Federal Programs Department Title I-A Mission Statement: To provide financial resources and compliance guidance to the District in order to provide all students with a fair, equal and significant opportunity to obtain a high-quality education and, at minimum, achieve proficiency on the state’s challenging academic and performance standards in an effort to produce responsible, well-rounded graduates who will pursue a post-secondary education and/or career. Vision Statement: The vision of the Federal Programs Department is to provide the highest level of service, guidance and support by identifying and maximizing financial resources while supporting the community and District’s commitment to educational excellence in an effort to meet the needs of all students. Department’s and Objectives Goal 1: to assist the entire instructional program and improve achievement for all students through supplemental for services and programs. Objectives: Encourage, support and monitor the implementation of federally funded supplemental programs such as the Three-Year-Old-Program, Private Non-Profit Schools’ Program, Extended Day/Week/Year Tutorials, and Summer Bridge Programs. Provide technical assistance to all campuses in order to ensure that the programs in place are addressing the academic needs of the struggling students. Increase the number of classrooms. GOAL 2: to provide financial support and guidance based on the identified needs of the District and Schools. Objectives: Assess Campus Improvement Plans for accountability purposes and provide school administrators with technical support. Monitor capital outlay expenditures as identified in the respective Campus and District Improvement Plans. Goal 3: to ensure that federal are expended in accordance with Federal and State laws as well as Local policies and guidelines. Objectives: Provide campuses with access to the annual Title I-A Handbook in order to provide guidance to campus administrators in the areas of budget and program compliance so that sound fiscal and program practices are carried out.
sheets, purchase orders, stipends, composites Tutorials timesheets and composites, lesson student sign-in sheets Curriculum Writing timesheets and composites, summary and/or evidence of finished product Parent Involvement agendas, sign-in sheets, meeting minutes, purchase orders, professional Records Storage Effective July 1, 2015 Federal law requires that financial records, statistical records, supporting documents and all other records pertinent to a Federal award, such as Title be retained for reference as well as auditable purposes. The storage of records as either paper or machine readable documents under EDGAR 200.335 states, “When original records are paper, electronic versions may be substituted through the use of duplication or other forms of electronic media provided that they are subject to periodic quality control reviews, provide reasonable safeguards against alteration, and remain readable.” Therefore, care must be taken when storing documents electronically to ensure that hardware and software will be available to read and/or retrieve the documents should that be necessary. I-A Purchasing Guidelines Funds must be expended for reasonable and necessary costs in conducting grant activities. Reasonable means a cost is consistent with prudent business practice and comparable to current market value. Necessary means the cost is essential for you to accomplish the objectives of the project. All costs must be properly supported by the original source documentation (i.e., invoices, receipts, purchase orders, travel vouchers) to be reimbursable by TEA. Districts must comply with the applicable Federal cost principles in expending grant funds. The following purchasing guidelines address certain specific costs only and are not intended to be all-inclusive. Direct Cost Items Federal Programs/Title I-A Allowable use of Supplemental Funds Federal I-A Unallowable use of Supplemental Funds Function- Object Code Use Advertising Unallowable Unallowable X Alcoholic Beverages Unallowable Unallowable X Awards for Recognition or Incentives for Achievement of At-Risk Students in the basic foundation curriculum. Allowable: When reasonable in cost and when necessary to accomplish program objectives. Acceptable awards and incentives include certificates, ribbons, plaques and trophies cost not to Unallowable: T-shirts, baseball caps or other similar motivational incentives for staff or students. 11-6498
Entertainment (including amusement, diversion, social activities, and related costs) Unallowable Unallowable X Fees Allowable: Dues not associated with travel such as on-line staff development fees. Unallowable 11-6497 13-6497 Field Trips Unallowable Unallowable X Food Costs Unallowable Unallowable X Fundraising Unallowable Unallowable X Gifts or items that appear to be Gifts Unallowable Unallowable X Goods or Services for Gratuities or Tips Unallowable Unallowable X Hospitality Rooms Unallowable Unallowable X Maintenance, Operations, and Repairs Allowable: For the maintenan-ce of copiers, computers & printers Unallowable: All other items would be considered supplanting. X Materials and Supplies: Campus Improvement Plan (CIP) Startegy number(s) and the Comprehensive Needs Assessment (CNA) page number(s) where the need for the PR was identified must be included with all purchase requisitions under this funding source. When capital outlay/fixed assets are requested through a PR, the location must be recorded in the PR where such item will be used. Allowable: Must be supplemental to instruction for the basic foundation curriculum instructional setting; such items must improve student performance through direct instructional services; such items must demonstrate a scientific research-based proven outcome to the goal/ objective; and such items must be reasonable and necessary to the intent and purpose of the Title I-A program. Unallowable: Office equipment (electric pencil sharpeners, hole punchers, and staplers, desk calendars, hanging folders, mechanical pencils) capital outlay items, banquets, ceremonies, celebrations, door prizes, proms, pep rallies, food, drug dogs, drug testing, drug treatment, red ribbons, mirrors, defibrillators, furniture, door mats, murals, banners, display cases, rock climbing walls, bicycles, bike racks, custom or outdoor signs, library equipment, library supplies or yearly campus library budget, entertainment, recreation, social events, gifts, promotional items, memorabilia, souvenirs, t-shirts, caps, tote bags, key chains, imprinted pens, name plates/tags, lanyards, filing cabinets, 11-6399
Training and Education Allowable: Training for teachers under Function 13. Unallowable: College/ University level course training 13-6411 Transportation Cost (Not “Field Trips”) Allowable: For before school, after-school, and extended week tutorials, only. Transportation for extended year school is also an allowable cost. Unallowable: Field trip transportation costs incurred for transporting students to and from activities other than tutorials and extended year school. 11-6494 Transportation of Allowable: Only for shipping costs. Unallowable: Any other transporting costs. Travel for or Students Unallowable: Clarification is pending from USDE. Unallowable: Clarification is pending from USDE. 11-6412 13-6419 61-6419 Tuitions and Fees Related to Tuition Allowable: As it pertains specifically to the Title I-A Program. Unallowable 11-6229 Tutorials : Courses for tutorials must be entered in the Student Management System with the following course number: 970020 Attendance/grade flags must be marked to monitor daily as needed in the evaluation process. Lesson Plans and grades must be maintained for all tutorial participants. Allowable: Such instruction must be research- based, supplemental, compensatory, intensive, accelerated, and connected to the basic foundation curriculum. Services must be prior to and after the scheduled instructional day. Tutorial costs include: 6118: $30.00 6141: $30.00 X 1.45% 6142: $30.00 X 7.00% 6146: $30.00 X 9.85% 11-6118 11-6141 11-6142 11-6146 Under-Recovery of Costs under Federal Agreements Unallowable Unallowable X Utilities Unallowable Unallowable X B.I.S.D., an equal opportunity employer, does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or in the provision of services, programs, or activities. Brownsville Independent School District Job Description Date: Employee Name:* Employee ID #: School or
For program compliance and principal clearing purposes, please secure a signature from the employee and forward original copy to the Federal Programs Department in care of Mary Lou Esparza and/or Ileana Barrera no later than January 7, 2016 . Form Distribution: White Federal Programs Department Yellow Administrator/Supervisor Pink Employee Brownsville Independent School District Special Programs Department 2015 - 2016 2015 July August September October November December Campuses may spending funds for activities that have been identified in the CNA as a need and incorporated in the CIP. Campuses should have a minimum of 25% of funds spent or encumbered. Funding Deadline: Extra Duty Composites due 5 working days prior to payroll due date Campuses should have a minimum of 35% of funds spent or encumbered. Funding Deadline: Extra Duty Composites due 5 working days prior to payroll due date Campuses should have a minimum of 45% of funds spent or encumbered. Funding Deadline: Extra Duty Composites due 5 working days prior to payroll due date A minimum of 65% of should have been spent or encumbered. Remember to your 212 funds. Funding Deadline: Extra Duty Composites due 5 working days prior to payroll due date A minimum of 75% of funds should have been spent or encumbered. Budget Changes Deadline is the Second Monday of December Funding Deadline: Extra Duty Composites due 5 working days prior to payroll due date 2016 January February April May June