1. Budget Highlights

2. Title I Allocations
Allocation letters are tentatively scheduled to be ed to principals on March 15 at 5 p.m.
There is an expectation that Title I allocations may be lower than last year. Schools should prioritize.

3. 2017-2018 Title I Allocations 7S046 65% - above - $569 ($113 less)

4. Online Single Plan for Student Achievement (SPSA)
School’s budget must be aligned to the SPSA otherwise the SPSA will not be approved.
In writing the SPSA, the school will need to be as accurate as possible when listing cost of expenditure.
Cost of the expenditure must be listed with the strategy.
Any changes to the SPSA will now be made in the online SPSA using the online SPSA Modification even if it does not require a budget adjustment.

5. Sample SPSA Page

6. Sample SPSA Page

7. Sample SPSA Page

8. Sample SPSA Page

9. Budget Planning Flowchart
Make a full page handout
James’ new chart 2/21/17

10. 2017-2018 Program and Budget Handbook Changes
In order to access pertinent information quicker:
- Program and Budget Guidelines
- Budget-At-A-Glance
- Budget Terms
have all been moved to the front of the book.

11. Curricular Trips Booked through the Transportation Branch
The Title I Office will be an additional reviewer of curricular trips that are booked through the Transportation Services Division.
As with all Title I curricular trips, the destination must be specifically described in the SPSA for the determination of allowability. Please plan accordingly for the additional approval process to ensure that there is enough time for booking your trip.
In addition, because of audit issues, schools cannot book Title I curricular trips in the month of June if using the District’s Transportation Branch.

12. Curricular Buses through Charter Bus Companies
When using a District-approved charter bus company, schools must book the trip using a Purchase Order, P-Card (new) or Imprest Account prior to May 5.
The direct link to the list of approved charter bus companies is:
The new restriction is due to a recent audit that identified an issue with June curricular trips that were booked through the District Transportation Services Division because the charges occurred the following month—after the school year. Title I funds do not carryover from one year to the next and, as a result of the issue, a number of schools had overdrafts and were required to use their general funds to cover these charges.

13. Disposal of Equipment
A Disposal of Equipment form for any categorical equipment listed on the school’s CEI that is reported as stolen or salvaged must be completed within 30 days of knowledge of theft or 30 days of being salvaged.
The form must be submitted to the FSEP Office via at

14. EL Coach
This is a new supplemental position to address the linguistic and academic needs of English Learners.
If a school would like to utilize their Title III funds, the school can purchase the EL Coach but not the EL/SEL Coach. This is a direct service position.
The only exception to the 50% minimum FTE is an EL Coach. SWP schools that receive Title III funds can combine their Title I and Title III funds to make up the 50% with the minimum FTE being (e.g., to pay the minimum of 0.5 of a position, Title III contributes 20% and Title I contributes 30%) 

15. Entertainment and Title I
Based on the Education Department General Administrative Regulations (EDGAR), 2CFR Part 200 Section ,
- costs of entertainment including amusement,
diversion, and social activities and any
associated costs are unallowable with federal
funds (including Title I)
Based on this year’s FPM Review, Curricular Trips and Contracts that fall in the “gray” area between entertainment and instructional have been cited for repayment by the CDE Fiscal Reviewers.
“If in doubt, fund with general funds”
Caution on: Arts Contracts and Field Trips

16. Maintenance and Rental of Copier Equipment
Title I schools wanting to budget maintenance of equipment and rental of equipment costs using Title I funds must budget this as a multi-funded cost attributing no more than 50% to Title I.
The following are the commitment items for copying charges:
Non Instructional Contracts (Toshiba Contracts) – Commitment Item #580002
Maintenance of Equipment (Other than Toshiba) – Commitment Item #560006
Rental of Equipment (Other than Toshiba) – Commitment Item #560011

17. Mileage
Mileage reimbursement is for school employees who participate in Title I program activities such as Title I funded workshops or Title I meetings. The purpose and need for mileage must be specifically described in the SPSA.
Mileage for Itinerants are paid centrally and not from the school’s Title I funds.

18. Teacher Release Day/Hours
Since time is reported as hours and not by day, schools can use this expenditure to release teachers for part of the day.
Applicable for secondary schools who only want to release teachers for two hours.

19. Teaching Assistants
Teacher Assistants: provides services under the direct supervision of a credentialed classroom teacher. The TA is budgeted per the number of hours, the number of days and the percent funded. If a school needs to multi-fund the position, please see the restrictions below:
1-hour and 2-hour positions must be 100% funded (cannot multi-fund)
3-hour and above positions can be multi-funded 50% or 100%

20. Telephone Expenses Reminder: Postage is not allowed
New name and budget item: Phone Expenses – Title I Office/Parent (PHONEEXP-TIOFC/PRNT) - #50254

21. Changes to Estimated Rate Sheets

22. Title III
References to 7S176 have been removed. The new program code is 7T197.
The Title III funds have been allocated to Local Districts who will make the decision of how these funds will be distributed.

23. REMINDERS

24. Conference Attendance
Schools cannot use this year’s Title I funds to pay for a conference that will be occurring in the new school year (July – August).
Options:
1) Use their own general funds to pay for the conference
2) Use Imprest to pay registration, don’t submit Imprest
reimbursement to Title I until after the conference. Include
submission of the invoice and the current year’s SPSA page
where the conference is described and budgeted.
3) Wait until the new year's Title I funds are available in
July to pay for the conference but that may be too
late. Again, the conference needs to be described in
the new year's SPSA.
Please plan accordingly

25. P-Card Expansion
Currently, Admission Fees, Registration Fees, Supplemental Instructional Materials are the only items that schools can use Title I funds to reconcile with a P-Card.
Beginning in , the following items will be added:
Software License Maintenance
Curricular Trips - Buses

26. Software Licenses
Time period for the contract (invoice) should be from July – June for the school year in which you are budgeting.
If your licenses end in the middle of the school year, contact the vendor to adjust the invoice to end on June 30 and submit a new invoice once the new year school year begins.

27. Restricted Items
Capitalized Equipment (equipment costing $5000 or more) – requires getting approval from Central Office and California Department of Education
Prof Expert – requires approval from the Freeze Committee

28. Purchasing Deadlines for Title I
Remember May 5
For technology equipment and software licenses - must be received by May 5 of the current year
All other purchases including warehouse orders – must be ordered by May 5
Imprest Claim Reimbursement Request – must be received by FSEP on or before May 5
P-Card and T-Card purchases – must be purchased by May 5

29. Goods Receipt:
Goods receipt for all expenditures including Title I must be processed in SAP on or by June 30, 2017 otherwise, it will be considered a disallowed expenditure for the following fiscal year and schools will be required to payback with general funds

30. Control Sheets
Because many schools are found to have overdrafts in their Title I budget and they are required to payback Title I with their general funds, we highly recommend that schools maintain control sheets to keep track of their funds.
Check with your fiscal specialist for control sheet templates.

31. Example of a Control Sheet

32. Thank You