FY 2023 Results-Based Funding Payment 2 has been calculated and will distribute in May, 2023. Below is a file that will show the FY 2023 Results-Based Funding Total Amount, FY 2023 Results-Based Funding Payment 1 Amount, and FY 2023 Results-Based Funding Payment 2 Amount (Amounts being distributed in May, 2023-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 2023 Results-Based Funding Payment Amounts

Please see FY 2023 Results-Based Funding Payment 1 Hot Topic

FY 2023 Prop 123 Payment 2 has been calculated and will be distributed early May 2023. This completes the full distribution of $75,000,000.00. The file linked below will show the FY 2023 Prop 123 amounts per LEA. Districts are listed first by county, followed by charters alphabetically. The yellow highlighted column is FY 2023 Prop 123 Payment 2 and the most recent distribution, but the other columns indicate the full FY 2023 Prop 123 Amount for that LEA, as well as FY 2023 Prop 123 Payment 1 for that LEA. Please direct any questions to [email protected] 

FY 2023 Prop 123 Payment Amounts

May's data capture for the June 21^st payment is 5/15/23 at 5pm. 

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.

The window for districts to submit transportation Vehicle Inventory data will close on Saturday, 7/15/2023. The Transportation and Vehicle Inventory application is now accessed through ADEConnect.

The following resources have been created to assist in submitting transportation data: 

• Transportation Data Submission Video
• Transportation Manual 
• Transportation FAQ

***When entering in the vehicle mileage data, do not enter a date in the meter end date field.  This will cause the vehicle to be marked as ‘retired’. 

If you inadvertently retire a vehicle, you can put the vehicle back ‘in service’ by editing the mileage again and removing the meter end date***

 The FY24 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 7/15/23. 

 Questions regarding submitting Vehicle Inventory and Mileage data should be submitted via HelpDesk.

Please note that charters are not required to submit this data.

The CTEDADM15 is now available for the districts who are submitting the data for their CTED Satellite Campuses.

The CTEDADM15 report identifies students participating in a Satellite, Central Campus, Leased Central Campus, or Community College CTED site.  It also displays the Total Planned Hours of Instruction and Total Community College Credits Enrolled that are used to calculate Average Daily Membership (ADM) for each student.

For more information on the CTEDADM15, please reference the previous CTEDADM15 Hot Topic

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 April BUDG-25 reports have been calculated using the FY 2023 April BSA 55-1 information. 

• 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 2023 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 2022 and then click “Go!”. The BUDG-75 report will appear.

• 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 April “PDF” button. The April 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!

FY 2024 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.  

* 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.

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 2024, 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 2024 will be available starting June 1, 2023. 

FY 2024 Statewide Recalculation 

The final submission deadline for FY 2024 data is July 15, 2024 at 5 p.m. Any adjustments from FY 2024 Statewide Recalculation will be applied to payments in FY 2025. 

School Finance would like to inform all districts and charters that we will be using a new system to accept budget and financial report file submissions starting in fiscal year 2024. The new system is an application called School Finance Budget System within ADEConnect. The new School Finance Budget System will be replacing Common Logon for all purposes besides retrieving prior year files.

The School Finance Budget System will NOT be available until mid-June, but it is important now to ensure that your assigned entity administrator for ADEConnect is correct to avoid any delays in accessing the system.

Access to the new School Finance Budget System must be granted by the assigned ADEConnect system administrator for your charter or district when the system becomes available. Attached below are step-by-step instructions that include screenshots of the system to help with this process.

If you have any questions about this information, please email the School Finance Budget Team at [email protected].

Please follow the steps below to be granted access:

You will need to first verify who is your entity administrator that will be able to grant you access to the School Finance Budget System. If you are the entity administrator, please give permission to yourself using the following steps. Use the following link to see who your entity administrator is if unsure:

ADEConnect - Find Administrator (azed.gov)

If the assigned entity administrator is no longer with the district or charter, please submit a HelpDesk ticket or contact IT Application Support at (602) 542-7378.

Your entity administrator will use the following steps to grant permission:

• Step 1: Click “User Management” in the top right-hand side of the ADEConnect homepage.

• Step 2: If you need to add a user, click “Add User.” If the user has information in the system already, skip to step 3.

• Step 2.a: You will then see this screen- follow all the prompts and save the information. After adding the user, navigate back to the ADEConnect homepage.

• Step 3: Under “User Management” on the ADEConnect homepage, click “Add/Remove ADEConnect Roles” to assign the role to the user.

• Step 3.a: Click on the user that you would like to add to “School Finance Budget System” within the “User Selection” box. After selection, click “Add ADEConnect Role.”

•  Step 3.b: Search “School Finance Budget System” in the search box that is on the right-hand side of the page. Select “School Finance Budget System” in the “ADEConnect Role Selection” box. Click save after selection.

• Step 4: Have the user login to ADEConnect to make sure they access to “School Finance Budget System.”

Again, this system will not be available until mid-June.

School Finance has moved the new STUD35 Duplicate Student ID report into production.  The new STUD35 report will display new SSIDs where a probable match to a previous SSID was found.  The probable matches are based on identical first name, last name, and birth date. 

If a probable match is found, please review the SSIDs to determine if the new SSID was created by mistake.  If the new SSID was a mistake, work with your SIS to remove all the student's data from the new SSID and begin using the previously existing SSID right away.

Once all data has been moved to the previously existing SSID(s), create one Help Desk Ticket listing the SSID(s) to be retired and attach the STUD35 report.

Please note:  To request a merge on an SSID that has previous Fiscal Year data, submit one Help Desk Ticket per student. 

The STUD35 Report can be found under the Student Detail tab in the AzEDS Portal and is available for FY23 and beyond. 

April's data capture for the May 19^th payment is 4/15/23 at 5pm. 

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.