First, identify how much 20% of your total CAEP consortium funds is. (Ex. If you had a total of 8M, 20% carryover would be 1.6M.)

Next, identify the unspent CAEP funds for each member. (One member may have 37% of 2M remaining and the other member may have 11% of 6M remaining. It's important to look at the amounts each is receiving and has spent.)

Add the member unspent funds together to determine the amount of CAEP unspent funds for the consortium. (In this example, the member with 37% of 2M has $740,000 in carryover, and the member with 11% of 6M has 660,000 in carryover. Added together, they have total unspent funds equaling 1.4M.
As the 1.4 in carryover is less than 20% (1.6M), this consortium would not be required to submit a written expenditure plan.

For member carryover (like, for one member of the consortia), the actual money totally spent and dispersed is what counts, not open POs and other expenditures which won't be paid until after Q4, even though the POs were from a prior fiscal year and just not paid or received yet?
This is correct. Anything that has not been fully spent and received would be considered carryover.

If one member is over the percentage and writes a Corrective Action Plan in NOVA, do they also need to write a letter to the Chancellor, etc?
At this time, no additional letter is required.

There are no separate member plans. There is a consortium-level plan that should address the carryover as a whole. All members will have to individually approve the Written Expenditure Plan. The Plan is due November 14 in NOVA.
Guidance from the CAEP Newsletter: Consortium carryover is one or more prior fiscal years exceeding 20% and is assessed and acted upon annually. Consortium carryover includes the carryover of all its members. State leadership identified consortia with 20% or more carryover as of September 30, 2024, with the Quarter 4 Expenditure report submission.

Consortia with 20% or more carryover must submit a written expenditure plan to the State showing how the consortium will work to reduce their carryover below the 20% threshold.

The Written Expediture Plan in now live in NOVA. Consortia who have exceeded 20% carryover will have 45 days (Oct 1-Nov 14) to complete the plan at the consortium level. Consortia will be submitting one jointly developed written expenditure plan. Members will review and approve the written expenditure plan once it has been submitted by the consortium lead.

Consortia who exceeded 20% carryover and are required to do a Written Expenditure Plan are encouraged to reach out to the TAPS for any additional assistance that is needed. The consortium will have to do an allocation amendment to address the additional money allocated to the members from the COLA. Let us know if you have questions about how to do an allocation amendment.
https://caladulted.org/DownloadFile/1355

The question you are referring to:
"9. Please provide the name and contact information of the lead and co-lead representative for this plan.
If there is a single lead (no co-lead), type “n/a” or “0” throughout the co-lead column."

This question is asking who is the lead that enters in the written expenditure plan. If there is a member that has worked with, the consortium lead, then it would be appropriate to list their information.

The written expenditure plan is a collaborative plan that should involve all members, and the lead is responsible for entering into NOVA, while the membership reviews and approves.

Consortium request for extension is approved. The Consortium will want to ensure the plan is submitted and approved no later than due date. If they experience delays, please inform the Consortium Director to communicate with CAEP TAP as the consortium is already providing a 60-day extension.

There should not be a CAEP reporting impact as a result of the SWP Incentive Grant funding. CAEP programs will continue to be expected to report outcomes as outlined in the Beginning of the Year letter.

I would also suggest sending this to NOCE as the SWP grant may have reporting language that prevents duplicated reporting across funding streams.

There is no error with the allocations for the prior fiscal year. The negative amount you are seeing in the CFAD is due to a revised final budget from the Governor, which included a funding reduction that year. The amounts in the CFAD cannot be changed directly; instead, any adjustments are made through Allocation Amendments. The negative amount reported as over-budgeted was addressed in an Allocation Amendment, which removed the overage and effectively zeroed it out.

As for amending budgets for closed years, allocation amendments for fiscal years like the previous year must be completed before the established deadline. If you need to reallocate funds from an earlier year, this can be done through the current fiscal year's allocation, provided those funds were carried over. It's important to ensure that the receiving member has already spent their prior-year funds and is on track to spend their current allocation appropriately.

Additionally, there is no discrepancy in the totals. Please review the landing page and allocation sections in the system for confirmation.

You can find your carryover amount that needs to be expended in the fiscal reporting section of NOVA by going to the Q4 report. There will be a box at the bottom that indicates your carryover amount which should be the same as the budget remaining. To fall within carryover compliance 100% of the carryover funds from the previous fiscal year plus 80% of the current allocation will need to be expended by the end of the current fiscal year.

Below are the Capital outlay steps, however, CAEP funding cannot be the only funding source if you intend to utilize the capital outlay project with other programs, students, departments, etc. Funds are highly encouraged to be braided.

Capital Outlay Steps
Fiscal Guidance: (March 2023) https://caladulted.org/DownloadFile/1300

Any capital outlay (including building improvements, rental space, leases, construction, etc.) will also be closely scrutinized. It will require that you notify the CAEP Office of your consortium’s (including any member in that consortium) intent.

This is an informational e-mail only. The CAEP Office reserves the right to ask questions regarding any purchase and can prohibit any activity that it deems not meeting the reasonable and justifiable criteria. The member must follow all state & local policies and procedures related to capital outlay. This would include district facilities approval, following procurement processes, and notification of state agency facility departments.