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April 12, 2019
Dear Program Directors,
I am writing to inform you of changes regarding certain expenditures of federal and state adult education grant funds that will go into effect in FY20. We will have a webinar on Wednesday, April 17 from 11:00 am to 12:00 pm, repeating Thursday, April 18 from 10:00 am to 11:00 am, to review these changes and answer questions.
ACLS received a "finding" pertaining to our administrative cost policy and process during the federal audit conducted in June 2018 by the U.S. Department of Education's Office of Career, Technical and Adult Education (OCTAE). As part of a corrective action plan, ACLS must cap administrative costs at 5%. However, per federal guidelines, we will implement a negotiation process that allows programs to apply for an administrative cost rate higher than 5% based on individual need. The administrative cost cap for adult education programs will continue to be 25%. In addition, the Office of Audit and Compliance has identified an error in how grantees have been permitted to charge approved indirect costs of up to 8% to the grant and additional approved indirect costs to match.
We must correct both these policies1 in FY20. Below is a description of FY20 policy and processes that programs need to follow. While these changes may require some programs to provide additional information, we anticipate that the practical impact on how funds are allocated will be minimal for most programs.
All local matching costs must be supported by documentation and traceable to the financial records of your organization and these costs must be allowable and directly related to the program.
ACLS is working closely with the Office of Audit and Compliance to assist us with proper administration of federal and state adult education grants. I look forward to providing additional information during the April 17 and 18 webinars.
Sincerely,
Wyvonne Stevens-Carter
Note:
1 These changes will align adult education grants with the Adult Education & Family Literacy Act of 2014 (AEFLA) and EDGAR, 34 CFR Part 462 and 463, the governing law and regulations for adult education grants.