1. Time Reporting Documentation
Presented by José A. Jarquín
Specialist, Federal and State Education Programs
August 2017

2. Objectives
Explain why categorical funded employees need to complete specific time reporting documents
Define Single Cost Objective
Practice completing time reporting documents for categorically funded employees
Explore some scenarios
The objectives for today are:
Explain why Title I funded employees need to complete special time reporting documents.
Define Single Cost Objective.
Practice completing time reporting documents for Title I funded employees.

3. Federal and State Regulations
Policy (Why?)
Federal and State Regulations
Time Reporting Documentation
Periodic Certification
Blanket Periodic Certification
Multi-funded Time Report (MFTR)
Training or Occasional Assignment
Federal and State regulations require time and effort documentation, in addition to time cards, for all personnel who receive any payment (compensation) from federal funds or from state categorical funds. This documentation will vary depending upon the funding source(s) or nature of the job duties. Payroll time reporting must reflect actual hours worked on each program as indicated in the time and effort certification documentation.

4. BUL Guidelines
Determining Required Time and Effort Documentation
Determining Affected Employees
Completing Time and Effort Certification Forms
Payroll adjustments
Retention of Documentation
Monitoring Compliance
BUL explains guidelines 1-6. Following these guidelines demonstrates that the school has systems in place and reduces the possibility of audit findings in Title I.

5. BUL- 2643.8 Attachments Time Reporting Documentation Matrix
Description AI
Time Reporting Documentation Matrix A2
Time Reporting Documentation Matrix for Other Pay Types B
Periodic Certification C
Blanket Periodic Certification D
Multi-funded Time Report E
Do’s and Don’t F
Request for Pre-Approval to Work Overtime G
Training or Occasional Assignment H
Administrator Assurances I
LD Administrator Assurances
The same document, BUL , has attachments A-I. Let’s go ahead and take a look at the bulletin to identify each attachment.

6. What is a Single Cost Objective (SCO)?
A cost that you need to track and account for
That can be…
A program…Title I
An activity within a program…Parent Involvement
A function tied to a program…Administration
Or possibly…
An activity funded with multiple funding sources
Attachment A1 makes reference to Single Cost Objective, but a SCO is a cost that you need to track and account for. For instance, the Title I Program is considered a Single Cost Objective that’s why a Categorical Program Advisor 100% Title I funded only needs to complete a Periodic Certification (Attachment B). Also, Parent Involvement is a SCO that’s why a Community Representative 100% Title I funded needs to complete a Periodic Certification (Attachment B). Administration of the Title I Program is a function of the program that’s why a Local District Title I Coordinator 100% Title I funded needs to complete a Periodic Certification (Attachment B). An activity funded with multiple funding sources may be considered a Single Cost Objective when both the service(s) being performed and the population(s) being served are allowable under any of the programs supporting the cost objective.

7. What is a SCO? (cont.)
Programs consolidated under the Single Plan for Student Achievement (SPSA) under the Schoolwide Program (SWP) (see Funding Allocated to School page on SPSA online platform)
So how do you know if the multi-funded employees at your school site are considered Single Cost Objective? When you log on to the SPSA online platform, click the Funding Allocated to School page to see the funding sources, that when combined to fund positions, those positions are considered Single Cost Objective or School Wide Program (SWP). With this in mind, I will present different scenarios to you and you will used BUL to complete the proper documentation.

8. Retention of Documentation (5 years)
Principal must know where the documents are kept
Time Keeper retains the documents
Program Coordinator
Have documents available for audit purposes

9. Periodic Certification
Program: Title I
Code: 7S046
School: Pacoima MS
SY Scenario:
Ms. Polk, a100% Title I funded Math Coach worked the first semester at this site.
Guided Practice:
Use the information given to complete the Periodic Certification for this employee.

10. Blanket Periodic Certification
Programs: Title I and Title III
Code: 7S046 and 7T197
School: Belmont SH
SY Scenario:
4 Class Size Reduction teachers (Ms. A, Mr. B, Ms. C, and Mr. D) 100% funded out of Title I
2 Instructional Coaches (Ms. O and Mr. Q) 100% funded out of Title III.
All six employees worked for the entire first semester at this site.
Activity:
Use the information provided to complete the Blanket Periodic Certification (s) for these employees.

11. Training or Occasional Assignment
Program: Title I
Code: 7S046
School: Elizabeth LC
Dates: September 6, 7, 13 and 14
Time: 2:40 pm – 3:40 pm
All four employees worked on the same dates and hours, but different activities.
SY Scenario:
Ms. R attended PD
Mr. W did lesson planning
Mrs. B provided math tutoring
Mr. Z trained parents
Activity:
Use the information provided to complete the Training or Occasional Assignment form.

12. MFTR Activity Programs: Title I and General Fund Code: 7S046 and 10183
School: Alta Loma
SY Scenario:
Ms. Lee is a 6-hour Instructional Coach with a differential (1 extra hour daily). Both, the position and the differential, are funded 50% from Title I and 50% from General Fund.
Activity:
Use the information provided to complete the Multi-funded Time Report for the month of November

13. Date
Program Name and Code
Capture the entire work day and activities
Activities

14. Specialist, Federal and State Education Programs
Summary
Federal and State regulations require time reporting documentation for all personnel who receive any payment from federal funds or from state categorical funds
Following the guidelines in BUL will help prevent findings during audits
A Single Cost Objective is a cost that you need to track (a program, an activity within a program, a function, or an activity funded with multiple funding sources)
Use a Periodic Certification, a Blanket Periodic Certification or Training or Occasional Assignment attachments for positions considered Single Cost Objective
Use a Multi-funded Time Report for positions not considered Single Cost Objective
Contact your Local District Title I Coordinator if you have any questions
José A. Jarquín
Specialist, Federal and State Education Programs