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Instructions: 2011-12 Title IIII LEP Obligations

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

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


Guidance

Obligations by the LEA may include administration and indirect costs, and any repayment of funds. Administrative costs and indirect costs combined are capped at 2 percent of the LEA grant.

Note: An LEA may use no more than 2 percent of LEP student sub-grant for administrative costs and indirect costs (Title III Section 3115[b]). The U.S. Department of Education’s 1997 guidance, Indirect Cost Determinations, Guidance for State and Local Government Agencies (referred to as the Blue Book) states that any “statutory or regulatory limitation applies to the combined claims for indirect costs and direct administration costs.” Please visit the CDE Title III Frequently Asked Questions Web page.

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. Retrieve by Citation External link opens in new window or tab. Web page.


CDE Program Staff Contact

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

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


Preloaded Data

2011–12 Title III Part A, LEP Entitlement: Source data reported on the LEP Funding Results Web.


Procedures
Step Action Program Instructions
1
Enter the year to date amount spent on Certificated Personnel Salaries.

Use the ESEA sections 3115 (c)(1), 3115 (c )(2), and 3115 (d) as a guide to determine allowable expenditures.

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

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

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

Use the ESEA sections 3115 (c)(1), 3115 (c )(2), and 3115 (d) as a guide to determine allowable expenditures.

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

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

3
Enter the year to date amount spent on Employee Benefits.

Use the ESEA sections 3115 (c)(1), 3115 (c )(2), and 3115 (d) as a guide  to determine allowable expenditures to determine allowable expenditures.

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

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

4
Enter the year to date amount spent on Books and Supplies.

Use the ESEA sections 3115 (c)(1), 3115 (c )(2), and 3115 (d) as a guide.

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

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

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

Use the ESEA sections 3115 (c)(1), 3115 (c )(2), and 3115 (d) as a guide to determine allowable expenditures.

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 in detail 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 area to ensure that the Total Expended Amount is greater than zero.


Error Messages
Error Message Resolution
Classified Personnel Salaries obligation amount cannot be greater than the entitlement. Classified Personnel Salaries obligation amount cannot be greater than the entitlement.
Certificated Personnel Salaries obligation amount cannot be greater than the entitlement.
Certificated Personnel Salaries obligation amount cannot be greater than the entitlement.
Employee Benefits obligation amount cannot be greater than the entitlement. Employee Benefits obligation amount cannot be greater than the entitlement.
Books And Supplies obligation amount cannot be greater than the entitlement. Books And Supplies obligation amount cannot be greater than the entitlement.
Services And Other Operating Expenditures obligation amount cannot be greater than the entitlement. Services And Other Operating Expenditures obligation amount cannot be greater than the entitlement.
Administrative and other Indirect Costs cannot be greater than 0.02 times the projected entitlement. Ensure that the Administrative and other Indirect Costs are within two percent of the projected entitlement.
The year to date obligation total cannot be greater than the entitlement. The year to date obligation total cannot be greater than the entitlement.
The year to date obligation total should be greater than zero. The year to date obligation total should be greater than zero.

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