AEP Questions and Answers
This is a collection of questions that are most frequently asked of the AEP Office. They are organized by topic area and will be updated as needed.
If the member agency has other Member Representatives, any of them can approve the CFAD. If the agency has others in NOVA as contacts, but only one Member Representative, only that Member Representative will be able to approve.
Anyone approving the CFAD on behalf of an agency, must be Board approved by that agency to vote/act on their behalf. They will need to get a secondary Member Representative added to their next district Board meeting agenda and vote on approval for that person to carry out actions for the agency. Once that is done, the alternate member representative can be added in NOVA.
Unfortunately, there is no work around for this. Page 7 of the CAEP Program Guidance states: A member of the consortium shall be represented only by an official designated by the governing board of the member (84905 (c)).
We strongly urge all members to have a secondary pre-approved Member Representative to act on their behalf if something arises.
Distribution of COLA to members should be based on the consortium funding formula. Every member is entitled to receive a COLA. Consortia are not allowed to distribute differently.
You can attach both documents in the Supporting Documents section of NOVA, below the Annual Plan section. Please be sure to title them with a name that will identify they are part of the CFAD for this year.
The Member Agency section in NOVA will show all members, past and present. They are not listed in the Agency and Certifiers section, so they will not be required to approve the CFAD.
Question 13 on the CFAD Guidance, pertains to how the consortia approval of distribution process. While there is Ed Code that states no member can receive less than the prior year, there may be decisions made about the consortia pot, or a member no longer receiving funds (opt out/cannot provide service) or if there is a bylaw that allows for reallocation of carryover. This section is where you would provide how your consortia handles that.
These funds would need to be given via an allocation amendment, thus making it a one-time transfer of funds. The member agency receiving the monies and providing the instruction would reports hours of instruction, etc. in TE and on their program area report. Your agency would not report anything since you no longer have the money for the year, and you do not offer instruction.
You are unable to give the new member money until July 1st, when the CFAD marking them as funded goes into effect. Once they are funded (July 1), you can do an allocation amendment to give them a one-time additional pot of funds. You can give it from the oldest pot available, which may be the 21/22 funds (if you've spent all your 20/21 funds).
You would do an allocation amendment to give the member extra money. An allocation amendment is a one time move of funds. The funds would be automatically added to their Budget but you will need to un-certify for them so they can go in and assign the extra money to object codes. They then submit and you re-certify.
Per the Fiscal Management Guide, it states, CAEP funds cannot be co-mingled with fee-based programs. In this case, since the truck is proposed to be used as part of a fee-based service, the truck cannot be used. See except below. Unfortunately Per the Fees Policy section in the Fiscal Management Handbook on pages 13 and 14:
- Program Fees
... In addition, community college community education fee based programs (community education and contract education) cannot be co-mingled, leveraged or braided with CAEP funds. Title V regulations, and education code prevent community college fee based programs to be combined with any state apportioned program (like CAEP).However, these programs can work with regional consortium for student referrals to meet regional needs.
You can view the Fiscal Management Guide here: https://caladulted.org/DownloadFile/14
We suggest using other funding sources because this could be considered a gift of public funds, which is against the funding rules for AEBG/CAEP.
CAEP covers only noncredit and K-12 adult education. Using CAEP funds for not-for-credit (aka community service / community education) is not allowable. Not-for-Credit has its own education code and they can charge fees, they don’t need Chancellor’s Office approval, but they have to be self-sustaining (meaning they can’t use general funds (like noncredit apportionment or CAEP funds)).
Noncredit rules do not apply. Community Ed/Services or Not-for-Credit rules or ed code will apply in this case (EC 78300)
Not-for-credit courses can charge a fee, but any fee cannot exceed the cost of maintaining the class (EC 78300).
This is not an allowable use of funds. This would be considered a gift of public funds. The best solution would be to find another funding source that is able to cover the expenses.
Some notable points to consider to determine if this is an allowable expense:
· Since CAEP is restricted funding, we would need more specifics about the student worker position/duties to determine if its allowable.
· Would need to specify what the student worker role/duties would entail and the specific program it would work under.
· Not all noncredit programming is covered by CAEP so that would be a red flag.
· CAEP funds would have to be restricted to only CAEP programming.
This language is from the CAEP Fiscal Management Guide. The funds could be used to pay for staff who work to support CAEP and within the seven program areas. However, student worker positions in community colleges can depend on the specific factors listed above. Along with it being listed in their 3 year plan, annual plan, and the position works to support CAEP programming directly.
CAEP Fiscal Management Guide reference:
• Funds may only be expended within the seven program areas as prescribed in the CAEP education code (Section 84913).
• Each regional consortium must have an approved 3-year consortia plan that includes any amendments (submitted in Year 1 – 19/22).
• Expenditure of CAEP Funds must align with the annual plan as approved by the regional consortium for that specific year.
• All CAEP expenditures must be reasonable and justifiable. “Reasonable” means that expenditures will be made prudently and with every effort to utilize funds efficiently. “Justifiable” means that expenditures are consistent with CAEP program goals and activities related to the seven program areas as identified in the CAEP Program budget language.
(Pg 10) All allowable costs must meet three primary criteria:
• Substantiate that the cost was necessary and reasonable for proper and effective administration of the allocations.
• The cost must be allocable to the funding source activities.
• The cost must not be a general expense required to carry out the consortia member’s overall responsibilities (i.e. not supplanting).
• However, even if the costs meet the prior three criteria, the costs must be approved within the 3-year consortia plan and the annual plan template of the regional consortia as agreed upon by its membership.
Examples of Allowable Expenses by CAEP Types of Activities
Supplemental instruction and tutoring: Purchase of a web-based interactive program of supplemental instruction for CAEP. Purchase of training videos, or online training videos, or similar that supplement CAEP instruction. Direct tutoring to adult education students in CAEP areas. Supplemental instruction for CAEP students. Salary of teaching assistants assisting CAEP instructors.
Coordination: Salary of CAEP coordinator, or assistants, or project leads for hours of service provided, not to supplant a teaching salary. Cost of seminars to raise CAEP awareness among faculty. Cost of a consultant providing services to create, coordinate, and implement CAEP programs.
Example of Expenses Not Allowed or that Need Prior Approval (specific to CAEP) include, but are not limited to:
- Other Staff Salaries and Benefits
Program funds cannot be used to pay for any staff that does not directly support the CAEP services described in the consortium’s approved plan.
Based on the notable points, more information is needed and input acknowledging that the Fiscal Management Language is being met.
The consortium lead will need to submit an informational email/request via the Support Ticket system to CAEP TAP. The requirements for approval are as follows:
- The use of funds align with the Annual Plan
- The expense has been approved by the Consortium
- Provide estimated expenses for the project.
Once that information is received, the request will be forwarded to the CAEP Office for review. This is informational only. If the CAEP Office has any questions, CAEP TAP will reach out to obtain additional information. If no additional questions arise, the consortium is allowed to move forward with the planning of the project. Please ensure all district policies and guidelines for capital outlay projects are followed.
Yes – using the NOVA allocation amendment, you can move funding to the Adult School.
Hopefully, the cost the adult school is paying for the roof replacement covers their share of the facility – meaning the CAEP funds used are benefiting only CAEP programs. We cannot allow CAEP funds to benefit non-CAEP programs.
They must use their districts procurement policies and procedures.
Since you are moving carry-over or prior year funds in NOVA via the allocation amendment, the fiscal agent will have to facilitate the transfer of actual funds from one member to the adult school. NOVA tracks, records, updates, and displays – but the members have to move the money physically from one member to the other member.
Per the CAEP Fiscal Management Guide, Section 8 on Capital Outlay Guidance “Capital outlay expenditures need to be submitted by the requesting Member-district to the consortium’s governing board for review and approval. Once the consortium has reviewed, approved, and established that the expenditures are aligned with the Consortium’s three-year plan, the consortium will send an informational email to the CAEP Office to inform them of the proposed expenditures.”
Once the amendment is complete, the adult school will update their member workplan and budget to reflect the additional funds (and their use). They will handle all reporting of these funds.
CAEP does not stipulate how expenditures are classified. The only stipulation CAEP has is that expenditures for construction/remodeling/and the like is a Capital Outlay (6000 object code) expense. For expenses that may be over a certain dollar amount, please defer to the district policy for how those expenses are categorized internally. CAEP reporting lists all 6000s as one, no matter the dollar amount.
In response to your inquiry of using CAEP funds to buy food to run the ESL café and offer a related CTE contextualized course:
Current education code and existing guidelines….
CAEP funds are restricted funds and cannot be used to purchase food.
CAEP funds can be used to purchase material and supplies for courses in the seven CAEP program area (ABE/ASE, ESL/Civics, CTE (vocational, workforce prep, & pre-apprenticeship), Adults with Disabilities, and K-12 Success).
When using CAEP funds, districts must follow their procurement policies and procedures.
Fund 11, which is set up for Adult Education, typically cannot be used to account for business type transactions.
The district would need to use a revolving fund (or some other approved mechanism) to account for the ESL Café operations, which typically involves the districts policies and procedures, and perhaps their governing board, on how and where to account for these transactions.
Recommendation: The CDE Adult Education Office recommends that the Adult School be allowed to use CAEP funds for materials and supplies related to its CTE and/or contextualized courses. The ESL Café should be operated separately by the district, and would not be allowed to use CAEP funds in its operation. The district must manage this partnership and create a fiscal firewall between the CTE/contextualized course(s) and the operation of the ESL Café. Adult Education (Fund 11) cannot be used to account for business transactions. The district would need to follow its current policies and procedures to account for the ESL Café operations expenditures and income through a revolving fund (or other approved mechanism).
Should the district need accounting transactions guidance, they can contact our CDE School Fiscal Services firstname.lastname@example.org.
Upon reviewing the appropriate documents, this would not be an appropriate use of CAEP funds. Covering the costs of student fingerprinting, providing them free supply kits that leave the program – are considered a gift of public funds – and not allowable under CAEP. There is no fee waiver for such costs in the community college student fee handbook
What would be allowable is if they loan students items that could be checked and returned at the end of the semester. In this case, fingerprinting and a cosmetology supply kit, wouldn’t be something that could be loaned out (like a textbook would). Some community colleges are using CARES/HEERF grants to students to pay for health career education classes (CNA, EMT, Med Asst., etc.). In addition, some colleges have sent students to the AJCCs (America’s Job Center of CA) to obtain training funds to pay for such costs.
In summary, CAEP funds would not be an allowable use is this case.
This is an allowable use of CAEP funds, as long as you aren't using CAEP fund to pay the students. All the materials & supplies will stay with the program (so no gift of public funds) and you are serving 18 year old students and above that have graduated from HS.
This is allowable and you can move forward with the partnership.
Those activities are not allowable with CAEP funds. It would be considered a gift of public funds. The guidelines/policies can be found in the Fiscal Management Guide.
It is best if the member would back out the $47K until the expense hits the districts books. As much as we can control, it's best for members' expense reports to marry their districts reports.
All of your members listed 25% for Q1, 25% for Q2, 25% for Q3 and 25% for Q4. Those estimates are cumulative so if they planned to spend 25% per quarter, the 1st quarter should be 25%, the 2nd quarter should be 50%. This can be adjusted by opening up the Budget and Workplan and having your members go in and adjust those percentages. As a reminder, all of the figures, although cumulative, are entered manually. NOVA will not add them to the previous quarter automatically.
NOVA will not allow a lower Q4 than Q3. NOVA is cumulative so all amounts must be equal or more than the previous quarter. Please contact CAEP TAP for assistance on how to resolve this error.
In the fiscal guidance, it states to indicate in NOVA under fiscal declaration if there are changes. When in NOVA, in the CFAD changes to fiscal agent, structure, and allocations can be made and they would need to indicate a change and then add a description of what change is happening and why.
When you indicate a change this will trigger CAEP to fund appropriately.