Building Blocks to Success Title III Program Administration Policies and Procedures Manual 17-25

UNIVERSITY OF ARKANSAS AT PINE BLUFF

B UILDING BLOCKS TO SUCCESS TITL E III P R O G R AM A D M I N I S T R AT ION

PO LIC I E S & P R OC ED U RE S MA N U A L 2017-2025

2017-2025

POLICIES &

PROCEDURES MANUAL Foreword Introduction Overview Objectives of Title III Program Eligibility (Part B – HBCU)

06 07 09 10 11

Eligibility (FUTURE Act) Special Conditions for Disclosure of Federal Funding Allowable Activities Fiscal Accountability Personnel Policies and Practices Travel Procedures Program Reporting Annual Performance Report

11 13 14 17 21 23 25 27

Organizational Chart Definitions

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University of Arkansas at Pine Bluff Office of the Chancellor

1200 North University Drive • Mail Slot 4982 • Pine Bluff, AR 71601

Dear Colleagues: This publication is to assist you in maximizing the benefits of the Title III grant for our students.

For over 50 years, the Title III grants have made a significant and comprehensive campus-wide impact on our students’ education.

From state-of-the-art learning environments, equipment, and instructional material to tutoring, advising and career preparation, grant funds have assured that our students receive a first-class education.

Please take time to become thoroughly familiar with the contents of this publication. It is your guide to managing the Title III funds that have been entrusted to you for the benefit of our students. Equally important, it is the guide you will need to make sure you are compliant with the federal rules and regulations that govern the Title III Program at the University of Arkansas at Pine Bluff.

I know that if you follow the directions contained in this manual, you will have great success implementing your activity.

Sincerely,

Laurence B. Alexander, Ph.D.

Foreword

FOREWORD This document is intended to provide the information and guidance needed to successfully manage your Title III activity.

The contents consist of background information for the Title III Strengthening HBCU Program, Fostering Undergraduate Talent by Unlocking Resources for Education Act (FUTURE Act) and practical day-to-day information regarding policies and procedures as they relate to the Title III Program.

The Title III Program Administration personnel are always available to assist you; however, in order for the program to function successfully and expeditiously, it is imperative for you to become familiar with the contents of the manual.

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INTRODUCTION

The policies, procedures and guidelines will be reviewed periodically and amended as necessary to conform to changes in the Legislation, Regulations and Uniform Guidance governing the Title III Program. Where possible, the document will be amended to conform to UAPB policies, procedures and guidelines. With respect to Title III, Federal regulations will prevail over institutional policy.

The information contained in this document is a broad overview, as it would be impossible to anticipate all questions or problems that may arise related to the Title III Program.

Introduction

The operating policies and procedures manual for Title III has been prepared to provide a standardized written record of administrative policies and procedures of common interest to administration and departments throughout the University of Arkansas at Pine Bluff (UAPB). It is a reference for the Title III office staff, college administration, Title III activity directors, faculty and staff on the University of Arkansas at Pine Bluff campus.

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OVERVIEW Title III Program: Strengthening Historically Black Colleges and Universities

The Chancellor has the overall responsibility for the implementation of the Title III-Strengthening Historically Black Colleges and Universities Program at UAPB. The Title III Director, who reports directly to the Chancellor, assists with the administration of the program by overseeing “day-to-day” operations.

The process begins when Title III Program Administration is notified of grant availability. The Title III Program Administration Office, upon notification, coordinates an intra-institutional call for proposals to meet the guidelines set forth by the U.S. Department of Education. Successful intra-institutional applicants (activity directors) meet with staff from the Title III Program Administration Office, individually and in group, to “fine tune” the application. The activity directors refine the individual narratives and budgets and submit them to Title III Program Administration for review. Upon completion of the final review of individual components by the Chancellor, the proposal is compiled and submitted to the U.S. Department of Education, Office of Postsecondary Education, Higher Education Program, and Institutional Service.

Overview

It is the goal of the Title III Program at the University of Arkansas at Pine Bluff to assist in establishing and strengthening the university’s physical plant, academic resources, and student services so that UAPB may continue fulfilling its goal to provide quality education. Funding is focused on institutions that enroll large proportions of minority and financially disadvantaged students with low per-student expenditures. This serves to help equalize educational opportunities for these individuals. The programs provide financial assistance to help institutions solve problems that threaten their ability to survive, to improve their management and fiscal operation, and to build endowments.

Approximately 500 colleges and universities throughout the United States, its territories and possessions benefit from Title III funds annually.

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Objectives of the Title III Prgram

OBJECTIVES OF THE TITLE III PROGRAM At the of Arkansas at Pine Bluff are...

To enhance opportunities for undergraduates to obtain employment with upward mobility by improving the learning environment, revising and expanding the curriculum.

To improve academic instruction (a) by strengthening faculty skills through in-service training, self-evaluation programs, travel to professional meetings, and the use of off-campus consultants, and (b) by facilitating faculty performance through an identification of specific problems and needs, then supplying solutions for those problems.

To meet the needs of students who have been classified as educationally disadvantaged by providing academic programs which will prepare them to pursue both traditional and nontraditional careers.

To improve the operation of the university by providing a systematic program of planning, management, and evaluation.

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To increase supportive services so that the needs of a heterogeneous student body will be met.

To increase the university’s enrollment through planned and systematic retention programs.

To improve the teaching and learning environment through planned programs for new construction, renovation, and maintenance.

To improve the development program in order to attract additional funds.

ELIGIBILITY Part B – HBCU Strengthening Grant

1. Satisfy section 322 (2) of the Higher Education Act of 1965, as amended (HEA) 2. Be legally authorized by the State in which it is located: • To be a junior or community college; and/or • To provide an educational program for which it awards a bachelor’s degree.

3. Be accredited or pre-accredited by a nationally recognized accrediting agency or association.

Fostering Undergraduate Talent by Unlocking Resources for Education Act (FUTURE Act)

Eligibility (Part B – HBCU)

To be eligible to receive a grant under the Strengthening HBCU Program, an institution must be designated by the Secretary of the U.S. Department of Education as a Historically Black College or University. The Higher Education Act of 1965, as amended, defines a HBCU as an institution established prior to 1964 whose principal mission was, and is, the education of Black Americans, and must:

The Fostering Undergraduate Talent by Unlocking Resources for Education Act was enacted February 19, 2019.

H.R. 5363, the FUTURE Act (enacted 2/19/2019) • Makes permanent $255 million in mandatory funding for historically Black colleges and universities and other minorityserving institutions (Title III, Part F); • Prior to the FUTURE Act Section 371(b)(1)(A) read: “Provision of funds. There shall be available to the Secretary to carry out this section, from funds in the Treasury not otherwise appropriated, $255,000,000 for each of the fiscal years 2008 through 2019. The authority to award grants under this section shall expire at the end of fiscal year 2019.”

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Eligibility (FUTURE Act)

• The FUTURE Act removed all of the words after “$255,000,000” and replaced them so that 371(b)(1)(A) now reads as follows: “Provision of funds. There shall be available to the Secretary to carry out this section, from funds in the Treasury not otherwise appropriated, $255,000,000 for fiscal year 2020 and each fiscal year thereafter.”

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• No other changes were made to the Act. So, the other terms/conditions relating to grants under Section 371 still apply.

• The effect of the change is to guarantee funding for the programs authorized in Section 371 beginning in FY 2020 and continuing unless/until Congress changes the law.

Legislation, Regulations and Uniform Guidance • Title III, Part F, Strengthening Historically Black Colleges and Universities Section 371 of the Higher Education Act, as amended (20 U.S.C. 1067q) • EDGAR Title 34 CFR Part 608 Education Department General Administrative Regulations (EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99 • Uniform Guidance Title 2 Code of Federal Regulations (CFR) Part 200— Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

The recipient agrees that, when issuing statements, press releases, requests for proposals, bid solicitations, and other documents or announcements describing this project, he or she will state clearly: 1. The dollar amount of Federal funds of the project; 2. The percentage of the total cost of the project that will be financed with Federal funds; 3. The percentage and dollar amount of the total cost of the project that will be financed by non-governmental sources; and 4. Add a statement to this effect – “This activity (equipment, material, event) was paid for in total or in part by funding from the U.S. Department of Education, Office of Postsecondary Education, Institutional Services Program, Title III Part B Strengthening Historically Black Colleges & Universities Program, Student Aid and Fiscal Responsibility Act, and /or Fostering Undergraduate Talent by Unlocking Resources for Education Act.”

Special Conditions for Disclosure for Federal Funding

SPECIAL CONDITIONS FOR DISCLOSURE OF FEDERAL FUNDING

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ALLOWABLE ACTIVITIES Title Ill HBCU Allowables Legislative Allowable Activities (LAAs) that qualify for funding:

Allowable Activities

1. Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes.

2. Construction, maintenance, renovation, and improvement in classroom, library, laboratory, and other instructional facilities, including purchase or rental of telecommunications technology equipment or services.

3. Support of faculty exchanges, and faculty development and faculty fellowships to assist in attaining advanced degrees in their field of instruction.

4. Academic instruction in disciplines in which Black Americans are underrepresented.

5. Purchase of library books, periodicals, microfilm, and other educational materials, including telecommunications program materials.

6. Tutoring, counseling, and student service programs designed to improve academic success.

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7. Funds and administrative management, and acquisition of equipment for use in strengthening funds management.

8. Joint use of facilities, such as laboratories and libraries.

9. Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector.

10. Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the State that shall include, as part

of such program, preparation for teacher certification.

11. Establishing community outreach programs which will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education.

12. Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities.

14. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose.

15. Other activities proposed in the application submitted pursuant to section 1063a of this title that—

(A) contribute to carrying out the purposes of this part;

and (B) are approved by the Secretary as part of the review and acceptance of such application.

Allowable Activities

13. Education or financial information designed to improve the financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs under subchapter IV of this chapter and part C of subchapter I of chapter 34 of title 42.

FUTURE Act Allowables Legislative Allowable Activities (LAAs) that qualify for funding: 1. Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes.

2. Construction, maintenance, renovation, and improvement in classroom, library, laboratory, and other instructional facilities, including purchase or rental of telecommunications technology equipment or services.

3. Academic instruction in disciplines in which Black Americans are underrepresented.

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4. Purchase of library books, periodicals, microfilm, and other educational materials, including telecommunications program materials.

Allowable Activities

5. Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the State that shall include, as part of such program, preparation for teacher certification.

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6. Other activities, consistent with the institution’s comprehensive plan and designed to increase the institution’s capacity to prepare students for careers in the physical or natural sciences, mathematics, computer science or information technology or sciences, engineering, language instruction in the less-commonly taught languages or international affairs, or nursing or allied health professions.

FISCAL ACCOUNTABILITY Activity Account Numbers

All expenditures (i.e. requisitions, purchase orders, personnel action forms, travel authorizations) submitted to the Title III Office for payment must show the designated activity number and be signed by the budget officer. These requests are checked for programmatic and financial accuracy. The financial check includes a review for availability of funds. If all is accurate, the request is initialed by the Title III Director and submitted for further university required processing.

Activity Expenses Requests for payment of activity expenses can be processed by the Title III Director when all required documentation and signatures are submitted; however, expenditures were approved by the U. S. Department of Education and cannot be changed without the approval of that agency. Items not specifically identified, such as additional equipment, personnel, or travel (no matter how much money is left over as a result of cost savings) cannot be approved by the Title III Director.

Activity budgets were carefully prepared to support the narrative of the activity, and no changes or substitutions can be made without prior approval of the Title III Director, and in some cases the U. S. Department of Education (DOE). Approval from the DOE is a lengthy process and is discouraged.

Requests for expenditure of funds for approved items are processed within 72 hours after being received in the Title III Office. When a request is received in the Title III Office, it is

Fiscal Accountability

Whenever possible, regular university business procedures are used to document accountability for Title III regulations.

Separate account numbers have been assigned by the Controller’s Office to identify the Title III grant activities. These numbers always begin with 205 and are followed by ten other digits and a five-digit object code. New account numbers are assigned yearly for each activity.

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stamped with the date and time of receipt. It is then checked for programmatic and financial accuracy. If all is correct and funds are available, the request is submitted with further processing in accord with university policies and procedures. If the request is inaccurate programmatically or financially, the inaccuracies are noted to the requester so that corrections, if possible, can be made. If a Budget Amendment Request is needed to rectify the problem (by transferring available funds into the appropriate category), Title III staff works closely with the requester to complete the transfer form.

Fiscal Accountability

Equipment: Defined Requirements The Office of State Accounting has determined that equipment is defined as those purchases which have a cost of $5,000 or more, a life of one (1) year or more, and a separate identity of their own. Ex: the car not the motor.

While $5,000 is the threshold for the equipment classification, this in no way precludes that the agency head is responsible and accountable for those items with a lesser cost, such as a printer at $450, a computer at $1,800, or sets of items like tools or dishes.

To assure accountability for these lesser items, this agency has classed them as non-capitalized equipment and the Property Control Section of Finance maintains a separate accountability just for these.

(See Procurement User’s Manual 2017 online www.uapb.edu under Purchasing and Procurement)

Property Management

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General grant regulations for Title III require that all equipment be properly accounted for by the Title III Director. To comply with this regulation, activity directors will complete an Inventory Form listing all equipment purchased by Title III. This inventory list should be submitted when an item is received. Remember it is very important that: An inventory list of Title III purchased equipment should be sent to the Title III Office upon receipt of the equipment by the requester. The inventory list must be up-to-date and include all equipment that has been purchased for an activity by Title III.

In addition to the Inventory List, which will be kept on file in the Title III Office, all equipment must bear a decal for the university inventory as well as a decal for Title III inventory. The Title III decal will clearly identify the equipment as being purchased with federal funds. A physical inventory of Title III equipment will be made at a minimum every other year and reconciled with the university’s property management records.

No property purchased with Title III funds may be sold or disposed of except through the office of the Title III Director and consistent with federal regulations.

When Title III purchased equipment is no longer needed for its original purpose (activity), or is not repairable, the Office of Title III should be notified by providing the decal number(s) and other descriptive information for the equipment. A copy of the moving request form should be sent to Title III.

SUPPLANTING - SUPPLEMENTAL REQUIREMENTS Title III grant funds may not support any service, program, or position that was supported by university resources prior to awarding of the Title III grant.

Fiscal Accountability

Money received from the sale of such property must be disposed of consistent with federal guidelines. Any loss, damage, or theft of property must be investigated and fully documented in a report to the Title III Director. Thefts must be documented with a police report. Adequate security and maintenance procedures must be implemented for the equipment.

The following procedures will insure that Title III funds are used to supplement not supplant institutional funds:

1. University Funded Positions • University continues to fund the position.

• No Title III funds are used.

• Position is university’s contribution to Title III Program.

2. Title III Funded Positions Requirements • Personnel paid by the University cannot be moved to

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Title III funding for performing the same duties that were university funded.

Fiscal Accountability

• Salaries paid by Title III are governed by the same pay rate as the university and cannot be inflated.

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PERSONNEL POLICIES AND PRACTICES University Employment Procedures Procedures to be followed in hiring persons paid/supported wholly or partially by the grant will be identical to those generally practiced at the university: 1. The same approvals are required as would be required in the hiring of persons supported by university funds.

2. The Title III Director must be consulted to insure that the hiring of persons supported by grant funds is within the budget constraints of the activity.

3. All University personnel forms must be completed (check with the UAPB Human Resources Department for needed forms and compliance with University policy) in order to be in compliance with University personnel policies and practices.

Personnel Policies and Practices

Title III regulations are very specific on obligation of funds for personnel and in the documentation of time for persons paid from grant funds. Regular University personnel procedures and policies will be followed. Additional requirements may be requested by the Title III Director in order to satisfy federal regulations.

4. A job description should be completed and submitted to the Title III Office.

Time and Effort Documentation Time and Effort Forms provide documentation prior to salary payment and is due the first working day of the month and covers the preceding month. Each report should accurately display daily time allocation, personal leave days, absences, holidays and vacation. Staff with multiple assignments require a clear accounting of all (100%) employment time. To fully document all time spent on grant activities, those persons fully or partially supported by the Title III grant, are required to complete Time and Effort Forms signed by their supervisors prior to salary payment. This information is used to show that supplementing not supplanting is occurring. Work logs are also required.

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When a person’s salary is divided among federal grant, teaching, administration, or other responsibilities, there must be a clear accounting of all (100%) work time. The activity director is responsible for the accuracy of the Time and Effort Form. The university’s leave record can be substituted in place of the Time and Effort Form for salaries paid 100% with Title III funds.

Extra-help time sheets require Title III signatures for processing.

Personnel Policies and Practices

All UAPB personnel policies apply to the Title III staff as well as those germane to the Title III Program.

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TRAVEL PROCEDURES Only travel that is approved in the original budget narrative can be authorized. Any requests for changes in the approved budgets must be submitted by the Title III Director to the U. S. Department of Education for authorization to make the change(s).

Necessary and reasonable expenses for lodging, meals, transportation and related costs will be allowed and paid in accordance with existing university practices. However, under no circumstances will expenses in excess of the amount in the approved budget be paid.

There are State limits in the allowable amounts for certain states and cities. Please check with the Controller’s Office for the allowable limits. Registration fees are allowable if these have been included in your original budget narrative.

Air travel will be by coach class or the lowest fare available.

When a personal car is used, reimbursement for actual mileage will be at the approved rate. Please check with the Controller’s Office for the current rate. Mileage reimbursement should not exceed comparable coach airfare to the destination. Receipts are required in accordance with university practice.

Travel Procedures

The Title III grant regulations require specific documentation of all travel funded by the grant. A requisition, travel authorization, and supporting materials (i.e. registration form, conference leaflet) must be submitted before travel commences. After travel is completed, a Travel Reimbursement Form (TR-1) and Trip Report Form must be submitted to the Title III Office before reimbursement can be made to the traveler (the Trip Report Form must be attached to the TR-1). You must specifically state your plan of action as a result of your travel experience.

You may include your recommendations, but we are more interested in knowing how your travel experience will enhance job performance and/or student outcomes.

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Travel Procedures

All requests for travel for professional development should be submitted to the Office of Title III at least one month prior to commencement of travel and must be approved before any travel commences. If the request is not received in accordance to stated time specifications, a travel advance and discounts relating to early registration may not be possible. The requester should be prepared to pay for the trip and obtain reimbursement for the expenses upon return to campus. It is the responsibility of the requesting individual to ensure that all forms are submitted in a timely manner to the Office of Title III.

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PROGRAM REPORTING Quarterly Reports It is important to monitor progress on objectives and target dates to enable effective oversight and problem solving. A quarterly progress report is required on each activity. These are to be submitted on the Title III Quarterly Progress Report Form by the 10th of each month following the end of the quarter.

The quarterly report will contain the following information:

Objective(s) The objectives are the major points of accountability for the Title III activities for the grant period. All objectives that were submitted in the application for the current reporting year should be listed.

Program Reporting

The quarterly reports are designed to address the Implementation Strategy Forms that were submitted with the original application and consistent with data required for reporting in the Annual Performance Report (APR). The Implementation Strategy Form identified specific tasks that were required to accomplish the objectives of the activities.

Progress What was planned for the quarter? Comment on the progress of each task that was listed on the Implementation Strategy Forms. Be quantitative, and comment on the status of targeted timelines.

Describe any activities that went beyond the accomplishment of tasks. Identify any integration with other programs, activities or services.

Challenges What was scheduled for the quarter according to the proposal and Implementation Strategy Form, but was not accomplished?

Please state why it was not accomplished. Discuss, substantiate, and recommend any needed changes in the projected Implementation Strategy Form and plan of operation.

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Expenditures Indicate the purchases and the amounts spent for the quarter; and if there are no expenditures, please state the reason.

Are expenditures on target in utilizing grant funds? If not, explain discrepancies. If the grant year is half over, you should have depleted at least half of if not more of your funds.

Equipment purchases and supplies should be purchased at the beginning of the grant year so that these may be utilized in bringing the grant to fruition.

Program Reporting

APR Responses

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Based upon your specific funded activity, additional responses based upon requirements of the APR should be included in your report.

ANNUAL PERFORMANCE REPORT

Interim Performance Report The imterim report is required for grant activities that are in the first year of operation. The imterim report is usually due in the spring following the initial funding year.

Annual Performance Report

In addition to the quarterly reports, an Annual Performance Report (APR) should also be completed by each activity director.

This report is a final narrative of the year’s activity and is due by November 30 after the grant year ends on September 30.

The Annual Performance Report Narrative format is provided each year.

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ORGANIZATIONAL CHART THE UNIVERSITY OF ARKANSAS AT PINE BLUFF TITLE III PROGRAM

Board of Trustees

Chancellor

Director of Title III Program Administration

Office Manager

Creative Manager

Assistant Director

Organizational Chart

President of System

Budget Officer

Inventory Manager

29 Senior Designer

Videographer/ Photographer

DEFINITIONS The following terms are relevant to the Title III Program Allocable Cost

A cost that is set apart specifically for or to a particular cost objective (i.e., specific function, project, sponsored agreement, department) if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship.

Allowable

Approved activities

APR

Annual performance report

Definitions

Audit

The examination of records or financial accountants to ascertain their correctness. An independent evaluation required by the Office of Management and Budget of the United States Government.

Award

Financial assistance that provides support or stimulation to accomplish a public purpose. Awards include, but are not limited to, grants and other agreements in the form of money or property, in lieu of money, by the Federal Government to an eligible recipient.

Budget

Recipient’s financial plan or schedule for carrying out the activity by adjusting expenses during a certain period to the estimated or fixed income for that period.

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CFR

Code of Federal Regulation

CDP

Comprehensive Development Plan

Closeout

The process by which the Secretary determines that all applicable administrative actions and all required work of the award have/has been completed by the recipient and the U.S. Department of Education.

Disallowed Costs

Those charges to an award that the Secretary determines to

be unallowable, in accordance with the applicable Federal Cost Principles or other terms and conditions contained in the award.

DOE

Department of Education

EDGAR

Education Department General Administrative Regulations

Equipment

Tangible non-expendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.

Federal Awarding Agency

The entity that provides an award to a recipient.

Fiscal Year

Funding Period

Period of time when costs may be charged against the grant.

FUTURE Act

Fostering Undergraduate Talent by Unlocking Resources for Education Act.

Definitions

Period commencing October 1 and ending September 30 of the following year.

HBCU

Historically Black Colleges and Universities

IDUES

Institutional Development and Undergraduate Education Service

OMB

Office of Management and Budget

Recipient

The agency, institution or organization receiving Federal financial assistance including sub-grantees, but does not include contractors who receive funds from the recipient pursuant to a grant or award by the Commissioner (U.S. Commissioner of Education).

Reasonable Costs

A cost may be considered reasonable if the nature of the goods or services acquired or applied and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time

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the decision to incur the cost was made. Major considerations involved in the determination of the reasonableness of a cost are: (a)whether or not the cost is of a type generally recognized as necessary for the operation of the institution or the performance of the sponsored agreement; (b) the restraints or requirements imposed by such factors as arm’s length bargaining, Federal and State laws and regulations, and sponsored agreement terms and conditions; (c) whether or not the individuals concerned acted with due prudence in the circumstances considering their responsibilities to the institution, its employees, its students, the Federal Government, and the incurrence of the cost are consistent with established institutional policies and practices applicable to the work of the institution generally, including sponsored agreements.

Definitions

Supplies

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Those non-equipment items of tangible personal property which are consumed in use or which may not reasonably be expected to last longer than one (1) year.

Unallowable Costs

Any costs which cannot be included in prices, reimbursements, or settlements under a government sponsored agreement to which it is allocable.

FORMS* Quarterly Report Interim Performance Report Report

Annual Performance

Time and Effort Travel Request Travel Report

Form

Travel Authorization TR

1

Purchase Requisition

*Please check online or with the Title III office for the most current forms.

Quarterly Report Form

The University of Arkansas at Pine Bluff

TITLE III PROGRESS/QUARTERLY REPORT Activity Director: Activity Title: Period Covered:

Quarter: 1 ( ) 2 ( ) 3 ( ) 4 ( ) Year-End ( )

Date: Focus Area: Academic Quality ( )

Student Support Services ( ) Administrative Management ( )

1.

Summarize the purpose/intent of this activity as it relates to the University’s strategic plan:

2.

Discuss the target population that your activity addresses and delineate the critical activities that you implemented during this reporting period to ameliorate the problem identified in the plan of operation:

3.

Discuss the major outcomes of these activities implemented during this reporting period and what you need to do to strengthen your implementation plan to accomplish desirable results:

4.

Describe the primary implementation strategies employed during the reporting period and the success of these strategies in accomplishment of objectives and performance indicators:

Forms

Fiscal Stability (

)

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1

Quarterly Report Form

Discuss each objective in detail and include data to verify progress reported (attach all reports pertinent to the activity’s implementation):

5.

A Measurable Objective

Forms

Measurable Performance Indicator

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1.0

1.0

1.1

1.1

1.2

1.2

1.3

1.3

2.0

2.0

2.1

2.1

2.2

2.2

3.0

3.0

3.1

3.1

3.2

3.2

B Tangible Outcomes (Quantitative And Qualitative)

C Impact of the Objective on the Target Group And University (Quantitative And Qualitative)

Assessment Strategies And Results

Use of Assessment Results to Document Impact

Please add/delete rows as needed. ***In Column C, include previous quarterly data first, then add new quarterly data, and indicate increase in number and percentage, if applicable:

2

Quarterly Report Form

6. List equipment, materials, or supplies purchased with Title III during this quarter: Equipment Cost

Supplies Cost

Per Invoice: Including computers and other electronic items

Per Invoice

Objective

1.0 2.0 3.0 4.0 5.0 Total:

Forms

Total: Please add/delete rows as needed.

7. List Title III Related Travel: Date and Destination

Purpose of Travel

Traveler

Incorporation of Outcomes to Strengthen Activity or Delivery of Services

Cost Per Traveler/Total Cost (Per Advance purchases and TR1 Form)

1.

2.

3.

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4.

5.

6.

Please add /delete rows as needed.

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Quarterly Report Form

8. Summarize all campus consultants/workshops sponsored by Title III during the current quarter: Purpose/Name/Date

Participants (Number/Category)

Outcomes/ Incorporation of Outcomes to Strengthen Activity or Delivery of Services

Evaluation Results

Use of Results

1.

2.

3.

Forms

Please add /delete rows as needed.

8a. Attach program/consultant schedule; anticipated outcomes of event; findings/consultant report; Evaluation Summary; and other relevant documents:

9.

List Title III supported personnel: Name

Title

Percent Title III Support Primary Activities for Reporting Period

1.

2.

3.

Please add/delete rows as needed.

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10. Discuss challenges you are experiencing in meeting the activity objectives (i.e. resources, change in organizational structure, key personnel, departmental priorities, etc.)

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Quarterly Report Form

11. Discuss any recommendations that you have to make that would facilitate the accomplishment of this activity’s objectives, and performance indicators; including technical assistance that you may need:

12. Use this form to document the activity budget expenditures for the reporting period. These expenditures MUST fall within one the categories listed below and MUST be Legislative ALLOWABLE Expenditure.

HBCU& SAFRA: LEGISLATIVE ALLOWABLE EXPENDITURE CATEGORIES (LAA), GRANT ACTIVITIES AND FOCUS AREAS Focus Area: Academic Quality; Student Services and Outcomes; Fiscal Stability and Institutional Management

Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes.

% Of Programmatic Budget Spent Dollars Spent in Each During Reporting Category Period

Forms

Title III Part B Legislative Allowable Activities

Construction, maintenance, renovation, and improvement in classrooms, libraries, laboratories, and other instructional facilities, including purchase or rental of telecommunications and technology equipment or services.

Support of faculty exchanges, faculty development, and faculty fellowships to assist in attaining advanced degrees in the field of instruction of the faculty.

Academic instruction in disciplines in which Black Americans are underrepresented.

Purchase of library books, periodicals, and other educational materials, including telecommunications program material.

Tutoring, counseling, and student service programs designed to improve academic success.

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Quarterly Report Form

Title III Part B Legislative Allowable Activities

% Of Programmatic Dollars Spent Budget Spent During Reporting in Each Period Category

Funds management, administrative management, and acquisition of equipment for use in strengthening funds management.

Joint use of facilities, such as laboratories and libraries.

Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector.

Establishing community outreach programs that will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education.

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Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the State that shall include, as part of such program, preparation for teacher certification.

Establishing or improving an endowment fund.

Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities.

Education or financial information designed to improve financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs under Title IV. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose.

Establishing or improving an endowment fund.

Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities.

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Quarterly Report Form

Title III Part B Legislative Allowable Activities

Education or financial information designed to improve the financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs Title IV of the HEA. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose.

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OTHER ACTIVITIES--PLEASE DESCRIBE IN SIMILAR DETAIL (Must be consistent with Comprehensive Development Plan and institutional strategic plan.)

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% Of Programmatic Dollars Spent Budget Spent During Reporting in Each Period Category

Interim Performance Report

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Mid-Year Report 43

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Annual Performance Form

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Time and Effort UNIVERSITY OF ARKANSAS AT PINE BLUFF

TITLE III STRENGTHENING HISTORICALLY BLACK COLLEGES AND UNIVERSITIES

Time And Effort Report

Employee’s Name _______________________________ From _________ To _________ Position _________________________________ ID No. _____________________ ACTIVITY TITLE______________________________________ Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

Codes: S=Sick Leave V=Vacation

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Sunday

O=Other/Explain Percent Time Institutional ________

______________________________________________ Employee’s Signature Date

Percent Time Title III________

______________________________________________________________________

Supervisor’s Signature

Date

I, the Supervisor certify that I have carefully reviewed this report and evaluated my employee’s time during this month. In my best judgments, this report as noted does properly reflect the distribution of his/her time for the prior and current months of Activity. I, the employee also certify that I have reviewed the above percentage of my time and effort which was devoted to the Institution and /or Title III Activity. Any false misrepresentations of this effort may subject person(s) to Federal Penalties. When no leave time is designated, the report form will represent an uninterrupted work month. All bi-weekly reports should reflect number of hours worked daily during the reporting period. .

This report should be completed and submitted to the Title III Office by the 10th of each month for monthly employees and at the end of each pay period for bi-weekly employees.

Title III 1011

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ďƒŹTravel Request FormďƒŹ Title III The University of Arkansas at Pine Bluff FACULTY/STAFF REQUEST FOR DOMESTIC TRAVEL October 1, 2011- September 30, 2012

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Name _________________________________________Date ___________________________ Department ___________________________________________________________________ Telephone _____________________________________FAX ___________________________ Campus Address: Mail Slot _______Building _________________________Room _______ Please answer the following questions: If you are FACULTY: Are you full-time faculty? _____ If yes, are you tenured? _____ If no, are you in a tenured-track position? _____ If you are STAFF: Are you permanent and full-time? _____ What is your position/job title? _________________________________ Do you work directly with students? _____ Will this travel result in certification and/or licensure? ______ If yesWhat is the title of the certification and/or licensure? ___________________________________________________________ Have you or other UAPB employees attended this event in the past? _____ If yesHow were the expenses covered? State Funds______ Federal/other funds ______ Are there state funds in your department budget? _______ Is this travel related to a federally funded activity? ______ Name of the event _____________________________________________________________ Date _____________________________________Location ___________________________

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The individuals whose signatures appear below have read this proposal and agree to the terms and conditions of this request.

Signatures: Requester ___________________________________ Chairperson/Immediate Supervisor _________________________________ Dean/Director _________________________________ Vice Chancellor ________________________________ Title III

Travel Request Form Travel Request Page 2 THE CHAIRPERSON/IMMEDIATE SUPERVISOR IS REQUIRED TO COMPLETE THIS SECTION: Please justify why you feel this professional development event is important to your department and/or the students.

By signing below, I agree to the terms of the application, and attest that the requester will become more proficient in his/her assigned tasks thereby heightening the efficiency and effectiveness of the department. I also agree to submit a Title III Follow-up report verifying how the obtained information has made my department more productive, effective and efficient.

___________________________________________ Signature (Immediate Supervisor/Chairperson) Title III Travel Request

Forms

What departmental benefits do you expect to secure as a result of this person’s receiving this training or professional development? Please be specific.

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ďƒŹTravel Request FormďƒŹ Page 3

Forms

ON SEPARATE SHEETS OF PAPER, PLEASE RESPOND TO THE FOLLOWING: I.

Briefly relate the nature of the event. Attach a copy of event announcement.

2.

Why are you requesting Title III funds for this event? Please provide detailed information why you would like to attend this event.

3.

How will you use the information you acquire from this event to benefit UAPB? As you discuss the needs and benefits include, CLEARLY stated goals, objectives and implementation strategy for carrying out a plan of action when you return to campus. Your action plan should include specific details for sharing this information with colleagues and students.

4.

Please provide detailed information on cost involved to complete this travel (i.e., airfare/mileage, registration fee, lodging, meals (per diem), ground transportation, and etc.).

NOTE: Title III funds cannot be used to pay individual membership fees, purchase conference t-shirts, shipping for conference materials, and etc.

5.

Attach signed travel authorization form and attach requisitions for costs as appropriate.

6.

If this travel will result in certification and/or licensure or partial requirements of a certification and/or licensure. Please state how the certification and/or licensure will benefit UAPB.

Please note that if you are given Title III funds for travel, you will be required to submit reports discussing the benefits of the event you attended and later the progress you have made in transferring the benefits of the event to UAPB. Failure to complete these reports may cause you to forfeit the opportunity to travel again using Title III funds. Additionally, all travel that results in certification/licensure will carry a one-year obligatory period to the university, beginning with the completion of the requirements for certification.

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If you have questions, please phone Sharon Hildreth at 8045. Please submit an original request to: Title III Program Administration Mail Slot 4924 R. C. Childress Hall Room 202

ďƒŹTravel Report FormďƒŹ Title III The University of Arkansas at Pine Bluff FACULTY/STAFF REQUEST FOR DOMESTIC TRAVEL October 1, 2011- September 30, 2012 Name _________________________________________Date ___________________________ Department ___________________________________________________________________ Telephone _____________________________________FAX ___________________________ Campus Address: Mail Slot _______Building _________________________Room _______ Please answer the following questions: If you are FACULTY: Are you full-time faculty? _____ If yes, are you tenured? _____ If no, are you in a tenured-track position? _____

Will this travel result in certification and/or licensure? ______ If yesWhat is the title of the certification and/or licensure? ___________________________________________________________

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If you are STAFF: Are you permanent and full-time? _____ What is your position/job title? _________________________________ Do you work directly with students? _____

Have you or other UAPB employees attended this event in the past? _____ If yesHow were the expenses covered? State Funds______ Federal/other funds ______ Are there state funds in your department budget? _______ Is this travel related to a federally funded activity? ______ Name of the event _____________________________________________________________ Date _____________________________________Location ___________________________ The individuals whose signatures appear below have read this proposal and agree to the terms and conditions of this request.

Signatures: Requester ___________________________________ Chairperson/Immediate Supervisor _________________________________ Dean/Director _________________________________ Vice Chancellor ________________________________ Title III

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Travel Report Form Travel Request Page 2 THE CHAIRPERSON/IMMEDIATE SUPERVISOR IS REQUIRED TO COMPLETE THIS SECTION:

What departmental benefits do you expect to secure as a result of this person’s receiving this training or professional development? Please be specific.

By signing below, I agree to the terms of the application, and attest that the requester will become more proficient in his/her assigned tasks thereby heightening the efficiency and effectiveness of the department. I also agree to submit a Title III Follow-up report verifying how the obtained information has made my department more productive, effective and efficient.

___________________________________________ Signature (Immediate Supervisor/Chairperson) Title III Travel Request

Forms

Please justify why you feel this professional development event is important to your department and/or the students.

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Travel Authorization UNIVERSITY OF ARKANSAS AT PINE BLUFF TRAVEL AUTHORIZATION General Instructions: 1. ALL EXPENDITURES ASSOCIATED WITH THIS TRIP MUST HAVE PRIOR APPROVAL IN THEIR ENTIRETY BEFORE A PURCHASE ORDER IS ISSUED ON ANY ONE PART (THE TICKET, REGISTRATION, MEALS, LODGING, EXPENSE TO DRIVE, ETC.) “WITHOUT EXCEPTION.” IF FUNDS ARE INSUFFICIENT FOR ANY ONE PART, NO PART SHOULD BE AUTHORIZED. THIS FORM MUST BE ATTACHED TO THE PURCHASE REQUISITION.

Forms

2. AUTHORIZATION FOR PERMISSION TO TRAVEL SHOULD BE SUBMITTED AT LEAST TWO (2) WEEKS IN ADVANCE OF THE TRIP WHERE POSSIBLE. THIS FORM MUST HAVE THE SIGNATURE OF THE REQUESTER AND THE REQUESTER’S SUPERVISOR OR BUDGET OFFICE (TWO SEPARATE SIGNATURES).

3. A RECEIPT IS REQUIRED FOR ALL EXPENDITURES. THESE RECEIPTS MUST BE SUBMITTED WITH THE TR-1 FORM (TRAVEL REIMBURSEMENT) IMMEDIATELY UPON RETURNING FROM TRAVEL. THE TR-1 FORM IS LOCATED ON THE UAPB WEBSITE. HTTP://WWW.UAPB.EDU/UPLOADS/TR1.PDF COMPLETE ALL SPACES BELOW: I request approval be given ______________________________________________________to travel to _________________________________________departing ___________________________________and returning ________________________________________ Travel:

Automobile ( ) Personal ( ) State

Common Carrier ( ) Plane ( ) Bus

Purpose of trip: ______________________________________________________________________________________________ __________________________________________________________________________________________________________ __________________________________________________________________________________________________________ EXPENSES

0.42

52

0.00 Meals ___________________ Lodging ___________________ Registration Estimated mileage ________/______/____________ (If driving) (# miles) (rate) (total) Fee ___________________ Plane Ticket _____________________ Other __________________________

0.00

Total Estimated costs $ ________________________.

Requester: _________________________

Dept. Name __________________________

Approved: _________________________ Budget Officer

Acct. No. ___________________________

Approved: _________________________ Appropriate Vice Chancellor

Funds available? _________ Yes

_________ No

Checked by: ________________________ (required signature) The completed travel authorization only grants PERMISSION if funds are available. All requests associated with this trip must be processed as soon as possible. (Revised 4/2009)

6M-11-77-77-4174-II-2R-M.P.

Approved

HOTEL ROOM MEALS

PER DIEM TAXI

INCIDENTALS

TELEPHONE

TOTAL FOR DAY

Title

Signature of Traveler

TO

TOTAL CLAIMED

MILEAGE CLAIMED

SUB-TOTAL

MILEAGE RATE PER DRIVEN MILE

AMOUNT CLAIMED

TRAVEL BY PRIVATELY OWNED VEHICLE

TOTALS FOR MILEAGE

FROM

PRIVATE VEHICLE LICENSE NO. :

OFFICIAL STATION:

(1) Postage (2) Parking Fees (3) Registration Fee (4) Emergency Car Repairs (5) Guide Service for the Blind (6) Minor Purchases (7) Meals for State Guests and Wards of the State (8) Other (Explain)

Travel Supervisor

*INCIDENTALS:

COMMON CARRIER

DETAILED EXPENDITURES (OTHER THAN MILEAGE)

NAME OF TOWN VISITED

SUB-TOTALS

mm/dd/yy

DATE

PLACE OF RESIDENCE & ADDRESS :

NAME OF PAYEE :

DEPARTMENT :

(SUBMIT IN TRIPLICATE)

UAPB TRAVEL EXPENSE REIMBURSEMENT FORM TR-1

Forms

Original-Office First Copy-Auditor Second Copy-Acctg/Pre Audit

TR-1 Form

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Purchase Requisition PURCHASE REQUISITION UNIVERSITY OF ARKANSAS AT PINE BLUFF

Date

Req.#

NOT FOR DEPARTMENTAL USE (1) Department

V E N D O R

(2) Funds Available Yes____ No ____ Checked By

Date

(3) Comments Tax ID or Soc. Sec. # (Required)

(2&3 for Fund Check use)

Ethnicity

OVERRIDE APPROVAL: (Required for all individuals)

Delivery Information: Building Requester: UNIT

DESCRIPTION

Room # Budget Officer UNIT PRICE

EXT. TOTAL

Forms

QUANTITY

EX:

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*Use this section to charge the expense to one or more accounts

VICE CHANCELLOR:

(Required for consulting services, and purchases at or over $2500.00) All signatures must be originally signed except "requester" this must be typed or printed.

07/01/11/DI