Procedures for Title INon-Salary ExpendituresSupplementary Instructional Materials

P-CardImprest

Internal Office Reviews

• Supplemental Instructional Materials Review

• P-Card/Travel Card Review

• Imprest Review

District Policies

• BUL 6517 Supplemental Instructional Materials Process

• BUL-6518 P-Card Expenditures

• REF 1706.4 Imprest Process

Supplemental Instructional Materials and Shopping Carts

1. Is the expenditure specifically described in the Single Plan for Student Achievement (SPSA)? If not, a SPSA Update must be completed.

2. Shopping cart must:• be itemized and • include a scanned attachment of the SPSA/SPSA

3. Title I should be separated from orders with other funding sources (unless the school is multi-funding).

4. Include a quote if expenditure is over $5,000.

Supplemental Instructional Materials and Shopping Carts

Note: Some items from the General Stores Catalog can now be purchased with Title I funds under SIM. For a list of these allowable items, please visit the Federal and State Education Programs (FSEP) website http://fsep.lausd.net or Procurement Services Division website http://achieve.lausd.net/procurement

P-Card Expenditures

The only P-Card expenditures that will be allowed to be reconciled with Title I funds are:

• Admission Fees (preapproval required)

• Conference Registration Fees

• Supplementary Instructional Materials (SIM, formerly known as IMA) for items described in the Program and Budget Handbook.

These items must be specifically described in the Single Plan for Student Achievement (SPSA) and if not, a SPSA Update must be completed.

Commonly paid back expenditures even if supported in the SPSA:

• Maintenance of Equipment

• Rental of Equipment

• Equipment

• General Supplies Technology

• Contracts

P-Card Expenditures

• The page from the SPSA or SPSA Update that specifically describes the item(s) purchased.

• The receipt/invoice for the purchase and/or the approved 10.12.1 form for Conference

Registration Fees.

Schools must upload the following when reconciling their P-Card:

PROCEDURES FOR IMPREST FUND REIMBURSEMENT WITH TITLE I

• Schools are encouraged to use a purchase order • The Imprest Fund should be utilized only if a vendor

does not accept a purchase order or P-Card.• Expenditures must be compliant and meet program

requirements

What’s Potentially Allowable?

The following are the only allowable Title I expenditures when using a school’s imprest account:

• Admissions to approved educational activities Ref-2111.0 and Ref-2191.4

• Conference Registration Fees to Title I-allowed conferences – BUL-5525.1

• Allowable parent training and parent travel expenses• Contract bus services Bul-1521.1• Supplemental Instructional Materials

Submission of reimbursement claims

Email a completed Federal Grant (Title I) Imprest Fund Claim Form (Attachment H) to FSEP Branch at fsep@lausd.net with the subject line on your email “Imprest - School/Office Name -Claim Number” and attach the following documentation:

• Page from the SPSA/SPSA Update that specifically describes the purchase

• A detailed itemized receipt/invoice of purchases and/or the approved Request for Travel and Attendance at Conference, Convention or Meeting (Form 10.12.1) form for Conference Registration fees

Attachment H

Submission of reimbursement claims

To avoid delays:• Ensure all documentation is submitted with email• Submit the required documentation to FSEP and not to

Accounts Payable. • Schools and offices must separate the Title I funded

expenditures from all other expenditures and complete a separate claim form for the Title I purchase(s).

Correct Attachment

SPSA Page Thumbs up or down?

Description in the SPSA page does not match the specific expenditure.School must identify a different funding source, or the school can submit an SPSA update for the specific expenditure.

Questions