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Please post the Q & A if time to retype allows.  If not please send a
hard copy to Preston Haddan, Title III Project Director, Frank Phillips
College, P.O. Box 5118, Borger TX, 79008

Thank you.  Preston Haddan

"Hindes, Victoria" wrote:

> Mary, Susan Kelley volunteered to have it retyped and post it on the
> list serve (bless her)!  Some people have asked for a hard copy via
> regular mail.
>
> -----Original Message-----
> From: Ball, Kristen [mailto:[log in to unmask]]
> Sent: Tuesday, October 12, 2004 10:46 AM
> To: [log in to unmask]
> Subject: Re: unspent funds
>
> I donít actually have a copy of that document.  Victoria Hindes
> ([log in to unmask]) is the one who posted the original
> message, and she has the Q & A.
>
> Kris
>
> -----------------------------------------------------------------------
> From: US Department of Education Title III List Server
> [mailto:[log in to unmask]] On Behalf Of Mary
> Elliot
>
> Sent: Tuesday, October 12, 2004 12:03 PM
> To: [log in to unmask]
> Subject: Re: unspent funds
>
> Dear Kristen,
>
> I am interested in receiving a copy of the Q & A.  Please send to Mary
> Elliott, Vernon College, 4400 College Dr., Vernon, TX 76384.
>
> Thank you,
>
> Mary
>
> -----------------------------------------------------------------------
> From: US Department of Education Title III List Server
> [mailto:[log in to unmask]] On Behalf Of Hindes,
> Victoria
>
> Sent: Tuesday, October 12, 2004 10:04 AM
> To: [log in to unmask]
> Subject: Re: unspent funds
>
> Kristen,
>
> I donít have an electronic version of the Q & A (it was sent to me in
> the regular mail).  It is quite detailed and several pages long. It
> would take a little time to retype, but I would be happy to send you a
> hard copy if you give me your mailing address.
>
> -----Original Message-----
> From: Ball, Kristen [mailto:[log in to unmask]]
> Sent: Tuesday, October 12, 2004 6:05 AM
> To: [log in to unmask]
> Subject: Re: unspent funds
>
> Could you post a copy of that Q & A for the list?  That would be
> interesting to see.
>
> Kris Ball
>
> Dodge City Community College
>
> -----------------------------------------------------------------------
> From: US Department of Education Title III List Server
> [mailto:[log in to unmask]] On Behalf Of Hindes,
> Victoria
>
> Sent: Monday, October 11, 2004 10:25 PM
> To: [log in to unmask]
> Subject: Re: unspent funds
>
> Helen,
>
> Re: your Title III question, you already received some excellent
> responses from others, but I did want to comment on one aspect of your
> email below that seems very important.  You stated that your college
> does not draw down the money until it is actually spent.  While
> institutions have different procedures for how they draw down, it is
> important that you donít have a large balance. I donít know the size
> of your award, so I donít know if your $150,000 unspent for the year
> is large or not.  You might want to tell your college Business/Fiscal
> Office that it is allowed to drawn down funds prior to actual invoices
> being received. If you have a large balance (showing that your college
> has not drawn down funds), you might get a call from your project
> officer or from someone from the Dept of Educ. asking you about this.
> The call is not punitive, but meant to be a heads up and to find out
> if thereís a problem.  They do periodically monitor the gaps system.
> One of the things they have told us time and again during the project
> directorís meeting is that you should not draw down more than 50%
> during the first six months of each year, but you also donít want to
> be under drawn.  The Admin Payment System will carry over funds from
> one budget year to the next automatically. The Expanded Authority Part
> 75 of the General Administrative Regulations (EDGAR) gives you
> authority to carryover unexpended funds without prior approval for
> any allowable cost within the approved project scope. This means: To
> complete/finish uncompleted activities or to conduct new activities
> within the scope. While ED is more flexible now especially for new
> awardees, if you havenít already, you should contact your program
> officer if your carry over is a result of activities that are not
> completed--letís say 7 months behind.  Also, if you are not sure if
> the new activities are within the scope of your grant, you should
> ask.  Finally, ask your program officer if he or she has a Q & A
> handout.  During the first year of our grant, my project officer
> provided me with a Q & A handout as a handy reference.  Itís a
> valuable resource that I use all the time.
>
> Take care and best wishes,
>
> Victoria A. Hindes, Ed.D.
>
> Director of Research & Grants
>
> Title III Director
>
> Shasta College
>
> Redding, CA 96049-6006
>
> -----Original Message-----
> From: Shub, Helen [mailto:[log in to unmask]]
> Sent: Tuesday, October 05, 2004 9:10 AM
> To: [log in to unmask]
> Subject: unspent funds
>
> Does anyone have any experience with funds that are left over from a
> previous year?  We have a large sum of money that we did not spend
> from our first year, mainly because it took us a long time to fill the
> Title III positions.  The College does not ďdraw downĒ the money until
> it actually spends it, so there is about $150,000 that is just sitting
> out there somewhere.  Does anyone know if I have to formally alert the
> DOE that this money was not used and that we need it be rolled over or
> can I just assume that will happen and use it this year to purchase
> things related to the grant objectives?  Any help on this is greatly
> appreciated.
>
> Helen Shub
>
> Title III Project Director/
>
> Director, Institute for Student Success
>
> Palm Beach Community College
>
> 4200 Congress Avenue
>
> Lake Worth, FL 33461
>
> (561) 868-3277
>
> [log in to unmask]
>