revision, completion and dissemination) – Parent/School Compact (timeframe of parent review/revision, completion and dissemination)

25. Narratives - Transitions and Homeless - IDENTIFICATION OF ORGANIZATIONS: Indicate if any of the following agencies exist within your LEA boundaries. (check all that apply) – Early Childhood Programs – Preschool Programs – Head Start – Even Start – Vocational Education Programs (District/Regional) – School to Work Programs – None of the Above Coordination of Services – Indicate the services that will be coordinated with the above agencies. (check all that apply) LEP Students Homeless Students with Disabilities N/A

26. Carryover Next you will complete the Carryover Section Project funds are available for up to a 15-month period. ( 2015/16 funds - 7/01/15 through 9/30/16) LEAs may ‘carry over’ these funds for one year beyond the original year of funding: – 2015/16 funds may be carried over until 9/30/17 – Extra time to spend project funds, if needed

27. Carryover (cont.) Carryover is NOT automatic LEA must request carryover if entire program allocation will not be expended by project end date – Sept 30 th  If LEA does not draw down entire project balance in their October Quarterly Report, then LEA must contact DFP to request carryover !  Monthly program payments will stop if LEA has a balance remaining after Sept. 30 th and LEA does not request carryover!

28. How does my LEA request Carryover?  By emailing your Admin Technician in DFP - provide carryover amount & project number OR  By entering the information into the project Carryover section in eGrants when completing the Consolidated Application (see next slide) Carryover (cont.)

29. Enter amount of carryover from the previous year Enter previous year project allocation – The system will calculate the carryover percentage – If percentage is OVER 15% the system will generate a message, which states a “Carryover Waiver” is required. *Title I carryover amount (if OVER $50,000) cannot exceed 15% of the previous year’s allocation without an approved waiver from DFP. Waiver DFP may grant LEAs a “Waiver” of this limitation once every 3-yr-waiver cycle LEA must request waiver from their Regional Coordinator in DFP (in writing )

30. “Title I Carryover Waiver” Allowable one time every 3-Year-waiver cycle : Funds 3-year-cycle 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 Requested in Application 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 CURRENT 3-YEAR CYCLE

31. Carryover Funds Funds are NOT Co-mingled! 2 different pots of money/different account codes. 2015-16 carryover funds are NOT added to the 2016-17 funds ‘account’. 2015-16 carryover funds are documented in budget AND Final Expenditure Report (FER) of original project year. – i.e. funds carried over from 15/16 stay in 15/16 budget LEA should expend carryover funds BEFORE current year funds. 013-16-0667013-17-0667

32. Neglected Institutions Does your LEA serve any Neglected Institutions? – If ‘no’, click the Mark Complete button to move on. – If ‘yes’, select all Institutions which your LEA will be serving. ( Select carefully! There may be similar names) Enter complete data into Narrative section for each Institution selected. Hit the ‘Mark Section Complete’ button when done adding your Institutions.

33. Data Entry Wizard The Data Entry Wizard consists of the following sections: – Qualifiers – Reservation of Funds – Selection of Schools

34. Data Entry Wizard ‘Qualifiers’ The Qualifiers you choose will narrow the variety of choices in Selection of Schools (SOS) If you do not see an option you wish to use in SOS, go back and Review your Qualifiers Review your Qualifiers in the ‘Summary Display’

35. Data Entry Wizard ‘ Qualifiers’ (cont.) Select what best represents your LEA: Qualifier 1: – A SD that has only ‘one school per grade span’ that ‘does not overlap’ (e.g. one K-3, one 4-8, one 9-12) – A SD that has ’more than one school in a given grade span’ and/or ’that overlaps’ (e.g. one K-3, one K-5, two middle schools)

36. Data Entry Wizard ‘Qualifiers’ (cont.) Qualifier 2: – A district with less than 1,000 enrollment in previous year. – An LEA that has Focus and/or Priority schools. – An LEA that participates in the Community Eligibility Provision (CEP) AND has more than one building per grade span. – An LEA that provides Title I services to non-public school(s), either directly or through another LEA. – All buildings within this LEA are Title I buildings; therefore, all homeless children are eligible for Title I.

37. Data Entry Wizard ‘Qualifiers’ (cont.) NOTE: Qualifier 3 will only appear if the LEA selects the option that they will be ‘Participating in the Community Eligibility Provision (CEP) in Qualifier 2. Qualifier 3: Yes, participating buildings in this SD can use the CEP Multiplier. No, none of the buildings in this SD will be using the CEP Multiplier.

38. Data Entry Wizard Qualifiers (cont.) Qualifier 4: Indicate which data was used to determine building eligibility: – Attendance Area Data The total number of children who reside in a school ‘attendance area’ – includes children enrolled in nonpublic schools – Enrollment Data The total number of children enrolled in the ‘public schools’ – excludes children enrolled in nonpublic schools *The same data source must be used consistently among all schools.

39. Data Entry Wizard ‘Qualifiers’ (cont.) Qualifier 5: – Will you be carrying over previous year funds ? – If yes, how will you be using carryover funds? 1) Redistributed or Administrative Cost : We will be taking funds from school(s) that did not spend them & redistributing it among our Title I schools. 2) Remain in Home Building : We are keeping unspent funds in the school that did not spend them for use in their Title I Program.

40. Data Entry Wizard Step - ‘ Reservation of Funds ’ NCLB Mandated Title I Set Asides for Parent Involvement, School Improvement (Priority and Focus School), and Homeless. Parent Involvement Parent Involvement – minimum of 1% if over $500,000 Priority or Focus Schools Priority or Focus Schools - mandatory 20% Homeless Homeless  Mandatory, but no specific amount  Does not have to come from Title I funds (can be state/local, Title IIA or other source)  Exempt if a charter school or district with all Title I schools Set aside amounts are calculated using the Base Title I Allocation plus the amount of funds transferred into Title I from Title IIA.

41. Transferability Transferring Program Funds: LEAs may transfer up to 100% of their Title IIA funds into Title IA. – For authorized program activities only – May not transfer back out of Title I Funds transferred into Title I are subject to district set asides (Reservation of Funds). Transferred funds will be included in nonpublic share (if applicable).

42. Transferability (cont.) How do I do this? – Contact your Regional Coordinator at least 30 days prior to transferring funds to discuss and get approval. – In eGrants: Go to your Title I project / Data Entry Wizard / Reservation of Funds section and enter the amount of Title IIA you will be transferring. Confusion! – No actual $$ transfer – Individual program allocations do not change – Continue to track activities & expenditures of your transferred Title IIA funds under the Title IIA program budget, not the Title I budget

43. Data Entry Wizard Step ‘Reservation of Funds’ (cont.) Optional Set-Asides: Audit Audit Community Day Programs Community Day Programs Indirect Costs Indirect Costs *District-Wide Professional Development* *District-Wide Professional Development* Pupil Transportation Pupil Transportation Pre-School Programs Pre-School Programs Salary & Fringe Benefit Differentials Salary & Fringe Benefit Differentials *Summer & Intersession Programs* *Summer & Intersession Programs* State & Federal Liaison State & Federal Liaison Homeless Liaison Homeless Liaison Nonpublic Administrative Costs Nonpublic Administrative Costs *Subject to Nonpublic School shares

44. Data Entry Wizard Step ‘Reservation of Funds’ (cont.) 1)eGrants takes the following amounts:  $350,000 (Title I base allocation)  $90,000 (funds carried over from previous year AND chose to Redistribute funds vs. Remain in Home building) *if applicable  $80,000 (funds transferred into Title I from Title IIA) *if applicable $520,000 (Total Title I funds available) 2) eGrants then subtracts the ‘total amount of funds set aside’ After subtracting the total funds set aside amount from the Total Title I Funds Available - the new amount is what the LEA has remaining to distribute to Title I schools. The more funds reserved equals less funds going to Title I schools. Note: Funds set aside for Parent Involvement, Professional Development and/or Summer School are subject to NP shares.

45. Base Title I Allocation for Agency/LEA - - - - - - - - -- - - - Total Neglected Allocation - - - - - - - - - - - - - - - - - - - - - - - - Total Carryover Funds Not remaining in Home Building(s) Funds Transferred into Title I from Title IIA - - - - - - - - - - - Total Title I Funds Total Title I Funds - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $350,000 0.00 $80,000 $520,000 $90,000 Reservation of Funds (cont.) Screenshot to previous slide

46. Reservation of Funds -Set Asides (cont.) If Title I Funds are Set Aside for any of the items below: **Be sure to enter those funds in the following Line Items w/in Title I budget: Parent Involvement3300 – Community Services Audit2350 – Legal and Accounting Services Indirect Costs5000 – Indirect Costs District-Wide PD2270 – Staff Development (PD) State & Federal Liaison2850 – State and Federal Liaison Program Evaluation2813 – Program Evaluation Nonpublic Admin Costs2280 – Nonpublic Support Services **Common Issue for Return of LEA Title I Project:

47. Data Entry Wizard - Selection of Title I Schools - The Selection of Schools (SOS) is completed to determine which buildings are eligible for Title I allocations and services. Based on the low-income percentages in each building, LEAs must annually rank their buildings from highest to lowest in poverty, using either a grade-span or a district-wide basis.

48. Selection of Schools 1 Identification of Low Income: Indicate which data were used to identify low income students: – TANF – Free and Reduced Lunch – Census Poor – Medicaid – Feeder Pattern – Other – CEP

49. Selection of Schools 2 School Building Information: Building Name Category - senior high, middle, elementary Grade Span – enter each grade in building Total Students – total per building Low Income Public Students - total per building Low Income Non-public Students – total students that live in the public school geographic boundaries CEP Participant *This will only appear if you selected ‘CEP Participant’ in Qualifier 2

50. Selection of Schools 2 (cont.) Screenshot to previous slide *Be sure to hit this button as it pulls your current building info from EdNA You will only see a CEP Participant column if this was selected in Qualifier 2.

51. Selection of Schools 2 (cont.) *Building names must match EdNA Screenshot of Selection of EdNA Screenshot of Selection of Schools 2

52. Selection of Schools 3 Eligibility Calculations: Select the ranking method to display the calculations: Percentage by District Percentage by Category (use Category Average) Percentage by Category (use District Average) 35% Rule - by district 35% Rule - by category *(NEW) See Screenshot on next Slide!

53. Selection of Schools 3 (cont.) Select Ranking Method: Screenshot to previous slide Eligibility Calculations Select ranking method to display calculations in the grid below: Percentage by District Percentage by Category – use Category average Percentage by Category – use District average 35% Rule – by District 35% Rule – by Category *(NEW)!

54. Selection of Schools 4 Title I Ranking Use the table in eGrants (See Next Slide) to adjust Total Funds allocations for each building - click Recalculate Funds to update the totals Work with your “Available Funds” - located at bottom of screen Enter total dollar amount needed to run Title I program Enter total dollar amount needed to run Title I program Amount Remaining must be below $100 - cannot be a negative number

55. Selection of Schools 4 (cont.) LEAs will enter the amount of funds needed to run Title I Programs in each building. Work with your “Available Funds” Title I Ranking: “Amount Remaining” must be less than $100 and cannot be a negative amount.

56. Selection of Schools 5 Must be below $100.00 These amounts must be entered in ‘1500 – Nonpublic School Programs’ in budget Costs associated with transportation for NP students, should be budgeted in line item ‘2280-NP Support Services’

57. Nonpublic Schools Select all Nonpublic (NP) School(s) to which your district will be providing Title I Services. Select all Nonpublic (NP) School(s) to which your district will be providing Title I Services. – Click the Building icon to add a NP School(s) – Select carefully - there may be similar names – Select by Zip code or by Building Name See Screenshot on Next Slide

58. Adding Nonpublic Schools Click on this icon to add NP Schools Then select NP Schools Then click “Add Buildings”

59. Nonpublic Schools After adding the NP School(s) you will need to complete the narrative for each individual NP School: Click the Detail icon to open the question window for each NP school Then enter the following information into each individual NP Narrative: Number of low-income students from LEA attending the NP school Service Provider Choices Type of Instructional Service If Inter-district Agreement, name of other LEA or IU If Inter-district Agreement, name of lead LEA or IU Total NP Title I Instruction funds Total NP Title I Professional Development funds Total NP Title I Parent Involvement funds Total NP Title I Summer School funds

60. Nonpublic Schools New in 2016-17: ‘Name of NP school’ will be reflected at top of each NP school narrative page. ’Number of NP students being served’ will be reflected at the top of each NP school narrative page. ‘Nonpublic Summary’ section added to Title I page.

61. Nonpublic Schools (cont.) Remember!! ‘Total NP Title I’ dollar amounts in the ‘NP Schools section’ must equal the total NP shares on ‘Selection of Schools/Step 5’ – Total NP low income funds (instruction funds) – Total NP share of professional development – Total NP share of parent involvement – Total NP share of summer school

62. Nonpublic Schools (cont.) The combined NP share amounts within each NP building must match the NP share totals in SOS – Step 5 Click on icon to open each NP School Narrative

63. Nonpublic Schools (cont.) Verify Title I NP share amounts match amounts in SOS – Step 5 **Common Issue for Return of LEA Title I Project! Screenshot of an individual NP School Narrative page This is just one NP school. You must add the NP share amounts from each NP School Narrative page.

64. ’Nonpublic Summary’ – New! See Handout

65. Budget Sections **ALL entries must be WHOLE DOLLARS – no cents – it causes calculation errors between totals of rows and columns.

66. Budget Sections - Instruction Expenditures -

67. Budget Sections ‘Equipment Expenditures’ Definition of Equipment - tangible, non-expendable, personal property having a useful life of more than one year and/or an acquisition cost of more than $1,500 – Use Object Code 700 – Amount per item – Number of items – Cost per item – Description bject Code 600 - Supplies Please Note: I f less than $1,500 use Object Code 600 - Supplies

68. Budget Sections ‘Other Expenditures’ OTHER EXPENDITURES – Indirect Costs should be entered into ‘Other Expenditures’ section Under FUNCTION 5000 and OBJECT 900

69. Budget Summary (cont.) Do not exceed maximum amount allowable for Indirect Cost Do not exceed maximum amount allowable for Indirect Cost Indirect Cost Rate reflected at bottom of budget

70. Budget Summary Be sure to budget entire allocation! Be sure to budget entire allocation!

71. Budget Summary (cont.) Common Issue for your application being RETURNED: Total NP Low Income Funds as well as Total NP Summer School Funds (in SOS/Step 5), MUST be budgeted in 1500 *NP School Programs Selection of Schools – Step 5:

72. Budget Summary Must be budgeted in ‘1500 *NP School Programs’ “Total NP Low Income Funds” as well as total NP Summer School funds in SOS/Step 5 Common Issue for your application being RETURNED!!

73. Nonpublic Sign-off 1)After LEA has completed all sections of the Title I project and ready for NP official(s) to review the information – Hit the ‘Complete Step’ button (on bottom of Title I page). - Title I status will change to “Sign & Submit.” 2)LEA will download a ‘Nonpublic School Involvement Verification Form’ to be signed by both parties: - Title I person at LEA - NP school official or Diocesan official for Catholic schools

74. Nonpublic Sign-off (cont.) NP School Involvement Verification form can be accessed via PAFPC’s website: 3  http://www.pafpc.org/site/default.aspx?PageID=1  You do not have to be a member of PAFPC to obtain form  Click the ‘Resources’ tab  Click the ‘Useful Documents ‘option  Select the signoff document

75. Nonpublic Sign-off (cont.) 3)LEA will contact NP School official(s) to go into eGrants and review the Title I information AND will also send NP School official(s) the ’NP School Involvement Verification form’. 4)NP official(s) will login to eGrants and access the LEA’s Consolidated Application/ Title I project. NP official will click on the Title I ‘Summary Display’ to review the LEA’s ‘Reservation of Funds’ & ‘Selection of Schools’. NP official will also click on the NP Organization section to review the information that the LEA entered into each NP school narrative. Once reviewed, the NP official will sign the form and send back to LEA to be uploaded into Title I project in eGrants.

76. Nonpublic Sign-off (cont.) 5)After LEA receives NP School Involvement Verification form(s) back from NP official(s), LEA will save form(s) as a Word document or a PDF.  Give form a unique name/identifier when saving. (i.e. LEA name and NP name. ‘PghSDDof Pitt.pdf’ would suffice for Pitts SD and the Diocese of Pitts. 6) LEA will upload form(s) into the Title I project in eGrants. To upload form – click on ‘Reporting’ on left side of Title I page Then click on ‘Uploads’ Then click on the ‘Select’ button and navigate to the saved form. Then click on ‘Uploads’ DONE! LEA can now submit the Title I project!

77. Submit the Title I Project All sections in Title I project must have a checkmark in front of them in order to get the “Submit” button. – Click on the Complete Step button (bottom right side of screen). – Click on the Submit button (bottom right side of screen). Status of Title I project changes from “In Process” to “Submitted” Now return to the Consolidated menu screen, by clicking on the Back to Consolidated Application Menu link (top, left side of screen).

78. Title II, Part A Next – Complete the Title IIA Project Click on green checkmark on far right side of the Title II, Part A project to open it. Complete each section of Title IIA Project – Needs Assessment – Assurances – Program Description – Performance Goals – Carryover – Budget After all sections have been completed and have a checkmark in front of them, submit project: – Click on the ‘Complete’ button – Click on the ‘Submit’ button

79. Title III, Limited English Proficient (LEP) Next – Complete the Title III- LEP Project (if applicable) Sections within the Title III, LEP Project: Program Description Evaluation / Assessment Professional Development Parent Involvement Performance Goals Carryover Budget

80. Title III, Immigrant (IMM) Next – Complete the Title III – IMM Project (if applicable) Sections within the Title III, IMM Project: Narrative Performance Goals Carryover Budget

81. Title I, Part D – Delinquent Programs Next – Complete the Title I, Part D Project (if applicable) Sections within the Title I, Part D project: Narrative Performance Goals Delinquent Institutions – Select all institutions your LEA will be serving **Select carefully, some names are very similar – Enter complete data into narrative section for each institution selected Carryover Budget

82. Sign-off on Your Consolidated Application Perform the ‘Authorized Signoff’ – All subprojects must be in ‘Submitted’ status – Click on Contract Signoff (upper left side of Consolidated menu page) – Click on Sign off (on Authorized Sign-off screen) – Click on Generate Report Preview (on Authorized Sign-off Detail screen) – Review info, then check the ‘Acknowledgement’ box

83. Sign-off on Your Consolidated Application (cont.) ―If approved for Electronic Signature (ES) click the ES button. (ES require the Super/CEO to login and sign-off) ―If not approved for ES, click the Printed Signature button. ―Pop-up window appears, click the statements verifying you have read the documents & are authorized to sign the grant agreement. ―Make sure the name and title in the Sign-off box reflect the name and title of your Superintendent/CEO. **If not remove the name/title and enter theirs ―Click the Agree button to complete the sign-off

84. LEA ‘Authorized Representative’ match EdNA Please Note: Signoff/eSignature of ‘Authorized Representative’ (Superintendent, CEO, Executive Director) must match EdNA

85. ‘Submitting’ the Consolidated Application *Cannot submit Consolidated Application (CA) until all subprojects have been submitted. 1)Submit all subprojects 2)Then get ‘Authorized Signoff’ (Cons Menu page)  IF PERSON DOING AUTHORIZED SIGNOFF IS NOT THE AUTHORIZED REPRESENTATIVE:  Remove your name & title from Authorized Signoff box  Enter the name & title of your Authorized Representative Note: Name and Title of Authorized Representative (Superintendent, CEO or Executive Director) entered into this section must match the name that is listed in PDE’s EdNA system.

86. ‘Submitting’ the Consolidated Application (cont.) AFTER the Authorized Signoff has been completed the LEA will be able to submit the Consolidated application: – Click on the Submit button (on bottom right of the Consolidated menu page) – Status of Consolidated Application will turn to ‘Submitted’ and the “Workflow Step will change to ‘Receipt/Verification’.

87. ‘Submitting’ the Consolidated Application (cont.) 3)Submit the Consolidated Application *If your LEA was approved for Electronic signature – YOU ARE DONE!

88. Submitting the Consolidated Application (cont.) If you were NOT approved for Electronic Signature go to numbers 4, 5 and 6 (below) : 4)Print the Signature Page (see Handout) 5)Sign - get Authorized Representative’s signature 6)Mail to the Division of Federal Programs: PA Department of Education 333 Market Street, 7 th floor Division of Federal Programs Harrisburg, PA 17126

89. Printing Your Consolidated Grant Agreement When the consolidated application is submitted, the following documents are generated: Contract Agreement (contains the signature page) Appendix A: Terms and Conditions Appendix C: Payment Terms Note : Appendix B, which contains the full content of all program narratives and budget questions, is generated individually for each subprogram.

90. Printing Documents Select Reporting (above) Narratives must be printed from within the subprojects (e.g. Title I, II, etc.) Below: Choose one of the Reporting options in LEFT column, then choose document to print. When application is CLOSED/COMPLETED documents will be in Final Reporting.

91. Printing Documents When document opens, click on the “floppy disc” icon Open the PDF Print the document

92. Printing Documents Don’t forget to print, complete and upload the FFATA form into your Consolidated Application! *See Handout for how/where to do this

93. If your Consolidated Application is Returned for Corrections: It will require the resubmission (and re- approval) of the consolidated program that was returned. If your LEA does NOT have Electronic Signature your LEA will be required to: – print a new signature page – have it signed by your Superintendent/CEO – mail new signature page to DFP

94. Consolidated Application Program ‘Start Date’ Your program Start Date is the submission date of the Consolidated Application in eGrants. All projects in Consolidated Application will have same start date. Start date can be as soon as July 1, but never sooner. End date is always September 30 th – unless LEA requests “carryover.“

95. Consolidated Application Program ‘Start Date’ (cont.) Sub Approval Letter and Final Award Letter reflect the Program Start Date. Make sure Program Manager and Business Manager are aware of start date. Do not obligate program funds BEFORE program start date! – Single Audit Findings

96. DFP Approval Workflow Steps: Review/Approval steps your Consolidated Application goes via once submitted: – Receipt/Verification – DFP Technical Review – Regional Coordinator Review – Review Administration – DFP Division Chief Review – Legal and Comptroller Review – DFP Approval Complete Final Award Letter

97. Consolidated Amendments and Funding Adjustments

98. Amendments and Funding Adjustments Why & when they occur What LEAs need to do Difference between Amendments and Funding Adjustments

99. Funding Adjustments Why and When? Final Allocations from USDE – changes in state allocation amounts from USDE – original/preliminary allocations are ESTIMATES Adjustments for Charter School (CS) Student s – impact of updated info on CSs & cyber schools – opening or expanding CS in your LEA – or increased enrollment in existing ones Typically occurs in February/March each year

100. Funding Adjustments What LEAs need To Do: Review and Update Title I project – Reservation of Funds: Required set aside amounts – Selection of Schools/Step 4: Adjust ‘building’ amounts – Nonpublic Organization: Nonpublic amounts LEAs must adjust project budgets – Amount budgeted for Indirect Cost may need adjusted due to release of updated rates Narrative may need revised No new signature page needed Submit your Consolidated FA via eGrants ASAP – Funding Adjustments are now Past Due!

101. Funding Adjustments If SD serves Nonpublic (NP) schools: Any increase or decrease to Title I project may affect NP shares: – Parent Involvement – Professional Development – Summer School SD must share information (increase or decrease of Title I funds) with their NP schools. NP share amounts may need to be adjusted in the NP Organization sections.

102. Amendments WHY? – New sub-project added to Consolidated Application WHAT MUST LEA DO? – Complete and submit the new project in eGrants New signed, hard copy IS required Unless eSignature Allocations may change on existing sub-projects

103. Budget Revisions

104. Recommended to wait until all funds are expended Necessary if.... – Any function code “total” increased MORE than 20% compared to the last approved summary budget or….. – A transfer of funds is to be made to a previously unbudgeted category – Any changes to “Equipment” (700-Property)

105. Budget Revisions Refer to Step-by-step instructions which will be sent to you by your AT soon! Make sure you are in the Amendment/FA Subproject must be in ‘Completed’ status If project status is ‘Closed,’ contact technician at DFP to change to ‘Completed’

106. Final Expenditure Reports

107. Closes out your projects (in eGrants & FAI) Releases remaining funds to LEA To create a FER in eGrants : – Project status must be ‘Completed’ – Make sure you are in the correct year in eGrants – Make sure you are in the Amendment/FA, not in the original – Enter project expenditures – Submit FER Send email to your AT to let them know its been submitted Submit as soon as all program funds have been obligated, but NLT 30 days after project End Date (9/30) ***Late submission of FERs will add points to your LEA’s Risk Assessment!

108. Final Expenditure Report - CONFUSION - This is the most confusing area of the FER. You may disregard the top part of the chart (Object Codes). If Function Code change is 20% or greater AND the change amount is (negative) you do NOT need a budget revision. If Function Code change is 20% or greater AND the change amount is increase you need a budget revision.

109. OLD Final Expenditure Reports OLD FERs need to be cleaned up ASAP -We do not know how much longer the OLD eGrants system will be active for completing these -These would include 2012-13 projects and older LEA should check FAI for any FINAL DUE LEA should check eGrants to make sure FER is SUBMITTED - If the FER is IN PROCESS, please complete prior to contacting DFP

110. OLD Final Expenditure Reports  SEND EMAIL to your Admin Tech (AT) at DFP with list of FERs that have been submitted in eGrants  AT will review and forward to Comptroller to close account on FAI o Status on FAI will change to CLOSED and then finally DORMANT meaning all reports were filed and all funds disbursed. This takes 2-3 weeks from the time the AT reviews and closes in eGrants.  If FAI still shows Final Due after 30 days, you may email AT to check on review status

111. Quarterly Reports (Reconciliation of Cash on Hand) The Quarterly Report (QR) tracks LEA expenditures and cash payments. QRs should reflect account status through end of quarter An LEA may not have more cash on hand than obligations. The Federal Cash Management Act prohibits LEAs from drawing down more funds than what their obligations warrant.

112. Quarterly Reports (Reconciliation of Cash on Hand) Due no later than the 10th working day following the quarter just ended – January, April, July & October LEAs should begin filing QRs the first quarter after payments begin. – Must receive $$ before submitting a QR QRs not submitted in a timely manner: – could result in monthly program payments being suspended until the outstanding report is submitted ***Late submission of QRs will add points to your LEA’s Risk Assessment!

113. Quarterly Reports (Reconciliation of Cash on Hand) LEA completes & submits Quarterly Reports via the ED Hub Web Portal / FAI system The Division of Federal Programs does not handle QRs How to find FAI on PDE’s website: – Go to: www.education.pa.gov – Click on “PDE Online Services” (bottom, left corner) – Click on “Access my PDE Suite” Questions regarding your QR: – Contact the Comptroller’s Office at: ra-faiecs@pa.gov

114. Single Audit Findings In order to avoid possible Single Audit Findings: – Be sure to request Carryover, if needed (if entire project allocation not drawn down by Sept 30 th ) – Be sure to request Title I Carryover Waiver, if needed (if over 15%) – Be sure Final Expenditure Reports and Quarterly Reports are accurate and filed in a timely fashion Be sure project funds are NOT obligated before start date!

115. Common Issues for Return of Consolidated Application (Recap): Authorized Representative’s name and title not correct in Authorized Signoff section in eGrants ‘Signature’ on hard copy of Consolidated Agreement does not match name of Authorized Representative and title in EdNA Reservation of Funds set-asides are not in the correct functions on budget Selection of Schools remaining balance is over $100 or negative Selection of Schools/Step 5 does not match non- public shares in NP Organization sections Allocation not fully budgeted or it’s over-budgeted

116. EdNA *Educational Names and Addresses* http://www.edna.ed.state.pa.us/Screens/wfSearchEntity.aspx ** If your LEA will be having any changes to any of the following – it must be updated in EdNA: Chief School Administrator changes – Important for letters from PDE School building names and addresses – Affects selection of schools in Title I project School configurations – Opening or closing of a school, changing the grade spans – Must be done during June to August

117. EdNA – Updating Your LEAs Info There are different contacts, depending on what the LEA needs to update : Updates that LEAs cannot make on their own and need PDE Approval: – School Reconfigurations ra-school-configs@pa.gov – Chief School Administrators & Commissioned Officers RA-PDE-SchoolService@pa.gov

118. EdNA – Updating Your LEAs Info (cont.) Updates that LEAs can make on their own (and are responsible to do so): Principals Business Managers Address Phone number Email address For help with these kinds of EdNA changes: email: ra-edna-admin@state.pa.us call (717) 787-2644

119. REMINDER! Have your User Administrator update your roles in the eGrants system. All roles expire after one year. – Check yours now

120. Please Note: Per PDE’s Legal Office: - Advanced payment requests are going to be questioned from now on. - There shouldn’t be any reason why a district or charter would need advanced pay if/when they get their application submitted on time. - Specifically districts that are in financial distress and do not have an approved application yet.

121. QUESTIONS?