Federal Programs Handbook
嚜澹EDERAL PROGRAMS
HANDBOOK
Information Applicable
to All Federal Programs
The contents of this handbook were developed under a grant from the U.S. Department of Education. However, those
contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume
endorsement. This handbook is subject to change at any time given updates in federal or state legislation or guidance.
LEAs are responsible for local program implementation. Any questions not addressed in the handbook should be
directed to an assigned Georgia Department of Education (GaDOE) federal program specialist.
Handbook Update Tracking
Updates made to this handbook will be organized in this chart.
Date
4.20.2018
4.20.2018
4.20.2018
4.20.2018
5.18.2018
5.18.2018
6.8.2018
6.8.2018
8.2.2018
8.2.2018
8.2.2018
8.2.2018
9.7.2018
10.31.2018
1.11.2019
1.11.2019
7.11.2019
10.4.2019
4.8.2020
4.8.2020
7.1.2020
5.25.2021
5.25.2021
5.25.2021
5.25.2021
5.25.2021
Section/Topic
Methods of Procurement
Statewide Contracts
Transferability, Transferability and Equitable Services
Transferability, Transferability and Equitable Services
Period of Performance Flexibility
Consolidated Administrative Funds for Administrative Costs
Selecting Evidenced-Based Interventions
Consolidated Administrative Funds for Administrative Costs
General Assurances
IDEA Assurances
GEPA Assurance
Sample Time and Effort Templates
Suspension and Debarment
Indirect Costs for Title II, Part A
Chapter 9: Federal Funding for Translation and Interpretation Services
Drawdowns
Annual updates including Indirect Costs, Supplement Not Supplant, Drawdowns, Assurances
CFM Document Sharing
Braiding - Using Federal Funds to Coordinate Services and Initiatives
Administrative Costs and Consolidating Administrative Costs
Annual updates including Indirect Costs, Drawdowns, CLIP, Inventory
Annual updates
Transferability
Title IV, Part A FY20 Carryover
Chapter 9 每 Translation and Interpretation
Chapter 4 and 5; updates to align with updates to the Code of Federal Regulations (Required
Written Procedures, Procurement); inclusion of Emergency Relief Funds in procedures.
Page
26
28
Removed
Removed
29
42
90
42
10
19
21
Appendix C
30
40
102
35
Multiple
Appendix D
Appendix E
42
Multiple
Multiple
57
56
109
25
Georgia Department of Education
June 7, 2021 ♂ Page 1 of 142
Unless otherwise noted, all references to ESSA in this document refer to the Elementary and Secondary Education Act of 1965 (ESEA), as
amended by the Every Student Succeeds Act (ESSA).
Table of Contents
Federal Programs Overview ..........................................................................................................................................6
Chapter 1: A Common Framework for Improvement 每 Georgia＊s Systems of Continuous Improvement ...................7
Chapter 2: Consolidated LEA Improvement Plan (CLIP) ............................................................................................8
Part I 每 Approved LEA Consolidated Application (Plan) ....................................................................................8
Submission Options ..............................................................................................................................................8
CLIP Amendments ...............................................................................................................................................9
Part II 每 Application Forms ................................................................................................................................ 10
Assurances .......................................................................................................................................................... 10
GEPA Assurance ................................................................................................................................................ 22
Prayer Certification ............................................................................................................................................. 23
Budgets ............................................................................................................................................................... 23
Program-Specific Worksheets............................................................................................................................. 24
Surveys and Attachments .................................................................................................................................... 24
Chapter 3: Allocations for Federal Programs ............................................................................................................. 25
Federal Program Statutes .................................................................................................................................... 25
Federal Program Regulations ............................................................................................................................. 25
Federal Program Guidance ................................................................................................................................. 25
Chapter 4: Fiscal Requirements for Federal Programs ............................................................................................... 27
INTERNAL CONTROLS .................................................................................................................................. 27
Code of Federal Regulations ............................................................................................................................... 27
Required Written Procedures .............................................................................................................................. 28
Time and Effort Flexibility ................................................................................................................................. 28
Methods of Procurement ..................................................................................................................................... 29
Statewide Contracts 每 Georgia Department of Administrative Services ............................................................ 32
Capital Expenditures ........................................................................................................................................... 32
Additional Internal Controls ............................................................................................................................... 33
Pre-Award Costs (2CFR ∫∫200.1, 200.10, 200.458) .......................................................................................... 33
Georgia Department of Education
June 7, 2021 ♂ Page 2 of 142
Unless otherwise noted, all references to ESSA in this document refer to the Elementary and Secondary Education Act of 1965 (ESEA), as
amended by the Every Student Succeeds Act (ESSA).
Period of Performance Flexibility ....................................................................................................................... 34
Suspension and Debarment ................................................................................................................................. 34
BUDGET MANAGEMENT .............................................................................................................................. 35
Creating Budgets................................................................................................................................................. 37
Completion Reports (2 CFR 200.344) ................................................................................................................ 38
Drawdowns ......................................................................................................................................................... 39
Monitoring of Drawdowns .................................................................................................................................. 41
Restricted Indirect Costs (2 CFR ∫200.414) ....................................................................................................... 42
Calculation of Restricted Indirect Costs Budgeted ............................................................................................. 43
Calculation of Restricted Indirect Costs Budgeted Applied to Actual Expenditures .......................................... 44
Administrative Costs ........................................................................................................................................... 45
Consolidation of Administrative Funds for ESSA 每 LEA Consolidation ........................................................... 46
Uses of Consolidated LEA Administrative Funds (Section 8203) ...................................................................... 47
Applying the Budgeted Percentages for Federal Cash Management .................................................................. 56
Setting up Accounts Receivables for Federal Programs ..................................................................................... 56
Setting up Salaries/Benefits Payables for Federal Programs .............................................................................. 56
Budget Amendments ........................................................................................................................................... 59
Carryover Funds ................................................................................................................................................. 59
Transferability of Funds Between Federal Programs ......................................................................................... 61
Transferability of Funds - Procedures ............................................................................................................ 64
FISCAL REQUIREMENTS ............................................................................................................................... 66
Maintenance of Effort (MOE)............................................................................................................................. 66
Maintenance of Effort (MOE) for IDEA ............................................................................................................ 67
Supplement, Not Supplant under ESSA.............................................................................................................. 69
Supplement, Not Supplant for Title I, Part A (Sec. 1118) .................................................................................. 69
Supplement, Not Supplant for Other Programs .................................................................................................. 72
Precipitous Decline: Documenting the LEA is Supplementing and Not Supplanting Funds .............................. 73
Comparability ..................................................................................................................................................... 74
Georgia Department of Education
June 7, 2021 ♂ Page 3 of 142
Unless otherwise noted, all references to ESSA in this document refer to the Elementary and Secondary Education Act of 1965 (ESEA), as
amended by the Every Student Succeeds Act (ESSA).
IDEA Excess Cost .............................................................................................................................................. 74
Chapter 5: Inventory Management for Federal Programs .......................................................................................... 76
Functions of an Inventory Review ...................................................................................................................... 77
Procedures for Maintaining an Inventory of Equipment .................................................................................... 78
Requisition of Equipment ................................................................................................................................... 79
Off-site Use of Equipment .................................................................................................................................. 80
Physical Inventory .............................................................................................................................................. 80
Procedures for Disposition of Equipment ........................................................................................................... 81
Procedures for Disposition of Supplies .............................................................................................................. 82
Loss, Damage or Theft of Equipment ................................................................................................................. 82
Monitoring of Equipment and Inventory ............................................................................................................ 83
Sample Forms ..................................................................................................................................................... 83
Sample Inventory ................................................................................................................................................ 84
Off-site Equipment Usage .................................................................................................................................. 85
Chapter 6: Monitoring of Federal Programs ............................................................................................................... 89
On-Site Cross-Functional Monitoring (CFM) Team Process ............................................................................. 90
Selection of LEAs for Monitoring ...................................................................................................................... 90
On-Site or Desktop Cross-Functional Monitoring Team .................................................................................... 91
LEA Self-Monitoring Procedures ....................................................................................................................... 93
Local Educational Agency (LEA) Audit Resolutions......................................................................................... 94
Chapter 7: Records Retention ..................................................................................................................................... 95
Chapter 8: Selecting Evidence-Based Interventions ................................................................................................... 97
Alignment to Georgia＊s Systems of Continuous Improvement .......................................................................... 97
The Shift to Evidence-Based Interventions ........................................................................................................ 98
Chapter 9: Federal Mandates, Funding, & Resources for Providing Translation and Interpretation Services to
Limited English Proficient Parents and Families....................................................................................................... 110
Example Scenarios: .......................................................................................................................................... 115
Various GaDOE Resources for Limited English Proficiency Parents ................................................................ 115
Georgia Department of Education
June 7, 2021 ♂ Page 4 of 142
Unless otherwise noted, all references to ESSA in this document refer to the Elementary and Secondary Education Act of 1965 (ESEA), as
amended by the Every Student Succeeds Act (ESSA).
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