From the School Finance Blog
FY 2023 May Expenditure Reports (BUDG-25)
Thu, May 18 2023
Budget Hot Topics, Hot Topics
FY 2023 May Expenditure Reports (BUDG-25)
Welcome to School Finance
School Finance proactively partners with Arizona education organizations to facilitate timely, accurate data collection and precise, transparent payments. We support submittal of accurate student, staff, and transportation data, educate on data reconciliation reports and best practices, and assist with error correction as needed. We use the data collected and statutory formulas to precisely calculate and distribute state payments and publish corresponding data to enable stakeholders to understand and verify calculations. Additionally, School Finance collects and reports critical financial data to the public, education organizations, state leaders and the Federal government.
Stay Connected with School Finance
School Finance provides regular updates on requirements, processes, and deadlines by publishing Hot Topics. Please subscribe to School Finance emails to be notified when new Hot Topics are published. Additionally, it is possible to view all previously published Hot Topics by using the link below or view only Hot Topics related to budgets, data, or payments by using the dedicated links under Hot Topics.
View School Finance Hot Topics Subscribe to School Finance Emails
Important Dates
Every month ADE uses student data submitted by LEAs to calculate Average Daily Membership (ADM). ADM is used as the basis for state aid funding. LEAs 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. The API for FY24 will open on 6/1/2023.
| Data Capture Deadline, 5 p.m. | To be considered for: |
| June 15, 2023* | Payment on July 24, 2023 |
| July 15, 2023* | Payment on August 21, 2023 |
| August 15, 2023 | Payment on September 22, 2023 |
| September 15, 2023 | Payment on October 23, 2023 |
| October 15, 2023 | Payment on November 22, 2023 |
| November 15, 2023 | Payment on December 21, 2023 |
| December 15, 2023 | Payment on January 23, 2024 |
| January 15, 2024 | Payment on February 22, 2024 |
| February 15, 2024 | Payment on March 21, 2024 |
| March 15, 2024 | Payment on April 19, 2024 |
| April 15, 2024 | Payment on May 21, 2024 |
| May 15, 2024 | Payment on June 21, 2024 |
| July 15, 2024 | FY24 Statewide Recalculation |
*Districts may be paid based on prior-year student counts or current-year student counts in AzEDS, while Charters may be paid based off Charter Estimated Counts or current-year students counts in AzEDS for the first two payments of the year.
Click here for all FY24 payment cycle-related information: FY24 Monthly Payment and AzEDS Processing Information
Every month ADE uses student data submitted by LEAs to calculate Average Daily Membership (ADM). ADM is used as the basis for state aid funding. LEAs 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. The API for FY23 will open on 6/1/2022.
| Data Capture Deadline, 5 p.m. | To be considered for: |
| June 15, 2022* | Payment on July 22, 2022 |
| July 15, 2022* | Payment on August 19, 2022 |
| August 15, 2022 | Payment on September 22, 2022 |
| September 15, 2022 | Payment on October 24, 2022 |
| October 15, 2022 | Payment on November 22, 2022 |
| November 15, 2022 | Payment on December 21, 2022 |
| December 15, 2022 | Payment on January 23, 2023 |
| January 15, 2023 | Payment on February 22, 2023 |
| February 15, 2023 | Payment on March 21, 2023 |
| March 15, 2023 | Payment on April 21, 2023 |
| April 15, 2023 | Payment on May 19, 2023 |
| May 15, 2023 | Payment on June 21, 2023 |
| July 15, 2023 | FY23 Statewide Recalculation |
*For Districts, prior year data may be used.
*For Charters, Charter Estimated Counts may be used.
Click here for all FY23 payment cycle-related information: FY23 Monthly Payment and AzEDS Processing Information
Data and Budget Due Dates for School Districts
| Report | Due Date | Contact |
|---|---|---|
| Proposed Budget (approved & uploaded) | July 5 | [email protected] |
| Adopted Budget (approved & uploaded) | July 15 | [email protected] |
| Bus Inventory | July 15 | [email protected] |
| Adopted Budget (uploaded) | July 18 | [email protected] |
| PEA/LEA Calendar Revisions | Prior to student data submissions; no later than August 31 | [email protected] |
| Annual Financial Report | October 15 | [email protected] |
| Affidavit of Publication | Within 30 Days of Publishing | [email protected] |
| Preliminary School District Employee Report (SDER) | October 15 | [email protected] |
| Final Budget Revision (approved by Board) | May 15 | [email protected] |
| Final Budget Revision (uploaded) | May 18 | [email protected] |
| Transportation Route Report | 12 Days after 100th Day in Session | [email protected] |
Data and Budget Due Dates for Charter Districts
| Report | Due Date | Contact |
|---|---|---|
| Federal & State Maintenance and Operations Declaration Form | July 3 | [email protected] |
| Proposed Budget (approved & uploaded) | July 5 | [email protected] |
| Estimated Student Count Enrollment List per SF 21-044 | July 9 | [email protected] |
| Adopted Budget (board approval) | July 15 | [email protected] |
| Adopted Budget (uploaded) | July 18 | [email protected] |
| Fiscal Year LEA Calendar | August 3 | [email protected] |
| Annual Financial Report | October 15 | [email protected] |
| Final Budget Revision (approved by Board) | May 15 | [email protected] |
| Final Budget Revision (uploaded) | May 18 | [email protected] |
