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.



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.


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?


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


  • 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.


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.


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

May fy2016 BUDG25 Reports are Posted

The FY 2016 May BUDG25 reports are posted.

To download and review a specific entity’s budget reports, select the district name after clicking here.

Thank you.

SF Budget Team

FY2016 Certificates of Educational Convenience (CEC) Forms and Memos

The FY2016 Certificate of Educational Convenience (CEC) forms and memos have been posted. You can find them here:

FY2016 CEC Forms and Memos

FY2016 APOR 55-2 Growth Reports

The FY2016 APOR 55-2 Growth Reports based on 100th day counts have been calculated and made available in anticipation of budget revisions. Please note the updated APOR 55-1 has not been posted, so there might be a discrepancy between the two. You can find your Growth Report here: http://www.ade.az.gov/Districts/EntitySelection.asp