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3. Program Income Policy (AEFLA)

In order to ensure compliance with federal policy, AEFLA grantees must annually submit a Program Income Policy to the AEI Office. If grantees plan to collect student fees for any services provided with grant funds, the grantee must prove that the fees are necessary and reasonable. Fees cannot impose a barrier for learners. Grantees are prohibited from counting tuition and fees collected from learners toward meeting matching, cost-sharing, or Maintenance of Effort requirements. Program fees must:

  • support the program area for which the fees are collected and match what is outlined in the budget
  • be expended within the program year in which they are collected
  • be clearly tracked in the program’s accounting system

The Program Income Policy must answer the following questions:

  • Does the grantee collect fees from students attending AEFLA and IELCE-funded programs? If yes, please ensure the following is addressed in the program income policy:
    • Fee Schedule
      • What amount is charged? How was this fee determined?
      • What is the rationale for charging a student fee? Please provide evidence/research.
      • How are the funds used? (Please note that use of funds described in the Local Program Income Policy must align to program income line items reported in the grant budget and any financial reports and requests for funds submitted to CDE.) 
      • What months or blocks of instruction does that fee cover? How many classes does it cover?
      • Is there a prorated amount for students who begin after the start of a block of instruction? If so, explain.
      • When is the learner asked to pay the fee? 
      • How and when does the learner receive billing statements?
      • How long does the learner have to pay the fee? 
      • Are learners provided pre-numbered receipts once they pay?
      • What is the payment plan option, if any, for learners that cannot pay the full amount at one time?
    • Alternatives to Paying Student Fee
      • When are student fees, payments and alternatives explained to learners?
      • Are all AEFLA-funded learners charged the student fee? If not, which learners receive an exception (ie: learners under 21, refugees, etc.)?
      • What is the grantee’s process for learners who disclose they cannot pay the fee?
      • What steps are taken to either waive the fee or provide a scholarship opportunity for learners so they are not denied services?
      • Are there any additional requirements for learners who have fees paid through scholarships or that had the student fee waived?
      • Are there any circumstance in which the learner is denied AEFLA/IELCE-funded services because of the student fee?
    • Internal Fiscal Controls
      • Who collects the fees from students?
      • Who deposits the collected fees?
      • How are the funds tracked in the program’s accounting system?
      • What processes are in place to ensure program income is expended in the year it is collected? 

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