ADE Director's Communication Memo Form


Memo Number : FIN-09-009

Date Created : 08/08/2008

Attention:

Superintendents
Co-op Directors
other: Federal Coordinators
Bookkeepers

Type of Memo: Regulatory
Response Required: Yes
   
Section:   Fiscal and Administrative Services - William J. Goff, Assistant Commissioner
Subject:
2008-09 Title I Quarterly Reports of Cash Distribution

Regulatory Authority:
34 CFR Part 80, Sec. 80.40

Contact Person:
Annette Pearson or Kim Bajorek

Phone Number:
501/683-1243

E-mail:
ADE.FedGrantMgmt@arkansas.gov

Attached are the Title I Quarterly Report of Cash Distribution forms to be used for all four (4) quarters of the 2008-2009 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 Commissionerís Communication to the computer of the person responsible for completing the form.

The First and Second Quarterly Reports were listed as due October 1, 2008. If a district submits the Arkansas Comprehensive School Improvement Plan (ACSIP) before October 1, 2008, the Quarterly Reports may also be submitted before the deadline. Funding will begin when ACSIP receives substantial compliance. 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 15, 2008. The Fourth Quarterly Report is due April 1, 2009. The reports are to be e-mailed to ADE.FedGrantMgmt@arkansas.gov

The four Title I Quarterly Reports are in one spreadsheet. Tabs at the bottom of the page allow navigation between the four quarters. The Quarterly Report must be e-mailed each quarter except for the first 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.

DO NOT SUBMIT ALL FOUR QUARTERS AT ONE TIME! PAYMENTS WILL NOT BE MADE ON ANY QUARTER SUBMITTED EARLIER THAN THE LAST MONTH OF THE PREVIOUS QUARTER. Example: A district submits the Second, Third, and Fourth Quarterly Reports in October. Payments will be made from the Second Quarterly Report, but not the Third or Fourth Quarterly Reports. The Third Quarterly Report must be submitted no earlier than December and the Fourth Quarterly Report must be submitted no earlier than March.

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 or program adjustment is made, the Title I Coordinator needs to provide the bookkeeper with a copy of the amended budget. The ACSIP 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. ACSIP will notify the School Improvement supervisor of any amendments or program adjustments submitted. The deadline for submitting the ACSIP plan is October 1, 2008. The deadline for submitting an amendment to an ACSIP plan is March 31, 2009. The program adjustment deadline is June 30, 2009.

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 districtís computer so that the report can be transmitted. Keep a copy for the district audit file.
3. E-mail a copy to the Federal Grants Management Unit at ADE.FedGrantMgmt@arkansas.gov Do not try to e-mail the report from the Commissionerís 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, 2009, 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 4, 2009. 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 October 1, 2008
Second Quarter October 1, 2008
Third Quarter December 15, 2008
Fourth Quarter April 1, 2009

For questions, contact Annette Pearson at 501-683-1243, or Kim Bajorek at 501-683-6530.

Attachments:

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