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.

Transportation Routes is Open for Data Submission

It’s that time of year again for districts to submit their transportation routes data to ADE. 

In accordance with A.R.S. §15-922, transportation routes data must be submitted to ADE within 12 days of the district’s 100th day.

Transportation Routes data must be submitted via Common Logon on the ADE web site. Your School Finance Account Analyst can assist you with any questions that you may have. Click here to find your Account Analyst.

Please note that only districts must submit this data.  Charters do not submit transportation data.

Duplicate SAIS IDs

To minimize duplicate SAIS IDs being assigned to a student, it is critical that LEA personnel check student documentation carefully.  Only use the student’s LEGAL name, exactly as it appears on the birth certificate, when submitting students’ personal information (first name and last name) and enrollment data to SAIS.  Take all necessary steps to identify students who may already have been assigned a SAIS ID before submitting transactions to SAIS.  If you need more assistance with searching for a SAIS ID, with problems resulting from a duplicate SAIS ID, or obtaining a new SAIS ID for a student, please contact ADE Support at 1-866-577-9636 or contact your LEA Account Analyst.

Estimated Counts Submissions

October 31, 2014

For Charter Schools who WILL NOT reach their 40th day on or prior to November 3, 2014, estimated counts data will be used for the December 1, 2014 payment.

Beginning October 29, 2014* and ending November 14, 2014, if a charter school needs to make any changes to estimated counts; it is their responsibility to contact the LEA Account Analyst to open a window.  A window will be opened only by request. 

For Payment Date

Submission START DATE

Submission DEADLINE

December 1, 2014

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).

A memo (14-053) providing deadlines and instructions for submitting Estimated Counts was distributed June 11. The memo is posted on our FY 2014 Memos webpage at:

http://www.azed.gov/administrators/SF/NumberedMemos/FY2014/Forms/PublicView.aspx

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