1. Beginning of the School Year:
School Year CTE Financial Management Update for Administrators
Beginning of the School Year:
Financial Information, Reimbursements, and Reports
September 14, 2017

2. Agenda Federal Perkins Funds 2016-2017 Grant Award Funding Close-out
Grant Award Funding Allocation
State CTE Funds
State Equipment
Industry Certification Examinations
Workplace Readiness Skills Examinations
Information Technology Industry Certifications
Occupational Preparation and CTE Adult Education Program Entitlements
Competitive Innovative Program Grants
Local CTE Funds

3. 2016-2017 Perkins Funding Close-out
Reimbursement request for Perkins expenditures must be submitted via OMEGA by midnight September 30, 2017.
Reimbursement request must be based on expenditures between July 1, 2016, and June 30, 2017.
The school division will forfeit any remaining balance after midnight September 30, 2017, and may not be eligible for the reallocation of funds.
Perkins allocation Supts. Memo #079-16

4. CTE Federal Perkins Funding
Carl D. Perkins Career and Technical Education Act of 2006
SY Title I Federal Perkins Funds
$24,430,766 Grant Award
Overall 1.71 percent funding increase ($411,143) from SY

5. Perkins Title I Federal Funding Formula
85 percent for Local Programs (Secondary and Postsecondary Education)
10 percent for State Leadership Activities
5 percent for State Administration

6. Perkins Title I Allocation of Local Program Funds
85 percent for Secondary Education (Virginia Public School Divisions)
15 percent for Postsecondary Education (Virginia Community Colleges)

7. School division allocations based on:
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
School division allocations based on:
Number of individuals ages 5 – 17 who reside in the school division: Source - National Center for Education Statistics Common Core Data SY
Number of individuals ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau SY Poverty Data

8. School Division Funds Allocation Formula:
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
School Division Funds Allocation Formula:
30 percent funding based on the number of 5- to 17-year-olds who reside in the school division.
70 percent funding based on the number of 5- to 17-year-olds in families below the poverty line, based on data collected under the Elementary and Secondary Education Act (ESEA) of 1965, compared to the total number of such individuals who reside in the school division.

9. SUPTS. MEMO NO. 178-17 issued June 16, 2017
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
SUPTS. MEMO NO issued June 16, 2017
SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2017, through June 30, 2018
$17,651, Secondary Education Programs funding for school divisions
$297, funding increase from SY

10. CTE Federal Perkins Act Funds Title I: July 1, 2017 – June 30, 2018
SY Perkins Secondary Program Funds
Online Management of Education Grant Awards (OMEGA) System
Initial 29.6 percent Yearly Allocation loaded in OMEGA under Object Code 0000 – Default on July 1, 2017
Remaining 70.4 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1, 2017

11. Expenditure Requirements for Perkins Secondary Program Funds:
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
Expenditure Requirements for Perkins Secondary Program Funds:
Must have an approved local plan and budget
Must be actual SY 2017–2018 expenditures
Must be encumbered by June 30, 2018
Must be appropriate use of federal funds to improve CTE programs based on required and permissive local uses of funds

12. CTSO Use of Perkins Funds
Perkins funds may only be used for CTSO activities that support participation of students who are determined to be eligible members of special populations and participants of non-traditional fields. Such use of Perkins funds may go toward CTSO registration, transportation, lodging, and meals at CTSO regional, state, and national conferences.
Perkins funds may be used to support one teacher/advisor per school, per organization, per event, accompanying eligible members of special populations to CTSO sponsored leadership and competitive events programs.
Source: CTE Director’s Memo , January 9, 2015: Use of Perkins Federal Funds for Career and Technical Student Organizations (PDF)

13. Federal Perkins funds cannot be spent for:
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, of 2
Federal Perkins funds cannot be spent for:
Capital improvements, upgrades, or improvements to physical structures, buildings, classrooms, laboratories, etc.;
Used, reconditioned, or repaired equipment;
Equipment repairs or to purchase repair parts;

14. Federal Perkins funds cannot be spent for: (cont.)
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, of 2
Federal Perkins funds cannot be spent for: (cont.)
Installation of equipment and shipping, unless costs are included in the original purchase invoice and price; and
Materials, supplies, and/or commodities that are consumed or materially altered when used (e.g., welding gases, paints, lumber, sheet metal, batteries, solvents).

15. Federal Perkins funds can be spent for purchasing:
CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
Federal Perkins funds can be spent for purchasing:
Any new CTE equipment;
Instructional and/or classroom reference set of textbooks;
Computer and software upgrades; and
Rechargeable batteries, if part of the original purchase of equipment (e.g., digital camera, portable drill).

16. CTE Federal Perkins Act Funds Title I Equipment Expenditures 1 of 3
Equipment is defined as any instrument, machine, apparatus, or set of articles that meets all of the following criteria:
Retains its original shape, appearance, and character with use;
Does not lose its identity through fabrication or incorporation into a different or more complex unit or substance;
Is non-expendable;

17. CTE Federal Perkins Act Funds Title I Equipment Expenditures 2 of 3
Equipment Criteria (cont.)
Under normal use, it can be expected to serve its principle purpose for at least one year; and
Excludes supplies and materials as defined by the Virginia Department of Planning and Budget’s Expenditure Structure, Part II.A 13-XX, Supplies and Materials, June 2011.
Source:
(Pages 12-15)

18. CTE Federal Perkins Act Funds Title I Equipment Expenditures 3 of 3
Equipment Criteria (cont.)
Equipment purchased must be listed in the current state edition, Recommended Equipment Approved for Career and Technical Education Programs.
Request must be ed to the appropriate program area specialist for approval to purchase any equipment not listed on the current approved list.

19. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
Federal Perkins SY funds cannot be carried over to next school year.
Perkins expenditures must be paid or encumbered by June 30, 2018.
Reimbursement requests must be submitted by September 30, 2018.
Unspent Perkins SY funds will result in forfeiture of remaining allocated Perkins funds.
Unspent Perkins SY funds will be placed in a reserve account and reallocated for unpaid Industry Certification reimbursements.

20. Online Management of Education Grant Awards (OMEGA) System 1 of 5
Perkins Federal Grant Award Funds Transactions:
SY Perkins CTE Secondary Programs Allocation from VDOE Supt’s Memo No , issued June 16, 2017, are loaded in OMEGA on July 1 and October 1, 2017
Approved Local Plan and Career and Technical Education Management System (CTEMS) Schedules 17 and 18 – Administration and Budget Summary Worksheet
Approved OMEGA Budget Transfer – Object Code Amounts based on approved Local Plan and CTEMS Schedule 18

21. Online Management of Education Grant Awards (OMEGA) System 2 of 5
SY Initial OMEGA Budget Transfer Request Options:
July 1, 2017, to October 1, 2017
29.6 percent funding allocation EQUALLY distributed to each budgeted Object Code based on approved Local Plan, or
29.6 percent funding allocation selectively TARGETED to one or more Object Code(s) based on approved Local Plan
After October 1, 2017
100 percent of funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Table)

22. Online Management of Education Grant Awards (OMEGA) System 3 of 5
SY Reimbursement Request Requirements:
Must have an approved Perkins local plan in OMEGA
Must have an approved OMEGA budget transfer
Should be submitted MONTHLY based on actual expenditures or, at a minimum, should be submitted quarterly
Must have encumbrance date for all Object Codes 3000, 5000, and 8000 expenditures

23. Online Management of Education Grant Awards (OMEGA) System 4 of 5
SY Reimbursement Request
Requirements:
Expenditures must comply with the OMEGA Object Codes and Definitions
Expenditures may be divided among local, state, and federal funding sources
Must use 100 percent of your total SY Perkins allocation amount
Travel expenditures should comply with GSA rate schedules
Do not wait until the the end of the school year to submit one request for the entire allocation amount

24. Online Management of Education Grant Awards (OMEGA) System 5 of 5
Accessed through VDOE Website – Single Sign-on for Web Systems (SSWS):
Secure portal access to VDOE data processes, reports, and applications
School division SSWS account manager issues authorized access
OMEGA access issued by VDOE
OMEGA User Permission Form OP1

25. OMEGA Budget and Reimbursement Requests Submission and Approval Levels 1 of 2
Local School Division
Level 0: Create and Submit (required)
Level 1: and Level 2: Local Option
Level 3: Superintendent’s Approval and Submission to VDOE-CTE (required)
Career and Technical Education
Level 5: Planning, Administration, and Accountability Coordinator Review and Approval
Level 5: CTE Senior Grants and Budget Manager Review (based on CTEMS Schedule 18) and Approval
Level 6: Director Review, Approval, and Submission to VDOE-Accounting

26. OMEGA Budget and Reimbursement Requests Submission and Approval Levels 2 of 2
VDOE – Fiscal Services
Level 7: Federal Program Financial Specialist Review and Approval for Payment
OMEGA: Transfer of Payments to Department of Accounts – Weekly
Department of Accounts
Electronic Funds Transfer (EFT): Weekly County/City Finance Department

27. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018
REMINDER: Federal Perkins SY funds cannot be carried over to next school year.
Final reimbursement requests for SY must be submitted by deadline of September 30, 2018.
Unspent funds will result in forfeiture of remaining allocated funds.
Unclaimed funds will be reallocated for unpaid industry certification reimbursements.

28. CTE State Funding CTE Equipment
Special CTE Equipment for High-demand, High-skill, Fast-growth Industry Sector
Industry Certification Exams for Students and Teachers
Workplace Readiness Skills for the Commonwealth Examinations
STEM-H for Student Credentials and Teacher Professional Development
Information Technology Industry Certifications
Occupational Preparation and CTE Adult Education Program Entitlements
Competitive Innovative Program Grants

29. CTE State Equipment Allocations 1 of 6
SUPTS. MEMO NO issued July 14, 2017
SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year
$1,800,000 State Lottery Funding
School Division and Regional Technical Center Allocations
$2,000 Floor Allocation
Enrollment-based Allocation
$2.92 per CTE student enrollment

30. CTE State Equipment Allocations 2 of 6
100 percent reimbursement of equipment expenditures, not to exceed approved allocation amount.
Source: State - Approved Recommended Equipment List for Career and Technical Education Programs

31. CTE State Equipment Allocations 3 of 6
State equipment funds must be used
first (100%) before requesting any Perkins federal funds reimbursements for equipment (Object Code 8000)
to supplement, not supplant, any funds currently provided within the locality.
Equipment purchased with state funds cannot be claimed on federal Perkins funds reimbursement requests.

32. CTE State Equipment Allocations 4 of 6
Equipment purchases may be divided among local, state, and federal funding sources.
Reimbursement request forms must be submitted to VDOE by Friday, June 1, 2018.
Request forms must have the division superintendent’s or designee’s original signature (blue ink).
Submit completed and signed form to:
Scan and a color PDF signed form to or
Fax to (804) , or
Virginia Department of Education
Office of Career, Technical and Adult Education
Attn: CTE Senior Budget and Grants Manager
P.O. Box 2120
Richmond, VA

33. CTE State Equipment Allocations 5 of 6
SUPTS. MEMO NO issued July 14, 2017
SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year
$2,000,000 State Lottery Funding
$1,400,000 Equipment in high-demand, high-skill, and fast-growth sectors
$1,500 Floor Allocation
Enrollment-based Allocation
$2.27 per CTE student enrollment

34. CTE State Equipment Allocations 6 of 6
SUPTS. MEMO NO issued July 14, 2017
(continuation)
RE: Competitive Innovation Equipment Grants
The $600,000 competitive innovative program equipment grants for high-demand and fast-growth industry sectors will be announced under a separate Supts. Memo in the fall of school year

35. CTE State Industry Certification 1 of 4
SUPTS. MEMO NO issued July 14, 2017
SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2017 and School Year
$1,331,464 FY 2017 State Lottery Funding
Same State Funding Level as FY 2016
$2.116 per CTE student enrollment

36. CTE State Industry Certification 2 of 4
Funding for Student Credentialing
Industry Certification Examinations (including Workplace Readiness Skills)
State Licensure Exams
Occupational Competency Assessments
School/Center Site Licenses
Must be listed on the Board of Education approved list of credentials.

37. CTE State Industry Certification 3 of 4
Funding Reimbursement for Industry Certification Examinations will be available for the following periods:
Industry Certification Exams taken in June 2017
Reimbursement Request Submission by October 31, 2017
Industry Certification Exams taken July 2017 – May 2018
Reimbursement Request Submission by June 1, 2018
Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

38. CTE State Industry Certification 4 of 4
Must be submitted on CTE State Industry Certification Reimbursement Request Forms
Initial CTE State Industry Certification Reimbursement Request Form must be for 100 percent or less of the allocation amount
Subsequent CTE State Industry Certification reimbursement requests and any that exceeds the initial allocation amount must be submitted on a separate reimbursement request form(s)

39. Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 1 of 4
SUPTS. MEMO NO issued July 14, 2017
SUBJECT: State Allocation for Workplace Readiness Skills
for the Commonwealth and/or Other Industry Certification
Assessments and Reimbursement Request Forms for June
2017 and School Year (SY)
$308,655 FY 2017 State Funding
Same State Funding Level as FY 2016
$ per CTE student enrollment

40. Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 2 of 4
Funding provides flexibility; funding allocation may be used for the actual WRS assessment or any other industry certification preparation and testing.
Funding allocation based on school year enrollment data for students in secondary CTE courses.

41. Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 3 of 4
Funding reimbursement will be available for the following periods:
WRS and/or other industry certification exams taken in June 2017
Reimbursement Request Submission by October 31, 2017
WRS and/or other industry certification exams taken July 2017 – May 2018
Reimbursement Request Submission by June 1, 2018
Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

42. Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 4 of 4
Must be submitted on CTE Workplace Readiness Skills for the Commonwealth and/or other Industry Certifications Reimbursement Request Forms
Initial CTE Workplace Readiness Skills Examinations Reimbursement Request Form must be for 100 percent or less of the allocation amount
Subsequent CTE Workplace Readiness Skills Examinations reimbursement requests and any that exceeds the initial allocation amount, must be submitted on a separate reimbursement request form(s)

43. CTE Industry Credentials for STEM-H
SUPTS. MEMO NO issued July 14, 2017
The 2017 Virginia Acts of Assembly (SY ) appropriated $500,000 to support industry credentialing testing materials for students and professional development for instructors in science, technology, engineering, and mathematics-health sciences (STEM-H) CTE programs.
- $500,000 SY State Funding
- $ per CTE student enrollment
- Use of funds based on STEM-H, Board-approved
industry credentials

44. CTE Information Technology (IT) Industry Certifications
Supts. Memo Forthcoming
The 2017 Virginia Acts of Assembly (SY ) appropriated $1,300,000 to support students and teachers pursuing information technology industry certifications.
The existing contract with Certiport and Microsoft for information technology industry certifications and related testing preparation resources will expire November 30, 2017.
Negotiations for the new contract will be finalized prior to November 30, 2017.

45. CTE Information Technology Industry Certifications Funding 1 of 2
Funding provided shall be used to support the following priority objectives:
Increase percentage of students enrolled in CTE information technology (IT) courses.
Increase number of students achieving industry-recognized IT certifications.
Increase number of high schools and regional CTE programs implementing IT curricula.

46. CTE Information Technology Industry Certifications Funding 2 of 2
Funding priority objectives (continued):
Increase number of instructors receiving IT training for targeted CTE programs.
Increase number of teachers earning industry-recognized IT certifications.

47. CTE Industry Certification and Workplace Readiness Skills Industry Certifications 1 of 5
Reimbursement request forms must be submitted by
Friday, June 1, 2018.
Request forms must have the division superintendent’s or designee’s original signature (blue ink).
Submit the completed and signed form to:
Scan and a color PDF signed form to or
Fax to (804) , or
Virginia Department of Education
Office of Career, Technical and Adult Education
Attn: CTE Senior Budget and Grants Manager
P.O. Box 2120
Richmond, VA

48. CTE Industry Certification and Workplace Readiness Skills Industry Certifications 2 of 5
RECOMMENDED REIMBURSEMENT REQUEST ACTIONS
Ensure all expenditures are for only those Industry Certification Examinations, State Licensure Exams, and Occupational Competency Assessments that have been approved by the Board of Education.
Use the specific name of the examination, credential, and/or license as listed on the Board of Education approved list on all reimbursement request forms.

49. CTE Industry Certification and Workplace Readiness Skills Industry Certifications 3 of 5
Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY allocation amount on the reimbursement request form.
Submit your initial Industry Certification Examinations, State Licensure Exams, and Occupational Competency Assessments for your total SY allocation amount on the reimbursement request form.

50. CTE Industry Certification and Workplace Readiness Skills Industry Certifications 4 of 5
Submit any additional Industry Certification, and Workplace Readiness Skills Industry Certification Examinations that EXCEEDS your SY allocation amounts on a separate Industry Certification Examinations reimbursement request form.

51. CTE Industry Certification and Workplace Readiness Skills Industry Certifications 5 of 5
Any additional Industry Certification and Workplace Readiness Skills Industry Certification Examinations that EXCEEDS your SY allocation amounts will be held for payment processing until after June 1, 2018.
On June 5, 2018, unclaimed state allocated industry credentialing funds will be reallocated to school divisions and regional technical centers that have submitted additional reimbursement requests for Industry Certifications and/or Workplace Readiness Skills Examinations.

52. State Payments for Fiscal Year 2018
State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other Industry Certifications will be paid fully on the state semi-monthly payment schedule.
State Lottery funds payments for State Equipment and Industry Certification Exams reimbursement requests will be posted for payment after January 2, 2018.

53. Federal Perkins Payments for Industry Certification Examinations
School divisions must first use ALL their state allocations for Workplace Readiness Skills and Industry Certifications Examinations BEFORE submitting any industry certification examinations for reimbursement with Federal Perkins funds.
The following OMEGA comment statement will be required:
“Industry Certification Examinations and/or Workplace Readiness Skills Examinations submitted with this OMEGA Federal Perkins request are additional, unpaid examinations that have not been previously submitted for reimbursement payment with State funds.”

54. CTE State Program Entitlements
SUPTS. MEMO NO issued June 23, 2017
SUBJECT: Fiscal Year 2016 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds)
$4,506,757 – Occupational Preparation
$1,631,820 – CTE Adult Education

55. CTE State Program Entitlements 1 of 2
State funding provided for operation, improvement, and expansion of CTE for occupational preparation and adult education programs to support:
Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision;
Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs; and
Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement.

56. CTE State Program Entitlements 2 of 2
Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR)
SY Occupational Preparation Expenditures
51.2 percent Reimbursement
SY CTE Adult Education Expenditures

57. CTE Financial Report (CTEFR) - SSWS
SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2018 (School Year )
CTEFR data submission via VDOE Single Sign-On for
Web Systems (SSWS) report application for the CTEFR actual expenditures by school divisions and regional technical centers for school year (SY ):
Occupational Preparation Expenditures – State and Local Funds
CTE Adult Education Expenditures – State and Local Funds
NOTE: Supts Memo expected to be posted in December 2017.

58. CTE Local Funding
The allocation and expenditure of local school division funds for career and technical education programs (CTE) is reported on:
CTEMS Schedule 16, Line 10 Equipment
CTEFR – Report of Expenditure for the Previous Year

59. Online Management of Education Grant Awards (OMEGA) Support Help and Tips

60. OMEGA Support Help Tips
On your OMEGA submission page, if you click on “OMEGA Support” (first on list in image above), you will be able to send an message directly to the OMEGA support specialist at the Virginia Department of Education.

61. OMEGA User’s Guide
If you click on “Help” (second on list in image above), you will be directed to the OMEGA Web page (see excerpt below) on which the first paragraph provides a link to the User’s Guide. The guide is very helpful with screen shots and step-by-step directions.
BUDGET & GRANTS MANAGEMENT
ONLINE MANAGEMENT OF EDUCATION GRANT AWARDS (OMEGA)
OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. As explained in the User's Guide (PDF), OMEGA enables grant recipients to . . .

62. CTE FEDERAL FUNDING REVIEW
Carl D. Perkins Career and Technical Education Act of 2006
SY Federal Title I Perkins Funds
SUPTS. MEMO NO issued June 16, 2017
SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2017, through June 30, 2018

63. CTE STATE FUNDING REVIEW
CTE Equipment
Special CTE Equipment for High-demand, High-skill, Fast-growth Industry Sector
Industry Certification Exams for Students and Teachers
Workplace Readiness Skills for the Commonwealth Examinations
STEM-H for Student Credentials and Teacher Professional Development
Information Technology Industry Certifications
Occupational Preparation and CTE Adult Education Program Entitlements
Competitive Innovative Program Grants

64. Upcoming Events
VACTEA Conference including a New CTE Administrators Workshop, October 3-6, 2017, Hot Springs, VA
Virginia ACTE Leadership Development Seminar,
January 18-19, 2018, Richmond, VA

65. Evaluation
Note: Please complete the evaluation of this professional development and technical assistance video streaming session: Link:

66. Contact Information
Lolita B. Hall, Director
Office of Career, Technical, and Adult Education
George R. Willcox, Associate Director
Rachel Blanton CTE Senior Budget and Grants Manager Office of Career, Technical, and Adult Education Bill Hatch, Coordinator CTE Planning, Administration & Accountability