PAYMENTS AND REPORTS

§ 102.22 Proration of costs.

Whenever any item or expenditure is only partly reimbursable or whenever an expenditure is attributable to two or more different reimbursable purposes (such as where a supervisor has responsibilities in two or more fields of vocational education), the State plans shall provide a justifiable basis for prorating the expenditure between the reimbursable purposes and nonreimbursable purposes or among the various reimbursable purposes, as the case may be.

§ 102.23 Certification of a State to receive Federal funds.

(a) on or before the first day of January each year the Commissioner will certify the amounts of money to which each State is entitled. This certification will be made for any given fiscal year after:

(1) It has been determined that the State has on file in the Office of Education a plan adopted by the State board and approved by the Commissioner.

(2) An examination of the records and reports on file in the Office of Education indicates that the program of vocational education for the fiscal year preceding that for which certification is considered, was carried on in good faith and in accordance with the acts and the State plan; and the Commissioner is satisfied that the State will be able to carry out the plan during the current fiscal year.

(b) Certification modification: The Commissioner may from time to time modify the amount certified for the fiscal year on the basis of periodic requests for grants, expenditure reports, audits, program reviews, reallotments, etc., or may notify the Secretary of the Treasury that further payments to a State should be withheld if there is evidence that the State is not using the Federal funds in accordance with the terms of the acts.

(c) Payment: Under the SmithHughes Act payments to the States will be made quarterly. Under the GeorgeBarden Act payments will be made to the States semi-annually and at such other times as may be occasioned by the reallotment of funds. Payments will be made on the basis of the current certification of the amount to which the State is entitled for the fiscal year, taking into account necessary adjustments.

(d) Unexpended balances: Whenever any portion of the fund annually allotted to any State has not been expended for the purpose provided for in the acts, a sum equal to such portion shall be deducted from the succeeding annual allotment from such fund to such State. The procedure to be followed in the disposition of unused funds or funds not properly accounted for is to allow the unexpended balances in each or all of the several funds to remain in the State treasury. They are regarded as a part of next year's allotment due the State and payment to the State is reduced accordingly. This procedure makes it unnecessary to transfer unexpended balances from the State to the Federal treasury at the end of each fiscal year and then retransfer such balances as a part of the allotment due the State for the ensuing year.

(e) Interest earned on Federal funds paid to a State must accrue to the benefit of the United States Government. The State board is required to submit as a part of its annual fiscal report, a statement showing the amounts of Federal funds received under the several appropriations during the year covered by the report, and also, the amount of interest earned on such funds during that year. Payment of interest earned must be made to the Treasurer of the United States or reported as an unexpended balance in the annual fiscal report. [24 F.R. 8229, Oct. 9, 1959]

§ 102.24 State reports.

Each State is required to make an annual report to the Office of Education on or before September 1 of each year on the work done and the receipts and expenditures of money.

This re

(a) A State's annual report. port consists of three parts: Fiscal, statistical, and descriptive.

(1) (i) The fiscal report shows the expenditures for each of the several purposes provided for in the acts and that the Federal funds expended for each purpose in the State have been matched by State or local funds or both and that all other fiscal conditions of the acts have been met.

(ii) Only such expenditures of State and local funds as meet the requirements of the acts are to be included.

(2) The statistical report includes supporting data with respect to vocational classes for which expenditures are reported in the fiscal report; enrollment;

kinds and number of schools in which the different types of classes are held; and the number of directors, supervisors, teacher-trainers, teachers and coordinators whose salaries are paid under the plan.

(3) The descriptive report is a narrative account of developments in the program of vocational education within the State during the year, describing conditions and situations in the program for which fiscal or statistical data have been reported. It may also include fiscal, statistical, and descriptive information regarding vocational programs which are nonreimbursable. The Office of Education provides a suggested outline of this report for the States.

(b) Special reports. From time to time there is need for information regarding the programs of vocational education within the States which cannot be secured from the annual reports. When, in the judgment of the Office, this need is sufficiently important, special reports are requested from the States.

(c) Fiscal year. Reporting and accounting in the administration of the vocational education acts on the Federal, State, and local levels are to be based upon the Federal Government's fiscal year, which begins on the 1st day of July and ends on the 30th day of June. This applies to all such matters as allotments, reimbursements, expenditures, statistics, and financial statements.

State and

(d) Retention of records. local agencies receiving grants under the acts shall keep accessible and intact all records supporting claims for Federal grants or relating to the accountability of the grantee for expenditures of Federal grants and of matching funds, until notified of the completion of program reviews and of the fiscal audit covering such records. Records supporting accountability for non-consumable equipment purchased under the program (whether from Federal or matching funds) and costing $10 or more shall be maintained until notification of the completion of the review and audit covering the disposition of such equipment.

§ 102.25 Computing amounts of State and/or local funds to be reported for matching.

(a) When the State board makes expenditures at the State level directly from a State account and is not reimbursed from a Federal account, the total

amount of State funds so used may be reported as matching.

(b) When the State board makes expenditures from a State account and reimburses the State account from a Federal account, the amount of State funds to be reported for matching is determined by subtracting the amount of reimbursement from the Federal account from the total initial expenditure of State funds.

(c) When the State board reimburses a local board of education (from either a State or Federal account, or both) for expenditures of local funds, the amount of local funds to be reported for matching is determined by subtracting such reimbursement from the total original expenditure of local funds. The remainder is the net local expenditure.

(d) The same process applies in determining the amount of teacher-training expenditures made by a teachertraining institution to be reported for matching.

ADMINISTRATION AND SUPERVISION

§ 102.26 State program of administration.

(a) Under the George-Barden Act funds may be used for assisting in the maintenance of adequate programs of administration. Such administration may include activities on the State level which are needed for the general direction, coordination, organization, and promotion of vocational education programs under the plan, including assisting non-reimbursable classes to qualify for reimbursement under the standards of the State plan.

(b) The costs of administration for which funds may be used include, to the extent that they are attributable to the State administration of reimbursable programs of vocational education: (1) Salaries of administrative staff, both professional and clerical, (2) Communication, (3) Supplies, (4) Printing, (5) Rental of space, light, heat, and janitor service, if the space used is not publicly owned and suitable space is not available in publicly owned buildings, (6) Employer's contributions to retirement, workmen's compensation, and other welfare funds maintained for one or more general classes of employees of the State agency, and (7) The cost of travel, research, and other costs as provided in the following sections.

(c) Funds are not available for local administrative expenses, except that under title I of the George-Barden Act funds may be used to pay the salaries and necessary travel expenses of local directors and supervisors, and, under title III of the George-Barden Act funds may be used for salaries and necessary travel expenses of local school personnel, having professional responsibilities in the program.

(23 F.R. 1031, Feb. 18, 1958, as amended at 24 F.R. 8229, Oct. 9, 1959, 28 F.R. 6187, June 15, 1963]

§ 102.27

State and local supervision.

(a) Funds may be used, as provided in § 102.19, for the costs of a State program of supervision in the various fields of vocational education reimbursable under the acts. Supervision may include such activities as the following: Assisting in the planning of State and local programs, assisting teachers in improving instruction, helping in the planning and preparation of instructional material, evaluating the results of the instruction, securing facilities and conditions which are conducive to effective training. On the State level the costs of supervision may include those items allowed for administration (see § 102.26(b)).

(b) Where funds are used for supervision on the local level, the plan shall make provisions for such positions and set forth minimum qualifications therefor.

On the local level, the costs of supervision are limited to the salary and necessary travel expenses of local supervisors, employed by and responsible to the local board.

§ 102.28 Travel expenses.

Funds may be used for necessary travel expenses attributable to vocational education programs under the plan, provided they are in accordance with State plan provisions for travel and fall within the applicable definition of "necessary travel expenses" set out in the plan for each of the specific kinds of travel allowed.

(See § 102.12 for the requirement that expenditures be in accordance with State laws and regulations, and see § 102.19 for rules governing the availability of various funds for participation in travel expenses.) Included in allowable travel expenses are the following:

(a) Travel expenses of members of the State board and State advisory committees when on official business.

(b) Travel expenses of the State director and members of his staff when on official business.

(c) Travel expenses of State supervisors and teacher trainers and other members of their staffs, when on official business approved by the State board.

(d) Travel expenses of local supervisors and teacher trainers as follows: transportation costs only for carrying out local responsibilities of supervision and teacher training, and travel expenses for attendance at professional and other meetings approved by the State board.

(e) Travel expenses of teachers of short, intensive, technical courses conducted for vocational teachers.

(f) Travel expenses of resident college teachers of technical subject matter courses, within the State when visiting schools and communities at the request of an authorized representative of the State board, for the purpose of studying and working on problems which confront vocational instructors in the effective teaching of a specific occupation.

(g) Travel expenses of consultants employed by the State board.

(h) Travel expenses of vocational teachers and counselors (including apprentice teachers) as follows: Transportation costs only required for (1) surveying the needs of the service area for further development of the program, (2) visiting prospective students of all-day, evening or part-time classes, (3) visiting farms and homes to advise on and evaluate supervised farming programs or home projects, (4) coordinating the school instruction with the needs of employment, (5) other activities necessary in promoting and developing the vocational program in the service area, (6) teachers who serve two or more centers, and (7) travel expenses for attending professional or other meetings approved by the State board.

(i) Transportation costs required by prospective (student) teachers of vocational subjects enrolled in a teacher training program when they are sent to serve as student teachers in approved vocational schools or classes in communities so located as to require transportation expense. Participation is not allowed for any travel expense other than transportation.

§ 102.29 Research, studies, investigations, and experimentations.

(a) Expenditures may be made under the State plan for research that will

function directly in the furtherance of any or all of the Federally aided fields of vocational education, when such research is conducted as a part of a State program of administration, supervision, or teacher training.

(b) The costs of research may include those items allowed for administration (see § 102.26(b)).

(c) If funds are used for studies and research carried on by special personnel employed for this specific purpose, the plan provisions for research must include information as to the qualifications and duties of such special personnel.

(d) A State may, as a part of program development, depart from educational standards in the State plan for the purpose of research and experimentation, if the expenditures meet the conditions of the acts and if the State has in its State plan, or as an amendment to its plan, a description of the type of program it proposes and the State board approves each project and furnishes the Office of Education information regarding the purpose and duration of the project, the procedures to be followed, and the methods to be used in evaluating the results.

§ 102.30 Professional courses in vocational education for present and potential administrators.

Funds may be used under the GeorgeBarden Act for the maintenance of programs of administration. Expenses of the State program of administration may include the salaries and necessary travel expenses of teachers who conduct special professional courses or conferences in the philosophy, principles, and practices of vocational education for school administrators and for other personnel having or preparing for responsibilities in vocational education when provisions for such courses are made in the State plan.

§ 102.32 General plan provisions for teacher training.

The State plan is to include the State board's proposals for teacher training in the various fields of vocational education and under title III of the GeorgeBarden Act with full information as to the items of expenditure to be included, the duties and qualifications of teacher trainers and other members of the teacher training staff on the professional level, and the standards for teacher training institutions and in developing and maintaining programs of such character and efficiency as are needed to provide an adequate supply of vocational teachers.

[24 F.R. 8229, Oct. 9, 1959]

§ 102.34

Costs of programs of teacher training.

The costs of programs of teacher training for which funds may be used under the plan include: (a) Salaries of teacher trainers, as provided in § 102.35; (b) travel expenses of teacher trainers and student-teachers as provided in § 102.28; (c) the cost of instructional equipment and supplies for teacher training, on the same basis as that provided for vocational instruction in § 102.45; and (d) such administrative expenses of teacher training as are allowed for the administration of the State plan in § 102.26(b).

§ 102.35 Reimbursable teacher-training

activities.

(a) The following teacher-training activities carried on by professional teacher trainers, who meet the qualifications of the State plan, are reimbursable:

(1) Teaching professional vocational education courses which are organized to provide pre-employment training for persons preparing to teach vocational subjects. This refers to courses on either

the under-graduate or graduate level dealing with the principles and philosophies of vocational education, methods of teaching vocational subjects, and similar aspects of the program.

(2) Supervising student teachers.

(3) Providing in-service training in the professional field to improve the work of employed vocational teachers.

(4) Conducting follow-up on the work done in teacher-training courses.

(5) Developing instructional material and aids for the use of vocational teachers.

(6) Conducting studies and research dealing with the selection, training, and work of vocational teachers, and work done in vocational courses.

(7) Coordinating the work of the members of the teacher-training staff.

(b) It will not be permissible to use funds under the plan for the cost of instruction of teachers or prospective teachers in any of the following courses:

(1) Technical subject-matter courses. Exception-short intensive courses planned for qualified teachers or supervisors.

(2) Courses conducted to supply occupational experience needed by prospective teachers.

education

(4) Elective professional courses which are non-vocational in nature and are planned to meet the needs of non-vocational teachers.

(c) See § 102.22 for provisions as to prorating salaries when a person is engaged in both reimbursable and non-reimbursable activities. Factors to be taken into consideration in computing the reimbursement that may be allowed on salaries of teacher trainers include: (1) The recognized load in hours per week of a faculty member giving full time to teaching in the institution; (2) the number of hours per week devoted to reimbursable teacher-training courses; and (3) assignments in vocational education, other than classroom instruction.

§ 102.36 Short intensive technical

courses.

Short intensive technical courses may be provided for employed teachers when the subject matter in such courses is of

immediate value to teachers enrolled and the course is not a part of the regular curriculum of a teacher training institution within the State.

§ 102.37 Eligibility to enroll in a teachertraining course.

Vocational teacher training may be given only to persons who have adequate vocational experience or contact in the line of work for which they are preparing themselves as teachers, supervisors, or directors, or who are acquiring such experience or contact as a part of their training. This is interpreted as requiring that a person who, at the time of enrollment in a teacher-training course, does not qualify fully with respect to the occupational experience requirements in the State plan for the position for which he is being trained must meet such requirements by the time he has completed the other qualification requirements of the State plan for such position. This does not preclude the occasional enrollment in teacher-training courses of school administrators, supervisors, or teacher trainers, who are preparing themselves for responsibility in vocational education. (See also § 102.30.) § 102.38 Designation of teacher-training

institutions.

Teacher training is required to be under the supervision of the State board. The State board is responsible for the designation of the agencies which are to train teachers as well as for the supervision of their teacher-training work. In designating institutions for the teacher-training programs, or in approving such institutions in connection with determining the qualifications of the graduates thereof, the State plan is to establish standards for the facilities, curriculum, and the staffs which are to provide the training. For all programs except trades and industries, the State plan is to include provisions for adequate technical instruction as well as professional education subjects, even though funds are not available for such technical courses. See § 102.69 for special standards governing teacher training in home economics.

§ 102.39 Director of teacher-training.

Funds may be used for a director of teacher training, whose duties are to direct and coordinate teacher training programs in two or more fields of vocational education if the duties and qualifications of such position are set forth in