Fiscal and Operational Guidelines

Every year, the Inland Empire/Desert Regional Consortium receives an allocation of SWP funds that support career education efforts within our 12 regional community colleges. The amount that the region receives from the state Chancellor’s Office is based on four factors, each with a different proportional contribution to the allocation formula: regional unemployment rate (33%), career education FTE students (33%), projected regional job openings (17%), and metric performance (17%, reserved as “incentive” funds).

The region’s Executive Council authorizes the allocation of SWP funding each year for regional priorities like marketing, not-for-credit training, project management, and match funds for the Regional Consortium grant prior to funds being allocated to the colleges. College allocations are based on a formula that incorporates SWP metrics.

• Round 10
• Round 9
• Round 8

Fiscal reports are required to be completed within NOVA on a biannual basis (Q2—through December 31, Q4—through June 30). At the end of a round, an additional Final report is also due. As of the end of Round 8, narrative reporting is also required in all Final reports. Notices will be sent out from the IEDRC office to remind all contacts of active reporting periods and approaching due dates. To ensure that communications are received, colleges should inform the IEDRC office of any changes in relevant contacts (CTE Deans, fiscal reporters, etc.). 

For colleges to edit and submit fiscal reports in NOVA, they must identify the individuals who will be responsible for this activity so that proper permission is granted. To remain in compliance with the Chancellor’s Office, all required fiscal reports must be submitted in NOVA by the stated deadline. Reimbursement for expenditures will not occur unless the accompanying fiscal report is submitted and approved in NOVA.

Considerations

• Expenditures are always reported cumulatively from the beginning of a round’s performance period through the end of the reporting period. 
• Fiscal reports that show negative line items or total budget negatives cannot be submitted. You will need to submit a budget modification request to correct any negatives before you are able to submit your fiscal report.  
• A line item expenditure cannot be reported for less than what was reported in a previous quarter. If this is necessary (e.g./due to a correction posted in a later reporting period), you must contact the IEDRC office to unlock the previous quarter and revise the reported amount there first.

Upon submission, review, and approval of a biannual report in NOVA, the college may invoice for reimbursement of expenditures to date (per NOVA report) in excess of any deposit received. All invoices must clearly state:  

• Purchase order number  
• Total approved expenditures to date  
• Total amount reimbursed by IEDRC to date  
• The remaining difference that is being invoiced

Colleges are expected to spend funds in accordance with their budget as approved in NOVA. If a budget modification is necessary, the college must reach out to the IEDRC office and submit a formal budget modification request. Once approved, the college may spend in accordance with the revised budget. (Note: Due to NOVA processes, revised budgets may not immediately be loaded into NOVA.) 

If a college submits a fiscal report with negative line items or total budget negatives, reimbursement will not be approved until a budget modification request has been sent to the IEDRC office and approved. (Note: This does not apply when approved budget modifications have not yet been entered into NOVA if the revised budget is adequate for reported expenditures.)