Perkins Info

What is Perkins?

The reauthorized Carl D. Perkins Career and Technical Education Act through the Strengthening Career and Technical Education for the 21st Century Act (Perkins V) has a purpose to develop more fully the academic knowledge and technical and employability skills of secondary education students and postsecondary education students who elect to enroll in career and technical education programs and programs of study.

* Visit the ACTE web site to learn more about Career and Technical Education.

Federal Guidelines

• EDGAR
• Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
• Federal Office of Management and Budget: The White House
• Perkins V

Apply for Perkins Funds - New equipment deadline is Wednesday, March 1, 2023 @ 5 pm

Steps to Apply

1. Determine a project and budget that will deliver program improvement and conform to the Carl Perkins Act 2006.
2. The project leader (Faculty/Staff) needs to fill out the Perkins application document.
3. Each project participant must read the terms and conditions before application submission.
4. The signature on the application means that the applicant accepts the terms and conditions.
5. After a final review of the application the project leader will be notified via email of the funding decision.

Application and Approval Process

Funds Source and Availability: Utah Valley University’s Career and Technical Education Office receives formal funding notification from the State of Utah within the first quarter of the academic fiscal year. The UVU CTE Office is approved to spend up to one-third of its approved allocation before October 1 of the current year. The remaining funds can be spent after UVU has received state notification within the second quarter of the year.

Application Requirements:

1. Faculty applicants must be full-time and teach within the approved CTE programs and courses.
2. Responsible applicants may apply for funding consideration for one-time, short-term projects that can be completed within the funding cycle and that adhere to the federal guidelines established. Funds awarded, but not utilized within the funding period will be reclaimed and re-distributed.
3. Supplement Not Supplant. Funds made available under this Act for career and technical education activities shall supplement, and shall not supplant, non-Federal funds expended to carry out career and technical education activities.
4. CTE faculty/staff will need to read and agree to the Appropriate Uses and the Terms and Conditions before submitting an application for Perkin's funding.
5. Equipment proposals are due the first Wednesday of March.
6. Applicants are encouraged to use the terminology from the Appropriate Uses when writing the narrative for the application. Don't use numbers to refer to the uses.  Write out the uses in the application. 
7. Those interested in applying for professional development, outreach or pathway projects can apply at any time, but allow 30 days for processing before a decision is made.

Approval Process:

1. A completed application will go through three levels of approvers, the Department Chair, the Dean, and the CTE Director. The CTE Director is the final approver of the application and decides if the application is approved, denied or needs to be revised and the CTE Director will determine the amount of funds to allocate to the project.
2. Capital equipment requests are reviewed and approved at the state level.
3. After a final review of the application the project leader will be notified via email of the application decision.
4. For any additional questions contact the CTE Office at extension 8908.

Perkins Documentation

Project Documentation

1. The CTE Office will manage documentation to show compliance that Federal funds are spent appropriately.
2. The CTE Office maintains a project file on all proposals submitted. The CTE Office will formally notify all non-approved and approved Perkins applicants by sending them a Perkins Notification.
3. All approved Perkins applications will be sent a Perkins Award allocation document. This allocation will need to be signed by the project lead (recipient), department chair and the CTE director, and returned to the CTE Office before any requisitions or expenditures are approved by the CTE Director.
4. The CTE director will work with the Deans to determine the approved projects.
5. After the expenditures or implementation of the Perkins Award, the project lead will need to fill out an accountability report.
6. If salaries are paid out of Perkins funds those employees will need to fill out UVU Time and Effort reports.

Perkins Documents

• 2022-23 Perkins Mountainland Consortium Local Application (Approved by USBE)
• 2021 UVU Perkins Target Indicator Report 
• 2022-23 Perkins Consortium Award Letter (1)
• 2021-22 Perkins Consortium Award Letter (2)
• 2022-23  Approved UVU CTE Master Course List
• 2022-23 Approved UVU CTE Master Program List

Perkins Forms

• CTE Perkins Summary of Inventory Equipment Form
• CTE Perkins Surplus Form
• Accountability Report (good for any year)
• 2022-23 Internal UVU Perkins Application
• 2023-24 Internal UVU Perkins Application

Time and Effort Reporting

All non-federal entities that pay employee in full or part with federal funds must keep documentation to demonstrate that the employees' salaries are allocable and allowable to the federal funds.  This also applies to employees whose salaries are paid with state or local funds but is used to meet a required "match" in a federal program.

• Effort Commitment Form
• Time and Effort Activity Report
  
  

CTE Organization

• CTE Organizational Chart
• Director (being updated)
• PT Adminstrative Support
• Program Coordinator 
• Outreach Coordinator
• Accountant
• IRI Research Analyst

Appropriate Uses

Program Support

1. Develop and implement evaluations of the technical education programs being carried out under Perkins funds.
2. Initiate, improve, expand, and modernize the quality and technology in CTE programs.
3. Provide funds for the purchasing, leasing and upgrading or adapting of equipment, and providing instructional aides in equipment labs.
4. Strengthen the academic and career and technical components in CTE programs through integration of content aligned with academic standards
5. Provide students with strong experience and understanding in all aspects of an industry.
6. Support training and preparation for nontraditional high-skill, high-wage and high-demand occupations.
7. Improvement or development of new technical classes and/or degrees.
8. Develop valid and reliable assessments of technical skills.
9. Develop, improve or expand the use of technology in vocational/technical education.
10. Establish effective programs and procedures to enable informed and effective participation and increase completion of technical programs.
11. Provide students with mentoring and support services in technical areas.
12. Provide instructional aides in technical classrooms and equipment labs.
13. Provide support for other approved technical activities that are consistent with the purpose of the Perkins Act.

Outreach Initiatives

1. Provide activities to prepare and support special populations, including single parents and displaced homemakers who enroll in CTE programs.
2. Provide CTE programs for adults to upgrade their technical skills.
3. Provide assessment of how the needs of special populations are being met through technical programs and activities.
4. Developing and supporting small, personalized career-themed learning communities.
5. Support partnerships among school districts, post-secondary institutions, and business to enable students to complete CTE pathway programs of study.
6. Provide and improve career guidance and academic counseling to assist students in making informed decisions about their education and careers.
7. Link secondary and post-secondary technical educational programs, including implementing CTE career pathways.
8. Assist technical student organizations.
9. Provide assistance to students in finding appropriate jobs and continuing their education in vocational/technical areas.
10. Provide support for other approved technical activities that are consistent with the purpose of the Perkins Act.

Professional Development

1. Provide professional development programs, in-service and pre-service in state-of-the-art technical education programs and techniques to teachers, counselors, administrators, support staff, etc.
2. Provide training of vocational/technical personnel to use state-of-the-art technology.
3. Provide training in effective teaching skills based on new research.
4. Provide training and technical assistance to high school and post-secondary counselors, teachers and administrators.
5. Provide programs and training to ensure teachers and personnel stay current with all aspects of industry.
6. Provide internship and externship (FIB) programs that provide business experience to teachers teaching in technical areas.
7. Provide programs designed to specifically train teachers in the use and application of technology.
8. Provide support for other approved technical activities that are consistent with the purpose of the Perkins Act.

Business, Industry and Economic Development

1. Provide programs or activities that encourage industry to offer voluntary internships and mentoring programs.
2. Provide programs or activities that encourage involvement in internship programs that provide business experience to teachers.
3. Provide technical training for adults and school dropouts to complete their secondary education.
4. Provide support for other approved technical activities that are consistent with the purpose of the 2006 Perkins Act.

Funding for Career and Technical Student Organization (CTSO)

1. Department of Education Interpretation: The Department of Education's long-standing interpretation regarding the types of CTSO costs that may be paid from Federal grant funds is that Perkins funds used for the support of CTSOs may not be used for lodging, feeding, conveying or furnishing transportation to conventions or other forms of social assemblage.
2. Types of Direct Assistance Perkins funds may be used for these types of direct assistance if the costs are (a) related to a CTSO that is an integral part of the curriculum, and (b) part of a larger program to serve special populations or nontraditional students.

Purchasing Requirements

The purpose of procurement standards are designed to ensure appropriate expenditures and empower managers to made good spending decisions and be responsible stewards of University funds. The CTE Office requires that materials and services are obtained in an effective manner and in compliance with the provision of applicable University, State and Federal policies and procedures.

1. Purchases need to be made using the Perkin’s index given for the project.(One exception: If the purchase is made on a procard, the CTE office must receive a receipt before any funds are transferred to the department’s index.)
2. Purchases made through a requisition should not include small inexpensive items. (Those items should be purchased with departmental funds.)
3. When purchases are made with a requisition, the CTE office must receive a copy of the requisition, the purchase order and the invoice.
4. For travel arrangements, the CTE office needs a copy of the flight information, any membership or conference receipts, a copy of the travel authorization, the travel reimbursement form, and any accompanying receipts.
5. When items are received, don’t forget to call the PO number into the warehouse and let the CTE office know the date when you called.
6. Purchases over $5,000.00 must be handled through the institution’s bid process.
7. If purchases are made by giving a campus entity the index number (i.e. dining services, bookstore, etc.), the CTE needs documentation of that expenditure.
8. Paperwork copies of expenditures need to be given to the CTE office in a timely manner. (The project will not be considered closed until all paperwork has been submitted.)
9. Helpful purchasing links.
   1. UVU Purchasing Methods
   2. UVU Purchasing Forms
   3. UVU Travel Requirements
   4. UVU Policies and Procedures

*All purchases are subject to UVU policies and procedures.

Terms and Conditions

1. The Project Leader and all Key Participants must digitally sign the web site form, indicating that they have read and understand UVU's Financial Affairs and Development, Human Resources policies and procedures, received proper approval from the Institutional Review Board (IRB) if the project involves research concerning human subjects and will abide by ALL Terms and Conditions of the CTE office (indicated below).
2. The Office of Career & Technical Education (CTE) regularly funds projects based on specific criteria thoughtfully designed in support of CTE's overall mission within the institution and the community-at-large.
3. When accepting funding from the CTE Office, those awarded must become familiar with all relevant UVU policies, as well as any state or federal statutes, regulations, etc. that may apply. The University Compliance Services can assist awardees in addressing such obligations. Those awarded must comply with the award allocation and the appropriate uses guidelines for managing a CTE Award, including the timely designation of a responsible party to oversee the financial obligations of the award. Funds cannot be accessed until those awarded attend Perkin’s Orientation and receive a BANNER index.
4. Post-award administration begins the moment a project is funded. Those that are involved in the project must carefully examine the Terms and Conditions of the award allocation with regard to requirements for both financial management and non-financial management. Identifying any special Terms and Conditions at the outset is critical to assure appropriate post-award management of contract.
5. CTE Terms and Conditions for Perkins funding obligates the receiver to use the funds as specified in the approved CTE contract, appropriate uses and within college policy, state and/or federal regulations. Any change in the scope or direction of an approved project must be approved and documented with the CTE office.
6. It is important that those awarded put in place a sound plan for maintaining appropriate documentation of expenses and expenditures at the outset of a project. A plan for reporting project outcomes should be made as early in the project as reasonable. CTE awardees will be expected to complete the following: a. The Project Lead must attend Perkin’s Orientation before access to the funds is given. b. The Project Lead must complete the online template for the Year End Accountability Report in accordance to the dates on the CURRENT Perkin’s Calendar for end of year reporting.

Inventory and Surplus

Mandated by federal regulations, the CTE Office and your department are required to maintain a current, complete and accurate inventory; which is available to unannounced inspection either from the CTE office, state or federal government representatives.

1. Inventory Accountability and Responsibility: Perkins requires that all items purchased with Perkins funds be inventoried and tagged with UVU and CTE property labels. Perkins Project Leads are accountable and responsible for submitting the CTE Perkins Summary of Inventory Equipment Form to the CTE Office within 10 days of receiving equipment.
2. Surplus Inventory: Perkins Project Leads are accountable and responsible for submitting the CTE Perkins Surplus Form, to the CTE office within 10 days before disposal of equipment from your department.
3. Inventory and Surplus Forms: Both the CTE Perkins Summary of Inventory Equipment and CTE Perkins Surplus Forms will need to have the following information:
   • a. Equipment Description
   • b. Model Number or Make of Item
   • c. Serial Number
   • d. UVU Inventory Number
   • e. Perkins Index

   • f. Perkins Project Name
   • g. Responsible Person
   • h. Department
   • i. Location Room Number
   • j. Requisition Number

   • k. Purchase Order Number
   • l. Invoice Number
   • m. Quantity
   • n. Purchase Price
4. Summary of Inventory Equipment: The CTE Perkins Summary of Inventory Equipment is a listing of all equipment that was purchased with Perkins funds for each participant’s index. Participant will need to sign and return this summary to the CTE Office; this signed document will verify that the listed equipment was received. The Career and Technical Education Office will send the Perkins participant the CTE Perkins Summary of Inventory Equipment when their Perkins project(s) is closed.

Accountability

Accountability: The Career and Technical Education Office at Utah Valley University is accountable for maintaining internal controls and distribution of the Perkins funds and that they are spent appropriately and in a timely manner according to federal regulations. The CTE Office is also responsible for tracking and safeguarding assets that were purchased with Federal funds.

Year End Accountability Report: Per the CTE Carl D. Perkins IV Grant Guidelines and Procedures, the Final Report (End of Year Report) is due in March on the designated date (refer to Perkins calendar located on the CTE web site) for the current year. Refer to the Appropriate Uses of Perkins funds when completing the report. The End of Year Report and Appropriate Uses can be downloaded from the CTE web site.

Procurement: The purpose of procurement standards are designed to ensure appropriate expenditures and empower managers to make good spending decisions and be responsible stewards of University funds. The CTE Office requires that materials and services are obtained in an effective manner and in compliance with the provision of applicable Federal statues and executive orders.

Financial Management and Accountability: Recipients of Perkins funding are responsible for following the UVU Finance and Procurement Manual, UVU Travel Policies and Procedures and UVU Human Resource procedures for personnel. As a state institution of higher education, Utah Valley University must ensure that all university funds are used only to support appropriate university business. When the expenditure is funded by a Federal Grant, the use of the funds will be governed by the most restrictive conditions of the grant or university policy.

1. Any adjustments on the approved budget require the CTE Director’s prior approval. However, awarded contracts allow for a 10% below/above discrepancy of the awarded amount. If a project exceeds 10% of the original awarded amount, a revised Perkins Award Allocation will be created and emailed to the project lead.
2. A requisition and purchase order is required for all purchases.
3. Prior approval from the CTE Office is needed if a Department’s Pro Card and/or Index are used.
4. Violations of procedures may result in the loss of funding or repayment of funds by the recipient in violation. The following constitutes a violation:
   • a. Final report not submitted
   • b. Late reporting
   • c. Overspending
   • d. Supplanting
   • e. Inappropriate use of funds
   • f. Not obtaining approval and/or signatures for reimbursements, travel authorizations, and/or expenditures, etc.
5. Unapproved expenditures and overspending of the award amount are the responsibility of the project lead. If this happens, the department is responsible for paying for those unauthorized expenditures. Deficits may also result in the disqualification of the individual and/or department from applying for future funding. All Perkins accounts are monitored and reconciled by the CTE Office, and account documentation is utilized during state and federal audits.
6. Departments must retain copies of expenditure documentation, and all supporting source documents that are charged as a direct cost on the sponsored project, for a period of at least three (3) years following final closeout of the award and payment. All recipients are fully responsible for their own project index.