<<Previous Page

Next Page>>

4400 Documentation Requirements for Title IV-E Contracts With Universities

4410 Accounting, Record Keeping, and Reporting Requirements for Title IV-E Training Contracts

Title IV-E Training Contracts Financial Handbook August 2009

In accordance with Title 45 CFR §95.507(b)(6), claimed costs must be supported by a written agreement that includes, at a minimum:

  •  the specific service being provided;

  •  the basis upon which the billing is made; and

  •  a stipulation that the billing will be based on the actual cost incurred.

The Contract for Title IV-E Training Costs (DFPS Form 2282univ) addresses general accounting, record keeping, and reporting requirements as follows:

  •  Part V. Financial Limitations and Considerations

Section L. Accounting

Section M. Record Keeping

  •  Part VIII. Service Provisions

Section E. Reporting and Record Keeping

  •  Part IX. Budget and Supporting Narrative

4420 The Budget and Narrative for Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook August 2009

DFPS reimburses a university using Title IV-E funds when the university’s costs are determined to be reasonable, allowable, and allocable, in accordance with the university’s contract and budget documents. 

Allowable Title IV-E costs must be reflected in:

  •  a detailed budget in the required format

  •  a narrative justifying both the budget and the allocation of costs to Title IV-E, and

  •  attachment A must reflect allowable costs, in keeping with Title IV-E of the Social Security Act.

DFPS will reimburse the university the reasonable, allowable, and allocable costs according to an approved Budget and Supporting Narrative found in Attachment A of Form 2282univ Contract for Title IV-E Training Costs.

If the university’s costs are determined not to be reasonable, allowable, and allocable under Title IV-E, DFPS:

  •  does not reimburse the costs; and

  •  recovers any previous payments for such costs.

If the university’s bills are inadequately documented or appear to be unallowable, in whole or in part, DFPS notifies the university within 30 days.

The Budget and Supporting Narrative is to be amended for each fiscal year with the written agreement of the contract manager for DFPS. If the contract is automatically renewed, and if the university and DFPS have not agreed to an amended Budget and Supporting Narrative, then the Budget and Supporting Narrative is also renewed without amendment; however, the Budget and Supporting Narrative may be amended later, according to the contractual agreement.

<<Previous Page

Next Page>>