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.
Estimating Operational Costs
Indirect can be prorated among your program areas.
We have a line item in NOVA to report in-kind contributions.
Because in-kind is determined by the MOU or local agreement, the estimating process may vary. You can check what you reported in your WIOA II financials (if you are a grantee), or check with your business/accounting office on a basic calculation to estimate in-kind services. Just be sure the in-kind is related to the AEP program areas and its operation. According to federal guidelines: for in-kind, you should generally determine the cost using the fair market value and it should be based on standard objective sources rather than best guesses. You should document the basis for determining value of personal services, material, equipment, building, and land.
Yes, if that is the fair market standard in your area (or what your business/accounting office uses).
You can prorate your allocation by enrollment percentages or any other methodology recommended by your accounting/business office.
An in-kind contribution is a non-monetary contribution. Goods or services offered free or at less than the usual charge result in an in-kind contribution.
It includes any non-monetary contribution – goods or services.
Please use your district methodology for in-kind. You should be using an agreed upon standard that your district uses for in-kind.
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).
Yes – if you already produce reports like this for other programs or grants – and they cover the seven program areas, feel free to use those numbers. WIOA II only covers some of the seven program areas, so you would need to cover all program areas for this exercise.
Yes. Please account for all expenses in the seven program areas regardless of fund source. If noncredit apportionment is paying for the cost of faculty, and they are teaching in an of the seven program areas, please include their salary costs for the AEP courses.
Please work with your Business Office or Accounting staff to obtain a general overhead cost for your AE program. This would be a fixed program cost for any overhead/operating costs (facilities, custodial, safety, utilities, etc.).
We know this is not an exact science. Please work with accounting staff or your business office to come up with an in-kind amount.
Please work with your accounting staff or business office to come up with a fixed overhead cost that you can use for all 30 sites.