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Slide 1
Slide 2
Submitting Claims in the ESEA Application Title I Parts A, C, D
Title II Part A Title III Part A
Slide 3
Webinar Purpose To file Fiscal Year 12-13 and beyond claims
electronically. Access web-based claims through the ESEA budget
software contained on Department of Public Instruction ESEA
webpage.Department of Public Instruction ESEA webpage
Slide 4
First Steps To have access to file claims electronically, an
individual user must: Have a username and password assigned as an
ESEA User and not as a Read-Only to the districts ESEA application
for each budget the user would like to file claims (role should not
read read-only).
Slide 5
First Steps The budget must be approved before access to claims
is allowed.
Slide 6
Budget Status To file a claim, the user needs an approved
budget. The user must also have permissions that are not read-
only. View the budget list on the ESEA Main Menu or 1. Select a
budget 2. On the budget menu bar, select Submission History
Slide 7
Budget Status The budget submission history must say
approved.
Slide 8
Locked or Unapproved Budgets Two things can indicate that a
user cannot file a claim: The first is that the budget is
locked:
Slide 9
Locked or Unapproved Budgets The second indication is that the
user clicks on enter claim but sees the following screen: (note:
Title I had two budget types and both require separate approved
budgets and claims)
Slide 10
Step 2 Once a budget is approved, the user can file a claim:
Click on the budget that the user would like to file a claim in the
ESEA Budget Menu:
Slide 11
Step 3 From the budget menu: Request funds Select Enter
Claims
Slide 12
Step 4 New Claim The following page will appear for whichever
budget type was selected to edit: To create the claim, click on the
Edit hyperlink.
Slide 13
Step 5 The Type of Report defaults to the Partial Claim. Enter
the Report Period Ending Date. This is a required field and you
will not be able to continue to the next step if a date is not
entered. The Total Funds Claimed to Date is pre-populated with the
last amount claimed through the web-based system. This may not be
the amount of cash the LEA has received to date. Enter the Total
Funds Received to Date. This is the amount the LEA has received in
cash from DPI. When the required fields are entered, click on Save
to save your data. You may also click on Next Step.
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Step 6 : A note on Indirect Costs Indirect costs are claimed on
the Final Claim. If the Final Claim radio button is selected from
the Type of Report, then the approved budgeted indirect amount
appears along with a field to enter in the amount of requested
indirect.
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Step 7 When Next Step is selected from the previous screen, the
expenditure report information is displayed.
Slide 16
Expenditure Report The Approved Budget column pulls the amounts
from the last approved Title budget. If the amounts are not what
you expected to see, a budget amendment will need to be submitted
and approved before the amounts will change. The budget line items
may be sorted either by Object or Function by selecting the radio
button in the upper left-hand corner. The Unliquidated Encumbrances
column is available for LEA use. DPI does not use any of the
information entered into these fields, and amounts are not required
in this column.
Slide 17
Expenditure Report (continued) The Previously Disbursed column
displays the amount that was entered in the last submitted claim.
This is only for reference and does not appear on the printed 1086
claim form. The Total Disbursements column is pre-populated with
the amounts that were in the last submitted claim. Total
disbursements are cumulative. Enter in the disbursement amounts for
the time period you wish to claim. At any time during this process,
you can select the Save Changes button and leave the software.
Click on the Next Step to complete the claim submission
process.
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Step 8 Final Step The final screen includes the amounts entered
from the previous screen. Select Submit Claim if you are satisfied
with the information displayed. Note: if at any point in the
preceding process you wish to go back and make changes to the
amounts entered, simply click on the back button and make necessary
changes.
Slide 19
View the PI-1086 At the bottom of the claim screen, there is a
button to view the PI-1086. This will pull up a printable version
of the form with your data entered. You do not need to email or fax
this form; it is for your use only.
Slide 20
Claim Status Once the claim has been submitted, the status of
the claim changes from New to Submitted. No additional claims for
this funding source can be submitted until this claim has been
processed by DPI. As long as the status says Submitted rather than
In Process, the district user has the ability to go in and make
changes to this claim (by clicking the Edit button) and
re-submitting the claim by clicking on the Submit Claim
button.
Slide 21
Processing and Approval The claim is processed and approved or
denied by DPI. When the claim has gone through this process, the
status will change to Approved or Returned. If the claim is
approved, an additional row will appear with the status of New.
This means that a new claim may be submitted for this funding
source. If the status is returned, DPI has requested changes be
made to the submitted claim.
Slide 22
Frequency of Submissions The budget software is designed with
the Education Departments General Administration Regulations
(EDGAR) fiscal rules in mind, including the 10% rule for requiring
amendments. It is recommended that claims are submitted quarterly
(at a minimum), although claims can be submitted more
frequently.
Slide 23
Final Claims Final claims require the signature of the LEA
Administrator. When the Final Claim radio button is selected as the
Report Type and the claim is submitted, the following message
appears: When an LEA submits a final claim, print the PI-1086 and
send the signed copy to DPI (a signed PDF is preferred, but fax or
mail is acceptable).
Slide 24
Error Messages (1) A new claim cannot be created because the
LEAs last approved budget amount is greater than the current amount
of funds available. A budget amendment is required. There are
different times during the year when an LEA may have an approved
budget greater than the amount available. This may occur when final
indirect rates and carryover amounts are added into the software. A
budget amendment must be submitted and approved before the LEA may
submit a claim.
Slide 25
Error Messages (2) A new claim cannot be created until current
submitted budget amendment has been reviewed by DPI. This message
appears when the LEA has a budget amendment submitted to DPI for
review. Because the claim is based on the last approved amount, a
submitted budget amendment may be vastly different than the claim
amounts the LEA is viewing. As soon as the budget amendment is
reviewed and approved, the claim will be updated with the approved
budget amounts.
Slide 26
Contact Information For additional information or clarification
of any information in this webinar, please contact either the DPI
ESEA (Title I, II, or III) Consultant for the budget, or the DPI
Accountant for the ESEA budget in question.