ADMINISTRATIVE LETTER NO.:  3 

POLICY CODE:  IHB

 

TO:                  Superintendents of Schools, Directors of Special Education

 

FROM:            Susan A. Gendron, Commissioner

DATE:              July 19, 2004

 

RE:                   EF-S-09E, Local Entitlement Funds Expended 2003-04, P.L. 105-17,

                        Part B, Individuals with Disabilities Education Act, Final Report, and

EF-S-08 Local Entitlement Application (2004-2005), P.L. 105-17, Part B, Individuals with Disabilities Education Act and Section 619

 

EF-S-09E

 

     The enclosed Annual Financial Report of Federal Program Expenditures - Local Entitlement (EF-S-09E) is to be used to report final expenditures on the 2003-2004 Local Entitlement Application (EF-S-08).

 

     The EF-S-09E consists of:

 

     Part I     Annual Financial Report of Federal Program Expenditures

 

     Part II   Affidavit of Superintendent (Fiscal Agent)

 

     Part III  Narrative Report

 

     The Annual Financial Report of Federal Program Expenditures serves as an audit report of P.L. 105-17, Part B funds actually expended by June 30, 2004.  Failure to submit this report by August 15, 2004 could delay future local entitlement payments. 

 

     NOTE:  The EF-S-09E was previously due July 31.  The due date has been changed to coincide with the due date of the EF-S-08 Local Entitlement Application and to assure carryover funds on the EF-S-09E are the same as on the EF-S-08 for the next award period.  This is consistent with the requirement for those pilot sites submitting their forms on the web.  Next year all units will be required to submit the EF-S-09E and EF-S-08 on the web.

 

 

EF-S-08

 

NOTE:  Signature, Page 1A, will serve as the signature for all pages previously requiring the Superintendent’s signature (i.e., policies, assurances and debarment form).

 

The enclosed Local Entitlement Application (EF-S-08) is to be used in requesting approval of your plan for the expenditure of Local Entitlement funds under P.L. 105-17, Part B, Individuals with Disabilities Education Act for school age 5-20 and Section 619 for pre-school 3-5.

 

     This application had previously been used for estimated expenditures for students age 5-20 with disabilities (only) under IDEA.  A separate estimated expenditure application was required for the Section 619, pre-school funds for children age 3-5.  Since both of these applications generate entitlement funds for your school administrative unit under IDEA 97, they will be combined in one Local Entitlement Application.  This is the third year of this activity.

 

     The Local Entitlement Application (EF-S-08) consists of:

 

            Part I:  Cover sheet, including a certification and signature portion

            Part II:  Program Budgets (School-age 5-20) and (Pre-school 3-5)

            Part III:  Payment Schedule Reports (School-age 5-20) and (Pre-school 3-5)

            Part IV:  Program Descriptions (School-age 5-20) and (Pre-school 3-5)

            Part V:  *Required Policies, Procedures and Assurances covers both programs

 

*Policies and Procedures that are required for this application and are more than 10 years old need to be updated, consistent with the 1997 amendments to IDEA, and submitted with your application.

 

School Age 5-20

 

     The amount of Local Entitlement funds (Part I, page 1, Item 2) to be received by the school administrative unit is based on the base year (FY2000).  Funds are distributed on basis of the base year (FY2000) award to the unit; 85% of the remaining funds available to the unit are distributed on the number of students enrolled in public and private schools (elementary and secondary) within the units jurisdiction, plus 15% of the remaining funds are distributed based on the number of children living in poverty in the unit.

  

Pre-School 3-5

 

     The amount of Local Entitlement funds (Part I, page 1, Item 2) to be received by the school administrative unit is based on the base year (FY1997).  Funds are distributed on basis of the base year (FY1997) award to the unit; 85% of the remaining funds available to the unit are distributed on the number of students enrolled in public and private schools (elementary and secondary) within the unit’s jurisdiction, plus 15% of the remaining funds are distributed based on the number of children living in poverty in the unit.

 

Electronic Transfer of the EF-S-09E or EF-S-08

 

     To download the EF-S-08 (not including those units who are participating in the on-line EF-S-08 as a pilot site) or EF-S-09E to your computer using the web, go to the following web address: http://www.maine.gov/education/forms/specservices.htm ; scroll down to the forms chart and find EF-S-08; click on the word file, save the file to your hard drive.  Note:  The file is in .rtf (rich text format).  Complete the EF-S-09E or EF-S-08 on your computer, save the file and attach the file to an e-mail message and send to kathy.fellows@maine.gov

 

     NOTE:  For those pilot sites submitting the EF-S-09E and EF-S-08 on the web, please DO NOT submit a paper copy.

 

     The deadline for receipt of the EF-S-08 Local Entitlement Application is August 15, 2004.  Payment of local entitlement funds will begin once all components of the application have been received and approved by the Office of Special Services.

 

     If you should have any program questions regarding the local entitlement application, please contact John Kierstead, Coordinator, Office of Special Services, at 624-6650 or email John.Kierstead@maine.gov

 

JDA:DNS/kmf