FY 2017 Recalc is Complete!

The FY2017 statewide recalculation of ADM is complete.

The AzEDS reports are available as well as the ADM Student Counts Reports are now available here: http://www.ade.az.gov/Districts/EntitySelection.asp

Student Count Reports include the ADMS46-1, and the SPED28-1 and ELLS28-1 reports.

Charter Estimates Window 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 FY2018 and will close on August 14, 2017 at 4:30 p.m.

The data within Estimated Counts on August 14, 2017 will be used as the basis for the September 1, 2017 state aid disbursement.

Please see the table below submission and payment dates:

For Payment Date: Estimated Counts Submission OPEN DATE Estimated Counts Submission DEADLINE (by 4:30 p.m.)
September 1, 2017 July 25, 2017 August 14, 2017


Please see Memo 17-055 for submission instructions and more detail.

If you have questions regarding the submissions, please the Account Analyst Team at [email protected].

Reminder: Charter Estimated Counts Deadline is 7/14/17

The first payment for Fiscal Year 2018 is expected August 1. The first payment for charter districts will be based on Charter Estimated Counts. Please confirm your charter district has submitted the necessary data.

The deadline for Charter Estimated Counts is coming on Friday, July 14th. You can access the application via Common Logon.

Before the payment is processed, your LEA must also have their Calendar submitted. The deadline for LEA Calendar has passed. You can access the application via ADEConnect.

FY 2018 Monthly Payment and AzEDS Processing Schedules

FY 2018 Monthly Payment Processing Schedule

Every month ADE uses student data submitted by LEAs to calculate Average Daily Membership (ADM) to use as a basis for state aid funding. LEAs submit student data to AzEDS and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment.

Data Capture Deadline, 5 p.m. To be considered for:
September 5, 2017 Payment on October 2, 2017
October 3, 2017 Payment on November 1, 2017
November 7, 2017 Payment on December 1, 2017
December 5, 2017 Payment on January 2, 2018
January 2, 2018 Payment on February 1, 2018
February 6, 2018 Payment on March 1, 2018
March 6, 2018 Payment on April 2, 2018
April 3, 2018 Payment on May 1, 2018
May 1, 2018 Payment on June 1, 2018
June 5, 2018 Payment on June 29, 2018

Click thumbnail for calendar summary view.

AzEDS Processing Schedule

Please note that regardless of the monthly payment processing schedule, current year integrity will run at least five days per week. Integrity is scheduled every weeknight and will at least include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each run.


First Payments for Fiscal Year 2018

The first two payments of the year will not be calculated using AzEDS ACE results. The August 1, 2017 and September 1, 2017 payments will be based on Charter Estimated Counts for charter districts and FY 2017 ACE results for school districts.


FY 2018 Year End Recalculation Schedule

All LEA Submission Deadline July 13, 2018 @ 5 p.m.
Recalculation July 13-14



Charter Estimated Counts for FY 2018 due July 14, 2017

Please see the School Finance Memo 17-055 for details.

LEA Calendar for FY 2018 due July 6, 2017

Please see the School Finance Memo 17-053 for details.

EX-1 guideline on Excused Absences in FY 2017 and FY 2018

There were revisions to EX-1, the guideline defining excused absences, in 2016. The revisions created unintended consequences, including insufficient time for LEAs to implement necessary changes in their Student Information Systems. From September of 2016, ADE has been reviewing EX-1 in order to reissue it allowing sufficient time to implement technological changes.

ADE staff members have met with representatives from school districts and charter schools to gain an understanding of LEAs’ concerns regarding EX-1. Taking concerns into account, EX-1 will be reissued for FY 2019. The new draft is intended to that lessen the administrative burden on LEAs while continuing to serve Arizona’s students.

From now until 6/30/2018, the Superintendent intends to hold LEAs harmless in their implementation of EX-1. This means LEAs will not have monetary audit findings for FY 2017 or FY 2018 in regards to EX-1.

For FY 2017 and FY 2018, it is a local decision whether the 10% threshold in EX-1 is applied to all absences or only out of school suspensions. The FY 2016 revisions of EX-1 are currently suspended. Please find the 2009 version of EX-1 on the School Finance External Guidance webpage. The revised version for FY 2019 will be posted on the same page shortly.

Contact Account Analysts, New Inbox

In School Finance, your Account Analysts are committed to helping LEAs improve data quality and payment accuracy. Starting in June 2017 the School Finance Account Analysts began working as a team to resolve incoming communications in order to improve response time and transparency.

Please direct your student data, SDER and transportation questions to: [email protected].

To serve you best, we ask you include some details in your email request. For example:

  • Your contact information (the name the charter or district you represent and phone number, if possible)
  • A description of your issue and what steps you’ve taken so far
  • If applicable, sample student IDs or the names of the reports that you need us to review
  • Reference ticket number if one has been created

If you prefer, you can call the School Finance main number at 602-542-5695.

Thank you for your patience while we work through this transition.

Vehicle Inventory Is Open and Ready for Submissions for FY2017

It’s that time of year again when districts are required to submit final transportation data. This includes submitting the Vehicle Inventory data and generating the TRAN40-2.

Vehicle Inventory and Transportation Routes applications are in Common Logon. https://www.ade.az.gov/CommonLogon/logon.aspx

Note:  Transportation Routes application is open as well.  Both sets of data can be updated now through the deadline below. Generating the reports is the responsibility of the district. If reports are not generated to reflect the most recent data, it can cause unexpected results on the APOR55-1 and cause unexpected funding changes.

DEADLINE: The deadline for reporting of final data and generation of new reports is July 15, 2017.


FY 2017-2018 200 Day Calendar Operation Approval Deadline

Fiscal year 2017-2018 200 Day Calendar Operation Approval Deadline

The deadline for submission of a request for approval to operate all schools for 200 instructional days in Fiscal Year 2017-2018 is June 1, 2016. This request must be completed and submitted prior to the beginning of each year for which the school district or charter district is to operate for 200 or more days. The 200-day calendars are approved one year at a time. If your district or charter intends to operate on a 200-day calendar in Fiscal Year 2017-2018, you must, at a minimum:
a) Submit a letter to Lyle Friesen, Deputy Associate Superintendent of School Finance, and request approval of the 200-day calendar prior to June 1, 2017

b) Submit a 200-day calendar for each school within the school district/charter district, which includes a 10 percent increase in the annual instructional hours requirements of A.R.S. § 15-901.

c) Charters (ASBCS sponsored schools) requesting a 200-day calendar must be approved by the Charter Board prior the submission of the request for approval to operate for 200 days.

d) Budget for a five percent increase in base level support on the Fiscal Year 2017-2018 proposed and adopted budgets..

e) Submit the “Optional 200 Day Instructional Calendar Compliance Form”, available at: http://www.azed.gov/finance/forms/ to your Account Analyst.