School Finance Friday 10/28/2016 Notes

December 1 Payment

  • The Data Capture Date for the December payment is 11/8/2016.
  • Have you looked at your FY2016 recalc ADM, SPED, and ELL values? If you were overpaid in FY2016, you may have to plan for a negative adjustment. Please expect a communication from School Finance next week.

November Wednesday Workshop

  • The Topic is “Memberships to ADM.”
    • We will cover the different formulas for the different membership types.
    • We give an overview of how ACE works.
  • There are 2 Sessions so far! We can schedule more depending on interest.
    • They are currently scheduled at our Jefferson office in Phoenix.
    • 11/9/2016 and 11/16/16, see our Wednesday Workshop page for details.

Merge Updates

  • Application is being fixed this week.
  • We’re working tickets first-in, first-out, as best we can.
  • Split is planned for development later this year.
  • What does this mean for me?
    • Be careful before you create or search for a student. Do a few reasonable-ness checks before submitting for the first time. It will save you having to wait for us to process the State Student ID.

Training: Summer Withdrawal versus No Show

Continuing students from the previous year can be pre-loaded in AzEDS and the Student Information System before the first day of school. If the student does not attend school during the first ten days school is in session, the student will need to be removed from AzEDS and potentially the cohort. This is done using a No Show or a Summer Withdrawal code.

Grades K-8: To No Show a K-8 student pre-loaded in AzEDS that does not attend school during the first ten days school is in session, remove the student’s enrollment information from AzEDS. These students will have no attendance in the fiscal year; therefore the corresponding absences must also be removed from AzEDS.

Grades 9-12: If the student would have been in grades 9-12, was pre-loaded in AzEDS, and did not attend school during the first ten days school is in session, the LEA may have to No Show the student OR remove the student from the cohort with a Summer Withdrawal code. Please read the procedures as described in the Official Notice of Pupil Withdrawal on the Accountability site to see if the student can be removed from the cohort using S7, S8, S10, or S21. Students with an S7 can be submitted up until September first. Students with an S8, S10, or S21 must be submitted with an effective withdrawal date before the school calendar. All other 9-12 students pre-loaded in AzEDS that did not attend school during the first ten days school is in session must be treated as a No Show. These students have their enrollment, absence, and withdrawal information removed from AzEDS, using the same process as a K-8 No Show.

Join us next week!

 

November FY2017 BUDG25 Reports Posted

The November FY2017 BUDG25 reports have been posted.

The November BUDG25 report includes:

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

Thank you.

November Wednesday Workshop: ADM Calculations

Visit our Wednesday and sign up for our newest training session.

We intend to cover how ADM is calculated from membership data.

There are currently 2 sessions planned; if we have interest to support more sessions, we can book more dates! Virtual events are possible if people are interested.

AzEDS Submission to ADM Reports training video up!

Please see the School Finance Trainings Page to catch up on sessions you may have missed.

“AzEDS Submission to ADM Reports” is currently posted with supporting materials.

School Finance Friday 10/14/16 Notes

November 1 Payment

School District Employee Report

  • The hard deadline for SDER is 10/14/16; there are no extensions on the October deadline.
  • There is a short window in the Spring for corrections.

State Student IDs

Training: Summary ADM Reports

  • ADM20 is generated daily in AzEDS.
  • ADMS46-1 is still on the School Finance site and matches the ADM20 from the day before.

Updated ADM, SPED, and ELL Counts for November 1 Payment

Please see the communication including the updated ADM, SPED, and ELL Counts for November 1 Payment.

It is the update following last week’s communication.

FY2017 AzEDS projected 100th day ADM, SPED, and ELL

Please scroll to the bottom of the page to see the FY2017 AzEDS projected 100th day ADM, SPED, and ELL

October FY2017 BUDG25 Reports Posted

The October FY2017 BUDG25 reports have been posted.

The October BUDG25 report includes:

  • 2016 ADM
  • APOR 55-1 values from 10/3/2016
  • PROP123 $50 Million Additional Funding district allocations, estimated as being equal to FY2016 at this point
  • Expenditure budget files successfully processed through 9/28/2016

New in FY2017

  1. Removed Adjusted RCL due to the elimination of growth
  2. Added a Total Budget Capacity Potential calculation for M&O and URC at the bottom of each respective section

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

Thank you.

 

The Fiscal Year 2016 Statewide Recalculation has been completed

The Fiscal Year 2016 Statewide Recalculation has been completed.

 

District

Both  positive and negative adjustment will be included by November 1st payment through APOR64-1 report. However, the positive adjustment will be included  as lump sum adjustment; whereas the negative adjustment will be taken over the entire fiscal year, 4/12ths taken in November and 1/12th each payment thereafter.

 

Charter

The positive payment has been included by September 1st payment through CAHR64-1 report as the lump sum adjustment.  The negative adjustment will be included by November 1st payment. The negative adjustment will be taken over the entire fiscal year, 4/12ths taken in November and 1/12th each payment thereafter.

 

Please see the FY16 statewide recalculation amount in the following spreadsheet.

FY16 Statewide Recalculation Adjustment

 

Pursuant to A.R.S § 15-915, hardship requests are available. Please complete the form and submit to [email protected] by 10/15/2016.

 

With the hardship application, a minimum of 75% must be adjusted in FY17 and 25% will be adjusted in FY18. Adjustments will begin with the November 1 payment.  Please include all questions regarding these adjustments in your e-mail, with the completed form attached. Exceptions for severe scenarios may be made.

EX-1 guideline on Excused Absences in FY2017

EX-1 was revised too quickly in FY2016, creating certain unintended consequences, including not allowing time for LEAs to implement necessary changes in their Student Information Systems.

Superintendent Douglas intends to review and reissue EX-1 with an effective date of 7/1/2017 or later.

ADE staff members have met with representatives from school districts and charter schools to gain an understanding of LEAs’ concerns regarding EX-1, and are currently reviewing the EX-1 guideline in light of these issues. ADE plans to revise EX-1 to address these concerns, and will review the new draft with LEA representatives. Following these discussions, a new draft EX-1 will be presented to Superintendent Douglas for her approval. She intends to decide on a course that lessens the administrative burden on LEAs while serving Arizona’s students. Please expect a revised version of EX-1 before the end of this calendar year.

From now until 7/1/2017 or the reissued effective date, 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 in regards to EX-1.

For FY2017, 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.