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Guidance: 2018–19 Consolidation of Admin Funds

Consolidated Application Winter Release guidance for the 2018–19 Consolidation of Administrative Funds form.

A local educational agency (LEA) that consolidates administrative funds for any fiscal year (FY) shall not use any other funds under the programs included in the consolidation for administration for that FY (Every Student Succeeds Act [ESSA] Section 8203). Indirect costs are a part of costs of administration; thus, indirect costs pertaining to programs included in the consolidation may only be paid out of the funds available for the administrative cost pool. For example, if a program must budget and expend at least 85 percent on direct services to students, then the total allowable for administration (e.g., program administration plus indirect costs) cannot exceed 15 percent.

Programs that may be included in the consolidation of administrative funds are:

Standardized Account Code Structure (SACS) Resource Codes Programs
3010 Title I, Part A (Basic)
3060 Title I, Part C (Migrant Education)
3025 Title I, Part D (Delinquent)
4035 Title II, Part A (Supporting Effective Instruction)
4201 Title III (Immigrant Students)
4203 Title III (English Learner Students)
4124 Title IV, Part B (21st Century Community Learning Centers)

The consolidated funds may be used for the administration of the programs included in the consolidation and for uses, at the school district and school levels, designed to enhance the effective and coordinated use of funds under those programs, including such activities as:

  • The coordination of the ESSA programs with other federal and non-federal programs;
  • The establishment and operation of peer-review mechanisms under ESSA;
  • The administration of Title VIII of ESSA (General Provisions);
  • The dissemination of information regarding model programs and practices;
  • Technical assistance under any ESSA program;
  • State-level activities designed to carry out Title VIII; and/or
  • Training personnel engaged in audit and other monitoring activities.

An LEA that consolidates administrative funds may treat the consolidated administrative cost pool as a single cost objective; therefore, it is not required to keep separate records, by individual programs, to account for costs relating to the administration of the programs included in the consolidation. Use SACS Resource Code 3155 to account for consolidated administrative funds.

Expenditures of the consolidated funds (Resource Code 3155) will be distributed (charged) to the contributing programs and will be reported as expenditures of those programs; the distribution will not necessarily be in the same proportion as the amounts contributed (or that could have been contributed) by the programs to the pool, as long as the amount distributed to a program is within the allowable percentage or maximum amount for administration for that program and the grant amount is not exceeded after the distribution. The distribution may be done at any time during the year; any undistributed expenditures at the end of the year will be distributed to the participating programs so that Resource Code 3155 has net zero expenditures at the end of the year.

For further accounting information please refer to the California Department of Education California School Accounting Manual, Procedure 780, Consolidation of Administrative Funds document on the Definitions, Instructions, and Procedures web page.

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Last Reviewed: Wednesday, January 29, 2020
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