1. Construction, Remodeling, Equipment and Vehicle Purchase Approval Jill Bemis MASBO Institute February 23, 2016 “Leading for educational excellence and equity. Every day for every one.”

2. Prior Approval Required Uniform Grant Guidance Title 2, Subtitle A, Chapter II, Part 200 §200.313 Equipment §200.407 Prior written approval §200.439 Equipment and other capital expenditures education.state.mn.us 2

3. Construction and Remodeling Funding Requests Written request signed by: Superintendent/Executive Director Director of Special Education Documentation must include: Where the remodeling or construction is to occur and what specific district building or space is going to be built. Purpose of the project. How the completed construction/remodeling will benefit students with disabilities. education.state.mn.us 3

4. Construction and Remodeling Funding Requests (2) Documentation must include (continued): Identify which funds will be used. Provide the fiscal year in which the funds will be obligated. Provide the name of the construction company. Provide the itemized estimate from the builders. Estimate the total cost of the project. Provide the estimated start and finish date. education.state.mn.us 4

5. Equipment Purchase Requests Written request signed by: Superintendent/Executive Director Director of Special Education Documentation must include: Description of the equipment. Purpose of the equipment. Identify which funds will be used. Provide the fiscal year in which the funds will be obligated. education.state.mn.us 5

6. Equipment Purchase Requests (2) Documentation must include (continued): In the absence of special education would this cost exist? Is this cost also generated by students without disabilities? Is this a child specific requirement documented in the child’s IEP? Will this equipment expand and enhance the instruction of students with disabilities? education.state.mn.us 6

7. Vehicle Purchase Requests Written request signed by: Superintendent/Executive Director Director of Special Education Documentation must include: All purposes and functions of the vehicle. Identify which funds and the percentage for each funds to be used. Provide the fiscal year in which the funds will be obligated. education.state.mn.us 7

8. Vehicles Purchase Requests (2) Documentation must include (continued): Vehicle year, make and model. Name of the dealership or seller. Cost estimate or quote. VIN number of the vehicle. education.state.mn.us 8

9. District-Owed School Bus Transaction Forms Reporting http://education.state.mn.us/MDE/SchSup/SchFi n/Trans/Reporting/index.htmhttp://education.state.mn.us/MDE/SchSup/SchFi n/Trans/Reporting/index.htm MDE website (http://education.state.mn.us/MDE/index.html)MDE website –School Support –School Finance –Transportation –Reporting education.state.mn.us 9

10. System Edits UFARS Object Codes –520 - Building Acquisition or Construction –548 - Pupil Transportation Vehicles EDRS Service Codes –N - Construction and Remodeling –Q - Equipment for Pupil Transportation Services education.state.mn.us 10

11. Error Message PRIOR APPROVAL REQUIRED by emailing the special education funding and data team at mde.spedfunding@state.mn.us mde.spedfunding@state.mn.us Provide: –Data year –District number –District type –Line number education.state.mn.us 11

12. MDE Contact for Construction, Remodeling, Equipment and Vehicle Purchase Primary Contact: Jill Bemis Email: jill.bemis@state.mn.usjill.bemis@state.mn.us Phone: 651-582-8408 Secondary Contact: Email: mde.spedfunding@state.mn.usmde.spedfunding@state.mn.us education.state.mn.us 12