March Monthly Processing Complete and ADMS40 Series Reports Available

March’s monthly processing that began on March 7, 2014 completed on March 17.  Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI or Student Detail Reports, both available through Common Logon.  Also, the ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports are available here.

For charters who reached 40th or 100th day on or prior to March 6, these new 40 series and SPED/ELL reports will be used to determine your April 1, 2014 state aid payment.

For questions regarding your data, please contact your account analyst.

 

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is April 7, 2014 @ 5pm with the ADM from that being used to determine the May 1, 2014 state aid payment.

SDER: TEI Reports are Available

Teacher Experience Index (TEI) for Fiscal Year 2014 has been calculated for all school districts with TEI reports being available for each district through this link.  The TEI reports were created from SDER data submitted through March 10, 2014.  Pursuant to A.R.S §15-941(D), if corrections are necessary, the school district shall submit a letter to the Arizona Superintendent of Public Instruction and to the Chairman of the Joint Legislative Budget Committee, explaining the need for corrections.  Upon receipt of copies of the required letters, a window for the submission of data school district employee data corrections may be opened.  The window may be opened on or after March 15, 2014 and must be closed by April 10, in order for the TEI to be recalculated by April 15th.  Statute prohibits the recalculation of the TEI after April 15th, unless the TEI is overstated.

 To submit a correction request, please:

1)      Have the Business Manager or higher authority submit a letter requesting corrections be made,
2)      Include in the letter the reason for the corrections,
3)      Address the letter on district letterhead to the following:

John Huppenthal
Arizona Superintendent of Public Instruction
1535 W. Jefferson Street, Bin #2
Phoenix, AZ 85007

Don Shooter
Chairman, Joint Legislative Budget Committee
Arizona State Senate
1700 West Washington, Room 200
Phoenix, AZ 85007-2890

 4)      Email the letter to both your district’s account analyst and to dshooter@azleg.gov

 

Upon receipt of the letter, your account analyst will notify the sender that SDER has been opened and is available for corrections.  SDER will be closed at 4:30 pm on April 10 and new TEI reports for districts who corrected data will be available by April 15, 2014.

  

**********************************************************************************************

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

SF Updates Memo 14-036
http://www.azed.gov/Administrators/SF/NumberedMemos/FY2014/14-036.pdf

SF Updates Memo 14-030
http://www.azed.gov/Administrators/SF/NumberedMemos/FY2014/14-030.pdf

SDER Memo 14-013
http://www.azed.gov/Administrators/SF/NumberedMemos/FY2014/14-013.pdf

February Monthly Processing Complete and ADMS40 Series Reports Available

February’s monthly processing that began on February 4, 2014 completed on February 12 .  Updated 75-1 reports (ADM, SPED and ELL) are available through SDDI or Student Detail Reports, both available through Common Logon.  Also, the ADMS40 series reports (including the 46-1) and the SPED28-1 and ELLS28-1 reports are available here.

For charters who reached 40th or 100th day on or prior to February 3, these new 40 series and SPED/ELL reports will be used to determine your March 3, 2014 state aid payment.

For questions regarding your data, please contact your account analyst.

 

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is March 6, 2014 @ 5pm with the ADM from that being used to determine the April 1, 2014 state aid payment.

School Finance Welcomes Monica Paz!

Monica has joined us as an Account Analyst, helping our schools with their student, staff and transportation data.  You may have met her at an ASCUS meeting or in your interactions with some of the schools. 

We are so happy to have her as a part of our team!

 Here’s what she has to say…

I am excited to join the ADE School Finance team and look forward to working with my schools. I was born in Morenci, AZ but grew up in Tucson. I have lived in the Phoenix area for about ten years; some of my experiences include working at charter high schools in Tempe and Phoenix. I hope that my background working in the field will help me to provide my LEAs with genuine customer service. It is my top priority to provide knowledgeable solutions and be a good resource for my contacts.

When I am not dedicated to my work I enjoy time off with my husband and our two young children, who give me more reasons to enjoy life, laugh a lot and consume large amounts of coffee! Once again, I am thrilled to join the ADE team and look forward to interacting with my schools. Please don’t hesitate to contact me if you have questions, concerns or just want to introduce yourself.

 

Please join us in welcoming Monica!  To see if Monica is your new analyst, please check out our LEA Account Analyst list and search for your LEA. 

February Aggregation Begins February 4 – Get data in by Feb. 3 @ 5pm

February’s monthly processing begins on Tuesday, February 4, 2014 and will include data submitted to SAIS through 5pm on Monday, Feb. 3.  For those LEAs whose schools have all reached 100th day by February 3, 2014, 100th day ADM will be calculated and available by February 17, 2014.  Otherwise, 40th day ADM will be available on this date.  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 ADMS40 series reports generated this month will be the basis for your March 3, 2014 state aid disbursement.
 
Please keep in mind that, as reported previously, the date in which your LEA is eligible for your 40th day and 100th day ADM to be calculated has changed this year.  It is now on the day in which all of the schools within the LEA have reached the 40th day (or 100th day) of school and is subject to the aggregation processing schedule.  Please see this HOT TOPICS posting for more information.
 
Questions?  Your account analyst will be happy to answer them.

Transportation Routes: Issue Submitting Contracted Miles — Now RESOLVED!

UPDATE (2/12/2014): 

This issue has been resolved.  Beginning this morning, you may begin entering your contracted miles and complete the entry of your route data.  Upon completion, please go to the “Routes Status Page” within the application, check the box that the report is finished, then create your edit/update report and generate your Transportation 55-1 report.  Once these final steps are completed, you are finished with Transportation Routes until the end of the fiscal year. 

If you have any questions, please see your Account Analyst

___________________________________________________________________

 

There is a known issue when contracted miles are submitted through the Transportation Routes application in Common Logon.  This error message (#10003) appears after entering the contracted individual’s information.  

 

We are working with our IT unit to have this issue resolved as quickly as possible and will update HOT TOPICS when it has been resolved.

 

Thank you for your patience as we get this fixed.

Come Learn How to Reconcile SAIS Reports!

Have you ever wanted to know how to reconcile School Finance reports*?  Well, we have a solution for you. School Finance will be hosting two training sessions for districts and charters on this subject.  These will be in-person trainings at our main office in downtown Phoenix.

 

The First Session

Date: February 18, 2014

Time: 1:00 pm to 4:00 pm

Where:  Arizona Department of Education, 1535 W. Jefferson St., Phoenix AZ 85007

Room:   417

Class Capacity:  36 individuals

RSVP: by February 11, 2014 to Frances.Cox@azed.gov  

 

 

The Second Session

Date: March 25, 2014

Time: 1:00 pm to 4:00 pm

Where:  Arizona Department of Education, 1535 W. Jefferson St., Phoenix AZ 85007

Room: 417

Class Capacity:  36 individuals

RSVP: by March 18, 2014 to Frances.Cox@azed.gov  

 

 

* To allow for time at the end of the session for questions, we have reconfigured the session to not include information on the 915 process.  We will only be covering report reconciliation. For more information on our 915 process, please see our Business Rules and Presentations webpage.  The 915 process will be located under “Presentations” and “FY 2014″.  Your account analyst will also be happy to walk you through our 915 process.

Our Business Rules, Presentations and Webinar Documents Have Moved

To take advantage of new technology, we have moved the location of our business rules, presentations and webinar documentation.  Please update your bookmarks to reflect the new page, which can be found at:

http://www.azed.gov/administrators/SF/BusRuleDocsAndPres/Forms/Business%20Rules%20vs%20Presentations.aspx .

 

This page contains the rules written for SAIS and other School Finance related system changes, PowerPoints for presentations that we have facilitated and webinars that we have held.   You’ll find some great training material here.   Check it out!

Transportation Routes Is Open For Submissions

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 after the 100th day. Vehicle inventory data must be submitted to ADE on or before July 15.

For more information on submitting these reports, please join our webinar on January 29th and/or review the Transportation Overview presentation found on our new Business Rules and Presentations page.

There is one change to Transportation Routes for FY14 that impacts only those districts who operate on an approved 200 day school year.  Throughout the transportation routes application as well as on the transportation reports, if your district was approved by School Finance to operate on a 200 day calendar in FY14, the estimates you submit are to cover school days 101-200 instead of days 101- 180.  The screens and the transportation reports (TRAN52-1, TRAN55-1, TRAN40-2) now reflect the full 200 days.  Beginning in FY15, your APOR55-1 will display 200 days within the “Calculation for TSL” section instead of 180 days.  If your district does not operate on an approved 200 day calendar, there are no changes to Transportation Routes or APOR55-1 for your district. 

The Transportation Routes and the Vehicle Inventory data must be submitted via Common Logon on the ADE web site. In the event that you are unable to access the applications, you can request Common Logon permissions by sending an email to enterprise@azed.gov. 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.

Sign up for Transportation Webinar on January 29

 

Transportation Overview

This is an overview of the required information for the Transportation Route Reports due after your 100th day of school and for the Vehicle Inventory report which is due in July.

Title:

Transportation Overview

Date:

Wednesday, January 29, 2014

Time:

10:00 AM – 11:00 AM MST

 

Space is limited, so reserve your Webinar seat now at:
https://www3.gotomeeting.com/register/215745326

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

 

System Requirements
PC-based attendees
Required: Windows® 8, 7, Vista, XP or 2003 Server

 

Mac®-based attendees
Required: Mac OS® X 10.6 or newer

 

Mobile attendees
Required: iPhone®, iPad®, Android™ phone or Android tablet