School Finance has calculated payments for Average Daily Membership (ADM) in excess of 1.0 generated through participation in Arizona Online Instruction (AOI) in July 2020 in accordance with Laws 2020, Chapter 47. The payment amount for each district and charter and a summary of the payment calculation process are in the file below. These will be included in the June 30, 2022 Equalization payment as an adjustment on the BSA55. 

Summer AOI - July 2020 Payment

Please see the previous Hot Topic for information about the June 2020 payment and please contact [email protected] with any questions or concerns about this calculation.

Special Education Administrators,

Starting in August 2022, the National Resource Center for Paraeducators (NRCP) and the Center for Technical Assistance for Excellence in Special Education (TAESE) have organized a year of monthly, low-cost, professional development webinars for paraeducators, teachers, administrators, etc.

Saturday Mornings with the NRCP!

Registration is open and ongoing for 12 webinars! One year of professional development!

Join us on the second Saturday of each month for exciting topics and presenters. The first six months will cover topics such as:

• Working Effectively with Students with Challenging and Severe Behaviors
• Teachers and Paraeducators Team-Teaching in the Classroom and On a Tight Schedule: Enhancing Communication Between Paraeducators and General Education Teachers
• Autism/Non-Verbal Trainings/Strategies
• IEPs, IDEA, Behavior Management Plans, and Transition Plans: What Are My Roles and Responsibilities?
• Dispelling the Myths of Unreachable, Unteachable, and Uncaring Students
• Ten Ways to Help the Non-Worker: Jumpstarting Work Completion Behavior

These webinar topics were selected based on feedback collected during the 2021–22 NRCP Regional conferences. The topics were then prioritized based on responses from a participant survey shared with conference participants and across social media outlets. As an administrator or district and state leader, if you have other topics you feel would be pertinent, please feel free to email us.

Each webinar will cost $25 per person. Session bundles are available. Six webinars can be purchased for $125, or all 12 can be purchased for $250. Each webinar will also be recorded and made available to all registrants for a limited time. Group discounts of 20% are available for groups of five or more participants (not limited to specific sessions or bundles). Email Laura Lema for more information and discount codes.

Please review the Save the Date(s) flyer. Each 2-hour webinar will be held from 10 a.m.–12 p.m. Mountain Standard Time (please be mindful of your specific time zone).  

The file below contains links to view all FY 2021 district and charter financial and compliance audit reports that have been submitted to the Arizona Department of Education (ADE) as of 5/31/2022.

FY 2021 Financial and Compliance Audit Reports

Laws 2021, Chapter 7 revised ARS 15-914 to require that financial and compliance audit reports be submitted to ADE and that the department make the reports available on its website. For more information about how to submit FY 2021 Financial and Compliance Audit Reports, please review the Hot Topic published on December 28, 2021.

Please contact the School Finance Budget Team ([email protected]) if you need assistance submitting FY 2021 Financial and Compliance Audit Reports.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2022 June BUDG-25 reports have been calculated using the FY 2021 BUDG-75 report and FY 2022 June 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 June 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 June “PDF” button. The June 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!

DATA MANAGEMENT ALERT 

Special Education Data Updates Webinar Wednesday, June 15th   

The Exceptional Student Services Data Management team will be hosting the next Special Education Data Updates live webinar on Wednesday, June 15th from 2pm – 3pm. This session will cover a variety of data topics that will include (subject to change):    

• Reminders
  • Special Education Data Dashboard (SEDD) application
    • Preschool Transition data entry
    • Students without Disabilities data entry
    • Certification
  • Statement of Assurances
  • ESS Discipline Data Collection application
  • Parentally Placed Private School Students Survey
• Trending topics
  • FY23 AzEDS Data Reporting Updates
    • New SPED14 Exit Code
    • SPED LRE E Code Changes
    • Discipline Data Reporting in FY23
• Per your Request
  • Review Tuition Payer Codes
  • How to find your Program Support and Monitoring Specialist
• Top 3 Integrity Errors
• Q&A   

Registration is required to attend: Register for Special Education Data Updates webinar.  

For questions, please contact ESS Data Management via email at [email protected].   

Budget Considerations for Type 03 Districts

Basic state aid formula funding is calculated in accordance with statute based on the grade levels in which a school district or charter is approved to provide instruction. For most elementary school districts that are not within a high school district (type 03 districts), formula funding is only calculated for kindergarten through 8^th grade. High School students in type 03 districts, including SPED/ELL student counts, ​are funded based on the tuition amount charged by the attending district in accordance with ARS 15-824. 

Elementary districts that are not within a high school district should keep the following process in mind when closing out FY 2022 and preparing the FY 2023 budget:

• Budgeted tuition out amounts appear in the initial BUDG25 and BSA55 reports
• If a revised budget is submitted, tuition values in the BUDG25 and BSA55 reports will be updated
• Elementary districts that are not within a high school district (type 03 districts) should ensure that final tuition numbers are included in final budget revisions
  • Districts charging tuition are required to provide final tuition invoices by May 1st
• Type 03 districts are required to submit tuition invoices and final copies of the calculation worksheets for the previous fiscal year by October 31st
  • The final tuition amount supported by invoices will be used in the BUDG75 report and will result in an adjustment if the invoice amount does not match the amount in the final budget/BSA55
• If a district realizes that the tuition amount in the final budget or AFR is incorrect after statewide recalculation or after the AFR has been submitted, the tuition amount can be correct through the prior-year data correction process defined in ARS 15-915. Please click here for more information about prior-year data corrections.

Budgeting for the Tuition Out Adjustment:

The funded tuition out adjustment is based on districts' most recent successfully submitted budget as of the time of calculation. The chart below shows the specific locations in the budget file in which reporting by the district is required:

The values that a district enters for the required budgeted tuition amounts/transported counts will appear in the BUDG25 and BSA55 reports. If a revised budget is submitted, tuition values in the BUDG25 and BSA55 reports will be updated in the next calculation.

Reconciling Final Tuition Invoices to the Budget:

Districts can ensure that final tuition invoice amounts are reflected in final budget revisions by comparing the product of the tuition out ADM and tuition charge (tuition x ADM) in the budget to the total tuition invoice amount.

Correcting the Budget through A.R.S. 15-915:

If a district realizes that the tuition amount in the final budget or AFR is incorrect after statewide recalculation or after the AFR has been submitted, the tuition amount can be corrected through the 15-915 process; please see this Hot Topic for steps to request a 15-915 correction.

For questions regarding budgeting for Type 03 Tuition Out or Transporting High School Count, please send an email to [email protected]. For questions regarding your Type 03 Tuition Out adjustment or Transported High School Count on your BSA55, please email [email protected].

There are several reports that districts and charters can access from schoolfinancereports.azed.gov and within the AzEDS system that summarize student counts and are useful in the budget preparation process:

• ADM20 - summarizes district/charter regular education student counts by grade level

• SPED20 - summarizes district/charter special education student counts by need

• ELL20 - summarizes district/charter English Learner student counts by program

• ADM30 - summarizes school-level regular education student counts

• GIFT10 - lists all students who qualify for the gifted program

• GIFT11 - breaks down those students to their individual gifted needs of Language Arts (Verbal) giftedness, Non-Verbal giftedness, Quantitative (Math) giftedness or Other giftedness

School Finance has manually calculated initial add-on payments for the new FRPL Group B weight in accordance with Laws 2022, Chapter 317.

The reports may be run for a given Local Education Agency as the district of residence, which is the student count used in basic state aid calculations, or the district of attendance, which is the student count used in Classroom Site Fund calculations and certain other payments. The reports may be run for any date during the fiscal year from within the AzEDS system and data submission dates that were used in basic state aid payment calculations are also available without the need to log-in through schoolfinancereports.azed.gov.

Instructions to access the reports are below:

• To view ADM20, SPED20, and ELL20 reports for data used in basic state aid payment calculations:

1. First, navigate to schoolfinancereports.azed.gov

2. Next, select a Local Education Agency and then click “View Reports”​

​​​​​​i. ADM Reports: This section allows LEAs to view the report or download a PDF of the Data Capture Date used for the State Aid payment and linked to the BSA 55 for a given month.

ii. Additionally, from within BSA-55 reports, clicking the “AzEDS Execution Date” link in the top right corner of the report will display the same reports that appear under the ADM report category(click “next page” to view all reports).

• To run ADM20, SPED20, and ELL20 reports that were not used in basic state aid payment calculations:

1. First, navigate to AzEDS

2. Next, click on “Reports” and then click “ADM”

3. Select the desired report (ADM20, SPED20, or ELL20)

4. Select the Local Education Agency

5. Select data capture date and “District of Residence”

6. Finally, click “View Report”

• To run ADM30 reports 

1. First, navigate to AzEDS

2. Next, click on “Reports” and then click “ADM”

3. Select the desired report (ADM30)

4. Select the Local Education Agency

5. Select data capture date and report type “Limited” and  “District of Attendance”

6. Finally, click “View Report”

• To run GIFT reports 

1. First, navigate to AzEDS

2. Next, click on “Reports” and then click “Support Program”

3. Select the desired report (GIFT10, GIFT11)

4. Select the Local Education Agency

5. Select the School(s)

6. Finally, click “View Report”

Please contact the Budget Team at [email protected] if you have any questions about submitting budgets.  For questions regarding AzEDS reports, please contact the Analyst Team via HelpDesk.

The Auditor General’s Office has published FY 2023 Preliminary Budget Forms for school districts and FY 2023 Preliminary Budget Forms for charter schools. The preliminary budget forms should be used for FY 2023 proposed and adopted budgets uploaded to ADE. In July, the Auditor General's Office will notify districts by email when final forms are available and ARS 15-905Q allows districts to revise their budgets by September 15th using the new forms to account for changes in law that impact budget calculations.

ADE/ESS is excited to share the Vendor/Exhibitor Application for Arizona’s 2022 IDEA Conference, Rise Up: Reimagining and Transforming Educational Practices. This year’s conference will be held in person from September 7–9, 2022 at the JW Marriott Desert Ridge in Phoenix.

Due to reduced capacity at this year’s conference, a limited number of in-person tables will be available. To accommodate this, a virtual option has been added to allow for more opportunities to share your information with conference attendees. Space is not guaranteed. Selections for in-person tables and the virtual option will be based on agency priority.

If interested, please complete the Vendor/Exhibitor Application by Monday, June 20, 2022.

Please bookmark the IDEA Conference website for updates throughout the summer. Questions about the conference can be sent to the IDEA Conference inbox.

The window to submit Charter Estimated Counts for FY23 is now open and accessible via ADEConnect.

To access the application a user must be assigned the role "Charter Estimated Counts - Charter User" in ADEConnect to gain access to this application. The role can be assigned by an Entity Administrator. To find your Entity Administrator, please go to https://home.azed.gov/PublicSite/ and search by Entity ID, CTDS, or Entity Name.

A training on this new application can be viewed here under Charter Estimated Counts Application. Additional information can be found in this Hot Topic. To view the Charter Estimated Counts user manual, click here. The deadline to submit Charter Estimated Counts for the July 22nd payment is 7/1/22 at 4:30 pm.

Please note that payment and data capture dates have moved up for FY 2023 and the full list of FY 2023 payment and data capture dates is available in the Hot Topic below. Please note that payment and data capture dates have moved up for FY 2023 and the full list of FY 2023 payment and data capture dates is available in the Hot Topic below.

/finance/fy-2023-monthly-payment-and-azeds-processing-schedule

Any questions you have after reviewing the recorded training session and manual should be submitted via HelpDesk.