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Fiscal Component

The Region 1 Office provides assistance to Local Education Agencies (LEAs) to help them be more responsive to the needs of migrant students. MEP funds may be used only to benefit migratory students; they may not be used to support projects of general aid to populations that include non-migratory students.

Title I MEP funds are used to provide services to migratory students that are supplemental to the regular services normally provided by an LEA. Fiscal requirements related to the expenditure of regular State and local funds must be met by all operating agencies. The statues and regulations require that operating agencies: (1) provide services to migratory children with State and local funds that are at least comparable to services provided non-migratory children; and (2) use MEP funds to “supplement, not supplant” regular non-Federal funds. Thus, MEP funds are supplementary to the base and other special programs.

Federal and state statutes, as listed in the general and special assurances in the District Service Agreement, require legal and auditable expenditures to support Migrant Education Programs providing services to migrant children. Furthermore, as per AB 1382, a District Service Agreement is a valid contract between the District Superintendent and the Migrant Education Program – Region 1 office. Therefore, all expenditures must be in accordance with the approved agreement, and no deviations will be allowed.

In order for our fiscal department to process your reimbursement claims efficiently and expeditiously, we ask that you note the following information and comply with the following instructions—

  1. Reimbursement claims must be submitted within 30 days following the end of the month for which a claim is submitted. Do not submit more than one month’s claim on one form. Addenda or supplementals will not be accepted unless prior approval has been received from the Region 1 office.

    • Districts with smaller MEP budgets may elect to submit claims less frequently. In general, this is an election that might be considered for use in districts with budgets under $50,000. However, if a district elects to submit claims less frequently, the district should submit a written request to the Region 1 office, noting the dates of the proposed submittals, and the months of claims to be included in each submittal.

  2. The reimbursement claim must be prepared on the appropriate form.

  3. The reimbursement claim must be complete, with header information filled in, and signed.

  4. Entries made on the reimbursement claim need to be legible.

  5. Reimbursement will be made only on line items for which funding has been approved in advance on the District Service Agreement. Care should be taken to ensure that there is a match between the line items and object codes utilized in the budget preparation, and the line items and object codes utilized in the claim.

  6. As per established practice in Region 1, it is NOT necessary for the district to submit back up documentation with the district claim.

    • The district should continue to prepare and keep on file appropriate documentation to back up the claims submitted.

    • As with any state and federal program, all claims and documentation are auditable at your site.

    • Region 1 staff will visit your site at a minimum one time each year to review your district level documentation on your Migrant Education Program claims. Any irregularities, lack of documentation, and/or lack of clear linkage between the program portion (District Service Agreement), the approved budget, and the reimbursement claims will be noted. It will be the responsibility of the district to follow up and make corrections as needed.

  7. INDIRECT COSTS
    Your allocation for indirect costs is 3% (three percent) of the monthly expenditures (subtotal) for your Migrant Education Program. This reimbursement is not charged against your approved budget.

  8. DISTRICT SUPERINTENDENT’S SIGNATURE
    Have your district superintendent or authorized staff sign and date this form in the lower left-hand corner.

  9. Make a copy of the submission, and retain for your records. It may also be useful for you to save an electronic copy of the submission for your records.

  10. Submit the reimbursement claim to:

    Val Felipe, Accounting Services
    Santa Clara County Office of Education
    Mail Code 242
    1290 Ridder Park Drive
    San Jose, CA 95131-2398

 
Fiscal Component