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Instructions: 2012-13 EIA LEA Allocations

Consolidated Application, Winter Release program instructions for the 2012-13 EIA LEA Allocations.
Data Collection Purpose

The purpose of this data collection is to show the total annual approved EIA entitlement and to report allowable additions and reservations at the LEA level to determine the adjusted EIA allocation amount for school-level distribution.

Note: This data collection will not display if the LEA did not apply for EIA.
Guidance

Indirect costs are charged against actual eligible expenditures only, (see CSAM 915). The charging of indirect costs does not occur until the end of the year when the total eligible expenditures (see CSAM 915) are known. Amounts budgeted for indirect costs at the beginning of the year represent only the amount set aside, or reserved, for this expenditure.

If funds are transferred to SBCP, indirect costs are charged against actual eligible expenditures (see CSAM 915) in the SBCP at the end of the year.
CDE Program Staff Contact

Mark Klinesteker, Education Programs Consultant, 916-319-0256, mklinesteker@cde.ca.gov

Gustavo Gonzalez, Education Programs Consultant, 916-319-0420, ggonzalez@cde.ca.gov


Preloaded Data

2012-13 EIA Entitlement: Source data from the EIA Funding Results Web page. The entitlement is calculated using the methodology specified by Education Code 54023.


Procedures
Step Action Program Instructions
1
Enter the amount the LEA wishes to be Transferred to or from this entitlement.

Complete this line only if this option is to be used to transfer funds from or to other sources.

Error Message: Transferred exceeds 15 percent of your 2011-12 Entitlement.

Reason: LEAs may not increase this amount by more than 15 percent of the previous year’s entitlement.
2
An entry in the Transferred Comment box is required if a transferred amount was entered, to explain to where the dollars were transferred.

Supporting documentation for the amount transferred should be maintained at the LEA to be available for audit purposes.

Error Message: The Transferred is greater than zero, an explanation comment is required.

Reason: The Transferred Amount is greater than zero, an explanation comment is required.

3
Enter the amount of 2011-12 Carryover funds. Include all school and LEA level EIA carryover funds from the previous year’s allocation.
4
Enter the Repayment of Funds only if required due to a fiscal audit, FPM finding, or complaint investigation. The amount entered must coincide with the determination made in the settlement agreement with CDE.
5
An entry in the Repayment of Funds Comment box is required only in cases where a settlement agreement is in place.

Error Message: The Repayment is greater than zero, an explanation comment is required.

Reason: Provide an explanation of why repayment dollars were added to the EIA allocation.

Preloaded Data

2012-13 EIA Allocation: Displayed data that is calculated by adding the Transferred in, Carryover and Repayment amounts to the entitlement.


Procedures
Step Action Program Instructions
6
Enter the amount of Indirect Cost Reserves based upon the EIA allocation subtotal. These are costs not readily identifiable with the activities funded by EIA but are still incurred for the joint benefit of those activities. Examples may include accounting, auditing, payroll, personnel, budgeting, and purchasing.

No indirect costs may be claimed without an approved indirect cost rate from CDE. (5-CCR 3947) For a list of approved rates refer to the ICR Web page.

Fees for cooperative administrative services are not considered indirect costs. Such fees are reported by the district paying the administrative fee in expenditure object 5800 "Services and Other Operating Expenditures."

Error Message: Indirect Cost Reserves exceeds 3 percent of the Allocation.

Reason: The indirect cost rate (ICR) for EIA may not exceed 3 percent, or the approved Form ICR rate, whichever is less.

7
Enter the reserve intended for Administrative Evaluation. This computation is based on the 2012-13 EIA Allocation.

Error Message: Administrative Evaluation exceeds 10 percent of the Allocation.

Reason: Funds reserved for direct costs related to administrative evaluation of EIA programs may not exceed 10 percent of the LEA’s allocation. (5-CCR 4203)
8
Enter the reserve intended for the LEA Activities Reservation. This computation is based on the 2012-13 EIA Allocation.

Note: The sum of Indirect Cost Reserves, Administrative Evaluation, and LEA Activities Reservation must not exceed 15 percent of the 2012-13 EIA Allocation.

Error Message: LEA Activities Reservation exceeds 2 percent of the Allocation.

Reason: An amount not to exceed 2 percent of the EIA subtotal allocation may be reserved for LEA activities to provide direct services to students.
9
Enter the amount budgeted from the EIA subtotal for Security Reservation.

Error Message: Security Reservation exceeds the allowable amount of (Sum of all enrollment student counts for EIA qualified schools multiplied by .32).

Reason: To compute the standard EIA security reservation for any LEA, multiply the rate of $0.32 by the district’s total enrollment.

Preloaded Data

Security Reservation Maximum: Displayed data calculated by multiplying the rate of $0.32 by the district’s total enrollment.


Procedures
Step Action Program Instructions
10
If applicable, enter the amount budgeted only from EIA-SCE for Alternative Reservation.

Only schools in which 50 percent or greater of its population are low income students are eligible to spend EIA-SCE funds on the university and college opportunities program. Additionally, the following conditions must be met: (1) The school advisory committee (SAC) has approved and the DAC has reviewed the implementation of such option, (2) The school proposing to exercise such an option is one that participates in the state compensatory education program.

Error Message: Alternative Reservation exceeds 25 percent of the Allocation.

Reason: LEAs are limited to 25 percent of their EIA-SCE allocation to implement alternative programs for special need students.

Preloaded Data

2012-13 EIA Adjusted Allocation: Displayed data calculated by subtracting the indirect cost, administrative evaluation, LEA activities, security and alternative reservation amounts from the allocation.


Error Messages
Error Message Resolution
Indirect Cost Reserves exceeds 3 percent of the Allocation. Indirect Cost Reserves cannot exceed 3 percent of the Allocation.
Administrative Evaluation exceeds 10 percent of the Allocation.
Administrative Evaluation cannot exceed 10 percent of the Allocation.
Security Reservation exceeds the allowable amount of (Sum of all enrollment student counts for EIA qualified schools multiplied by .32). Security Reservation exceeds the allowable amount of (Sum of all enrollment student counts for EIA qualified schools multiplied by .32).
Alternative Reservation exceeds 25 percent of the Allocation. Alternative Reservation cannot exceed 25 percent of the Allocation.
LEA Activities Reservation exceeds 2 percent of the Allocation. LEA Activities Reservation cannot exceed 2 percent of the Allocation.
Transferred In exceeds 15 percent of your 2011–12 Entitlement. Transferred In cannot exceed 15 percent of your 2010–11 Entitlement.
The Transferred In is greater than zero, an explanation comment is required. The Transferred In is greater than zero, an explanation comment is required.
The Repayment is greater than zero, an explanation comment is required. The Repayment is greater than zero, an explanation comment is required.

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