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Instructions: Immigrant YTD Obligations, 27 Months

Consolidated Application, Spring Release, Phase II program instructions for the 2010-11 Title III, Part A, Immigrant Year to Date Obligations Report, 27 Months.
Data Collection Purpose

The LEA must report year to date obligations for the period of July 1, 2010, through September 30, 2012, from the Title III, Part A Immigrant Student Subgrant program entitlement.

This information was previously collected on the online End-of-Year Report. The CDE will invoice the LEA for the amount of 2010-11 unspent funds.
Guidance

Obligations by the Local Educational Agency (LEA) may include administration and indirect costs, and any repayment of funds. Administrative costs include both direct and indirect costs. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.

Administrative costs are any costs, indirect or direct, that are administrative in nature and support the management of a program. For more information regarding administrative costs, please access the California School Accounting Manual (CSAM) Procedure 915. For LEAs who consolidate administrative funds, the maximum amount available for administrative costs is what is reasonable and necessary for the proper and efficient administration of the programs provided that the LEA budgets and expends at least 85 percent of the grant amounts at school sites for direct services to pupils. For more information regarding consolidation of administrative funds, please access the CSAM Procedure 780.

According to the CSAM, “Legal obligations are commitments made by an LEA to purchase goods or services immediately or in a future period.” To determine whether a financial commitment should be reported as an obligation, please refer to 34 Code of Federal Regulations (CFR), Part 76, Section 707 External link opens in new window or tab. .

Funding Availability is 27 months (July 1, 2010, through December 31, 2012) and consists of the Grant Period that equals 15 months (July 1, 2010, to September 30, 2011) plus the Carryover Period that equals 12 months (September 30, 2011, to September 30, 2012) followed by the Liquidation Period (September 30, 2012, to December 31, 2012). Funds must be spent or encumbered (obligated) by September 30, 2012. Any obligated funds must be paid out by December, 31, 2012.
CDE Program Staff Contact

Pam Lucas, Associate Governmental Program Analyst at plucas@cde.ca.gov or 916-323-5831

Sandra Covarrubias, Education Programs Consultant, at scovarrubias@cde.ca.gov or 916-319-0267


Preloaded Data

The CARS will provide the 2010-11 Title III Part A, Immigrant Entitlement.

The CARS will calculate the Total Year-to-Date Obligations.

The CARS will calculate 2010-11 Unspent Funds as the 2010-11 entitlement minus the total obligations.
Procedures
Step Action Program Instructions
1 Enter the year to date amount spent on Certificated Personnel Salaries. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.
2 Enter the year to date amount spent on Classified Personnel Salaries. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.
3 Enter the year to date amount spent on Employee Benefits. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.
4 Enter the year to date amount spent on Books and Supplies. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.
5 Enter the year to date amount spent on Services and other Operating Expenditures. Use the ESEA sections 3115 (e)(1) as a guide to determine allowable obligations.
6 Enter the year to date amount spent on Administrative and Indirect Costs. Administrative costs are any costs, indirect or direct, that are administrative in nature and support the management of a program. For more information regarding administrative costs, please access the CSAM Procedure 915 (Posted 12-Jul-2011; 3MB).

For LEAs who consolidate administrative funds, the maximum amount available for administrative costs is what is reasonable and necessary for the proper and efficient administration of the programs provided that the LEA budgets and expends at least 85 percent of the grant amounts at school sites for direct services to pupils. For more information regarding consolidation of administrative funds, please access the CSAM Procedure 780 (Posted 12-Jul-2011; 3MB).

Administrative and indirect costs that are more than 15 percent of the entitlement will be reviewed by the CDE to determine reasonableness.

Error Messages
Error Message Resolution
Administrative and Indirect Cost are more than 15 percent of the entitlement. Obligations will be reviewed by CDE program staff to determine reasonableness. Enter an amount for Administrative and Indirect Costs that is less than 15 percent. An amount exceeding 15 percent of the entitlement will be reviewed by the California Department of Education to determine reasonableness.
Classified Personnel Salaries obligation amount cannot be greater than the entitlement. Classified Personnel Salaries obligation amount cannot exceed the entitlement.
Certificated Personnel Salaries obligation amount cannot be greater than the entitlement. Certificated Personnel Salaries obligation amount cannot exceed the entitlement.
Administrative And Indirect Costs obligation Amount cannot be greater than the entitlement. Administrative And Indirect Costs obligation Amount cannot exceed the entitlement.
Services And Other Operating Expenditures obligation amount cannot be greater than the entitlement. Services And Other Operating Expenditures obligation amount cannot exceed the entitlement.
Books And Supplies obligation amount cannot be greater than the entitlement. Books And Supplies obligation amount cannot exceed the entitlement.
Employee Benefits obligation amount cannot be greater than the entitlement. Employee Benefits obligation amount cannot exceed the entitlement.
The year-to-date obligation total cannot be greater than the entitlement. Enter an amount In the appropriate category that is greater than zero but does not exceed the entitlement.
The year-to-date obligation total should be greater than zero.

Enter an amount In the appropriate category that is greater than zero but does not exceed the entitlement.

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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
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