Efficient Procedures for Managing Title I Funds and Equipment Inventory

To develop a clear understanding of the topics stated below; Completing and submitting the year end Categorical Equipment Inventory, Physical Check and Disposal of Equipment forms. Reviewing procurement deadlines when using Title I funds. Reconciling expenditures with Title I funds.

A physical check must be conducted at least once every two years The results of the inventory check must be reconciled with the inventory records The school site must identify staff to conduct the physical check

Email the spreadsheet (Attachment B) in excel format to Federal and State Education Programs (FSEP) after all equipment has been received for the current school year; FSEP@lausd.net Subject line: School Name_CEI_2016-2017

Disposal of Equipment Form must be completed if Disposition Status is: Salvaged Stolen Unusable Make sure to enter Police Report number or Salvage Date in the Reason for Removal column Must have the principal s signature

Equipment that is that has been disposed of may be removed from the school s Categorical Equipment Inventory after one year of completing Disposal of Equipment (Attachment C of BUL-3508.7) In the event equipment is lost or stolen, the school must indicate this on the inventory and also complete Disposal of Equipment (Attachment C of BUL-3508.7). Any loss, damage, or theft of equipment must be investigated. In the event of a theft, the school must also indicate the Police Report Number on the CEI. A Police Report must be filed within 30 days once an item has been considered missing.

Please share this information with your SAAs, Financial Managers, P-Card Holders: New cut-off date for all Imprest requests through Title I is May 5, 2017. All Title I requests must come to our office to be approved before they can be processed. The cut-off date for all orders placed through shopping cart or paid for with P-Card is May 5, 2017. Software License Maintenance- All software renewals must be in place by May 5, 2017 and end by June 30, 2017. All equipment purchases through General Supplies-Technology (430001)or Non-Capitalized Equipment (440001) must be received by May 5, 2017. These new cut-off dates ensure that this year s funding benefits the students who generated the funds.

The following are the only allowable Title I expenditures when using a school s Imprest account. These expenditures must be specifically described in the school s SPSA. Admission Fees to approved educational activities -Ref-2111.0 and Ref-2191.4 Conference Registration Fees to Title I-allowed conferences for staff and parents BUL-5525.1 Allowableparent training and parent travel expenses Contract Bus Services to locations approved by LAUSD- Bul-1521.1 Supplemental Instructional Materials - http://achieve.lausd.net/Page/8647 &for items described in the Program and Budget Handbook p. A-37

The following object /commitment items will require a second approver who will be your LD Title I Coordinator or Central Title I Approver. All orders will require a SPSA page/SPSA Modification page and quote that specifically states the items being purchased. Some items may require additional documentation (see below). Commitment Item Commitment Description for Title I Purposes Commitment Item Commitment Description for Title I Purposes 420010 Other Books-Gen Purpose-reference books, etc. (additional documentation needed: submit list of books to be purchased) 560006/ 560011 Maint. of Equip./Rental of Equip.- charges must be split 50/50 with general funds 430001* General Supplies-Technology(under $500 including tax, shipping and other ancillary charges) 580001 Prof. Services Contract-Non-Inst. (additional documentation needed: MOU or contract, if applicable) 430003 M&O Supplies-Custodial supplies for Title I Interventions - $1 per student per intervention session(additional documentation needed: submit school flyer for intervention program) 580005 Admission Fees- to District approved locations 430010 Supplemental Instructional Materials -including first time purchases of software licenses (for use in the current school year) and selected Stores Warehouse items 580012 Contract Bus Services (additional documentation needed: submit a completed 34-EH-57 field trip form) 440001* Non-Cap Equipment.- between $500 and $4,999 (including tax, shipping and other ancillary charges) 580020* Software Licenses Maintenance Renewal of Licenses (for use in the current school year) 520002 Travel/Conf. Attendance (additional documentation needed: submit completed 10.12.1 travel form, conference flyer) 580030 Prof. Services Contract-Inst. (additional documentation needed: MOU or contract, if applicable)

The only P-Card expenditures that can be reconciled with Title I funds are: Admission Fees to approved locations SPSA plan page, itemized receipt/invoice (with location) Conference Registration Fees SPSA plan page, approved 10.12.1 travel form, conference registration receipt/ invoice Supplemental Instructional Materials for items described in the Program and Budget Handbook p. A-39 SPSA plan page, itemized receipt/invoice Other expenditures, not named above, charged to the school s P-card, even if they are allowed by Title I and in the SPSA, could be subject to payback.

Contact FSEP for a copy of your CEI. Determine whether a physical check is needed and complete if necessary. Complete the Categorical Equipment Inventory by addingall new purchases to last year s CEI. Complete a Disposal of Equipment (DOE) form if applicable. See Bul-3508.7 for guidance in disposal of equipment. Email the CEI in excel format and a copy of the DOE to FSEP (FSEP@lausd.net) after all equipment has been received for the current school year. (May-June) Meet with your SAA to determine what purchases will be paid for with Title I funds. Make sure they have the SPSA/ SPSA Modification pages necessary for submission when reconciling. If a SPSA Modification is submitted, make sure it is the one with all 4 signatures. Contact your LD Fiscal Specialist or LD Title I Coordinator for a fully signed SPSA Modification. Encourage your SAA to attend next year s SAA training in August.