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Instructions: 2011-12 Immigrant Obligations

Consolidated Application, Spring Release program instructions for the 2011-12 Title III, Part A, Year to Date Immigrant Obligations Report, 24 Months.
Data Collection Purpose

The local educational agency (LEA) must report year to date obligations for the period of July 1, 2011, through June 30, 2013, from the Title III, Part A Immigrant Student Subgrant program entitlement.


Guidance

Obligations by the LEA may include administration and indirect costs, and any repayment of funds. Administrative costs include both direct 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 California School Accounting Manual (CSAM) (PDF; 3MB) 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 (PDF; 3MB) 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..
California Department of Education (CDE) Program Staff Contact

Patty Stevens, Associate Governmental Program Analyst at pstevens@cde.ca.gov or 916-323-5838

Geoffrey Ndirangu, Education Programs Consultant, at gndirang@cde.ca.gov or 916-323-5831
Preloaded Data

Title III Part A Immigrant Entitlement: Source data reported on the Immigrant Funding Results Web page.


Procedures
Step Action Program Instructions
1
Enter the year to date amount spent on Certificated Personnel Salaries. Use the Elementary and Secondary Education Act (ESEA) Section 3115 (e)(1) as a guide to determine allowable obligations.

Error Message: Certificated Personnel Salaries obligation cannot be greater than the entitlement.

Reason: Certificated Personnel Salaries obligation cannot be greater than the entitlement.

2
Enter the year to date amount spent on Classified Personnel Salaries.

Use the ESEA Section 3115 (e)(1) as a guide to determine allowable obligations.

Error Message: Classified Personnel Salaries obligation cannot be greater than the entitlement.

Reason: Classified Personnel Salaries obligation cannot be greater than the entitlement.

3
Enter the year to date amount spent on Employee Benefits. Use the ESEA Section 3115 (e)(1) as a guide to determine allowable obligations.

Error Message: Employee Benefits obligation cannot be greater than the entitlement.

Reason: Employee Benefits obligation cannot be greater than the entitlement.

4
Enter the year to date amount spent on Books and Supplies. Use the ESEA Section 3115 (e)(1) as a guide to determine allowable obligations.

Error Message: Books And Supplies obligation cannot be greater than the entitlement.

Reason: Books And Supplies obligation cannot be greater than the entitlement.

5
Enter the year to date amount spent on Services and other Operating Expenditures.

Use the ESEA Section 3115 (e)(1) as a guide to determine allowable obligations.

Error Message: Services And Other Operating Expenditures obligation cannot be greater than the entitlement.

Reason: Services And Other Operating Expenditures obligation cannot be greater than the entitlement.

6
Enter the year to date amount spent on Administrative and Indirect Costs.

Administrative costs include both direct 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 (PDF; 3MB) Procedure 905.

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 (PDF; 3MB) Procedure 780.

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

Error Message: Administrative And Indirect Costs obligation cannot be greater than the entitlement.

Reason: Administrative And Indirect Costs obligation cannot be greater than the entitlement.

Error Message: Administrative and Indirect Costs that are more than 15 percent of the entitlement will be reviewed by the CDE to determine reasonableness.

Reason: Ensure that the Administrative and Indirect Costs are appropriate.


Preloaded Data

Total Year to Date Obligations: Displayed data calculated by subtracting the expenditures from the entitlement.

Error Message: The Total Expended Amount cannot be greater than the entitlement. Resolution: Revise the expenditures by area to ensure that the Total Expended Amount is not greater than the entitlement.

Error Message: The Total Expended Amount should be greater than zero. Resolution: Enter expenditures in detail areas to ensure that the Total Expended Amount is greater than zero.


Error Messages
Error Message Resolution
Classified Personnel Salaries obligation cannot be greater than the entitlement. Classified Personnel Salaries obligation cannot be greater than the entitlement.
Certificated Personnel Salaries obligation cannot be greater than the entitlement.
Certificated Personnel Salaries obligation cannot be greater than the entitlement.
Employee Benefits obligation cannot be greater than the entitlement. Employee Benefits obligation cannot be greater than the entitlement.
Books And Supplies obligation cannot be greater than the entitlement. Books And Supplies obligation cannot be greater than the entitlement.
Services And Other Operating Expenditures obligation cannot be greater than the entitlement. Services And Other Operating Expenditures obligation cannot be greater than the entitlement.
Administrative And Indirect Costs obligation cannot be greater than the entitlement. Administrative And Indirect Costs obligation cannot be greater than the entitlement.
Reporting zero obligations will require a review by the CDE. Ensure that the year to date obligations are correct.
Administrative and Indirect Costs that are more than 15 percent of the entitlement will be reviewed by the CDE to determine reasonableness. Ensure that the Administrative and Indirect Costs are appropriate.

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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Tuesday, October 13, 2015

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