October's data capture for the November 22^nd payment is 10/15/22 at 5pm.

Although the data capture date falls on a weekend, it does not affect or change the date of the data capture.

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

AzEDS will begin implementing the following CTED Integrity Rules tonight, September 27, 2022.  These new rules are a continuation of the agency’s effort to ensure clean and accurate data for the state. 

Integrity Rule 10141
Total community college enrolled credits are missing. Students enrolled in CTED community college school sites will not generate ADM if total community college enrolled credits are not submitted.

Integrity Rule 10142
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Community College memberships do not report Planned Instructional Hours.

Integrity Rule 10143
Total planned instructional hours are missing. CTED students will not generate ADM at centralized, leased centralized, or satellite sites if total planned instructional hours are not submitted.

Integrity Rule 10144
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Satellite, Central Owned and Central Leased memberships do not report Community College Enrolled Credits.

Integrity Rule 10145
More than 1,000 total planned instructional hours submitted. Reported total planned instructional hours should equal total planned instructional time during the student's enrollment.

Integrity Rule 10146
More than 36 total community college enrolled credits submitted. Reported credits should equal total community college enrolled credits during the student's enrollment.

The ADE IT department has also posted a blog regarding these new CTED Integrity Rules.  You can view the blog post here.

For more information regarding CTED reporting, please see our 2022 CTED Draft Guidance. 

In addition to our draft guidance, a CTED FAQ will be posted soon.

Please note these new CTED integrity rules are active from FY23 forward and do not apply to A.R.S. § 15-915 requests. 

We are aware that some LEAs are experiencing formatting errors when uploading their School-Level AFR files.  If your LEA is receiving errors related to the Totals tab, please follow the steps below:

1. Open your School-Level AFR file
2. Copy all information on the Totals tab
3. Paste all information back on the Totals tab as a value
4. Save your School-Level AFR file
5. Using Common Logon, upload your file.

We apologize for the inconvenience.

Final BUDG-25 reports for all school districts have been posted to the School Finance website.  Final FY 2022 BUDG-25 reports have been calculated using the FY 2021 BUDG-75 report and FY 2022 Statewide Recalculation BSA 55-1 information.  Please note, the reduction for any over-expenditure amount in M&O and/or Unrestricted as reported on the FY 2021 BUDG-75 has been included on the FY 2022 June 30 BUDG-25 Reports.

• District BUDG-25 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2022 and then click “Go!”. The BUDG-25 report will appear.

• District BUDG-75 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2021 and then click “Go!”. The BUDG-75 report will appear.

Please note, BUDG-75 reports have been updated and Budget Balance Carry Forward amounts have been recalculated based on FY21 AFR.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the FY22 SRC “PDF” button. The FY22 SRC BSA 55-1 report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

School Finance has received several questions about the impact of student enrollment and withdrawal on Empowerment Scholarship Account program eligibility. A few questions that have come up are how long it takes before the Arizona Department of Education (ADE) is notified of student withdrawal from a public school, what is the process for notification of withdrawal, and what happens if a student that has been awarded an Empowerment Scholarship Account enrolls in public school. Please read the information below and feel free to pass this information on to registrars and others who may need this information, including parents who are requesting information about their child’s withdrawal.

The most common question that we have received is when ADE will be notified of student withdrawal from public school. Any time a student withdraws from a school, there will be a delay between when the withdrawal occurs and when that information is submitted to ADE. Each school district and charter records student data, including withdrawals, in their own Student Information System (SIS) and these systems can be set-up to submit data to ADE at different intervals. ARS 15-1042 specifies that a school district or charter is only required to submit student data to ADE electronically once every twenty school days, though in practice most districts and charter submit data more often. Regardless of the interval at which a school district or charter chooses to submit data, there will always be at least a day or two delay between when data is entered at a school and when it appears in ADE systems.

Please note: Districts and charters do not submit paper records of withdrawal to ADE. The information about the withdrawal is submitted through the district or charter Student Information System.

We have also received questions about students that have been awarded Empowerment Scholarship Accounts utilizing services from public schools. The ESA Parent Handbook explains scenarios in which an ESA student may enroll in public school and also the impact of improper enrollment. We suggest that district and charter staff encourage parents to work directly with the ADE ESA team as specific questions come up.

For more information about the Empowerment Scholarship Account program please visit the Empowerment Scholarship Account program website.

The FY2022 Statewide Recalculation has been completed and a list of results can be seen in the file linked below; Charters and Districts are listed alphabetically.

FY2022 Statewide Recalculation Adjustment

Positive SRC Adjustments will be included in the FY2023 September payment as a lump sum adjustment to FY2023 Equalization on the BSA64-1 report for September 2022.

Negative SRC Adjustments will be included in the FY2023 September payment as an adjustment to FY2023 Equalization on the BSA64-1 report for September 2022 and will be taken over the entire fiscal year; 3/12ths taken in September and 1/12th each payment thereafter.

Pursuant to A.R.S § 15-915, hardship requests are available. Please complete the Hardship Application and submit to [email protected] by 9/30/2022.

With the hardship application, a minimum of 75% must be adjusted in FY23 and 25% will be adjusted in FY24. Adjustments will begin with the September payment. Please include all questions regarding these adjustments in your e-mail, with the completed form attached. Exceptions for severe scenarios may be made.

Questions or concerns regarding the recalculated ADM/SPED should be submitted through a Help Desk School Finance Account Analyst Support Request.

Please see Guidelines for Requesting Prior Year Corrections to State Aid or Budget Capacity (ARS § 15-915)

The Arizona Department of Education is currently updating systems to implement current law as it pertains to Career and Technical Education Districts (CTEDs) and is sharing a draft guidance document for the new processes to give stakeholders an opportunity to review and ask questions. Full implementation is expected in December 2022 and, until that time, specific details about data collection and submission requirements in the guidance document linked below may be added or revised based on system requirements identified during the implementation process. The guidance document will be finalized through a formal review/approval process. 

Please send any feedback or questions regarding the draft guidance document below to [email protected].  All questions will be compiled and answered in a published FAQ document on the School Finance website.

See updated draft guidance here.

The FY 2023 K-3 Reading budget and FY 2022 K-3 Reading AFR zip files have been posted to the LEA Budget Resources page of the School Finance website.

The direct link to the files are District | Charter  Updated Package: 8/3/2022 3:00PM

The completed files must be uploaded via the Common Logon by October 1, 2022. 

Thank you!

If you previously encountered problems submitting the Vehicle Inventory report, the window has been extended to 8/15/22. It is imperative that ALL districts offering transportation submit Vehicle Inventory data or TSL WILL NOT be calculated for FY23.

The Transportation and Vehicle Inventory application is accessed through ADEConnect.

The FY23 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 8/15/22. 

Questions regarding submitting Vehicle Inventory and Mileage data should be submitted via HelpDesk. Please note that charters are not required to submit this data.

Note: This Hot Topic was revised on 7/14/2022 to clarify distribution of additional funds received after 6/27/2022. 

FY2022 Instructional Improvement Fund Payment 2 was distributed on June 29, 2022. This payment was based on actual Instructional Improvement Fund revenues received in the 3rd and 4th quarters as of 6/27/2022 ($11,482,504.02). Additional funds were received after 6/27/2022 and will be distributed in the first FY 2023 payment in the next few weeks.