ADE Director's Communication Memo Form


Memo Number : FIN-06-031

Date Created : 09/09/2005

Attention:

Superintendents
Co-op Directors
other: Federal Programs Coordinators
Bookkeepers

Type of Memo: Administrative
Response Required: Yes
   
Section:   Fiscal and Administrative Services - Dr. Bobbie Davis, Assistant Commissioner
Subject:
2005-2006 Title I Quarterly Reports of Cash Distribution

Regulatory Authority:
34 CFR Part 80.40

Contact Person:
Patsy Hammond

Phone Number:
501-682-4275

E-mail:
phammond@arkedu.k12.ar.us

Attached are the Title I Quarterly Report of Cash Distribution forms to be used for all four (4) quarters of the 2005-2006 school year.   The forms are in Excel format and will automatically perform the required calculations.  The district will need to copy the quarterly reports from the Commissioner’s Communication to the computer of the person responsible for completing the form.  

The First and Second Quarterly Reports were listed as due September 15, 2005, but this due date has been extended to October 10, 2005.  A district may choose to begin by submitting the Second Quarterly Report which contains a compilation of all First Quarter expenditures as well as estimated expenditures for the Second Quarter.  The Third Quarterly Report is due December 16, 2005.  The Fourth Quarterly Report is due March 31, 2006.  The reports are to be e-mailed to phammond@arkedu.k12.ar.us. 

In the 2005-2006 school year, the Excel forms provided must be used.  The quarterly report must be e-mailed each quarter.  A confirmation that the report has been received in readable form will be provided.  If there are problems with the form, the district person transmitting the report will be notified by e-mail.   No handwritten, typed, or faxed quarterly reports will be accepted.

Use the latest budget amounts when completing Item 1-A Total Budget Needs by Object each quarter.  Bookkeepers, check with the Title I Coordinator to be sure the latest approved budget is being used to request funds and to code expenditures.  If an amendment/program adjustment is made, the Title I Coordinator needs to provide the bookkeeper with a copy of the amended budget.  The ACSIP plans and Title I budget must be submitted on the web based application for the Department to consider the plan, amendment or program adjustment submitted and to establish the effective date for implementing the plan, amendment or program adjustment.  The new system will notify the School Improvement supervisor of any amendments or programs adjustments submitted.  The deadline for submitting the ACSIP plan was September 15, 2005, but has been extended to October 10, 2005.  The deadline for submitting an amendment to an ACSIP plan is March 31, 2006.  The program adjustment deadline is June 30, 2006.

To correctly complete the report, note the following:


1.         If the district is transferring funds to Title I, include all funds as transfers are made.  The transfers are shown on the quarterly report under Item 2:  Reconciliation, Part C.  Transfers are to be made as the district receives funds from the Title transferring the money.  Report transfers in the quarter after the transfers are made or in the Fourth Quarter for transfers made before the end of the fiscal year.
2.         After the report is completed, save it to the district’s computer so that the report can be transmitted.  Keep a copy for the district audit file.
3.         E-mail a copy to Ms. Patsy Hammond at phammond@arkedu.k12.ar.us.   Do not try to e-mail the report from the Commissioner’s Communication site.  It will not transmit.  Add the report as an attachment to the e-mail.  When the report is e-mailed, confirmation that the quarterly report has been received in readable form will be provided.  If the quarterly report is not received in a readable form, the person transmitting the report will be notified.


No later than May 15, the district personnel should review expenditures from Title I and estimate expenditures for the remainder of the school year.  If an adjustment to the funds requested is needed, please make this request no later than June 5, 2006.  This will enable the Department to make the additional payment before the end of the fiscal year.

Submit the quarterly report by the deadline date each quarter.
            First Quarter              September 15, 2005   October 10, 2005
            Second Quarter         September 15, 2005   October 10, 2005
            Third Quarter                       December 16, 2005
            Fourth Quarter                     March 31, 2006

For questions, contact Ms. Hammond at 501-682-4275.

Attachments:

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