1. 2017-2018 Perkins Grant Video Training Session
End-of-the-School Year: Financial Information and Reporting
Virginia Department of Education
Office of Career, Technical, and Adult Education
Richmond, Virginia
March 15, 2018

2. Agenda School Year 2017-2018 Federal Perkins Funds State CTE Funds
State Equipment
Workplace Readiness Skills for the Commonwealth Exams
Industry Certification Exams
CTE Competitive Grant Funding
CTEFR - Occupational Preparation and Adult Education Program Entitlements for State FY 2018
CTE Program Updates

3. CTE Federal Perkins Act Funds Title I SY: July 1, 2017 – June 30, 2018 1 of 4
SUPTS. MEMO NO , dated 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

4. CTE Federal Perkins Act Funds Title I SY: July 1, 2017 – June 30, 2018 2 of 4
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 Income Year 2013 Poverty Data

5. CTE Federal Perkins Act Funds Title I SY: July 1, 2017 – June 30, 2018 3 of 4
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

6. CTE Federal Perkins Act Funds Title I SY: July 1, 2017 – June 30, 2018 4 of 4
Online Management of Education Grant Awards (OMEGA) System
Initial 29.6 percent of the yearly allocation was loaded in OMEGA under Object Code 0000 – Default on July 1, 2017.
Remaining 70.4 percent of the yearly allocation was loaded in OMEGA under Object Code 0000 – Default on October 1, 2017.

7. Online Management of Education Grant Awards (OMEGA) System 1 of 2
Perkins Federal Grant Award Funds Transactions must be based on:
SY Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No , dated June 16, 2017
Approved Local Plan and CTEMS Schedules 17 and 18 – Administration and Budget Summary Worksheet (by Object Code Amounts)
Approved OMEGA Budget Transfer – Object Code Amounts (based on Career and Technical Education Management System (CTEMS) Schedule 18)

8. Online Management of Education Grant Awards (OMEGA) System 2 of 2
SY OMEGA Budget Transfer Requests after October 1, 2017:
Must be submitted for 100 Percent funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Worksheet)

9. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 - 1 of 4
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 Career and Technical Education Programs

10. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 - 2 of 4
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;

11. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 - 3 of 4
Federal Perkins funds cannot be spent for: (continued)
installation of equipment unless installation is included in the original purchase price; and
materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.).

12. CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 - 4 of 4
Federal Perkins funds can be spent for purchasing:
new equipment;
classroom reference set of textbooks;
computer and software upgrades; and
rechargeable batteries if part of the original purchase of equipment (i.e., digital camera, portable drill, etc.).

13. 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;

14. CTE Federal Perkins Act Funds Title I Equipment Expenditures 2 of 3
Equipment Criteria (continued)
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, August 2012.
Source: Link: (Pages 12-15)

15. CTE Federal Perkins Act Funds Title I Equipment Expenditures 3 of 3
Equipment Criteria (continued)
Equipment purchased must be listed in the current state edition - Recommended Equipment Approved for Career and Technical Education Programs.
Source:
Link:

16. 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.
Must be Encumbered by June 30, 2018.
Final Reimbursement requests must be submitted by September 30, 2018.
Unspent funds will result in forfeiture of remaining allocated Perkins funds.
Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements.

17. CTE STATE FUNDING CTE Equipment Special CTE Equipment
Industry Certification Exams for Students
Workplace Readiness Skills for the Commonwealth Examinations
STEM-H for Student Credentials and Teacher Professional Development
CTEFR - Occupational Preparation and Adult Education Program Entitlements for State FY 2018

18. CTE State Equipment Allocations Supts. Memo NO
CTE State Equipment Allocations Supts. Memo NO , dated 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

19. CTE Special State Equipment Allocations Supts. Memo NO
CTE Special State Equipment Allocations Supts. Memo NO , dated July 14, 2017
SUBJECT: Additional Special State Funding to Update Career and Technical Education Equipment to Industry Standards 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 Industry Sector
$1,500 Floor Allocation
Enrollment-Based Allocation
$2.27 per CTE Student enrollment

20. CTE State Equipment Allocations Supts. Memo NO
CTE State Equipment Allocations Supts. Memo NO , dated December 1, 2017
SUBJECT: CTE Competitive Innovative Program Equipment Grants for High-Demand and Fast-Growth
$600,000 – Competitive Innovation Equipment Grants
16 Grant Awards - $37,500 each
Awards scheduled to be announced March 15, 2018

21. CTE State Equipment Allocations 1 of 3
100 percent reimbursement of equipment expenditures, not to exceed approved allocation amount
Source: State Approved Recommended Equipment List for Career and Technical Education Programs
Link:

22. CTE State Equipment Allocations 2 of 3
State equipment funds must be totally used:
first (100%) before requesting any Perkins federal funds reimbursements for equipment.
to supplement, not supplant, any funds currently provided within the locality.
Equipment purchased with state funds cannot also be claimed on Perkins federal funds reimbursement requests.
Equipment purchases may be split between local, state and federal funding sources.

23. CTE State Equipment Allocations 3 of 3
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 completed and signed form to:
Scan and a color PDF signed form to: , or
FAX to: (804) , or
VA Department of Education, Office of Career, Technical, & Adult Education, Attn: Senior CTE Budget & Grants Manager, P.O. Box 2120, Richmond, VA

24. CTE State Industry Certification Supts. Memo NO
CTE State Industry Certification Supts. Memo NO , dated 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 2018 State Lottery Funding
Same State Funding Level as FY 2017
$2.116 per CTE student enrollment

25. CTE State Industry Certification 1 of 5
Funding for Student Credentialing
Industry Certification Examinations (including Workplace Readiness Skills)
State Licensure Tests
Occupational Competency Assessments (such as NOCTI)
School/Regional Center Certification Site Licenses
Must be approved by the Board of Education

26. CTE State Industry Certification 2 of 5
Funding Reimbursement for Industry Certification Examinations will be available for the following periods:
June 2017: Industry Certification Exams
Reimbursement Request Submission: October 31, 2017
July May 2018: Industry Certification Exams
Reimbursement Request Submission: June 1, 2018
Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

27. CTE State Industry Certification 3 of 5
Must be submitted on CTE State Industry Certification Reimbursement Request Forms.
Initial CTE State Industry Certification reimbursement request must be for 100 percent or less of the allocation amount.
Subsequent CTE State Industry Certification reimbursement requests and any requests that exceeds the initial allocation amount must be submitted on separate reimbursement request forms.

28. CTE State Industry Certification 4 of 5
Site testing licenses and certification examinations provided at no cost under the Information Technology (IT) Industry Certifications Program (Microsoft IT Academy):
Cannot be claimed for CTE State Industry Certification Examinations reimbursement.
Cannot be claimed for Federal Perkins program reimbursement.

29. CTE State Industry Certification 5 of 5
State funds must be used first (100%) before requesting any Perkins federal funds for industry certification reimbursements.
Reimbursement request form must be submitted by Friday - June 1, 2018.
Request form must have the division superintendent’s or designee’s original signature (blue ink).

30. CTE Industry Credential for STEM-H
SUPTS. MEMO NO , dated July 14, 2017
SUBJECT: Additional State Funding to Support Industry Credentials for STEM-H Career and Technical Education Program (SY)
$500,000 State Funding
Use of funds is based on STEM-H Board-approved Industry credentials
$ per CTE student enrollment

31. CTE State Workplace Readiness Skills for the Commonwealth Examinations
SUPTS. MEMO NO , dated 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 2018 State Funding
Same State Funding Level as FY 2017
$ per CTE student enrollment

32. Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations 1 of 4
Funding provides flexibility, funding allocation may be used for the actual WPR assessment or any other industry certification preparation and testing.
Funding allocation based on school year enrollment data for students in secondary CTE courses.

33. Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations 2 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
WPR and/or other industry certification exams taken from July May 2018
Reimbursement Request Submission by June 1, 2018
Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

34. Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations 3 of 4
Must be submitted on CTE WRS for the Commonwealth and/or other Industry Certifications Reimbursement Request Forms.
Initial CTE WRS Examinations Reimbursement Request Form must be for 100 percent or less of the allocation amount.

35. Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations 4 of 4
Subsequent CTE WRS Examinations reimbursement requests and any that exceeds the initial allocation amount, must be submitted on a separate reimbursement request form(s).
After both of the state allocations have been expended, school divisions and centers may request reimbursement for industry certifications from their federal Perkins funds allocation.

36. CTE Industry Certification, Workplace Readiness Skills, and Information Technology Industry Certifications 1 of 2
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 completed and signed form to:
Scan and a color PDF signed form to: , or
FAX to: (804) , or
VA Department of Education, Office of Career, Technical, & Adult Education, Attn: Senior CTE Budget & Grants Manager, P.O. Box 2120, Richmond, VA

37. CTE State Workplace Readiness Skills and Industry Certification Examinations
RECOMMENDED REIMBURSEMENT REQUEST ACTIONS
Ensure all expenditures are for only those Industry Certification Examinations, Licensure Tests 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.

38. CTE State Workplace Readiness Skills and Industry Certification Examinations 1 of 3
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, Licensure Tests, and Occupational Competency Assessments for your total SY allocation amount on the reimbursement request form.

39. CTE State Workplace Readiness Skills and Industry Certification Examinations 2 of 3
Submit your initial STEM-H Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments for your total SY allocation amount on the reimbursement request form.
Submit any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amount on a separate Industry Certification Examinations reimbursement request

40. CTE State Workplace Readiness Skills and Industry Certification Examinations 3 of 3
Any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amounts will be held for payment processing until June 1, 2018.
On June 4, 2018 any unused state WRS and Other Industry Certification Examinations funds not used by school divisions and regional technical centers, will be reallocated for any submitted additional WRS and Industry Certification Examinations reimbursement requests.

41. State Payments for Fiscal Year 2018
State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other industry certification 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 starting in March 2018.

42. Federal Perkins Payments for Workplace Readiness Skills and Industry Certification Examinations 1 of 2
School divisions must first use ALL their state allocations for Workplace Readiness Skills and Industry Certifications Examinations BEFORE submitting any industry certifications examinations for reimbursement with Federal Perkins funds.

43. Federal Perkins Payments for Workplace Readiness Skills and Industry Certification Examinations 2 of 2
The following OMEGA comments statement will be required:
“Industry Certification Examinations and/or Workplace Readiness Skills Examinations submitted with this OMEGA Federal Perkins reimbursement request are additional, unpaid examinations that have not been previously submitted for reimbursement payment with State funds.”

44. CTE State Program Entitlements 1 of 3
SUPTS. MEMO NO , dated June 23, 2017
SUBJECT: Fiscal Year 2017 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds)
$4,506,757 – Occupational Preparation
$1,631,820 – CTE Adult Education

45. CTE State Program Entitlements 2 of 3
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

46. CTE State Program Entitlements 3 of 3
Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement.
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% Reimbursement
SY Adult Education Expenditures

47. CTE Financial Report (CTEFR) - SSWS
SUPTS. MEMO NO. xxx-18, dated March 2018
SUBJECT: Career and Technical Education Financial Report for School Year
CTEFR for school year will be collected through the Virginia Department of Education (VDOE) Single Sign-On for Web Systems (SSWS) data report entry application. 
CTEFR data entry must be completed and submitted to VDOE through the SSWS.

48. CTE Financial Report (CTEFR) 1 of 3
CTEFR for school year expenditure information will be used to calculate your fiscal year 2018 state CTE categorical entitlements for occupational preparation and adult education programs. 
After completing the CTEFR data entry, the division superintendent or an authorized designee must verify the report’s accuracy and approve it electronically in the Web-based application.

49. CTE Financial Report (CTEFR) 2 of 3
Approval of the school division superintendent is required before submission to VDOE is considered complete. Reports must be completed by April 27, 2018
After all school divisions and regional centers have submitted their CTEFR for school year , VDOE will calculate the fiscal year 2018 entitlements and process the state funds payments. 

50. CTE Financial Report (CTEFR) 3 of 3
The occupational preparation and/or adult education program payments will be paid to school divisions in one payment on June 30, 2018, by electronic funds transfer.  The regional center entitlements will be paid directly to each center’s fiscal agent.
Those school divisions and/or regional technical centers that did not operate any occupational preparation and/or adult education programs during school year and did not record any local fund expenditures in their CTEFR, will not receive any state reimbursement in fiscal year 2018.

51. Link: https://www.surveymonkey.com/r/58QNHMB
Session Evaluation
Please take a few minutes to complete the session evaluation. Your feedback will be valuable in our efforts to continually improve these technical assistance sessions.
Link:
Thank You!

52. Announcements
Perkins Plan and Budget Application Due by April 30, 2018.
Federal Perkins Funds Guidance for Early Registration Costs, Hotel Deposits and Travel Costs for 2018 Summer Conferences. CTE Directors Memo will be distributed by mid-March 2018
Video Training Session - Session 16: March 22, 2018 Master Schedule Collection, Spring and End-of-Year Student Record Collections, and CTE Student Performance Reports

53. Contact Information
George R. Willcox, Acting Director Office of Career, Technical, and Adult Education (804) William Hatch, CTE Planning, Administration & Accountability Coordinator (804) Rachel Blanton, Senior Budget and Grants Manager (804)