Download EOF Budget Workshop - State of New Jersey

EOF Budget Workshop
February 12, 2016
New Jersey Office of the Secretary of Higher Education
Educational Opportunity Fund (EOF) Program
OSHE/EOF Central Office Staff
Ms. Audrey Bennerson- EOF Executive Director
Statewide coordination for OSHE student academic success programs including chief executive
officer of EOF & its 55 campus programs, assist w/t coordination of federally funded GEAR UP
and AIM High programs OSHE administrative practice officer, HESAA Board member, Armed
Forces & Veterans Council representative
[email protected].
(609) 984-2751
Dr. Hasani Carter-EOF Statewide
Director
Provide leadership & coordination for
day-to-day operation of EOF program by
advancing mission and goals of NJ EOF
[email protected]
609 341-3808
Ms. Janis Flanagan- Assistant
Director
EOF budget/contract issues, liaison to the
senior public institutions and graduate
EOF student grant payment
[email protected].
609 984-2821
Ms. Shakia Williams –Software Developmt.
Specialist Asst.
EOF undergraduate student payment and electronic
processing, EOF graduate grant applications, EOF
annual program reports and program performance
criteria (PPC)
[email protected].
609 984-2631
Mr. Kelechi Unegbu–EOF Accountant Trainee
EOF payments, expenditure reports, desk audits and refunds
[email protected].
(609) 633-9528
Website address:
http://www.state.nj.us/highereducation/EOF/EOF_Program_Resource
s.shtml
Purpose of Budget Workshop
Respond to Legislative Audit Findings
http://www.njleg.state.nj.us/legislativepub/Auditor/740613.pdf
Orientation for new EOF Directors and institutional
budget managers
Outline the EOF budget/contracting process for FY17
FY 17 Contract Agreement Shell
Components of the EOF Contract
Fiscal Year Contract Summary Page
Contract Signature pages
Contract Budget Attachment C1Summer Support & Cost of Education
Expenditure Report
Contract Budget Attachment B1- EOF
program mission statement and program
goals & objectives
Contract Attachment C2- Academic Year
Article IV 1st Interim Expenditure Report
Contract Budget Attachment B2-EOF
Summer Support & Cost of Education
Budget
Contract Attachment C3- Academic Year
Article IV 2nd Interim Expenditure
Report
Contract Budget Attachment B3- EOF
Academic Year Program Support Budget
Contract Attachment C4- Academic year
Article IV Final Expenditure Report
Download FY 2017 Contract Documents from OSHE/EOF Website
http://www.state.nj.us/highereducation/EOF/EOF_Program_Resources.shtml April 22,
after April 22, 2016 EOF Board of Directors meeting
Contract Attachment B1
Contract Budget Attachment B1
EOF PROGRAM MISSION STATEMENT
Describe the overall purpose of the campusbased EOF program
Describe how your program’s mission
supports the overall mission of your
institution
Describe how your program’s mission relates
to the funding source’s mission (OSHE/EOF)
List the services to be provided
Emphasize the unique qualities of your
program
EOF PROGRAM GOALS & OBJECTIVES
6 Mandatory Goals
Recruitment and admission: identify program’s
target population
Summer program goals
How the program addresses students’
developmental skills needs
Student academic progress
How the counseling component addresses
student learning and development
How program services address student retention,
(transfer to a 4-year institution if applicable) and
graduation
FY 17 Contract Attachment B2 Summer 2016 Program
Components of Contract Attachment B2- Summer Program
SUMMER PROGRAM
INITIAL & RENEWAL
SUPPORT SERVICES
COST OF EDUCATION
Personnel salaries & wages (do not
include salary for cost of instruction if students are
charged tuition for the course)
Educational materials & supplies (do
not include cost of textbooks for initial & renewal
summer program participants)
Other administrative costs
Tuition
Fees
Room
Board
Books
Stipends
Insurance
Helpful Features
Summer Program Budgets-Contract Attachment B2
Line item budget descriptions
Spend down Calculator
Enter your institution’s
FY 2017 EOF Art. III (& Art. IV)
allocation at the top of the
budget form, if you would like to
see the amount of remaining
funds as you construct your
budget .
The remaining balance will
appear at the end of the budget
form.
New worksheet tab to provide a brief
description of each item listed in the
summer support services budget
categories.
e.g. Administration
Summer Program Coordinator: serves as the liaison to
the EOF program director regarding the noninstructional components of the summer program
(housing, food services and student affairs) to ensure
effective communication and a smooth operation.
Grand Total of All Resources
Permits programs to add program support and cost of
education dollars allocated from all resources on the last
page of the budget.
Summer Program Budget Transfers/Modifications/Adjustments
Notify your EOF program liaison by e-mail
Fully explain each change you wish to make:
(i.e. 24 initial students are enrolled rather than 25
moving $1,000 from EOF funded initial student tuition & $50 from EOF funded
initial student fees to renewal students’ books which will result in a grand total of
$1,050 in renewal student book costs funded by EOF)
Response to your budget modification request will be returned
by e-mail that should then be attached to your FY 2017 contract
for expenditure report reference and audit purposes.
The budget modification must be reflected in your summer
program expenditure report
FY 17 Contract Budget Attachment B3 AY Art. IV Contract
Budget
Contract Attachment B3
Academic Year Article IV Program Support
Outlines the budget for the
academic year support program
and the 12 month salaries and
wages for permanent program
positions
Includes all resources: EOF,
institutional funds and other
sources; and
Requires at least a dollar for dollar
match from the institution and
other funding resources against the
EOF allocation reference - EOF
regulation 9A:11-6.9 (c)
NEW FEATURES
Art. IV AY Budget-Contract Budget Attachment B3
Addition of Five New Budget Categories
1. Spend down Calculator
2. “Annual Salary in Dollars” provide the annual salary for each position listed in the personnel section of the
budget
3. “Professional Development & Student Ldshp. Development Activities "itemize expenses for staff registration
fees for conferences, webinars & student leadership conferences, etc.
4. “Travel” itemize travel expenses for professional staff development, recruitment activities, student educational
development and student travel for leadership activities
5. Program Advisory Board (PAB)” itemize expenses for PAB meetings & functions.
Only programs that have a PAB
(membership list, by-laws & minutes of meetings) should list expenses. Otherwise leave this category blank.
NEW FEATURES
Art. IV AY Budget-Contract Budget Attachment B3
Line Item Description
Use the new worksheet tab labeled “line item description” to provide a brief
description of each item listed in each of the Article IV budget categories
e.g. - Educational Materials & Supplies: purchase of textbooks for tutors @ a total
cost of $500.00
Article IV Institutional Match
MAY INCLUDE
MAY NOT INCLUDE
The EOF campus program administrator’s salary and
fringe benefits;
Funds contributed or donated to the institution by
public agencies, private organizations or individuals;
Program reporting supervisors and other high level
institutional officers who are required to serve all students;
Real or personal property contributed or donated to
the institution by public agencies, private
organizations, or individuals;
Items and services normally provided to students by the
institution without charge;
The provision and maintenance of state of the art
technological equipment (such as
computer
hardware, modems, fax machines);
Direct services rendered by other institutional staff
to the EOF program; and
All or a portion of any EOF staff member’s salary,
wages, or fringe benefits.
Items and services normally provided to the institution by
other government agencies without charge;
Charges incurred by the institution as program costs but
require no cash outlay by the institution during the grant
period;
Any cost incurred or contribution of services made in a prior
fiscal year
Article IV Funds Cannot Be Used to Pay For
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The EOF campus program administrator’s salary and fringe benefits;
Fringe benefits for 12-month EOF staff at public senior institutions;
Fringe benefits in excess of 21 percent of the salaries and wages paid by
EOF funds for 12-month EOF staff at community colleges and
independent institutions;
Employee benefits for academic year student assistants and part-time
personnel;
Transportation of students for normal commuting costs;
The cost of instruction for which students are charged tuition;
Other student costs that normally are covered by a student’s financial aid
package, such as fees, room and board, books, educational supplies,
transportation, and child care;
Lobbying, partisan political contributions, and/or fund raising activities;
The purchase of alcoholic beverages; and
Indirect expenses (such as space, heat, lights, postage, and telephone) that
exceed 10 percent of the total academic year Article IV allocation.
AY Article IV Budget Transfers/Modifications/Adjustments
All AY Article IV budget transfers/modifications/adjustments must be completed
before April 15, 2017
Campus programs may make budget transfers/modifications/adjustments for
current personnel budget items within the personnel lines, and current “other than
personnel" budget items within the other than personnel line without written approval
Budget transfers between personnel budget items and other than personnel budget items
require the written approval of the EOF Statewide Director
Budget modifications for items that were not part of the original fiscal year contract
require the written approval of the EOF Statewide Director
All requests for budget modifications should be sent to the EOF Central Office liaison assigned
to your program
Submission of Completed Contract Documents to EOF Central Office
Send contract document attachments via email to the EOF program liaison assigned
to your campus
This includes:
• Contract budget attachment B1 EOF Program Mission Statement and Program
Goals & Objectives - send as an unprotected word document
• Contract budget attachment B2 Summer Program – send as an unprotected
excel document
• Contract budget attachment B3 Academic Year Article IV program support
funds - send as an unprotected excel document
THESE FORMS MUST BE KEPT IN THEIR ORIGINAL WORD OR EXCEL FORMAT. DO
NOT CONVERT TO PDF FORMAT OR REMIT AS PASSWORD PROTECTED DOCUMENTS
Completing Contract Signature Pages
There are 2 contract signature pages. Both contract signature pages should
be signed where indicated by the institution’s president or designee only, and
returned as original documents by regular mail to:
Ms. Janis Flanagan, Assistant Director
NJ Educational Opportunity Fund
Office of the Secretary of Higher Education
P.O. Box 542
Trenton, NJ 08625-0542
After the EOF Central Office staff completes the review of the fiscal year
contract documents, both contract signature pages will be signed by the EOF
Executive Director and one copy will be returned to the EOF Director by
regular mail to affix to the institution’s copy of the fiscal year contract.
FY 17 Contract Agreement Shell
Contract Attachment C1 Summer Program
Expenditure Report
Contract Attachment C1- Summer Program Expenditure Report
Appears as eight worksheet tabs on contract budget attachment B2
Submission deadline date: September 15th
On the tab labeled “INT SSR” the grand total should equal the grand total of
initial cost of education in the “EOF expended” column of the expenditure report
worksheet tab labeled “Sum COE Initials”
Likewise, on the tab labeled “Ren SSR” the grand total should equal the grand
total of the renewal cost of education in the “EOF expended” column of the
expenditure report worksheet tab labeled “COE Renewals..”
FY 17 Contract Expenditure Report Forms C2- C4
Contract Attachment C2
FY 2017 Article IV Expenditure Reports
Interim 1, Interim 2 & Final
Appears as worksheet tabs on contract budget attachment B3
Figures entered on the contract budget attachment B3 will automatically
transfer to the budgeted columns of all the expenditure reports.
Therefore, any corrections or amendments made throughout the year
will also transfer to the expenditure reports.
Article IV
2nd Interim Expenditure Report
Submission deadline is April 15, 2017
Reporting expenditures from July 1, 2016 through March 31, 2017
Projecting expenditures from July 1, 2016 through June 30, 2017
Final FY 2017 Article IV payment based on total projected expenditures
through June 30, 2017
Article IV
Final FY 2017 Expenditure Report
Submission deadline is August 31, 2017
Report all expenditure from July 1, 2016 through June 30, 3017
Complete the personnel roster
Refund checks for total under expenditures of Article IV funds are payable
to the Treasurer, State of New Jersey and should accompany the
expenditure report
Summer Program Desk Audit
Sample AY Article IV Desk Audit
Disbursement
Summer Program Article III Allocation
Article III Summer program funds are disbursed in two payments
• Payment # 1 will = 75% of a program’s summer program Article III
allocation
• Funds are disbursed approximately 30 days after the Governor signs the
fiscal year appropriations act.
• Payment #2 = based on final expenditure report, desk audit and balance
• The final payment will be disbursed only after summer program
expenditure report is received and reviewed.
Disbursement of AY Article III Undergraduate Student Grant Funds
Institutions should divide their academic year Article III allocations in
half (think Fall and Spring semester)
For the the fall semester, institutions will receive an advanced payment
=75% of the first half of their allocation when HESAA releases the
funding
The disbursement of the remaining fall Article III funds are based on the
HESAA grant disbursement/reconciliation process
Spring semester advanced payments will = 75% of the total Article III
funds paid to the institution for the fall semester.
Disbursement of Article IV Academic Year Allocations
Campus programs will receive 75% of their academic year Article IV
allocation in late August, if they have completed the contracting
process and have an official signed FY 2016 contract on file with
OSHE/EOF
Campus programs receive the balance of their academic year Article IV
allocation during the month of May. The balance will be based on the
campus program’s projected expenditures on the 2nd interim
expenditure report
Resources
OSHE/EOF Website
http://www.state.nj.us/highereducation/EOF/EOF_P
rogram_Resources.shtml