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

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.

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 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

Fraudulent Invoice

If you have questions, please contact our Office at 602-553-0333 or via e-mail at


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

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

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

 Thank you.

FY15 District Rollover Amounts

FY15 District Rollover Amount

FY15 Preliminary Charters, DSCS Additional Assistance Reduction

FY15 Preliminary Charter and DSCS Additional Assistance Reduction

FY15 District Additional Assistance Reduction

FY15 District Additional Assistance Reduction xls

K-3 Reading Budget and AFR Forms Are Available

The FY 2015  K-3 Reading budgets and FY 2014 K-3 Reading AFRs have been issued.

K-3 Budget and K-3 AFR Forms:
         Districts | Charters

The completed files must be uploaded via the Common Logon by October 1, 2014.

FY 2015 Monthly Aggregation Processing and Integrity Schedule


Monthly aggregation is the processing that ADE performs on the student data to calculate ADM (Average Daily Membership), which is used as a basis for state aid funding.  The student data must reside within SAIS to be included in the scheduled aggregation processing.


FY 2015 Monthly Processing Schedule


Data Submission Deadline

Monthly Processing Start Date

For Charter Payment:

October 2, 2014 @ 5 pm October 3, 2014 November 3, 2014
November 3, 2014 @ 5 pm November 4, 2014 December 1, 2014
December 4, 2014 @ 5 pm December 5, 2014 January 2, 2015
January 5, 2015 @ 5 pm January 6, 2015 February 2, 2015
January 29, 2015 @ 5 pm January 30, 2015 March 2, 2015
March 2, 2015 @ 5 pm March 3, 2015 April 1, 2015
April 2, 2015 @ 5 pm April 3, 2015 May 1, 2015
May 4, 2015 @ 5 pm May 5, 2015 June 1, 2015
June 1, 2015 @ 5 pm June 2, 2015 June 30, 2015



FY 2015 Statewide Recalculation Schedule


Data Submission Deadline

   Recalculation Start Date

June 30, 2015 @ 5 pm: brick and mortar schools

July 15, 2015 @ 5 pm: AOI (online) schools only

July 16, 2015


Integrity Schedule

Please note that outside of this monthly processing schedule, current year integrity will run twice a week.  Integrity is scheduled to kick off every Tuesday and Friday morning and will include data submitted to SAIS through 5 pm the night prior.  For example, the student data included in Tuesday’s integrity will encompass all student data that exists in SAIS as of 5 pm Monday evening.