Leadership isn’t about a title. It’s about impact, influence and inspiration.

–Susan Lytle Gilmore, Ph.D., Director of Adult Education, Sacramento City Unified School District
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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.

Fiscal Reporting

Indirect can be prorated among your program areas.

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.

Yes, pursuant to the LEA’s approved indirect cost rate.

Yes – there should be some supporting documentation. If you are estimating or pro-rating expenses, please make sure your business / accounting office is comfortable with your methodology (and it is explainable).

Please have the member check to make sure the email address showing in NOVA under their Member Representative account is the email address they are using to sign in. In some cases people have multiple email addresses and may be signing in with the incorrect email. The second thing to check is that they are the first Member Representative listed. Only the top Member Representative listed has the authority to submit on behalf of their agency.

For Q4, there is a small checkbox under the totals that members must click certifying that they did not exceed the allowed indirect rate as directed in the Adult Education Program Guidance. This is only required for Q4 submissions. Please check to make sure that box is checked. Once it is checked, the Submit button should be available.

Because NOVA is cumulative, no quarter can be less than the previous reported quarter. If your previously reported expenses for Q3 were reduced due to an error in reporting or a credit, you will need to have the consortium lead uncertify Q3. Once Q3 is uncertified, you can go in and make the corrections, then re-submit. The consortium lead will have to re-certify Q3.

FIFO pulls the money as soon as it's entered in the expenditure report, whether entered, submitted or certified.

If members have pre-populated numbers but have not submitted, those figures have already been marked as expended in the FIFO.