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Instructions: 2012-13 Title I Part A Carryover

Consolidated Application, Winter Release program instructions for the 2012-13 Title I, Part A, Carryover.
Data Collection Purpose

Report fiscal year (FY) 2012–13 expenditures and to determine the amount of FY 2012–13 Title I, funds to be carried over to FY 2013–14. The 201213 Title I, Part A, Carryover must be completed by all local educational agencies (LEAs) with Title I, Part A allocations.

LEAs receiving less than $50,000 of Title I, Part A, funds (including funds transferred-in from other sources) in FY 2012–13 are not subject to the 15 percent carryover limit but are required to complete this data collection.


What is Different from Last Year

The prior year carryover fields have been moved to the new Title I Closeout Report data collection.

The LEA reports only expenditures related to the FY 2012–13 Title I Part A funds on this data collection. Do not include FY 2011–12 carryover expenditures reported on the Title I Closeout Report.

If an LEA received a waiver for the carryover limit  in one of the previous two years, the LEA maybe eligible to apply for such a waiver, again. See Guidance below.


Guidance

Section 1127(a) of Title I of the Elementary and Secondary Education Act limits the amount of Title I Part A funds an LEA may carry over from one FY allocation to not more than 15 percent of the total Title I Part A funds allocated to the LEA for that FY. The law allows a state educational agency to grant an LEA a waiver of this carryover limit if: (1) the LEA’s request is reasonable and necessary, or (2) a supplemental Title I Part A appropriation becomes available. The law allows the SEA may grant such a waiver once in three years.

The U.S. Department of Education granted the California Department of Education (CDE) a waiver for the once in a three year restriction on granting carryover waiver to the LEA provided that the LEA needs an additional waiver due to the hardship caused by sequestration. This is a one- time waiver and applies only to FY 2012–13 funds. This waiver is available to the LEAs that have already received a Title I, Part A carryover waiver in one of the previous two years but need a second waiver due to sequestration. The Consolidated Application and Reporting System (CARS) will inform the affected LEAs of the availability of this option provided the LEA needs an additional carryover waiver due to sequestration.

Note: The waiver must be approved before the LEA can spend the carryover funds that are in excess of the 15 percent limit.


CDE Program Staff Contact

Jyoti Singh, Education Programs Consultant, Title I Policy and Program Guidance Office, 916-319-0372, or jysingh@cde.ca.gov


Preloaded Data

2012–13 Title I Part A Entitlement: The CARS will provide the entitlement source data from the Principal Apportionment Web page.

Transferred in: Displayed data from the Federal Transferability data collection as reported in CARS by the LEA.

Title I Part A available allocation: Displayed data calculated by adding the Transferred in amount to the Entitlement.
Procedures
Step Action Program Instructions
1 Enter the 2012–13 Title I, Part A, Expenditures and Encumbrances as of June 30 for the period of July 1, 2012, through June 30, 2013. Do not include the carryover amount spent during this time. The carryover expenditures are reported on the 2011–12 Title I Part a Closeout Report. Please see the Program Guidance Web page to determine which obligations or encumbrances should be included on this line.

Error Message: Expenditures and encumbrances as of June 30, 2013, must be less than or equal to Title I Part A available allocation.

Resolution: An LEA is allowed to report Expenditures and encumbrances as of June 30, 2013, up to the amount of the Title I Part A available allocation.


Preloaded Data

Carryover as of June 30, 2013: Displayed data calculated by subtracting the Expenditures and Encumbrances amount from the Title I Part A Available Allocation.

Carryover percent as of June 30, 2013: Displayed data calculated as a percentage of the June 30 Carryover.
Procedures
Step Action Program Instructions
2 Enter the Expenditures and encumbrances from July 1, 2012, through September 30, 2013.

Please see the Program Guidance document Web page to determine which obligations or encumbrances should be included on this line.

Error Message: Expenditures and encumbrances as of September 30, 2013, must be less than or equal to Title I Part A available allocation.

Resolution: Expenditures and encumbrances as of September 30, 2013, must be less than or equal to Title I Part A available allocation.

Error Message: 15 month expenditures and encumbrances cannot be less than the 12 month expenditures and encumbrances.

Resolution: This error message is displayed when the expenditure amount is less than the amount reported for 12 months. Enter the FY 2012–13 expenditure for the entire 15 months, including the amount reported for 12 months.


Preloaded Data

Carryover as of September 30, 2013: Displayed data calculated by subtracting the “Expenditures and Encumbrances from July 1 through September 30” amount from the Title I Part A Available Allocation.

Carryover percent as of September 30, 2013: Displayed data calculated as a percentage of the September 30 Carryover.

Allowable Carryover Amount: Displayed data calculated from the September 30 Carryover.

Amount of Carryover Funds Above the Allowable 15 Percent: Displayed data calculated from the September 30 Carryover.
Procedures
Step Action Program Instructions
3

If the Title I, carryover percent as of September 30, 2013, is 15 percent or less, this data collection is complete. However, if the Title I carryover percent as of September 30, 2013, is greater than 15 percent, CARS will display a carryover waiver screen. The LEAs are required to either complete the waiver section to request a waiver or not complete the waiver request and CDE will bill the LEA to return the excess carryover amount (the amount exceeding the 15 percent carryover limit).

To complete the waiver request, describe major activities to be funded by the carryover amount above the allowable 15 percent, as of September 30, 2013. Each activity must be clearly stated along with the amount of carryover funds budgeted for the activity.

Error Message: A Major Activity Description is required.

Resolution: If Waiver Budgeted Amount is greater than zero, then Major Activity Description cannot be blank.

Error Message: The total Waiver Budgeted Amount must equal the 2012–13 carryover amount above the 15 percent carryover limit as of September 30, 2013.

Resolution: The LEA must describe the activities to be funded by the amount that exceeds the 15 percent carryover limit and list the amount of funds allocated for each of those activities. The total amount budgeted for these activities must equal the amount of carryover that exceeds (is above) the 15 percent limit.


Error Messages
Error Message Resolution
Expenditures and encumbrances as of September 30, 2013, must be less than or equal to Title I Part A available allocation. Expenditures and encumbrances as of September 30, 2013, must be less than or equal to Title I Part A available allocation.
Expenditures and encumbrances as of June 30, 2013, must be less than or equal to Title I Part A available allocation. Expenditures and encumbrances as of June 30, 2013, must be less than or equal to Title I Part A available allocation.
The total Waiver Budgeted Amount must equal the 2012–13 carryover amount above the 15 percent carryover limit as of September 30, 2013. If the total Waiver Budgeted Amount is greater than zero it must equal the 2012–13 carryover amount above the 15 percent carryover limit as of September 30, 2013.
Note: LEA is eligible for a waiver. If the waiver is not completed CDE will invoice the LEA to return funds exceeding the 15 percent carryover limit. If September 30 carryover percentage is greater than 15 percent and the LEA entitlement plus transfers- in amount is greater than or equal to $50,000 and LEA is eligible to complete a waiver; but has not completed the waiver section, CDE will bill the LEA for the amount of carryover that exceeds the 15 percent limit.
A Major Activity Description is required. If Major Activity Description is greater than zero, then Major Activity Description cannot be blank.
15 month expenditures and encumbrances cannot be less than the 12 month expenditures and encumbrances. 15 month expenditures and encumbrance cannot be less than the 12 month expenditures and encumbrance.

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