December's data capture for the January 23rd payment is 12/15/22 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. 

School Finance has manually calculated initial add-on payments for gifted students in accordance with Laws 2021, Chapter 404 and the files below describe the calculation process and details for each district and charter. The additional funding for districts and charters will appear as adjustments to the base support level in BSA55 reports. Calculations will be updated once in the spring and again after statewide recalculation in July to reflect final student data. 

FY 2023 Gifted Add-on Payment Summary

FY2023 Gifted Group B Funding.xlsx 

In the future, the gifted add-on weight is expected to be fully implemented in ADE student data and payment systems and will appear in the BSA55 report along with other add-on funding, but the timeline for this enhancement is not yet known.

The $75 million additional funding provided by Proposition 123 (Laws 2015, 1st Special Session, Chapter 1) for FY 2023 will be distributed in two payments: $37.5 million on November 30, 2023 and $37.5 million in May 2023. Individual school district and charter allocations are based on the share of statewide weighted attending Average Daily Membership (ADM). The first $37.5 million payment was calculated based on the same ADM that was used for the November Classroom Site Fund payment. The file linked below will show the FY 2023 Prop 123 amounts per LEA. Districts are listed first by county, followed by charters alphabetically. 

Please contact the School Finance Payment Team at [email protected] if you have any questions about this payment.

FY 2023 Prop 123 Payment 1 Payment Amounts

EEO-5 data has been submitted for all districts who have provided the registration code and PIN number to ADE School Finance and who also submitted SDER data for FY2023.

Please see the spreadsheet below to confirm the submission of the data for your LEA.

EEO-5 Submissions

Note: If your LEA has de-certified the EEO-5 Submission after ADE School Finance has certified the submission, it will need to be certified for the Equal Employment Opportunity Commission to accept the submission.

School districts and charters are now able to submit financial and compliance audit report files to the Arizona Department of Education (ADE) to satisfy the new requirement in state law.

Laws 2021, Chapter 7 revised ARS 15-914 requires that financial and compliance audit reports be submitted to the Arizona Department of Education and that the department make the reports available on its website.  

Instructions to upload financial and compliance audit report files though Common Logon are below:

1. Save the file as a PDF (if not already a PDF file)
2. Log-in to Common Logon
3. Select School Finance File Upload (Budget/AFR)
4. Select Fiscal Year 2022
5. Select “2022 Financial and Compliance Audit Files - Actual” from Type and Version
6. Select the desired PDF file
7. Finally, click “Upload File"

Please note that the file status will be “File Verification Failed”, but that is expected because the system does not extract data from PDF files.  However, the file itself will still be visible and downloadable.  Once the file has been uploaded, the file will be considered submitted to ADE.

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

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 November BUDG-25 reports have been calculated using the FY 2023 November 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 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 November “PDF” button. The November 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!

The Special Election Results Form must be emailed to the Arizona Department of Education School Finance ([email protected]) within 15 days of the election.

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 October BUDG-25 reports have been calculated using the FY 2023 October 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 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 October “PDF” button. The October BSA 55-1 report will appear.

Please Note: FY 2023 November BUDG-25 reports will be calculated using FY 2023 November BSA 55-1 information and should be published by the end of November.

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!

How to Correct Errors in AFRs and School-Level AFRs

Data submitted through the Annual Financial Report (AFR) and School-Level AFR is used to meet various state and federal reporting requirements. School Finance has been made aware of values that appear to have been reported incorrectly by certain districts and charters. It is possible to submit corrections to the AFR and School-Level AFR by following the appropriate process below. Revisions that only affect the Additional Information for NPEFS Reporting (page 9 in the AFR) or to the School-Level AFR file may follow the first process defined below.

AFR Revisions that do not include changes in actual expenditures or adjustments to state aid:

AFR revisions that do not include changes in actual expenditures or adjustments to state aid are not required to follow the process defined in ARS 15-915, but need approval from the School Finance Budget Team prior to submitting changes.  Additionally, revisions to the School-Level AFR are not required to follow the process defined in ARS 15-915. 

Prior to a district or charter submitting a revision, School Finance requires an email from the district or charter requesting that the previously-submitted file(s) be archived. The email must contain the following items:

1. AFR submission reference # (corrected file)
2. Indicate page numbers, columns, rows, current amount reported, corrected amount, and an explanation is required.

• Example: Page 2, Column E, Row 7, change from $58,456 to $56,285, Input wrong amount from records.

After emailing the Budget Team, districts and charters can submit revised files through ADE Common Logon and select School Finance File Upload (Budget/AFR). The new AFR requires approval and signatures, however, a new hearing notification is not required.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

AFR Revisions that include changes in actual expenditures or adjustments to state aid:

AFR revisions that include changes to actual expenditures and/or adjustments to State Aid, require a request pursuant to ARS 15-915 (please see guidelines page 4).  A request letter on district or charter letterhead must include the following:

1. Date
2. LEA Name and CTDS Number
3. Contact name, title, telephone number (including extension if applicable) and the email address of the individual making corrections
4. The fiscal year the change(s) will affect
5. The budget form(s) that will be adjusted (e.g., expenditure budget, AFR)
6. List of the specific changes (e.g., the page number, the current amount reported, the corrected amount, the reason for the changes). NOTE: additional documentation may be required after request is reviewed
7. The letter must be signed by the Business Manager

After submitting the request letter, a district or charter can make all necessary revisions and then submit the revised file(s) through ADE Common Logon and select School Finance File Upload (Budget/AFR).  Lastly, email [email protected] the ARS 15-915 request letter, corresponding documentation, and provide the file submission reference numbers.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

The School Finance Budget Team will perform a verification on submitted changes, archive the previous version, process the revised version, and email you upon completion.  If required, the School Finance Payment Team will make any necessary adjustments to payments and payment reports.        

If you have any questions about correcting Annual Financial Reports (AFRs) or School-Level AFRs, please email [email protected].

In accordance with A.R.S. §15-905(E), the FY 2023 BUDG-25 Budget Verification Letters are now published. Letters are based on the most recent BUDG-25 Budget Verification reports, which have been calculated using the September BSA 55-1 information.  These letters contain the official notification if a FY 2023 December revision is required as of the date of the letter.

• District BUDG-25 Budget Verification Letters 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 Budget Verification Letter 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 September “PDF” button. The September BSA 55-1 report will appear.

The budget verification letters are addressed to the district's governing board in care of the district superintendent. Therefore, it is the responsibility of the district to inform the district's governing board members accordingly. 

Reminder: the district's budgeted FY 2023 K3 Reading amount is added to the district's BSL and RCL until the district is approved for the K3 Reading support level weight by the State Board, or December 15th, whichever occurs first.

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

Thank you!