N.J. Admin. Code § 6A:17-3.7

Current through Register Vol. 56, No. 21, November 4, 2024

Section 6A:17-3.7 - Approval process for funding

(a) The approval and funding of educational programs shall be in accordance with 18A:7B-2 of the State Facilities Education Act of 1979, and 18A:7F-43 et seq., or other applicable law.

(b) Each State agency shall submit annually to the Department of Education, the resident enrollment of students in the agencys State facility education programs on the last school day prior to October 16 of the prebudget year, pursuant to 18A:7B-2.

(c) By December 15 of each prebudget year, pursuant to N.J.S.A 18A:7F-24, each State agency shall submit to the Department of Education, an application that includes a detailed education program plan and budget for approval of all programs and services under its jurisdiction. The plan shall include, at a minimum, a program description; staffing patterns; facility-level budget information; signed statement of assurance; program narrative; and contracted services.

(d) Prior to March 1 of the prebudget year, the Commissioner of Education shall notify the commissioner or the executive director of each State agency of the entitlement for educational programs for the following fiscal year.

(e) The entitlement shall be forwarded to each State agency in two payments: 90 percent after July 1 and 10 percent after April 1. This payment schedule may be modified by written agreement(s) between the Commissioner of Education and the commissioner or the executive director of each State agency. The payments may be withheld pursuant to 18A:7B-5 and 18A:7F-43 et seq.

(f) Each State agency shall use the entitlement to support its educational programs in accordance with the provisions of 18A:7B-4 and requirements established in this subchapter.

(g) Each State agency shall submit to the Commissioner of Education requests for revisions to the approved education program plan and budget. The following revisions shall require written approval from the Department of Education before implementation:

1. Budget category expenditure variances that exceed $ 10,000 or 10 percent of the approved amount in any budget line;

2. Any addition or deletion to approved contracts for services;

3. Any addition, deletion, or substitution of approved amounts for the purchase of instructional or non-instructional equipment; and

4. Any substantive addition or deletion in educational programs.

(h) Each revision under (g) above shall be fully documented and contain a certification from the Office of Education in the State agency and its commissioner or executive director, that the revision is essential to the education program.

(i) The expenditure of funds shall be available for audit by the Department of Education and fully documented in the following manner:

1. Salary expenditures shall be supported by time and activity reports for each budgeted position, supplemented with a current job description;

2. All non-salary expenditures shall be supported by a vendors invoice, a verification of receipt, and evidence the service or supply is utilized at the program level; and

3. All documentation shall be retained for audit for a minimum of five years after the completion of the fiscal year. If an audit has been started or notice received of an audit to be started, all supporting documentation shall be retained until the audit process is concluded.

(j) The Department of Education shall review all educational programs provided by each State agency for compliance with the rules established in this subchapter and adherence to the approved education program plan and budget, pursuant to 18A:7B-5.

N.J. Admin. Code § 6A:17-3.7

Amended by 46 N.J.R. 2033(b), effective 10/6/2014.