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Instructions: EIA Reservations and Allocations

Consolidated Application, Winter Release program instructions for the 2013-14 EIA Reservations and School Allocation Calculation.
Data Collection Purpose

The purpose of this data collection is to report allowable additions and reservations at the LEA level and to calculate the allocation amount for school-level distribution.

Note: This data collection should only display if the LEA’s EIA carryover amount is greater than zero.


Guidance

Indirect costs are charged against actual eligible expenditures only, (see CSAM [PDF; 3MB] Procedure 915). The charging of indirect costs does not occur until the end of the year when the total eligible expenditures (see CSAM [PDF; 3MB] Procedure 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 School Based Coordinated Programs (SBCP), indirect costs are charged against actual eligible expenditures (see CSAM [PDF; 3MB] Procedure 915) in the SBCP at the end of the year.
CDE Program Staff Contact

EIA-LEP: Gustavo Gonzalez, Education Programs Consultant, Language and Policy Leadership Office, 916-319-0420, or ggonzalez@cde.ca.gov

EIA-SCE: Mark Klinesteker, Education Programs Consultant, Title I Monitoring and Support Office, 916-319-0256, or mklinesteker@cde.ca.gov
Preloaded Data

Prior Year Carryover: Displayed data that is brought forward from the 2012–13 CARS Winter Release.


Procedures
Step Action Program Instructions
1
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.

2
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 Amount is greater than zero, an explanation comment is required.

Resolution: Provide an explanation of why repayment dollars were added to the EIA Carryover.


Preloaded Data

Total Carryover: Displayed data that is calculated by adding the repayment to the carryover.


Procedures
Step Action Program Instructions
3
Enter the amount of Indirect Cost Reservation. 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 Carryover.

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

4
Enter the reserve intended for Administrative Evaluation. This computation is based on the Prior Year Carryover.

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

Reason: Funds reserved for direct costs related to administrative evaluation of EIA programs may not exceed 10 percent of the LEA’s Carryover. (5-CCR 4203)
5
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 district advisory committee (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. (5-CCR 4503)

Error Message: Alternative Reservation Amount exceeds 25 percent of the Carryover.

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

6
Enter the reserve intended for the LEA Activities Reservation.

Note: LEA Activities Reservation must not exceed two percent of the 2012–13 EIA Total Carryover.

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

Resolution: An amount not to exceed 2 percent of the EIA Carryover may be reserved for LEA activities to provide direct services to students.


Error Messages
Error Message Resolution
Indirect Cost Reserves exceeds 3 percent of the Carryover. Indirect Cost Reserves cannot exceed 3 percent of the Carryover.
Administrative Evaluation exceeds 10 percent of the Carryover.
Administrative Evaluation cannot exceed 10 percent of the Carryover.
Alternative Reservation exceeds 25 percent of the Carryover. Alternative Reservation cannot exceed 25 percent of the Carryover.
LEA Activities Reservation exceeds 2 percent of the Carryover. LEA Activities Reservation cannot exceed 2 percent of the Carryover.
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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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
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