October FY 2015 BUDG25 Reports have been posted

The October FY 2015 BUDG25 Reports have been posted to each district’s budget reports home page of the ADE School Finance website. To download and review a specific district selection, please follow this link: https://www.ade.az.gov/Budget/EntitySelection.asp.

Thank you for contacting the School Finance budget team with any budget questions by emailing sfbudgetteam@azed.gov.

October Aggregation Begins October 3rd!! Get Data in by October 2nd!!

Monthly Aggregation processing begins October 3, 2014 and will include data submitted to SAIS through 5 p.m. October 2, 2014.  For those LEAs whose schools have reached 40th day on or prior to October 2, 2014, 40th day ADM will be calculated and available by October 15, 2014.  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 75-1 reports and expect to see complete ADM results.

For charter schools, once 40th day ADM is calculated for your LEA, the next monthly disbursement of state aid will be based on the 40th day ADM and will no longer be based on estimated counts.  For example, if all schools have reached 40th day by October 2, 2014, 40th day ADM will be calculated and your November 3, 2014 disbursement will be based on that newly calculated 40th day ADM and will not be based on the estimated counts submitted earlier in the year through the “Charter Estimated Counts” application available within Common Logon.

For charters who HAVE NOT reached 40th day on or prior to October 2, 2014, the November 3, 2014 disbursement will still be based on Estimated Counts submissions.  Please see Hot Topic “Estimated Counts Submissions” for more information.

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

 

Estimated Counts Submissions

For Charter Schools who WILL NOT reach their 40th day on or prior to October 2, 2014, estimated counts data will be used for the November 3, 2014 payment.

Beginning September 26, 2014 and ending October 15, 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

November 3, 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

FY 14 Statewide Recalculation Adjustments

FY14 StatewideRecalculationAdjustments

Charter Estimated Counts is Closing Monday!!

Charter Estimated Counts will be closing Monday, September 15, 2014 at 4:30 pm!  All active charter holders should have submitted new or revised estimates of their ADM (Average Daily Membership) for FY2015.  The data within Estimated Counts on September 15th will be used as the basis for the October 1, 2014 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.)

October 1, 2014

August 27, 2014

September 15, 2014

November 3, 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).

Please see Memo 14-053 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

SDER Application Open / Sign up for Webinar

The School District Employee Report (SDER) On-Line Application is currently available and ready to accept employee data.   This application is accessible through Common Logon.  Note that you must submit your SDER by 4:30 p.m. on October 15. If you have any questions about your SDER, please contact your LEA Account Analyst.

 The FY2015 Memo that includes instructions for submitting data has been published and emailed to the district superintendents and business managers that ADE has on file.

Webinars will be offered twice, in the event you would like to learn more about SDER.  They will be conducted on:

  • Thursday,  September 18, 10:00 a.m.  – 11:00 a.m.   Register now!
  • Tuesday,  September 23, 1:00 p.m. – 2:00 p.m.    Register now!

You can register for one of these webinars through the “Register now!” links above.


Please note that SDER is required for districts and district-sponsored charter schools.  Charter schools sponsored by the AZ State Board for Charter Schools, the State Board of Education, universities and community colleges are not obligated to submit the data and should not submit data.  

ALERT: Fraudulent Invoices Sent to LEAs

We received this notice from the AZ Auditor General’s Office and wanted to pass it along to our contacts as well to help get the word out. 


 

“Our Office has received information that school districts have been receiving fraudulent invoices requesting payment for the purchase of 50–English-Language Arts Practice Books, typically in the amount of $647.50. Below is an example of one of these invoices. If your district has received one of these invoices do not pay it. Be aware that districts may receive fraudulent invoices for other types of products also. If your district has made a payment for one of these invoices, you should immediately attempt to stop payment.

The Better Business Bureau (BBB) has also received complaints regarding these invoices. http://www.bbb.org/southern-nevada/business-reviews/school-supplies/scholastic-school-supply-in-las-vegas-nv-90031039

The BBB suggests if you have received one of these invoices through the mail you should report it to your local Postal Inspectors, and the Federal Trade Commission at (877) 382-4357 www.ftc.gov. In addition, we suggest reporting it to your local law enforcement agency.

District administrators should ensure that accounts payable staff always match invoices to authorized purchase requisitions, purchase orders, and receiving reports to verify the items/services listed on the invoice have been properly authorized and received before processing payment. Districts should refer to the guidance in the Accounting Procedures–Expenditures section of the Uniform System of Financial Records for Arizona School Districts available on our Web site at http://www.azauditor.gov/ASD/PDF/USFR2.pdf.

Fraudulent Invoice

If you have questions, please contact our Office at 602-553-0333 or via e-mail at asd@azauditor.gov

Sincerely,

Arizona Office of the Auditor General”


 

School Closures Due to Flooding or Floodwater – UPDATED

Pursuant to A.R.S. §15-806(B)(5), school closure on Monday, September 8th, 2014 is authorized if closure is due to flooding or floodwater and for the safety of persons or property. Students not attending school due to closure, flooding or floodwater, on September 8, 2014 (if September 8th is an instructional day) may be reported as excused absences.  This applies also to schools which experienced absences or provided instruction for a partial day due to flooding.

 

Frequently Asked Questions

Q1: Do we need to make up the day?
Monday may be counted as an instructional day as well as be included in the instructional time calculations when you determine your annual instructional time (if this day was already included in your calendar as an in-session day).  Unless your annual instructional hours as compared to the required annual instructional hours are short with the inclusion of Monday’s hours, the day does not need to be made up.

 

Q2: How does this impact perfect attendance?
It is the district’s decision as to whether or not this day will count against a student’s perfect attendance record.

 

FY 2014 County AFR Form is Available

The FY 2014 Annual Financial Report (AFR) form for the County School Superintendent’s reporting by October 1, 2014 is available for download from http://www.azed.gov/finance/files/2014/08/fy-2014-county-afr.xls.

Please refer to the Uniform Accounting Manual for Arizona County School Superintendents for additional information; or, submit any questions by email to the School Finance budget team at SFBudgetTeam@azed.gov.

Please e-mail the completed County AFR form to the School Finance budget team at SFBudgetTeam@azed.gov  by the October 1, 2014 due date.

 Thank you.

FY15 District Rollover Amounts

FY15 District Rollover Amount