Proposition123 Guidance for Fiscal year 2015-2016

 

Proposition 123 Guidance for FY 2015-2016 

If the May 17, 2016 Election Passes

  1. Increase the base level amount as defined in A.R.S §15-901 to $3,600.00, Worksheet C.
    1. $3,600.00 (Districts and Charters) (Districts Line 6.A., Charters Line I)
    2. $3,645.00 (with Teacher Compensation, Districts only)
    3. $3,827.25 (with Teacher Compensation and 200th day calendar, Districts only)
    4. $3,780.00 (with 200th day calendar, Charters only)
    5. $0.00 Additional Inflation (Districts Line VI.B.; Charters Line II.)

 

  1. Additional Funding
    1. Use the “% of Statewide Weighted Student Count” from the most recent Classroom Site Fund Payment Detail  Report for Fiscal year 2016, page 1, ESTIMATE the amount of Additional Funding by multiplying this percentage by $50,000,000.00
    2. District will record this amount on page 7 line 9g and/or page 8 line10e

 

  1. Update Fiscal Year 2015-2016 budget pages as necessary to include increases
    1. Governing board must approve the revised budget prior to June 30th (no later than June 29th) and the revised budget must be uploaded to ADE no later than July 3, 2016.

 

ADE’s Implementation Plan

  1. APOR / CHAR
    1. Increases to the Base Level Amount will be included for the June 30, 2016 apportionment of state aid.
      1. Voter approved changes cannot be included until official election results are available. This will not occur in time for increases to be included in the June 1st state aid apportionment.
    2. Increase will be retroactive to first state aid payment of FY 2016.

 

  1. $50 million Addition Funding
    1. The full $50 million of Additional Funding will be distributed in June, based on most recent CSF weighted counts.
      1. CSF weighted counts are the basis for the allocation of the $50 million (Laws 2015, 1st Sp Session, Chapter 1, and Section 1)[1]
      2. Adjustments to the payments resulting from the statewide recalculation will be processed in accordance with A.R.S. 15-915.  Adjustments will equal the difference between the amount distributed in June, 2016 and the amount determined after the statewide recalculation.  Whether the adjustment to your FY 2017 allocation will be negative or positive cannot be determined at this time.

 

 

[1] The department of education shall allocate the appropriated amount to school districts and charter schools on a pro rata basis using the weighted student count for the school district or charter school for the fiscal year pursuant to section 15 943, paragraph 2, subdivision (a), Arizona Revised Statutes, and increase the budget limits pursuant to section 15 947, Arizona Revised Statutes, accordingly. For the purposes of this paragraph, the weighted student count for a school district that serves as the district of attendance for nonresident pupils shall be increased to include nonresident pupils who attend school in the school district.  A School district may budget the allocation that the school district receives pursuant to this paragraph in either the school district’s maintenance and operation fund or unrestricted capital outlay fund.

 

Reconciliation Working Sessions

School Finance is holding reports training for SAIS and AzEDS as a working session, to help build a better end-to-end experience of reconciliation.

–Tuesday, May 31, 2016 1:00-4:00 p.m. (Session is full)

–Monday, June 6, 2016 1:00-4:00 p.m. (Session is full)

–Monday, June 13, 2016 1:00-4:00 p.m. (Session is full)

***All sessions are full – new sessions to be announced at a later date

School Finance Friday 5/20/2016 Notes

School Finance (602-542-5695) can help you with:

Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Kristin Bumford ~ 602-364-2095

James Heck ~ 602-542-7885

Barbara Michlin ~ 602-542-8797

Monica Paz ~ 602-542-8243

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Prop 123 and your budget

There’s a hot topic to cover your budget and prop 123: http://www.azed.gov/finance/2016/05/20/election-123-ade-process-budget-guidance/

For guidance, email [email protected].

Excused Absences Guideline Revision

The EX – 1 guideline has been revised: http://www.azed.gov/finance/files/2014/06/20160520-revised-ex1.pdf

Reconciliation Working Sessions

–Monday, May 23, 2016 1:00-4:00 p.m.

–Tuesday, May 31, 2016 1:00-4:00 p.m.

–Monday, June 6, 2016 1:00-4:00 p.m.

–Monday, June 13, 2016 1:00-4:00 p.m.

Bookmark the School Finance Fridays! page for updates and links!

We’ll see you next week, have a great weekend!

Sincerely,

School Finance

External Guideline, EX – 1 Excused Absences has been revised

Please review the revisions on the Excused Absences Guidelines. They are located under Knowledge Center > External Guidelines > EX-1 Excused Absences.

If you have any questions regarding these guidelines, please contact your Account Analyst.

Prop 123 ADE Process Budget Guidance

Budget instructions regarding Prop 123 will be posted May 27, 2016.

FY 2016 Final DSCS and Charter Additional Assistance Reductions

The FY 2016 Final DSCS and Charter Additional Assistance Reductions have been calculated and included in the June 1 Apportionment. A list of these reductions can be found here:

FY16 Final Charter and DSCS Additional Assistance Reductions

 

School Finance Friday 5/13/16 Notes

School Finance (602-542-5695) can help you with:

Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Kristin Bumford ~ 602-364-2095

James Heck ~ 602-542-7885

Barbara Michlin ~ 602-542-8797

Monica Paz ~ 602-542-8243

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

What data do I need to create my Budget?

Your budget should be similar to past, but the biggest change to school districts is base support level, which will be based off current year ADM.

Further detail is addressed in the budget worksheets to be issued by the end of May; for guidance, email [email protected].

Charters should still plan to use Charter Estimated Counts for FY17 (submit between June 15th and July 15th).

How do I prove to my auditors that I’m meeting the 20 day requirement?

There are 2 sides to a transaction:

  • What did you submit? Your SIS may have a report or a screen that shows what you sent and the replies from AzEDS.
  • What did ADE receive? A TRANS10 can currently show you 3 day windows of transactions that hit AzEDS and whether they processed successfully.

Data Bridges

For details about AzEDS to SAIS Bridge and information to help you make your choice, call School Finance.

Processing times for turning off or turning on the AzEDS to SAIS Bridge:

  • In May, requests will be processed on Monday and Thursday afternoons.
  • In June, requests will be processed daily.

How do I get to ADM reports?

Ask your Entity Administrator to grant you a new role in ADE Connect:

“AzEDS Data Coordinator – ADM Reports”

This will grant you access to the currently available report and new ADM reports as they are developed.

How do I find my Entity Administrator?

In ADE Connect, you have permissions to certain applications for certain entities. The ADE Connect site explains the process in better detail. http://www.azed.gov/aelas/adeconnect/

Why isn’t there anything on my ADM15?

If you’re not yet submitting to AzEDS, there isn’t data there to populate the report.

If you are submitting to AzEDS already, please call your Account Analyst to reconcile your AzEDS data.

How should I calculate High School FTE?

ADE Audit has a presentation that walks through the steps, located on their site: http://www.azed.gov/audit/.

When will we be able to upload to AzEDS for the FY 2017 school year?

FY17 submissions to AzEDS is planned for July 1.

Verify your AzEDS uploads

ADE has released several tools to confirm that AzEDS matches the data in your SIS. From ADE Connect, pull some of the following reports:

  • STUD10
  • STUD72
  • SPED10
  • ELL10
  • NEW STUD15!

Join us next week

School Finance Friday!

School Finance is holding Webinars on Fridays to cover Hot Topics, Q&A, and trainings. Join us this week:

 

Friday, May 13, 2016

9 a.m. – 10a.m.

Blackboard

 

If you have a topic you’d like us to research and present, please contact your Account Analyst.

 

We’ll begin presenting at 9 am, but you’ll be allowed to enter the webinar up to 15 minutes beforehand.

https://us.bbcollab.com/collab/ui/session/guest/CFAB7C5D7C6CE1AE852E70ACCCE1A5D9

Chrome is recommended instead of Internet Explorer. Once you’ve clicked the link using Chrome you will be allowed to choose to use your phone for audio and be provided a phone number to dial-in under “My Settings.”

School Finance Friday 5/6/16 Notes

School Finance (602-542-5695) can help you with:

  • Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s
  • Kristin Bumford – 602-364-2095
  • James Heck – 602-542-7885
  • Barbara Michlin – 602-542-8797
  • Monica Paz – 602-542-8243
  • To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Overview/definition of all the new systems

Data Bridges

How will the system going to handle current year funding?

  • The only thing changing is what data we use within the funding formulas. Submission of the data will be the same.
  • AzEDS and ACE will calculate 40th and 100th as your data reaches us, even prior to your District or Charter reaching its 40th or 100th days. As you submit data, and as your ADM increases or decreases, your payments adjust accordingly in the payment applications.
  • The first 2 payments will be based on Charter Estimated Counts OR Districts’ FY 2015-2016 100th day ADM. The next payments will be based on ACE’s calculations of current year ADM.

What are the responsibilities for the LEA to estimate 40th & 100th day?

  • You own your data. What we mean by that is: we don’t know your unique situation the way you do. You are best able to provide estimates for your FY17 ADM, SPED, and ELL. These estimates will be the basis for your budgets.

What pieces of common logon will be fully retired and when?

  • Eventually, all applications and reports will be in ADE Connect. However, there are not hard deadlines yet. There are School Finance Applications that are not yet moved from Common Logon to ADE Connect. There are many other applications still in Common Logon. It will still be available next year.
  • The dates for each sunset/transfer haven’t been set in stone yet. As School Finance has information – we will publish and discuss with you here!

Charter Estimated Counts

  • The Charter Estimated Counts application will be available in Common Logon for Charter Schools. The application will be available from June 15 to July 15.

Calendars for FY17

  • The Calendar application will be in Common Logon. Your calendar should be submitted and activated before 9/1. It should be activated prior to Charter estimated counts for payments.
  • You can make changes in the Calendar application up to the last day of August. If you miss the deadline, you’ll need to submit the change request form to your account analyst.

How do you Verify your AzEDS uploads?

  • You can use the following AzEDS reports to verify your AzEDS data matches your SIS: STUD10, STUD72, SPED10, ELL10, (future STUD15)

INTEG15; How do you understand the errors?

Training

  • Yes, even for AzEDS! We’ll design trainings as needed! Feel free to ask about any topic you like.

ADM15

  • Ask your Entity Administrator to assign you the “AzEDS Data Coordinator – ADM Reports” role in ADE Connect.

When will LEAs be able to upload to AzEDS for the FY 2017 school year?

  • Tentatively: early July. As always, when School Finance knows better detail, we will publish it here!

AzEDS and 915s

  • Whether we’re referring to 915s before or after July 1, 915s are processed in SAIS. This is true for FY13 – FY16 data. When necessary, your account analyst will work with you to open a window to either SAIS Online or to submit files to SAIS. Which option you choose depends on a your SIS.

Kindergarten funding

  • The only time a KG student is eligible for full day is when they are KG age and receiving group B services (A, EDP, HI, MD, MDSSI, MOID, OI, SID, VI). The caveat is the student must be reported as UE, not KG. See ARS § 15-901 (A) (1) (b) (i)
  • As for federal funding, SPED students are funded the same amount regardless of disability. Any additional federal funding questions can be directed to [email protected]

Withdrawal forms and changes to withdrawal codes

  • While there is a W21 coded into the AzEDS RestAPI, it is simpler to match the Official Notice of Pupil Withdrawal.
  • Please download the most recent version by navigating to http://www.azed.gov/accountability/. When you hover over forms, the Withdrawal form is at the bottom of the menu that appears.\

We’ll see you next School Finance Friday!

Friday, May 13, 2016

9 a.m. – 10a.m.

Blackboard

Vehicle Inventory

Vehicle Inventory Is Open and Ready for Submissions for FY2016

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 report as well as re-creating the TRAN55-1 report after both Vehicle Inventory and Transportation Routes data have been finalized. Generating the reports is the responsibility of the district and if they are 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. If they are not included, a negative impact to Transportation Support Level may be seen.

Vehicle Inventory data, like the Transportation Routes data, is entered via Common Logon.

Note:  Transportation Routes is open as well.  Both sets of data can be updated now through the deadline below.

DEADLINE:

The deadline for reporting of final data and generation of new reports is July 15, 2016.