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.

We are reporting dollars received and spent/expensed between July 1, 2017 and June 30, 2018. For example, if you collected $100,000 dollars in fees for an adult education program, we are assuming those fees were expended. In general, all collected fees, during the period, should be reported in NOVA for this exercise. Note: community education, community services, and contract education are fee-based programs, but are outside of the California Adult Education Program.

Please report the seven adult education noncredit program areas regardless of funding. So. any expenses related to noncredit ESL, ABE/ASE, AWD, K12 Success, CTE, Workforce Reentry, and/or Pre-Apprenticeship courses must be submitted in NOVA for this exercise.

If monies were moved from Q3 after it was reported, the Q3 fiscal report will need to be updated. NOVA is cumulative. No quarter can be less than the previous quarter. The Consortium Lead will have to un-certify the Q3 expenditure reports. The member would then un-submit, make their adjustments, and re-submit. The Lead would then re-certify. Once the Q3 expenditure reports are re-certified, members will be able to submit Q4.
Please note - after changes have been made to Q3, if there are still exclamation points, a budget revision will have to be completed.

At a minimum, we will be required to report state funded expenses for the prior state fiscal program year by program area. Estimates would be due in September, with actuals to be certified in December. More details later this year.

If Q4 has been certified, no changes for last fiscal year are possible. If Q4 has been certified and a member overspent last year, they will start the next fiscal year with reduced available funds. If Q4 has not been certified, the member will need to adjust their Budget and Work Plan by moving money from one budget category to the overspent category. To do this, the consortium lead will need to uncertify the Budget and Work Plan. The member will then go and make the changes and resubmit. Then the consortium lead will recertify the Budget and Work Plan.

No, please do not include them. Only included expenses for the 7 AEP program areas.

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.

As long as Q4 has not been certified,Q3 can be uncertified and the correction can be made. Once it is made, the member will resubmit and the consortium lead will re-certify.

It would be your cost, plus the in-kind cost the other member paid or reduced.

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.

Yes - the leveraged funds area report is the correct field to record this expenditure.

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.

If it is a K12 school, CDE prohibits moving funds out of Fund 11. Please contact your consultant at CDE.

If the consortium can make the connection from hours of instruction to other non-teaching expenses that contributed to that cost of offering the instruction – than they can include supports, counseling, overhead, etc. However if they have zero hours of instruction in a program area– than there should not be any expenses associated with that program area reported (and vice versa). For example – 500 hours of CTE instruction cannot be reported and no expenses reported. Likewise, $60,000 in CTE funds cannot be reported and no hours of instruction.

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.

We advise consortia and members to complete budget revisions to correct any negative remaining balances prior to certification. NOVA will technically certify negative remaining balances however we strongly encourage budget revisions prior to certification.

Since the indirect costs were not reported in 2019-20, they will be carried over to your 2020-21 available funds in the budget and work plan. Go ahead and budget for double the indirect costs so that you can report the indirect costs in the 2020-21 program year. In the budget and work plan, in the budget summary, please notate the doubling of the indirect costs for 2020-21 since the costs were not reported in 2019-20. In the first quarter expenditure report, please report the 2019-20 indirect costs. In the summary of activities for the expenditure report, please notate the inclusion of the 2019-20 indirect costs.

Reducing next year will work. Please document this action in the summary of activities since the Q4 expenditure report is still open. Additionally, please document this action in the 2020-21 budget and work plan and ensure the member includes the reduced amount prior to certifying.

Once Q4 is certified, no changes are able to be made.

"NOVA is programmed to require all agencies who fall below their expected expenditure target to complete a corrective action plan. The corrective action plan is a concise explanation of how you plan to ensure you meet the target in future quarters.

The only workaround to take immediate action is to revise your expenditure targets in your budget and work plan. This would require uncertifying and unsubmitting the budget and work plan to include targets that align with where you are at this time."

The previous years' budgets are embedded in the previous years' fiscal reports. Each member's budget, by object code, is provided in column four. The last column provides the budget remaining.

You can access these reports in the Supporting Documents section in NOVA. This section is located on the Consortium Details page. The documents are titled, Quarter 'X' Fiscal Report Certification.

Reporting expenditures of WIOA, Title II: AEFLA programs is a grant requirement under Sections 222 and 241 of Public Law 113-128. Report quarterly the total fiscal funds received from the state and local governments used to support these programs. Under “Other Non-Federal and/or In-kind,” report contributions such as:

• Cash and designated foundation grants or other non-federal awards used for AEFLA programs

• Buildings, land, and donated property–classroom space must be valued at the fair rental rate of the space

• Volunteer services valued at rates paid for similar work in the local agency

• Donated books and supplies valued at the market rate

• Utilities and property maintenance valued at the market rate

• Cost sharing of equipment valued at the fair rental rate

All resources must be verifiable from the local agency records. Additional details are provided in The Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. (2 CFR 300.306)

If a community college does not offer non-credit courses, then they would report zero hours. For expenses, they would report any expenses that assisted K12 adult or noncredit students or the consortium in general (along with the fund source). For example, any travel/time/supplies at consortium related meetings/events; professional development, marketing, etc. would be reported as operating expenses (by fund source) for that member.

Please DO include the California Adult Education Program consortium related costs in this exercise.

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 advise the member to check that box. Once checked, they will be able to submit.

Consortia are unable to change previous year's fiscal reports. The previous year is locked and we are unable to edit. If changes are needed in the current year we can assist with that.

If the changes are in fact needed for the previous year, you will have to rectify the changes in the current year. Please contact TAP for assistance.

You are correct. You will need to uncertify Q1, have her make the changes, and then submit and recertify Q1. Once that is done her Q2 should be accessible for her.

The reason your member is unable to submit their expenditures is because they are reporting ""0"" indirect this quarter; however, last quarter, they reported $302.

Fiscal Reporting in NOVA is on a cumulative system - expenditure cannot be bless than the previous quarter. If there are no indirect expenditures for Q2, the amount will remain $302.

In addition, the member will need to complete a corrective action plan since expenditures are less than forecast. Please be sure to complete this as well.

No, it's not required, but encouraged for record keeping and a snapshot of activities.

Yes - the allocation amendment allows consortia to designate which fund year they are reallocating funds. The Consortium Lead would select fund year '2018-19' when they select 'Start Amendment.'
Yes - the site receiving the funds will invoice the site providing the funds.

In order to make a budget revision, the consortia lead will have to uncertify all Budget and Workplans. The lead will then need to specifically reject your agency's Budget and Workplan. This will prompt you to make changes. Once the necessary changes are made, you will click Submit. The Lead will then recertify.

For CAEP you do have flexibility, but we can’t allow a gift of public funds. We would be ok if the district had an equipment loaner policy. The Governor and the State Superintendent are looking for companies to donate computers.

When you complete the Q3 expenditure report, you will complete the corrective action plain if your expenditures fell below target. This report is in NOVA

"Q1 Fiscal reporting will not unlock until the Budget and Workplan is certified. All members have submitted except one. They are in draft status. Once you certify everyone, they will be able to complete their fiscal reporting. The remaining member needs to submit theirs. Once submitted, you will have to certify theirs also.

Q1 fiscal reports will not be unlocked until all the members Budget and Workplan are certified. The member's Budget and Workplan is submitted but not certified. Their Q1 will populate as soon as you certify it.

You are correct that all funds are FIFO and are good for 30 months. However, it looks like the snapshot of the 23-24 funds were submitted with those numbers on August 29th, 2024. From what we can see, you have spent a portion of the 2024-25 funds as well and perhaps expended post 8/29/2024. We suggest you look into the quarterly expenditures.

This process should mimic that of an Allocation Amendment or CFAD, in which you will submit and then all members will get an email to approve the plan.

They will not be able to approve until you submit it to them for their review and approval.

The only way to correct under-reporting in previous years is to over-report now. I'm going to make up numbers to give you an example.

Let's say, in total, they have under-reported $100k in the 5000s and $200k in the 1000s.

Scenario:
19/20, under reported $50k in the 5000s
20/21, under reported $50k in the 5000s
19/20, Under reported $25k in the 1000s
21/22 under reported $175k in the 1000s.

Solution:
24-25, Q1 expenditure report
True expenses of $30k plus under reported sum of $100k in the 5000s, will enter $130k for Q1 expenses.

True expenses of $50k plus under reported sum of $200k in the 1000s = will enter$250k in Q1 for the 1000s.

They will want to over-report in the same object code, if at all possible. If not possible, they can choose an object code to report it in.

They will want to add a note in NOVA, something similar to:
19/20, under reported $50k in the 5000s
20/21, under reported $50k in the 5000s
19/20, Under reported $25k in the 1000s
21/22 under reported $175k in the 1000s.
Over Reported now in Q1 in the same object codes to match NOVA to the district books.

Then in the district books, they will want to add a note there to identify where/when the problem occurred and where/when it was fixed in NOVA.

That way if staff changes in 5 years, new staff can follow what happened.

Since there was underreporting in the Q4 report, it will be necessary to overreport in Q1 of the next fiscal year to ensure the budget balances. Please remember to attach any supporting documentation that explains the discrepancy or provides justification.

If NOVA was under-reported in a previous year, the agency will over-report in Q1 by the same amount. This is done to align NOVA to the college district's GL, which is the official record.

An allocation amendment will need to be done in NOVA to transfer the funds from the K-12 district to the college district.

If the Q4 Expenditure Report has not been certified at the consortium level, you should be able to uncertify the Budget and Workplans and subsequent expenditure reports allowing the overage in overhead to be reduced. You will want to recertify as soon as you can after they make the changes.

If your Q4 has been certified, the adjustment can be made in Q1 Expenditure Report of the next FY. Reduce the overage from the appropriate object code and explain the reduction in the summary of activities box.

We expect the Written Expenditure Plans associated with carryover to be released in early October.

As you've yet to certify the Q4 Expenditure Report at the consortium level, you should be able to unsubmit the member district's Q4 and allow them to reduce the overage from the indirect category. The reduction in expenditure can be explained in the summary of activities box. It would be preferable to make these changes before Q4 is certified.

If you have NOT certified at the consortium level, you may be able to decertify/unsubmit a member's report and enter your changes by following the bulleted instructions below:
1. Go to the consortia members tab
2. Scroll all the way to the bottom until you reach the budget and workplan
3. Click on the agency that needs to make a revision
4. Decertify
5. Have the agency making the change update their budget and workplan and submit
6. Once the agency submits the consortia lead needs to recertify. Once that is done the agency can go back to their expenditure report and submit.
If the option is not available to decertify, the changes will need to be made in the Quarter 1 report for the next FY by reducing the overage and explain in the summary of activities box.

Have you already certified Q4 for the consortium? If so, unfortunately, once a Quarter 4 report has been certified there is no possibility of decertifying it. We are unable to reverse this process on our end either. Any changes will need to be made in your current year's Quarter 1 Expenditure Reports to align with NOVA.

If you have NOT certified at the consortium level, you may be able to decertify a member's report and enter your changes by following the bulleted instructions below.
1. Go to the consortia members tab
2. Scroll all the way to the bottom until you reach the budget and workplan
3. Click on the agency that needs to make a revision
4. Decertify
5. Have the agency making the change update their budget and workplan and submit
6. Once the agency submits the consortia lead needs to recertify. Once that is done the agency can go back to their expenditure report and submit.
If the option is not available to decertify, the changes will need to be made in the Quarter 1 report for the current fiscal year.

Review the WIOA budget and identify what caused the overage of $80,000. Take the expense(s) that caused the overage and move them over to the CAEP budget. If there was a big, one-time purchase, that's preferable to something that might be considered ongoing funds. However, know that it's also possible to move teachers, services, etc. so long as they have been pre-approved by your WIOA EPC.

The member will be unable to pay a 3-year contract. The member can only report on services/expenses that have been rendered in a given year. As far as the consoritum reporting, only one year at a time should be budgeted and expensed as services are completed.

The member should also be sure to include the activities, related to these contracts, in the consortium's annual and Three Year Plans so that members are aware of the contracts and to ensure alignment to the consortium's goals.

Q4 cannot be submitted and certified as is.
Negative numbers cannot be submitted in any object code. While NOVA won't prevent a member from submitting with negative numbers, the Fiscal Management guide has always said a negative is not allowable: (here is from 19-20, showing the language was there back then, it's still there in the current). Do not certify Q4 without fixing the negative numbers.
Jun 30: End of Q4 Note: Expenditures cannot be reported with a negative balance in any of the object codes.
The Indirect limit is 5%. Do not certify Q4 with indirect that's over 5%. Refer to the Fiscal Management guide pages 25-26 for more information.
Again, don't submit Q4 with any negative balances. Take the time in September to fix the errors. You may need to decertify earlier quarters to address these errors.
If your errors aren't cleared, don't certify your Q4, even if you're past September 30. Once you certify, no changes can be made and that only exacerbates the reporting issues.
Please note that the state will start flagging for carryover compliance on the 30th whether or not you have certified Q4.

The way NOVA is built for fiscal reporting is that each quarter is a cumulative figure. Meaning you cannot report less than the previous quarter. If the member took advantage of WIOA, the expenditure in the 4000's would then mirror Q3 with the explanation that an additional funding stream was used, etc.

For example, if the 4000's was only $1,000 in Q4 and in Q3 the total entered into NOVA was $3,000. The Q4 figure should equate to $4,000.

If there were no funds used in the 4000's in Q4, than the number reported would mirror the Q3 figure.

For example, if the 4000;s was $0 in Q4 and in Q3 the total entered into NOVA was $3000. The Q4 figure should reflect $3,000 as the fiscal reporting is cumulative.

NOVA fiscal reporting is used to report on all CAEP funding allocations. By adding in another funding stream into your quarterly report misrepresents the funds. This is especially important with Carryover Compliance (AB1491) and the impacts that can have on the consortium. If the district fiscally supported a CAEP program, than the figure that CAEP funds were used is the only figure that should be recorded into NOVA. The district fund will need to be journaled on/in your internal system.

NOVA is the system that the State uses to view fiscal and strategic plans for CAEP. The only instance that other funding streams are added into NOVA under CAEP are when you are completing the Program Area Report. This tells the state how you are braiding funds for the success and implementation of a program as well as the cost per learner the program is supporting.

Fiscal Guidance: https://caladulted.org/DownloadFile/1300

It is critical that you use your quarterly fiscal reports to only report on CAEP allocation funding.

Yes, the ELL Healthcare Pathway funds would be considered leveraged funds.

They are flagged because the amount they entered is less than the previous quarter. NOVA is cumulative, so their Q4 expenses should be added to what the cumulative total was for Q3 and entered. To correct this, the consortium lead will have to uncertify Q3, the member will adjust, resubmit, and the consortium lead will re-certify.

Prior years cannot be opened for corrections. Any errors that happened in previous years must be corrected in NOVA in the current year. For example, if you found out that $5,000 in expenses was never reported in NOVA, your budget in NOVA is overstated by that $5,000. In the current quarter, you will take your true expenses, and increase them by $5,000, to marry the NOVA total to your district books. Your district books are the official record; however, we do need to match your NOVA to them. The same will go if you overreported your expenses in 2018-19, you would do the opposite now and reduce your current true expenses by the amount they were overreported years ago.

We do ask that you input a note in NOVA to explain the overstatement/understatement of expenses, as well as add a note in your district books. The note should say when the error occurred, what it was, and when it was resolved in NOVA. This will keep everyone up to date in the event of staffing changes.

The CAEP Office doesn't grant permission or restriction on receiving these. That is a local decision. The lead can request them from members, but they are not obligated to provide them. Ultimately, the member is responsible for the information submitted, not the lead who certifies the report.

The certification from the lead is simply certifying that it was submitted, not the data submitted.

If a consortium wishes to have these reports to verify data, that is a request they can take. If members don't object, we would suggest adding it to the Bylaws so that it is voted on and becomes a consortium rule.

There was an allocation amendment completed recently. Once that was completed, all budgets would be put back into draft status because everyone received additional funds. Members would allocate their additional funds and submit, and you would recertify. Once that is done, it should not go back into draft status. The Allocation Amendment is likely what caused them to go back into draft status, which was needed since their allocation amounts changed.

As for the error message, I am not sure why you are getting that. If that message continues to populate for you, please click on the Help button in NOVA (bottom left in the blue ribbon) and submit a support ticket for NOVA so they can troubleshoot the system.

"Carryover compliance is only based on the current year allocation. It will never take carryover from the previous year into account. However, total available funds do include that carryover. The consortium had carryover from last year. Because of this, any member with carryover will always have a different Total Available funds vs current allocation amount, and their expenditures will show a negative in the Carryover Compliance section until they have expended all carryover funds. This will also show their carryover percentage as higher because that percentage is only based on the current allocation. They have to spend all of their carryover before the current allocation begins being spent and at that point you will see that percentage begin to reduce. If you subtract their carryover from last fiscal year from their current expenditure total, you will get the portion of their current allocation they have spent. That will be the percentage NOVA is showing.

It is important to note that if you carry over 20% at the end of this year, next year you will have to spend the 20% carried over plus 80% of the new allocation to meet compliance. Same as this year, all members that had carryover from last year have to spend all that carryover plus 80% of their new allocation."

Access NOVA and click on CAEP, then Fiscal Reporting. Enter your consortium number in the Title field and change the reporting period to 23-24 Q1the reporting period you are seeking. That will populate the consortium. Click on the name and it will show you each member's expense reports.

You are able to do either. If your district has guidelines on this, then guidance is to follow local policy/regulations. If it is not explicit, then you have the ability to do what is best for your consortia.

In NOVA, Click on CAEP, then Fiscal Reporting.

From there, select your institution and change the year to the last quarter you are referencing in the fiscal year. Leave all other boxes blank in the search field.

It should populate your consortium. Click the hyperlinked consortium name to get to the actual reports.

Scroll down to your agency and click on the quarter you wish to address. If it has been submitted, click Unsubmit Report in the bottom right. If it is unsubmitted, click the tab for the previous quarters to do the same. You will want to unsubmit any quarter that requires changes. Remember that any change in Q1 will also require changes in the following quarters, as NOVA is cumulative and the total will change for Q2 and Q3 if the total in Q1 was changed. Once a quarter is ready, you will click submit and the lead will have to certify that quarter. Each quarter will have to be submitted and certified individually.

Log into NOVA and click CAEP on the left side. Then, click Fiscal Reporting. Enter your agency name and go to your agency report to enter your expenses.

Expenditures on expiring funds must be on or before 12/31 of the final year. The consortium only have until March of the following year to report on them. 

The California School Accounting Manual (CSAM) is what the adult school must follow when recording revenue. If the revenue is from multiple sources, it would be a good idea to assign each source a local fund code for tracking and reconciliation.

Example: If the member's carryover doesn’t match NOVA and they have to reconcile, having those funds tracked separately would help identify the amount.

Additionally, the Fiscal Guidance is linked with a pull out that speaks to revenue and how it should be recorded.

Fiscal Guidance: https://caladulted.org/DownloadFile/1300
Allowable Uses of Adult Education Program Funds
2 How to Use this Guide The purpose of this guide is to specify the education code and processes used to spend California Adult Education Program (CAEP) funding by regional consortia and
caladulted.org
(Page 27)-
K-12 and COEs must adhere to the following reporting requirements:
• All Adult Education Program revenue should be recorded in Fund 11, Adult Education Fund, using Resource 6391, Adult Education Program. Fund 11 is the only fund valid in combination with Resource 6391.

• LEAs that continue to formally commit LCFF revenue to the purposes of adult education should use Object 8091, LCFF Revenue Transfers, to transfer the committed LCFF revenue from their general fund to Fund 11.

• There are no statutory provisions preventing an LEA from carrying over funds, however, a consortium may change the amount of adult education funds available in future years based on actual prior fiscal year spending (see Reduction in Funding / Member Ineffectiveness).

• LEAs will use the same resource code for MOE and non-MOE funding.