ESEA Directors Institute 2014

Fiscal UpdateWednesday, October 8, 2014

“Crazy Eights”

Eight crazy things you always wanted to know about FER’s and Revisions -

but were afraid to ask

The Fiscal of ePlan

Final Expenditure Report (FER) and final reimbursements FER and cash on hand FER and carryover FIFO The “Fiscal Information As Of Date” Revisions – when to do? Revisions and reimbursement requests Will everything be on ePlan someday?

Final Expenditure Report (FER)

Available only after July 1

Final reconciliation of expenditures for prior fiscal year

Done as soon after July 1 as possible

Application must be in approved status

Enter total year-to-date expenditures and encumbrances through June 30

FER and Final Reimbursement

If final expenditures reported exceed cash already received, ePlan will generate a “Negative Balance Payment Auto-generated” – in other words, a reimbursement request

Shows on FY14 reimbursement request screens

Processes just like regular reimbursement request

Should be recorded as FY14 revenue – “Due from” or Receivable

FER and Final Reimbursement

FER and Cash on Hand

If final expenditures reported are less than cash already received, ePlan will show the difference as “Carryover Cash on Hand”

Shows on FY15 reimbursement request screens

Amount of cash on hand will be deducted from future reimbursement requests

Be sure to record cash on hand in your general ledger so you will balance at year-end.

FER and Cash on Hand

FER and Cash on Hand

FER and FIFO

In general, ePlan uses the oldest funds first

Oldest funds used automatically – no action required by districts

Beginning on July 1• Current year funds (FY15) are used UNTIL carryover is moved from

prior year• Once carryover is moved to FY15, ePlan begins using FY14 funds

until they are fully expended• Do not have to wait until budget revision is complete – oldest

funds will begin to be expended with first request after carryover is moved

ALL requests for FY15 expenditures are made in the FY15 application – you do not need to tell ePlan that you want to use carryover

FER and FIFO

Consolidated Administration and FIFO• In general, smallest contributing “pot” of money used first,

then next smallest, then next, etc.• BUT – when carryover is moved, ePlan will look at oldest funds

to see if any are from the contributors to Con Admin• Oldest funds will be used first, even if not from smallest

contributing pot

New feature in Con Admin shows how much has been paid from each contributing fund, but not the year• Fiscal consultants or DOE staff can see additional information

(e.g. FY14 v FY15 funds)

FER and FIFO

FER and FIFO

Fiscal Information “As Of” Date

Found on “Request” page of Reimbursement Request

Should reflect date through which expenditures are being reported• For salaries, it is the date through which the salaries were

earned, NOT the date of the payroll• Example – if paid monthly on the 10th for the preceding

month’s work, “As Of “ date would be September 30 (payroll date of October 10)

Is NOT the date on which you are making the request

This is critical as you approach the 15% carryover cap for Title I-A, or the ‘drop dead’ date for FY13 funds

Fiscal Information “As Of” Date

Revisions – When to do?

ePlan will automatically move application into “Revision Started” status• When carryover is moved into FY15 application• When allocation is changed (increased or decreased)

District moves application into “Revision Started” status• When you make a change in your plan and need to move funds• When you exceed a budgeted line item by more than 10%

Review budget to actual at least quarterly – make revisions if needed

Do not wait until it is time to complete the FER to do a revision

Is NOT the date on which you are making the request

Revisions and Reimbursement Requests

Reimbursement requests may be made while the application is moving through the revision process

Only amounts from the last approved application/revision are available

Budget changes will not be visible on reimbursement request screen until the revision is fully approved • Approval by last person in workflow for that grant (different for

different grants); for example– LEA Authorized Representative approved for Consolidated

Application– TDOE CTE Perkins Basic Reviewer Approved for CTE Perkins Basic– TDOE 21st CCLC Remaining Funds Director Approved for 21st

Century

Hover cursor over each line item to see current approved / available amounts

Revisions and Reimbursement Requests

When will everything be in ePlan?

Year 1 - FY14• ESEA formula grants• IDEA formula grants

All Final Expenditure Reports have been approved

When will everything be in ePlan?

Year 2 - FY15• ESEA discretionary grants• IDEA discretionary grants• 21st Century grants• LEAPS grants (state funds)• School Improvement grants• Carl Perkins grants• Math Science Partnership grants• Coordinated School Health grant (state funds)• Voluntary Pre-K grant (state funds)• Safe Schools grant (state funds)

When will everything be in ePlan?

Year 3 - FY16 (Planned)• Basic Education Program (BEP)• Salary Equity • Career Ladder• Extended Contract• Other state payments

– Internet Connectivity– Arts Commission Ticket Subsidies

• Others to be determined

Long-term plan • Move all reporting from eReporting to ePlan• Retire eReporting and FACTS

When will everything be in ePlan?

TDOE Fiscal Contacts• Maryanne.Durski@tn.gov• Spencer.Yonce@tn.gov (payments)• Brenda.Staggs@tn.gov (ESEA grants management)• George.Amin@tn.gov (ESEA grants management)

Regional Finance Consultants• Brad.Davis@tn.gov• Brian.Runion@tn.gov• Cindy.Smith@tn.gov• Dustin.Winstead@tn.gov• Jackie.Broyles@tn.gov• Robert.Mynhier@tn.gov

Questions?

FRAUD, WASTE or ABUSE

Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.

NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free

Hotline:

1-800-232-5454

Notifications can also be submitted electronically at:

http://www.comptroller.tn.gov/hotline