Q&A - Consortia Allocations (Administrators) - California Adult Education Program

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.

Consortia Allocations

Consortia Allocations (3)

Q1 It looks like we will have remaining funds in our consortium office budget. We would like to distribute these funds to members as special project funding. We do not want to give the funding on a regular basis since legislation states "no member shall receive less than the prior year". Our fiscal manager said that we can provide the special funding via a separate MOU and can be reported under our 5000's as a contract. Is this the best way to handle this? If we do this MOU process, how will the enrollment be captured? There is currently no mechanism for attendance reporting for our office because we don't serve students directly.

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.

Q2 A new member was added this fiscal year to our consortium as a non-funded member. Some things have changed a bit and we would like to give them a small and ongoing allocation starting in FY 22/23. We wanted to give them money out of our 21/22 budget. Since they are not listed in the allocation amendment section, how would that work?

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).

Q3 It looks like we will have some funds from our office budget that could go to members as one-time extra money. What are the steps to take to make that happen?

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.