SY 2013-2014 End-of-the-Year Financial Reporting

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SY 2013-2014 End-of-the-Year Financial Reporting Office of Career and Technical Education

ServicesMarch 2014

Agenda• SY 2013-14 State Funding

• Equipment • Workplace Readiness Skills for the

Commonwealth Examinations• Industry Certification Exams• Microsoft IT Academy Certification Program

• SY 2013-14 Federal Funding – Perkins Secondary Education

SY 2013-2014End-of-the-Year Financial Reporting

Virginia Department of Education - March 2014 3

CTE Perkins Act Federal Funds – Title I School Year: July 1, 2013 –

June 30, 2014

• LOCAL PLANS – “Substantially Approvable Form” Requirement

Federal Requirement - “substantially approvable form”

In compliance with federal requirements, the school division must have submitted the application to the VDOE in “substantially approvable form” via OMEGA no later than June 30, 2013, in order to begin obligating Perkins funds on July 1, 2013.


CTE State SY 2013-2014 Funded Allocations

• CTE Equipment

• Workplace Readiness Skills for the Commonwealth Examinations and/or other Industry Certification Exams

• Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments

• Microsoft IT Academy Program and Certification


CTE State Equipment Allocations

SUPTS. MEMO NO. 188-13 – July 26, 2013

SUBJECT: Career and Technical Education State Equipment Allocations and Reimbursement Requests Form for School Year 2013-2014

• $1,800,000 State Lottery Funding

• School Division and Regional Center Entitlements• - $2,000 Floor Allocation • - Enrollment-Based Allocation

www.doe.virginia.gov/administrators/superintendents_memos/2013/188-13.shtml



Important to remember:

• 100% Reimbursement of Equipment Expenditures, not to exceed allocation amount

• Must be for new equipment listed in the current state edition - Recommended Equipment Approved for Career and Technical Education Programs

http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml



• State equipment funds must be used:

• first (100%) before requesting any Perkins federal funds reimbursements for equipment.

• to supplement, not supplant, any funds currently provided within the locality.

• Equipment purchased with state funds cannot also be claimed on Perkins federal funds reimbursement requests.


CTE State Equipment Reimbursement

• Equipment purchases may be split between state and federal funds.

• Must be submitted on the CTE State Equipment Reimbursement Request Form (Supts Memo No. 188-13).

• Reimbursement request forms must be submitted by Friday - June 6, 2014.

• Reimbursement request form must have the division superintendent’s original signature.


CTE State Workplace Readiness Skills for the Commonwealth Examinations

SUPTS. MEMO NO. 205-13 – August 2, 2013

SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2013 and School Year (SY) 2013-2014

$308,655 FY 2014 State Funding




Funding for Workplace Readiness Skills for the Commonwealth Examinations

• Provide support grants to the school divisions for Standard Diploma graduates.

• To provide flexibility, school divisions may use this grant for any Board-approved industry certification preparation and testing.

• Funding allocation based on school year 2012-2013 enrollment data for students in secondary CTE courses.

• Initial Allocation - $0.536 per CTE Student



• Funding reimbursement for Workplace Readiness Skills for the Commonwealth Examinations will be available for the following two periods:

• June 1 - 30, 2013

• July 1, 2013 to May 31, 2014

Note: 100% reimbursement of exam costs not to exceed allocation amount.



• Must be submitted on CTE Workplace Readiness Skills for the Commonwealth Examination Reimbursement Request Form (Supts Memo No. 205-13).

• CTE Workplace Readiness Skills for the Commonwealth Examination funding must be used first (100%) before requesting any State funds or Perkins federal funds for industry certification reimbursements.


• Reimbursement request form must have the division superintendent’s original signature.



• CTE Workplace Readiness Skills for the Commonwealth Examination reimbursement requests are paid fully with state General Assembly funds upon submission of the reimbursement request form.

• Payments in full will be made on the semi-monthly state payment schedule.


CTE State Industry Certification

SUPTS. MEMO NO. 204-13 – August 2, 2013

SUBJECT: Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Request Forms for June 2013 and School Year 2013-2014

$1,331,464 FY 2014 State Funding

• Additional $266,331 in state funding




• Funding for Student Credentialing

• Industry Certification Examinations• Licensure Tests• Occupational Competency Assessments (such as

NOCTI)• Certification Site Licenses

• Must be Board of Education approved for student-selected verified credit option



• Funding reimbursement for Industry Certification Testing will be available for the following two periods:

• June 1 – 30, 2013

• July 1, 2013 to May 31, 2014

Note: 100% reimbursement of exam costs not to exceed allocation amount


CTE State Industry Certification Reimbursement

• Must be submitted on CTE State Industry Certification Reimbursement Request Forms (Supts Memo No. 204-13).

• State funds must be used first (100%) before requesting any Perkins federal funds for industry certification reimbursements.


• Request form must have the division superintendent’s original signature.



• School divisions may submit reimbursement requests for industry certification exams that exceed your original state allocation amount for any unused funds.

• Any unclaimed State Industry Certification funds will be reallocated on June 9, 2014.


State Payments for Equipment and Industry Certification Allocations for

Fiscal Year 2014

• Reimbursement requests for school year 2013-2014 state funds will be paid in recurring installments on a semi-monthly recurring basis, based on the number of state payment dates remaining through June 30, 2014 (end of state fiscal year).

• First state funds payments for State Equipment and Industry Certification reimbursement requests will be posted for payment on February 1, 2014.


Workplace Readiness Skills and Industry Certification Request

Submissions Priority

• FIRST, submit CTE State Workplace Readiness Skills reimbursement request for the full allocation amount for any Board-approved industry certification preparation and testing.

• SECOND, submit CTE State Industry Certification reimbursement request for the full allocation amount for any additional Board-approved industry certification preparation and testing and/or Workplace Readiness Skills exams.

• THIRD, submit additional CTE State Industry Certification reimbursement requests for all additional Board-approved industry certification preparation and testing and/or Workplace Readiness Skills exams.


• State SY 2013-2014 Equipment , Industry Certification Exams, and Workplace Readiness Skills funds cannot be carried over to next school year.

• Reimbursement requests not submitted by deadline of Friday - June 6, 2014, will result in forfeiture of remaining state allocated funds.

• Unclaimed Industry Certification Exams and Workplace Readiness Skills funds will be reallocated for other unpaid SY 2013-2014 reimbursement requests.

State Funds for Equipment, Industry Certification Exams and Workplace Readiness Skills Allocations for

SY 2013-2014


CTE State Microsoft IT Academy Certification Program SUPTS. MEMO NO. 316-13 – December 6, 2013

SUBJECT: Announcement of Virginia’s Microsoft IT Academy Certification Program

Virginia Department of Education and Microsoft partnership for School Year 2013 - 2014

$1,500,000 FY 2014 State Funding



CTE State Microsoft IT Academy Certification Program Microsoft IT Academy Certification Program Highlights:

• Site licenses for unlimited certification testing at each high school and career and technical education center at no cost to school divisions.

• Certification examinations for students at no charge for:

• Microsoft Office Suite (MOS)—Word, Excel, PowerPoint, Outlook, and Access.

• Certiprep practice exams for all of the above MOS applications.

• Microsoft Technology Associate (MTA) certification exams distributed as needed to all schools/centers.


CTE State Microsoft IT Academy Certification Program

Site testing licenses and certification examinations provided at no cost under the Microsoft IT Academy Certification Program:

• Cannot be claimed for CTE State Industry Certification reimbursement.

• Cannot be claimed for Federal Perkins program reimbursement.


SUPTS. MEMO NO. 128-13 – May 17, 2013

SUBJECT: Estimated State Allocations for the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins IV) for July 1, 2013 through June 30, 2014

• $16,795,967.61 Secondary Education Funding

• $764,914 (3.19%) Reduction in Federal Funding


CTE Perkins Act - Federal Funds School Year: July 1, 2013 – June 30, 2014


OMEGA Local Plan Application and Budget – Required Actions:

• Revised Annual Local Plan Application and Budget (CTEMS Schedule 17) must submitted thru OMEGA based on actual allocation.

• Annual Local Plan Application and Budget must be approved by VDOE.

• Initial OMEGA Budget Transfer Request must be submitted based on actual allocation and approved Local Plan CTEMS Schedule 18 (Summary Budget Worksheet).



OMEGA Reimbursement Requests:

• must have Approved Local Plan Application and Budget based on actual allocation.

• must have Approved OMEGA Budget Transfer based on actual allocation.

• must be Actual SY 2013 – 2014 Expenditures.• must be Encumbered by June 30, 2014.• must be Appropriate Use of Federal Funds to

improve Career and Technical Education programs.




June 30, 2014

Perkins federal funds cannot be used for:

• capital improvements, upgrades or improvements to physical structures, buildings, classrooms, laboratories, etc.

• purchasing used, reconditioned or repaired equipment.

• equipment repairs or to purchase repair parts for equipment.


CTE Perkins Act Federal Funds – Title I School Year: July 1,

2013 – June 30, 2014

Perkins federal funds cannot be used for:

• installation of equipment unless installation is included in the original purchase price.

• purchasing materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.).

Virginia Department of Education – March 2014 30

CTE Perkins Act Federal Funds – Title I School Year: July 1, 2013 – June 30, 2014

Perkins federal funds CAN be used for:• purchasing new equipment.

• purchasing a classroom reference set of textbooks.

• purchasing computer and software upgrades.

• rechargeable batteries if part of the original purchase of equipment (i.e., digital camera, portable drill, etc.).


Important to remember:

• Perkins school year 2013-2014 federal funds cannot be carried over to next school year.

• OMEGA reimbursement requests not submitted by deadline of September 30, 2014, will result in forfeiture of remaining allocated funds.

• Unclaimed funds will be reallocated for unpaid school year 2013-2014 industry certification reimbursement requests.


June 30, 2014



June 30, 2014

• OMEGA System Reimbursement Requests Submission Deadline

Must be created and submitted to VDOE by the Local OMEGA Level 3

Approver by:

Tuesday – September 30, 2014


CHANGES to Local Plan Application and Budgets – Required Actions:

• Amendment to the approved Local Plan Application and Budget (CTEMS Schedule 17) must submitted thru OMEGA.

• Amendment to the Local Plan Application and Budget must be approved by VDOE.

• Revised OMEGA Budget Transfer Request must be submitted based on the funding changes and must agree with the approved Local Plan amendment CTEMS Schedule 18 (Summary Budget Worksheet).



CTE State Funded Allocations

• CTE Equipment • Workplace Readiness Skills for the

Commonwealth Examinations• Industry Certification Examinations, Licensure

Tests, and Occupational Competency Assessments

• Reimbursement requests not submitted by deadline of Friday - June 6, 2014, will result in forfeiture of remaining state allocated funds.


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Virginia Department of Education – March 2014 36

Contact Information

George R. Willcox Coordinator, CTE Planning, Administration and Accountability

804-786-4206

W. Terry DoughertySpecialist, CTE Grants Administration

804-786-4206

Joseph A. WharffSpecialist, CTE Planning, Administration and Accountability

804-786-4206

Virginia Department of EducationP. O. Box 2120 • Richmond, Virginia 23218-2120

Fax: 804-530-4560E-mail: [email protected]

Documents

SY 2013-2014 End-of-the-Year Financial Reporting