ADE Director's Communication Memo Form

Memo Number : FIN-09-090

Date Created : 06/25/2009


Co-op Directors
other: General Business Managers

Type of Memo: Regulatory
Response Required: Yes
Section:   Fiscal and Administrative Services - William J. Goff, Assistant Commissioner
2009-10 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:


The Title I Quarterly Report of Cash Distribution forms for all four (4) quarters of the 2009-2010 school year are attached to this memo. 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.

Beginning July 1, 2009, the Department will reimburse Title I expenditures monthly, based on financial data received through the bi-weekly data pull established for American Reinvestment and Recovery Act (ARRA) reimbursements. A monthly fund balance report will be produced for fund/source of fund “6501” and negative balances, not to exceed the amount allocated and budgeted, will be reimbursed. A schedule of pull dates used for the Title I reimbursement is attached. If period 13 journal entries affecting Title I have been posted, an interim close should be processed in order for the transactions to be reflected in the fiscal year 10 fund balance. This reimbursement process may be suspended if Arkansas Comprehensibve School Improvement Plan (ACSIP)’s are not submitted by the October 1, 2009, due date.

The attached quarterly report due dates are being revised as previously stated in Commissioner’s Communication Memo RT-09-012 regarding required written annual reports for 2009-2010 as follows:

First Quarter – July 15, 2009
Second Quarter – October 15, 2009
Third Quarter – January 15, 2010
Fourth Quarter – April 15, 2010

Estimated budget and cash on hand amounts are allowable for the first quarter report due by July 15, 2009.

The Quarterly Report must be e-mailed to each quarter.

Use the latest ACSIP budget amounts when completing Item 1-A Total Direct Cost Budgeted each quarter. General Business Managers (GBM) should check with the Title I Coordinator to be certain the latest approved budget is used to request funds and to code expenditures. If an amendment or program adjustment is made, the Title I Coordinator needs to provide the GBM 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, 2009. The deadline for submitting amendments and adjustments is May 15, 2010.

To correctly complete the quarterly 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. Indirect Cost should be included with the “Other Objects Object 68000” line.

3. After the report is completed, save it to the district’s computer so the report can be transmitted. Keep a copy for the district audit file.

4. E-mail a copy to the Federal Grants Management Unit at 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 email. 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

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


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