Superintendent's Memo #210-11

State seal, Commonwealth of Virginia

COMMONWEALTH of VIRGINIA
Department of Education

August 5, 2011

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: IDEA, P.L. 108-446, 2011-2012 Part B Sub-grant Awards for Special Education

This memorandum serves as the notice of approval status of the 2011-2012 Annual Special Education Plans for the school divisions and state-operated programs listed on Attachments A and B.  Approval of the plans establishes the eligibility of school divisions and state-operated programs to receive funding under Part B of the Individuals with Disabilities Education Improvement Act (IDEA), P.L. 108-446, for 2011-2012. 

These funds are made available on the condition that recipients operate consistent with all requirements of P.L. 108-446 and applicable regulations, and make such changes to existing policies and procedures as are necessary to bring those policies and procedures into compliance as soon as possible.  School divisions are reminded that changes must be submitted to their local boards for approval.

Part B (Section 611) Flow-Through Funding

This memorandum serves as the official sub-grant award notification for recipients of funds under Part B, Section 611.  Amounts for each recipient are listed in Attachment A.  No funds may be obligated after September 30, 2013, and final claims for reimbursement must be submitted via the Department of Education’s Online Management of Education Grant Awards (OMEGA) system no later than November 15, 2013. Funds are provided to school divisions through an expenditure reimbursement process contingent upon Virginia’s receipt of projected federal fiscal year 2011 funding.  Funds must be expended in accordance with each recipient’s approved application or subsequent amendments as approved by the Department of Education.  Because original grant applications were based on estimated amounts, most recipients will need to submit (via OMEGA) a budget amendment addressing the difference between estimated Section 611 funds and funds actually awarded.

Part B (Section 619) Pre-School Funding

This memorandum serves as the official sub-grant award notification for recipients of funds under Part B, Section 619.  Amounts for each recipient are listed in Attachment B.  No funds may be obligated after September 30, 2013, and final claims for reimbursement must be submitted via OMEGA no later than November 15, 2013. Funds are provided to school divisions through an expenditure reimbursement process and must be expended in accordance with each recipient’s approved application or subsequent amendments as approved by the Department of Education.  Because original grant applications were based on estimated amounts, most recipients will need to submit (via OMEGA) a budget amendment addressing the difference between estimated Section 619 funds and funds actually awarded.

Reimbursement

Reimbursement for expenditures pursuant to these awards may not be honored if program or budget modifications are made without prior approval by the Department of Education.  Equipment purchases exceeding $5,000 (per item) and all out-of-state travel must be approved in advance by the Department of Education.  Reimbursement for travel is limited to amounts stipulated by state travel regulations.  Funds available under the provisions of IDEA may be used to support only the excess costs of educating individuals with disabilities as outlined in your approved applications or subsequent amendments approved by the Department of Education.  Reimbursement requests must be submitted electronically via OMEGA.

Amendments to the Annual Plan/Funding Applications

Amendments to the 2011-2012 annual plan and applications for federal funds must be submitted to the department for approval as they are adopted by each school division.

Funding application amendment requests must be submitted via OMEGA. Annual plan amendments must be submitted in writing to Paul Raskopf at paul.raskopf@doe.virginia.gov or Virginia Department of Education, P. O. Box 2120, Richmond, VA, 23218-2120.

Additional Information

Questions pertaining to sub-grant awards should be directed to the contact person listed in each attachment, or to Jerry Mathews at jerry.mathews@doe.virginia.gov or (804) 225-2704.  Questions regarding annual plans should be directed to Paul Raskopf at paul.raskopf@doe.virginia.gov or (804) 225-2080.  Questions pertaining to OMEGA should be directed to omega.support@doe.virginia.gov or (804) 371-0993.

PIW/jm

Attachments:

  1. Section 611, Flow-through Funds (PDF)
  2. Section 619, Pre-school Funds (PDF)