As mandated by A.R.S. § 15-1042(B), all Local Education Agencies (LEAs) are required to submit data electronically in order to receive funding. As part of this process, LEAs must create an instructional calendar for each non-AOI school site and the Superintendent or authorized representative must certify that each calendar has met the minimum instructional time requirements defined in A.R.S. § 15-901. LEAs must enter the instructional calendars in student information systems (SIS) for submission to AzEDS. AzEDS will be available for FY 2023 (July 1, 2022 - June 30, 2023) instructional calendars and student data transactions beginning on 6/1/2022.

The data capture deadline for the 8/19/2022 payment is 7/15/2022. Each district and charter is required to establish and certify instructional calendar(s) by 7/14/2022 in order to use AzEDS student counts for this payment. The calendar must be approved and certified before any student detail information can pass AzEDS Integrity and be used in funding calculations.

The initial release of state aid will be delayed if the deadline specified for the instructional calendar has not been met.

Note: Arizona Online Instruction (AOI) schools are not required to and should not submit a calendar.

Click here to review the full calendar memo. 

Click here to review the Calendar Integrity Reference Guide. 

If you need assistance with submitting your calendar(s), please reach out to an Analyst via HelpDesk. 

Pursuant to A.R.S. § 15-185(B)(2) the student count of a charter school shall be determined initially by using an "estimated count" based on actual registration of pupils before the beginning of the school year. 

The Charter Estimated Counts application will open for data submission on 5/31/22. Additionally, the AzEDS API will be available for FY23 (7/1/22-6/30/23) instructional calendars and student data transactions beginning on 6/1/22. 

For Charters, the first payment of FY23 will be based on projected 100th day Average Daily Membership (ADM) unless Charter Estimated Counts have been submitted. If a charter has both projected ADM and Charter Estimated Counts, School Finance will use Charter Estimated Counts as the basis for the 7/22/22 payment. The deadline to submit Charter Estimated Counts is 7/1/22. 

Charter Estimated Counts will not be used after the 8/19/22 payment and all remaining payments will be based on AzEDS data/projected ADM. 

To view the full Charter Estimated Counts memo, click here. 

To view the new Charter Estimated Counts manual, click here. 

Questions regarding the submittal of Charter Estimated Counts should be submitted via HelpDesk. 

The new AOIADM15 report, which details the Average Daily Membership (ADM) calculation for Arizona Online Instruction (AOI) students, is now available to districts and charters in AzEDS. The ADM for AOI students is determined based on the students reported Full Time Equivalency (FTE) and the total minutes of instruction reported during the year. Additionally, until a student withdraws or the year ends, the calculation includes projected future minutes for each student.

The new report identifies students participating in an AOI school, displays the total minutes of instruction reported year-to-date for each student, shows the projected minutes of instruction for each student enrolled through the end of year, and details the ADM generated by the student by dividing total minutes reported by the minutes required for the student’s grade level.

The new report is available  under the “ADM” header from the reports menu in AzEDS:

Please submit a Help Desk ticket or email [email protected] if you need assistance with the new report.

FY 2022 Results-Based Funding Payment 2 has been calculated and will distribute in May, 2022. Below is a file that will show the FY 2022 Results-Based Funding Total Amount, FY 2022 Results-Based Funding Payment 1 Amount, and FY 2022 Results-Based Funding Payment 2 Amount (Amounts being distributed in May, 2022-highlighted column). On the LEA-Level tab, Districts are listed by county, followed by charters listed alphabetically. A second tab will show the School-Level amounts. For questions regarding your payment, please contact [email protected]

FY 2022 Results-Based Funding Payment Amounts

Please see FY 2022 Results-Based Funding Payment 1 Hot Topic

Budget forms for the upcoming fiscal year are typically published shortly after the state budget passes to incorporate any changes in state law. Since the FY 2023 state budget has not yet passed, School Finance and the Auditor General's Office are sharing plans to publish budget forms based on the timing of the state budget to allow districts and charters to plan budget preparation processes and governing board meetings.

The Auditor General's Office will publish preliminary budget forms for use in budget proposal and adoption on Friday June 3^rd if the state budget has not passed and does not appear likely to pass the following week. If preliminary budget forms are used, it will be necessary to revise budgets in early FY 2023 to incorporate changes in state law. Please note that preliminary budget forms will not account for routine annual changes, such as inflation, and will not anticipate any other changes to state law. Districts in which the qualifying levy is greater than the equalization base (non-state-aid districts) in particular should be aware of the impact of preliminary forms on the budget and discuss property tax rate considerations with counties if preliminary budget forms are used with revisions expected. Final budget forms with any changes in state law incorporated will be available for use in budget revisions as soon as Friday July 8th.

If the State budget passes on or before June 3^rd, or appears likely to pass the following week, the Auditor General’s Office will not publish preliminary forms and will instead publish the final budget forms as soon as possible after the budget passes. The final forms will account for all changes in state law, and it will not be necessary to revise the budget in early FY 2023.  

FY 2023 Monthly Payment and AzEDS Processing Schedule Every month, ADE uses student data submitted by districts and charters to calculate Average Daily Membership (ADM). ADM is used as the basis for state aid funding. Districts and charters submit student data to AzEDS, and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment. 

*For FY 2023 prior year data or charter estimated counts may be used.

AzEDS Processing Schedule

Current year AzEDS Integrity will run nightly, regardless of the monthly payment processing schedule. Integrity is scheduled every weeknight and will include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each night.

Use of Prior-Year Data and Charter Estimated Counts

In FY 2023, the first two payments of the year may be calculated based on prior-year data for districts or charter estimated counts for charters in the absence of AzEDS data. Beginning with the third payment, AzEDS data is required and districts and charters that have not submitted AzEDS data will not generate a payment. Payments based on ACE results first require that a certified calendar that passes AzEDS Integrity has been submitted. To allow time for certification of calendars, the API for FY 2023 will be available starting June 1, 2022.

FY 2023 Statewide Recalculation

The final submission deadline for FY 2023 data is July 15, 2023 at 5 p.m. Any adjustments from FY 2023 Statewide Recalculation will be applied to payments in FY 2024.

FY 2022 Prop 123 Payment 2 has been calculated and will be distributed early May 2022. This completes the full distribution of $75,000,000.00. The file linked below will show the FY 2022 Prop 123 amounts per LEA. Districts are listed first by county, followed by charters alphabetically. The yellow highlighted column is FY 2022 Prop 123 Payment 2 and the most recent distribution, but the other columns indicate the full FY 2022 Prop 123 Amount for that LEA, as well as FY 2022 Prop 123 Payment 1 for that LEA. Please direct any questions to [email protected] 

FY 2022 Prop 123 Payment Amounts

It’s that time of year again when districts are required to submit final transportation data. This includes submitting the Vehicle Inventory data and updating Transportation Route data, if needed.   The application will close on July 15, 2022.

Beginning in FY22, transportation data from districts is collected via a new ADEConnect application. Users who submit transportation data must be assigned the role of “TransportationInventory – LEA User” in ADEConnect to access the new Transportation and Vehicle Inventory application. ADE IT has assigned the new role to every ADEConnect user who was assigned either the Transportation Routes or Vehicle Inventory role in Common Logon. If an LEA had no users assigned those roles in Common Logon, then ADE IT assigned the ADEConnect role to the Entity Administrator. Entity Administrators can assign this role to users in ADEConnect. Please contact your Entity Administrator if you need assistance with role assignment.

The following resources have been created to assist in submitting transportation data via the new application:

• Transportation Data Submission Video
• Transportation Manual edited 1/12/22
• Transportation FAQ

Please review these resources prior to submitting your transportation data. If additional assistance is needed, please submit a HelpDesk ticket.

Note: Transportation Routes are open as well. Both sets of data can be updated now through the deadline below. Reports will be generated after data has been entered and saved.  Failure to enter and save both Route and Inventory data will cause unexpected results on the APOR55-1 and cause unexpected funding changes.

DEADLINE:

The deadline for reporting FY22 Transportation Route and Vehicle Inventory data is July 15, 2022.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2022 May BUDG-25 reports have been calculated using the FY 2021 BUDG-75 report and FY 2022 May 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 will be included on the FY 2022 May 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 May “PDF” button. The May BSA 55-1 report will appear. 

BUDG-25 reports will be available until the Budget Team performs the next update (typically after each State Aid distribution). Once the updating process has begun, all BUDG-25 reports will become unavailable at that time.  Please save a copy for future reference.

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

Thank you!

May’s data capture for the June first payment is 5/3/22 at 5pm.

Please ensure data is reconciled and free of integrity errors prior to 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 

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.

*Please note payment data capture dates will be modified beginning FY23 per House Bill 2898 as shared in a recent Hot Topic.