MISSOURI DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION SPECIAL EDUCATION FUNDS MANAGEMENT P.O. Box 480 Jefferson City, Missouri 65102 0480 Phone: (573) 751 0622 CAPITAL OUTLAY PURCHASE APPROVAL FOR ECSE ARRA FUNDS This form is subject to change based on guidance and directives issued by the U.S. Department of Education Office of Special Education (OSEP) and the Office of Budget and Management (OMB). ARRA funds must be expended by September 30, 2011. District Name: District Code: Contact Name: Contact Email: The Individuals with Disabilities Education Act (IDEA) authorizes the use of IDEA funds, (including Early Childhood Special Education American Recovery and Reinvestment Act funds) for construction or alteration of facilities if the program would be improved by allowing funds to be used for those purposes. The LEA must obtain approval from the state prior to the expenditure. OSEP does not allow Federal ECSE ARRA funds to be used for ADA compliance issues unless the improvement/alteration is tied to a specific special education student in a wheelchair or utilizing a walker, and even then may need to be prorated. This form shall be utilized for obtaining prior approval from DESE. Districts must complete the following sections and submit to DESE prior to obligating funds for construction, alteration/renovation, real estate, or buses/vehicle purchases. Districts will report the expenditures for construction, alteration/renovation, and real estate under Function Code 4000, object code 6500 on the budget grid of the ePeGs for ECSE ARRA application. The portion of vehicles and buses purchased for the Special Education programs shall be reported under function code 2558, object code 6500 on the budget application. Definitions: Construction: building a new structure. Alteration / Renovation: changing an existing LEA owned structure. Real Estate: purchasing a structure or land. The district must complete the budget grid below. Alteration/ Classification Construction Real Estate Buses/ Vehicles Renovation Preliminary Expense Land, Structure, Right of Way Architectural Fees Project Inspection Fees Land Development Relocation Expense Demolition and Removal Construction Costs Equipment TOTAL COST Percentage of ECSE ARRA Share (Must Enter a %) ECSE ARRA Reimbursed Amount If actual expenditures exceed 10% of the estimated cost, a new CAPITAL OUTLAY PURCHASE APPROVAL ECSE ARRA FUNDS form must be submitted. The actual cost must not exceed the district’s ECSE ARRA allocation for FY10. If purchase is not specifically for special education students, the cost must be prorated based on the number of special education students compared to the total population. If purchasing as bus, briefly describe the purpose and how it will be used. If the bus will be used by non special education students, the cost must be prorated. Explain the specific cost allocation method (and student counts) used by the LEA to allocate costs applicable to ECSE funds. The proration method shall be rational, reasonable, and practical. For instance, take the number of special education students on the route compared to the total population of the route to determine a proration percentage. For construction/alteration/renovation, describe what specific district building or space is affected (if applicable). If space will be used by non special education students, the cost must be prorated. Explain the specific cost allocation method used by the LEA to allocate costs applicable to ECSE funds. Not all special education students may be used in every allocation method. The proration method shall be rational, reasonable, and practical. Proration should be based on the number of students utilizing the facility/item, not on the district’s incidence rate. For example, in renovating a gymnasium for an adaptive PE program, only the number of students participating in the adaptive PE program should be used in determining the proration percentage, not the total incidence rate. Provide an estimated project start and finish date for construction/alteration/renovation projects as applicable. If the date is prior to the date of approval, the project will not be approved. Provide an estimated final invoice submission date. THE DISTRICT MUST ASSURE COMPLIANCE AND UNDERSTANDING OF THE FOLLOWING: U.S. OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULAR A87 GENERAL REQUIREMENTS x Be necessary and reasonable for proper and efficient performance and administration of Federal awards. x Be allocable to Federal awards under the provisions of OMB Circular A 87 (2 CFR Part 225). x Be authorized or not prohibited under state or local laws or regulations. x Conform to any limitations or exclusions set forth in OMB Circular A 87, Federal laws, terms and conditions of the Federal award, or other governing regulations as to types or amounts of cost items. x Be consistent with policies, regulations, and procedures that apply uniformly to both Federal awards and other activities of the governmental unit. x Be accorded consistent treatment. A cost may not be assigned to a Federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the Federal award as an indirect cost. x Except as otherwise provided for in OMB Circular A 87, be determined in accordance with generally accepted accounting principles. x Not be included as a cost or used to meet cost sharing or matching requirements of any other Federal award in either the current or a prior period, except as specifically provided by Federal law or regulation. x Be the net of all applicable credits. x Be adequately documented. EDUCATION DEPARTMENT GENERAL ADMINISTRATIVE REGULATIONS (EDGAR) x 75.601 Applicant’s Assessment of Environmental Impact x 75.601 Evaluation of historic sites must be described in the application x 75.603 Grantee’s title to site. x 75.604 Availability of cost sharing funds. x 75.605 Beginning the construction. x 75.606 Completing the construction. x 75.607 General considerations in designing facilities and carrying out construction. x 75.608 Areas in the facilities for cultural activities. x 75.609 Comply with safety and health standards. x 75.610 Access by the handicapped x 75.611 Avoidance of flood hazards. x 75.612 Supervision and Inspection by the grantee. x 75.613 Relocation assistance by the grantee. x 75.614 Grantee must have operational funds. x 75.616 Energy Conservation UNIFORM FEDERAL ACCESSIBILITY STANDARDS or the AMERICANS WITH DISABILITIES ACCESSIBILITY GUIDELINES FOR BUILDINGS AND FACILITIES ARRA SECTION 1605 AMERICAN IRON, STEEL AND MANUFACTURED GOODS ARRA SECTION 1606 WAGE RATE PROVISIONS If approved construction/alteration/renovation project extends beyond the ARRA liquidation deadline, the LEA understands it must use district funds other than ARRA funds to complete the project. Note: Districts must retain documentation that these assurances have been complied with; this will facilitate future auditing or monitoring by DESE and/or Federal Government. CERTIFICATION AND AGREEMENT TO COMPLY WITH THE SPECIFIC REQUIREMENTS RELATING TO CONSTRUCTION OF FACILITIES. By signing the below agreement, the superintendent, to the best of their knowledge, agrees to comply with specific requirements stated above relating to any construction, alteration/renovation, real estate, or bus purchases using IDEA funds including ECSE ARRA funds. _________________________________________________ _____________ District Name District Code _________________________________________________ _____________ Superintendent Signature Date __________________________________________________ ______________ Division Approval Signature Date Please fax completed forms to the Special Education Funds Management section at (573) 526 5946. Districts will receive an email upon receipt.
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