Charter Estimated Counts is Now Open

Charter Estimated Counts is now open for all active charter holders to submit new or revised estimates of their ADM (Average Daily Membership) for FY2016 and will close on August 14, 2015 at 4:30 p.m. The data within Estimated Counts on August 14, 2015 will be used as the basis for the September 1, 2015 state aid disbursement. Please see the table below for future submission and payment dates:

 

For Payment Date: Estimated Counts Submission START DATE Estimated Counts Submission DEADLINE (by 4:30 p.m.)
September 1, 2015 July 29, 2015 August 14, 2015
October 1, 2015 August 27, 2015 September 15, 2015
November 2, 2015* Paid on SAIS 40th day ADM, unless Charter Holder has not reached the 40th day of school. See Account Analyst

 

* Note: If payments are based on estimated counts beyond the dates scheduled above, it is the charter school’s responsibility to request that a window be opened in any month to make changes to estimated counts. A window will only be opened by request. The school name and CTDS number should be submitted via e-mail to the LEA Account Analyst and a window will be opened in the appropriate time- frame (generally early in the month before the next payment is calculated).

 

It is imperative that you submit your Estimated Counts data for your schools by the August 14, 2015 deadline or your September 1, 2015 payment amount will be severely impacted.

 

Please see Memo 15-062 for submission instructions and future deadlines.

If you have questions regarding the submissions, please see your account analyst.  To find your analyst, see https://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx

 

FY15 Vehicle Inventory Submissions: Deadline July 15, 2015

Districts are required to submit final FY15 transportation data to ADE by July 15, 2015. This includes submitting the Vehicle Inventory data and generating the TRAN40-2 report after Vehicle Inventory data has been finalized. Generating the report is the responsibility of the district and if it is not re-run to reflect the most recent data, it will cause unexpected results on the APOR55-1 and unexpected funding changes. Be sure to include all applicable vehicle miles through June 30, 2015. If they are not included, a negative impact to Transportation Support Level may be seen.

Vehicle Inventory data is entered via Common Logon.

Note:  Transportation Routes is closed.  Transportation Routes data should have been submitted within 12 days of an LEA reaching its 100th day.

For questions regarding your Transportation Routes and/or Vehicle Inventory data, please contact your account analyst.

DEADLINE:

The deadline for reporting of final data and generation of new reports is July 15, 2015.

AIMS SF Guidelines for SB 1191 Now Available

On February 20, 2015, Senate Bill 1191 was signed into law, immediately ending the AIMS high school graduation requirement. The bill states that a student is not required to obtain a passing score on a standardized test during FY2015, FY2016, FY2017, and FY2018 school year in order to graduate from high school. School Finance has documented guidance for schools that have students impacted by SB1191.  These guidelines will help schools determine how to account for these students within SAIS.

The guidelines can be found on the School Finance Business Rules and Presentations page here.

If you need any further assistance you may contact your Account Analyst for help.

SAIS Limiting Reconciliation

In regards to the SAIS Limiting issues that were addressed in School Finance Memo 15-044, the ADE has partnered with the ASCUS group to publish a recommended ADM data verification methodology.  Because SAIS limiting does not always function correctly school districts and charter schools may not receive correct funding.  LEA’s should review enrollments across the district/charter in order to identify students with greater than 100 LIMITED Membership Days and use the instructions found here to analyze these students Limited ADM data.  Feel free to use your own data verification method if you prefer.

If you need additional assistance or have questions please contact your LEA Account Analyst.

ADE is in the process of completing a preliminary analysis to determine the impact and magnitude of the SAIS Limiting inconsistencies.  All impacted LEAs will be notified of the analysis findings.

Integrity Delayed

Due to system issues, the Thursday night Integrity run did not process on March 19th.  Integrity will be run tonight, Friday, March 20th and results should be available Saturday, March 21st.  If you have questions or need assistance please contact your Account Analyst.

SAIS Limiting Issues

The ADE has discovered new issues with SAIS that may be causing school districts and charter schools to receive incorrect funding.  In certain circumstances, SAIS has not been properly limiting ADM within single Local Education Agencies (LEA) to 1.000, but rather has allowed it to be calculated at greater than 1.000 ADM.  The ADE’s initial analysis has identified that SAIS limiting does not always function correctly.  For complete details of these circumstances and steps to determine if your LEA is impacted, please see the School Finance Memo which can be found here.

 

ADE is in the process of completing a preliminary analysis to determine the impact and magnitude of the SAIS Limiting inconsistencies.  All impacted LEAs will be notified of the analysis findings.

 

Please submit questions on this subject to SchoolFinance@azed.gov. An FAQ will be made available online and updated, as questions are answered.

SDER: Final FY2015 TEI Reports are Available

Teacher Experience Index (TEI) for Fiscal Year 2015 has been recalculated for all school districts and TEI reports (SDER 96) are available for each district through this link.  The TEI reports were created from SDER data submitted through March 2, 2015.  Pursuant to A.R.S §15-941(D), and revised for Fiscal Year 2015, the teacher experience index for the budget year shall not be recalculated after March 15 unless the superintendent of public instruction determines that the school district has submitted data resulting in an overstatement of the teacher experience index for the budget year.

Please see these links for previous communication regarding this year’s schedule for SDER data submissions and TEI reports:

SDER Memo 15-016 http://www.azed.gov/Administrators/SF/NumberedMemos/FY2015/15-016.pdf

SF Updates Memo 15-040

http://www.azed.gov/Administrators/SF/NumberedMemos/FY2015/15-040.pdf

 

Please contact your Account Analyst with any additional SDER questions.

Prelim. TEI Available and SDER Application Open for Data Modifications

The School District Employee Report (SDER) On-Line Application is currently available and ready to accept employee data modifications prior to final TEI (Teacher Experience Index) calculations.  This application is accessible through Common Logon

SDER data may be modified between February 1, 2015 and March 2, 2015.  Final data modifications must be made by 4:30 p.m. Monday, March 2, 2015. 

Preliminary TEI reports were made available Monday, February 2, 2015 and can be accessed here.  Final TEI reports will be available on or prior to March 15, 2015. Final TEI figures may differ between the preliminary report and the final report even if your district does not modify it’s data, as the statewide average number of FTE Years of experience value may change due to its recalculated value for the final reports. 

The SDER instructions can be found at the end of the FY2015 SDER Memo.  If you missed the School Finance SDER Webinars that were held in September, or need a refresher course, you can view the information here. 

Please contact your Account Analyst with any additional SDER questions.

February Aggregation Begins January 30th…Submit Data by January 29th

Monthly Aggregation processing begins January 30, 2015 and will include data submitted to SAIS through 5 p.m. January 29, 2015.  For those LEAs whose schools have all reached 40th day or 100th day on or prior to January 29, 2015, 40th day and/or 100th day ADM will be calculated and available by February 13, 2015.  Please check the IT Bulletin Board for updates stating the data has completed processing.  Only at that time can you check your ADMS, SPED and ELL 75 reports and expect to see complete ADM results.

For charters, the ADM results will be used as a basis for the March 2, 2015 state aid disbursement.

If you have questions regarding Monthly Aggregation Processing, please see your account analyst.  To find your analyst, see https://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx.

Transportation Overview Webinar

School Finance will be hosting a webinar on submitting transportation information, please join our webinar on January 27th or 29th.

This is an overview of the required information for the Transportation Route Reports due after your 100th day of school.

 

Title:

Transportation Overview

Date:

Tuesday,   January 27, 2015

Time:

10:30   AM – 11:30 AM MST

 

 

 

 

Title:

Transportation Overview

Date:

Thursday, January 29, 2015

Time:

2:30 PM – 3:30 PM MST

 

Space is limited, so reserve your Webinar seat now at:  https://attendee.gotowebinar.com/rt/6533053264974645506

After registering, you will receive a confirmation email containing information about joining the webinar.