1. Title I Technical Assistance Training Federal and State Programs

2. Welcome Introductions Materials and Handouts Title I Contacts (Yellow folder) Contact List SINI Chart Allowable Expenses Title I Food Purchase Audit Compliance Checklist Title I Travel Audit Compliance Checklist Title I Field Trip Audit Compliance Checklist Tutorial Guidelines Components Checklist Elements Checklist FY12 Audit Checklist by Folder FY12 Title I Grant Compliance by Month FY12 September Electronic Checklist Title I Contact Handbook 2

3. Treasurers (Blue folder) Contact List Sample Funding Strip FY12 Accounts and Functions FY12 Account Information Allowable Expenses Title I Food Purchase Audit Compliance Checklist Title I Travel Audit Compliance Checklist Title I Field Trip Audit Compliance Checklist Title I Order Requisition Checklist Budget Transaction Report Assets Codes Title I Treasurer/Payroll Contact Handbook Payroll Contacts (Red folder) Contact List Job Codes FY12 Fringe Benefits Schedule Tutoring Guidelines Title I Treasurer/Payroll Contact Handbook 3

4. Goal of Title I To help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments 4

5. Benefits of Title I Additional funding to supplement the existing curriculum Parent involvement Highly qualified staff Staff development Adequate Yearly Progress (AYP) 5

6. Title I Eligibility Based on number of students who qualify for free or reduced priced meals, ages 5-17 Percentages posted on School Food Services website http://www.palmbeachschools.org/sfs/reports/Title1.pdf http://www.palmbeachschools.org/sfs/reports/Title1.pdf “Date Certain” (FY13 - December 22, 2011) Schools ranked by percentage Academic Leadership Team sets Title I cutoff FY12 eligibility set at 49.5% 6

7. Schoolwide Programs All Palm Beach County Title I schools are schoolwide programs Serve all students in the school, but require special focus for lowest achieving students All staff, resources, and classes are part of the overall schoolwide program 7

8. Adequate Yearly Progress AYP Targets for FY12 Reading - 86% of students need to score at level 3 and above Math - 86% of students need to score at level 3 and above 8

9. SINI Schools If a school does not make AYP for two consecutive years, in the same subject area, the school will be classified as a School In Need of Improvement (SINI). 9

10. Responsibilities of Title I Schools Adhere to Federal Requirements Document compliances Manage budget in accordance with SIP/SWP Close the Achievement Gap Recommendation Create a Title I school team consisting of key personnel 10

11. Changes to Support Services Provide budget information and updates Offer technical assistance and training for Area Offices Participate in monthly Area Staff Meetings to impart information to Title I Principals Collaborate with Area Directors Meet with Title I Contacts in small groups with similar needs Monitor SIP and align budgets Hold budget conferences with schools Approve budgets and requisitions Monitor scanned and submitted documentation Visiting school activities for compliance (e.g. Annual Meeting, AYP Meetings, etc.) 11

12. FY12 Budgets Step 1 – School submits Title I Planning Tool in May for approval 12

13. FY12 Budgets Step 2 – Budget is uploaded into PeopleSoft in June 13

14. FY12 Budgets Step 3 – School documents budget in SIP by September 14

15. FY12 Budgets Step 4 – Once the plan is approved by Title I, any changes to the budget must be approved by SAC and revised in the SIP template Recommendation Print approved SIP Final Budget to review when submitting budget transfers and requisitions 15

16. Title I Funds Title I (Part A Basic) – Fund 4201 closes June 30, 2012 Stimulus Grant (ARRA) – Fund 4920, closes Sept. 30, 2011 School Improvement Grant (SIG) – Fund 4215 or Fund 4216 Sanction (Corrective Action) – Fund 4214 16

17. Title I supports seven types of functions: Function 5150 – Instructional Function 6152 – Family Involvement Function 6402 – Staff Development Function 6202 – Media Center Function 6501 – Technology Instruction Function 7802 – Student Transportation for Tutorial Function 7803 – Student Transportation for Field Trips How will the money be used? What is the function? Functions 17 Functions

18. Minimum Requirements a.k.a Set Asides All Title I schools must expend their Parent Involvement allocation in function 6152 All schools must utilize their Title I allocation on professional development activities that address the subgroup(s) that did not make AYP in function 6402 18

19. Functions and Accounts Using incorrect functions and accounts will slow processing down and may result in denial of request. 19

20. Now It Is Your Turn… Function Junction 20

21. FY12 Title I Allowable Expenditures Supplemental salary positions Classroom/resource teachers HQ paraprofessionals Community Language Facilitator Tutorial programs - beyond regular day Extra periods for secondary teachers Subs for release time to attend PD Part-time for collaborative work Technology Computers/mimeo pads Printers Document cameras SMART boards Projectors Software (i.e. Reading Plus) Online instructional websites Zip drives Supplemental supplies Classroom libraries Learning centers Readers/Writers Workshop materials Calculators/math manipulatives Headphones/microphones Lab consumable materials Laminating film Paper for classroom use Ink for classroom use Parent resource center Food for parent trainings Postage for parent mailings Book study Coach supplies Training supplies PD Webinars 21

22. FY12 Title I Unacceptable Expenditures Secretary, office assistant, attendance clerk School police officer, security guard, school police aide Clinic aide, school nurse, clinic supplies Custodian, custodial supplies Cafeteria worker, cafeteria supplies Administrative personnel and costs (i.e. grade books, office computers, and toner) ESE and ELL coordinators, ESE forms and tests Behavioral Intervention Assistant (BIA) Incentives and rewards Marketing items such as brochures, banners, and flags Memberships for professional organizations Field trips for entertainment Food items (unless purchased for parent trainings) 22

23. Reminders Title I allocations not used by the end of the fiscal year are returned to the District Title I allocations generated during a specific fiscal year must be utilized during that fiscal year Recommended that purchases be made by December 22, 2011 23

24. Criteria for Food Purchases for Title I Family Involvement Trainings Training must be tied to curriculum such as enhancing literacy or math and teach parents ways they can assist their children at home Not part of the School Advisory Council, PTA, or other committee meetings Reasonable in cost and type of food 24

25. Criteria for Food Purchases for Title I Family Involvement Trainings Be identified in the school’s Family Involvement Policy/Plan as a means of encouraging or expanding family involvement Absolutely no food expenditures will be allowed for faculty or student events Contact your Title I Specialist to get clarification before incurring expenses 25

26. Title I Food Purchase Audit Compliance Checklist 26

27. Travel Conferences/workshops must be documented in your SIP/SWP Out-of-County travel must be approved by Area Superintendent (account 533600) Out-of-State travel must be approved by CAO (account 533620) No charges should be incurred prior to approval 27

28. Title I Travel Audit Compliance Checklist 28

29. Field Trips All field trips must relate to the needs outlined in the SIP All field trips must have a direct tie to the core content areas of reading, writing, mathematics, or science in efforts to improve AYP results in those areas Title I field trips may not be used as incentives or rewards Field trip costs should be reasonable Resort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into play Title I funds cannot cover expenses for parents or chaperones 29

30. Title I Field Trip Audit Compliance Checklist 30

31. Title I funds may only be used to support strategies included in your SIP/SWP Budget transfers are created in PeopleSoft Be sure to “notify” your budget manager by email Transfers are processed by Title I budget managers Budget Transfers 31

32. Budget Transfers You can access the budget transfer form on PS Go to Financials FNPRD Commitment Control Budget Journals Enter Budget Transfer ADD 32

33. Budget Transfers Under Budget Header, four sections must be completed 1. Ledger Group, click the magnify glass and click DETAIL 33

34. Budget Transfers 2. Budget Entry Type, choose Transfer Adjustment 34

35. Budget Transfers 3.Parent Budget Entry Type, choose Transfer Adjustment 35

36. Budget Transfers 4.In the Long Description, type in your school number and initials followed by a detailed justification for the changes 36

37. Budget Transfers Click the SAVE button before going to second tab, Budget Lines. Please note Journal ID, this is to track the budget transfer 37

38. Budget Transfers To complete the Budget Lines enter your Title I funding strip: Budget Period, Dept, Fund, Function, Account, Program, Bud Mgr, Local Code, Award Year, and Amount 38

39. Budget Transfers Enter all decreases (-) first and then the increases (+) Total debits and total credits columns must equal each other for processing Click Save 39

40. It is normal to receive a “security error” message If any other error messages appear, double check your funds and entries Notify your Title I budget manager: Click on Notify button at the bottom of the transfer A Send Notification page will appear Click on Look Up Recipient and type in your Title I Budget managers name Click Search 40 Budget Transfers

41. How to NOTIFY your budget manager in PeopleSoft After creating your transfer, press the NOTIFY button, then press the “Look up Recipient” link. 41

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43. BTs Involving Salaries Every salary has benefits associated with it Benefits sit in a different account line than the salary Benefits are budgeted in two accounts: 521000 and 521500 Regular salary benefits are in 521000 Temporary salary benefits are in 521500 (Part-time, stipends, extra duty days, subs, etc.) Use the Benefit Calculators to assist youBenefit Calculators 43

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45. Justify Your BT Now It Is Your Turn… 45

46. 1234 AB - Paper for teachers Justify Your BT 46 1234 AB – Paper for learning centers and instruction 8794 - Deliver to Main Office 8794 LC – Ink for classroom printers for students use For Mrs. Smith’s room – 205 5423 BE – Math manipulatives for grade 2 instruction AB - Laptops 8542 RB – Laptop for parent resource room for training Batteries 6485 TM – Batteries for calculators and listening center player

47. Requisitions Confirming POs are typically not allowed Indicate a justification for the expenditures (i.e. materials for parent workshop; Science lab materials-8th Grade) Do not split fund items on a requisition with any other fund Check budget before saving and submitting a requisition to your principal After your principal’s approval, all requisitions are automatically routed to your Title I budget manager 47

48. Requisitions Requisitions pre-encumber expenses Purchase orders encumber expenses Warehouse requisitions are not receipted Track your requisition’s progress via eProcurement, Manage Reqs. 48

49. P Card Procedures Only Title I acceptable expenditures can be reconciled to Title I All charges will be reviewed by your Title I Specialist Documentation may be required for some purchases Copies of receipts for any non-educational companies (i.e. Wal-Mart) will need to be faxed to Title I Approved TDEs will need to be faxed to Title I for travel charges Reconciliations will be reversed if documentation is not received by requested deadline 49

50. Property and Equipment All unit items costing $250.00 through $999.99 must be labeled as Title I A running list of these items must be maintained throughout the year (Template on NCLB website)Template on NCLB website All items costing $1,000.00 or more must be labeled with a white Property Records Tag An accurate inventory of your equipment is essential 50

51. Miscellaneous Payments Miscellaneous Payment Requests are used for reimbursement to employees or internal accounts Use OmniForm PBSD 1275 Verify funds are available in the budget line 51

52. Journal Entries Journal entries are required when non-allowable expenses are charged to Title I, or when charged to an incorrect function or account It is the responsibility of the school to complete the required journal entry documentation and forward it to their Title I Specialist Journal Request template is available on the department website 52

53. Position Status Report (PSR) Monitor the Position Status Report to verify that appropriate staff is being paid from Title I funds 53

54. PSR – Employee Record 54

55. Creating a Position Verify position(s) is documented in SIP/SWP. Submit budget transfer to set up salary and benefits. In the Long Description include: —School name —Job code —Effective start date —Full or part-time position —In-system or out-of-system employee After confirmation from your budget analyst that position is set up, complete a Job Action Request for each person moving into the position(s). Check Position Status Report to verify person(s) has been placed in the correct position and correct combo code is assigned to the position. All positions must be in the SIP/SWP Be sure to use an appropriate job code when setting up the position 55

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57. Combo Codes All salaries are tied to a combo code The school is responsible for verifying that the combo code is linked to the correct account The school is responsible for substitute costs for Title I funded teachers 57

58. Sample Combo Codes 9999-PRT4201-6402-6559-12 1234-SUB4201-5150-6559-12 5555-AID4201-6152-6559-12 58

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60. Stipends vs. Part-time In-system (PRT) Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is 6402. The rate is $20.44 for teachers. PRT is used to pay tutors (5150), trainers (6402), temp parent liaisons (6152), etc. Miscellaneous Employee Payment (OmniForm 1767) is only used for non-instructional payroll and staff not assigned to your school 60

61. Job Action Requests All Job Action Request (JAR) are processed through HR Before submiting JARs, contact Ernesto Lontoc to verify HQ status (PX 48037 or 434-8037) In the Comment Section, include content area that the teacher/tutor will be teaching Only HQ teachers/personnel will be placed in tutoring positions 61

62. Highly Qualified Personnel All teachers of core content areas are to be highly qualified before they are hired All paraprofessionals providing instructional support must be highly qualified, such as those who assist with classroom management, provide instructional assistance in a computer lab or media center, or provide instructional support services Non-instructional staff who are not highly qualified cannot work in a tutoring program (i.e. Media Clerk) 62

63. Tutoring Guidelines Tutorial payments are paid using temporary job screens Teacher rate is $20.44 an hour Non-instructional staff earn their regular hourly rate Contact budget analyst for a bucket position (provide funding strip, job code, effective date, and headcount) Complete a Job Action Request for all employees ONLY HQ teachers will be placed in tutoring positions Teachers may be paid for 15 minutes of planning time for every hour of tutoring. 63

64. Tutoring Guidelines Tutorial documentation should be ordered by teacher sign-in/out, student attendance, and lesson plans and submitted weekly for approval. Payroll should not be entered in PeopleSoft until appropriate documentation is signed off by the tutorial administrator or lead teacher. One-on-one tutoring is not allowed. A minimum of 5 students should be in a tutoring session. If no students are in attendance, tutors may be paid up to 15 minutes wait time. Tutors may not be paid for the entire scheduled tutorial session without students present. Tutors may not tutor students who are assigned to them during regular contracted time for the same content area. For example, an Algebra I teacher may not tutor students in Algebra from his/her 2 nd period and receive pay. This creates a conflict of interest. 64

65. Tutoring Tools Individual Time Sheet Individual Time Sheet with Make-up Hours Student Attendance Sign-in School Sign-In Time Sheet Title I Tutorial Budget Planner Track Hours for Tutorial Program Title I Tutorial Monitoring Checklist 65

66. Conclusion Questions Evaluation Thank you for your attention 66