2024-2025 Program and Budget Handbook

current year’s Title I funds*. Per District’s MEM 2464.19, Carryover Policies For School Account Balances as of June 30 , “instructional materials and other school allocations are intended to provide services and resources for a school’s population in the year of allocation.” This memorandum is issued annually. To avoid any delays in processing, please ensure that invoices and quotes for software licenses reflect the subscription period. *The end date for software licenses regardless of when the licenses were purchased/ renewed must be June 30 of the current school year. An exception will be made for schools that need access to the licenses for approved summer activities. As a reminder, the goods receipt must be processed in SAP by June 30 of the current school year. Otherwise, per the California Department of Education fiscal auditors, the school may be required to pay back with general funds for Title I software license that is received after the May 5th deadline. In addition, there will be a review process for software licenses purchased with Title I funds. The review process will require schools to upload the required Title I documentation in the Shopping Cart. Schools may also use the P-Card to purchase Software License Maintenance (renewals) with Title I funds. Please follow P-Card procedures regarding usage restrictions. Orders with subscription periods that go beyond the June 30 deadline

Renewal of Software License: When budgeting for renewal of software licenses use Software License Maintenance (Commitment Item #580020, Budget Item #50243). Software Licenses with Professional Development (PD): services, schools will need to budget the PD contract under commitment item 580030 (Contracted Instructional Services) in addition to the software license budget item (Renewal – Commitment Item 580020 or New License – Commitment Item 430010). • If the quote does not have a separate charge for the PD, the entire cost can be charged to the Software License commitment item. First Time Purchase of Software License: For initial (first time) purchases of software for instructional purposes, use Commitment Item #430010, Budget Item #40269 (Supplemental Instructional Materials). Licenses purchased in the previous year, regardless of the funding (General or federal), are considered a renewal for the new school year. New computer software and/or operating systems are not allowable for purchase using federal funds as they are considered non instructional purposes. • If a quote has a separate cost for PD

without an explanation will be rejected. Invoices and quotes need to reflect the subscription period.

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