ADE Director's Communication Memo Form

Memo Number : FIN-10-095

Date Created : 06/14/2010


Co-op Directors
other: Federal Coordinators and General Business Managers

Type of Memo: Regulatory
Response Required: Yes
Section:   Fiscal and Administrative Services - William J. Goff, Assistant Commissioner
2010-11 Title I Quarterly Reports of Cash Distribution

Regulatory Authority:
34 CFR Part 80, Sec. 80.40

Contact Person:
Annette Pearson

Phone Number:


In order for the local education agencies (LEAs) to be in compliance with the monitoring and reporting program performance in 34 CFR Part 80, Sec. 80.40 of Education Department General Administrative Regulations (EDGAR), the Title I Quarterly Report of Cash Distribution must be submitted to the Federal Grants Management (FGM) Unit.

Title I funds must be requested; therefore, the quarterly reports must be submitted for each quarter so the FGM Unit can monitor the budgets. In order for reimbursements to be made to the LEAs, all quarterly reports must be submitted to the FGM Unit.

The Title I Quarterly Report of Cash Distribution for all four quarters of the 2010-11 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.

The attached quarterly report due dates for 2010-11 are listed below and the reports must be e-mailed to:

First Quarter – July 15, 2010
Second Quarter – October 15, 2010
Third Quarter – January 14, 2011
Fourth Quarter – April 15, 2011

Estimated budget and cash on hand amounts are allowable for the first quarter report which is due by July 15, 2010.

For the second through fourth quarter reports, use the latest approved Arkansas Comprehensive School Improvement Plans (ACSIP) budget amounts when completing Item 1-A Total Direct Cost Budgeted each quarter. General Business Managers (GBM) should work with the Federal Programs Director/Coordinator so that the latest approved budget is used to request funds and to code expenditures. If an amendment or program adjustment is made, the Federal Programs Director/Coordinator needs to provide the GBM with a copy of the amended budget.

A monthly fund balance report will be produced for fund/source of fund “6501” and negative balances, up to the amount allocated and budgeted, will be reimbursed. The monthly pull dates for Title I are listed at the bottom of this memo. If period 13 journal entries affecting Title I have been posted, an interim close should be processed in order for those transactions to be reflected in the Fiscal Year 11 fund balance, prior to the final close for Fiscal Year 10.

The reimbursement process will be suspended if the LEA’s initial submission of the 2010-11 ACSIP Plan has not been submitted by the October 1, 2010 deadline.

Section 1126(c) of the ESEA requires a State Education Agency (SEA), if it determines that the amount of a grant an LEA would receive under sections 1124, 1124A, 1125, and 1125A is more than such an LEA will use, the SEA shall make the excess amount available to other LEAs in the State that need additional funds in accordance with criteria established by the SEA.

LEAs must budget the entire allocation, anything not spent at end of year is carryover. Deducting the allowable 15% carryover for Title I excess, and placing it in Funds Held in Reserve is not allowed.

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 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 under the “Other Objects Object 68000” column.

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 FGM 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 format 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

Title I Schedule of Expenditure Pull Dates:
July 17, 2010
August 21, 2010
September 18, 2010
October 16, 2010
November 20, 2010
December 18, 2010
January 15, 2011
February 19, 2011
March 19, 2011
April 16, 2011
May 21, 2011
June 18, 2011
June 30, 2011

For questions, contact the FGM Unit at 501-683-1321.


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