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Title III LEP: 27 Months Obligations Report


Purpose

The local educational agency (LEA) must report year to date obligations for the period of July 1, 2010, through September 30, 2012, from the Title III, Part A, Limited English Proficient (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 two percent of the LEA grant. Use the Elementary and Secondary Education Act, sections 3115 (c) and (d) as a guide to determine allowable expenditures.

Note: An LEA may use no more than two percent of LEP student subgrant 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.” For more information, please visit the CDE Title III Frequently Asked Questions Web page.

According to the California School Accounting Manual, “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, Part 76, Section 707. External link opens in new window or tab.

Funding availability is 27 months (July 1, 2010 through December 31, 2012) and consists of the Grant Period that equals 15 months (July 1, 2010 to September 30, 2011) plus the Carryover Period that equals 12 months (September 30, 2011 to September 30, 2012) followed by the Liquidation Period (September 30, 2012 to December 31, 2012). Funds must be spent or encumbered (obligated) by September 30, 2012. Any obligated funds must be paid out by December, 31, 2012.

This information was previously collected on the online End-of-Year Report. The California Department of Education will invoice the LEA for the amount of 2010-11 unspent funds.

Preloaded Data

The Consolidated Application and Reporting System (CARS) will provide the 2010-11 Title III Part A , LEP Entitlement.

The CARS will automatically calculate the Total Year-to-Date Obligations.

Procedures

Step Action Instructions
1 2010-11 Title III, Part A, LEP entitlement Non editable field. Entitlement figure is based on data supplied to CARS from Title III Program Office
2 1000-1999 Certificated Personnel Salaries: Enter the year to date amount spent on Certificated Personnel Salaries
3 2000-2999 Classified Personnel Salaries Enter the year to date amount spent on Classified Personnel Salaries.
4 3000-3999 Employee Benefits Enter the year to date amount spent on Employee Benefits.
5 4000-4999 Books and Supplies Enter the year to date amount spent on Books and Supplies.
6 5000-5999 Services and Other Operating Expenditures Enter the year to date amount spent on Services and Other Operating Expenditures.
7 Administrative and Indirect Costs Enter the year to date amount spent on Administrative and other Indirect Costs. The Administrative and other Indirect Costs must be within two percent of the projected entitlement .
8 Total Year-to-Date Obligations Calculated field represents the total of what has been entered for object codes 1000 through 5000 series including administrative and indirect costs.
9 2010-11 Unspent Funds Calculated field represents the 2010-11 entitlement minus the total obligations.

Error Messages

Message Resolution
Administrative and Indirect Costs Budget Amount cannot be greater than two percent of the entitlement. Enter an amount for Administrative and other Indirect Cost that is 0.02 times the projected entitlement or less.
Certified Personnel Salaries obligation amount cannot be greater than the entitlement. Enter an amount for Certificated Personnel Salaries that does not exceed the entitlement.
Classified Personnel Salaries obligation amount cannot be greater than the entitlement. Enter an amount for Classified Personnel Salaries that does not exceed the entitlement.
Employee Benefits obligation amount cannot be greater than the entitlement Enter an amount for Employee Benefits that does not exceed the entitlement
Books And Supplies obligation amount cannot be greater than the entitlement Enter an amount for Books and Supplies that does not exceed the entitlement.
Services And Other Operating Expenditures obligation amount cannot be greater than the entitlement Enter an amount for Services and Other Operating Expenditures that does not exceed the entitlement
The year-to-date obligation total cannot be greater than the entitlement. Calculated field representing total of the object Codes and cannot equal zero. Enter an amount In the object code(s) that does is greater than zero but does not exceed entitlement.
2010-11 Unspent Funds

Calculated field represents the entitlement. Minus obligations entered the object codes and must not equal the entitlement.

27-month Fund Availability
July 1, 2010 to September 30, 2011 October 1, 2011 through September 30, 2012

October 1, 2012 through September 30, 2012

Grant Period - 15 months

Carryover Period - 12 months Liquidation Period - 3 months
Initial grant period Funds must be spent or encumbered (obligated) by Sept. 30, 2012 Any obligated funds must be paid out by Dec. 31, 2012
Questions:   Patty Stevens | pstevens@cde.ca.gov | 916-323-5838
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