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

School Finance is aware of system issues over the weekend that prevented student data from being processed successfully for the scheduled data capture date (10/15). ADE IT is working to resolve the issues and expects the process to run successfully tonight (10/17).

As long as the process runs successfully tonight, the data capture date for the November state aid payment will be Monday, October 17^th. School Finance will send preliminary payment information later this week and LEAs will have the opportunity correct data in advance of the payment, if necessary.

For further assistance with Student Data, please submit a School Finance HelpDesk ticket

October's data capture for the November 22^nd payment is 10/15/22 at 5pm.

Although the data capture date falls on a weekend, it does not affect or change the date of the data capture.

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.

Beginning in FY23, the gifted and talented needs are no longer included in the SUP10 and SUP11 reports.  The gifted program now has its own new AzEDS reports, the GIFT10 and the GIFT11.  The GIFT10 lists all students who qualify for the gifted program.  The GIFT11 breaks down those students to their individual gifted needs of Language Arts (Verbal) giftedness, Non-Verbal giftedness, Quantitative (Math) giftedness or Other giftedness.  These reports can then be used in conjunction with the ADM reports to reconcile your data to the Gifted Group B funding data published by School Finance in the spring. 

To view the GIFT10 and GIFT11 reports, you must have the ADE Connect Role of AzEDS Coordinator – Support Program Reports.

If you need assistance with the GIFT10 or GIFT11 reports, please submit a Help Desk Ticket and an analyst will be able to assist you. 

For further information on Gifted Reporting and Add on Funding please see our previous Hot Topic here.

AzEDS will begin implementing the following CTED Integrity Rules tonight, September 27, 2022.  These new rules are a continuation of the agency’s effort to ensure clean and accurate data for the state. 

Integrity Rule 10141
Total community college enrolled credits are missing. Students enrolled in CTED community college school sites will not generate ADM if total community college enrolled credits are not submitted.

Integrity Rule 10142
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Community College memberships do not report Planned Instructional Hours.

Integrity Rule 10143
Total planned instructional hours are missing. CTED students will not generate ADM at centralized, leased centralized, or satellite sites if total planned instructional hours are not submitted.

Integrity Rule 10144
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Satellite, Central Owned and Central Leased memberships do not report Community College Enrolled Credits.

Integrity Rule 10145
More than 1,000 total planned instructional hours submitted. Reported total planned instructional hours should equal total planned instructional time during the student's enrollment.

Integrity Rule 10146
More than 36 total community college enrolled credits submitted. Reported credits should equal total community college enrolled credits during the student's enrollment.

The ADE IT department has also posted a blog regarding these new CTED Integrity Rules.  You can view the blog post here.

For more information regarding CTED reporting, please see our 2022 CTED Draft Guidance. 

In addition to our draft guidance, a CTED FAQ will be posted soon.

Please note these new CTED integrity rules are active from FY23 forward and do not apply to A.R.S. § 15-915 requests. 

We are aware that some LEAs are experiencing formatting errors when uploading their School-Level AFR files.  If your LEA is receiving errors related to the Totals tab, please follow the steps below:

1. Open your School-Level AFR file
2. Copy all information on the Totals tab
3. Paste all information back on the Totals tab as a value
4. Save your School-Level AFR file
5. Using Common Logon, upload your file.

We apologize for the inconvenience.

Final BUDG-25 reports for all school districts have been posted to the School Finance website.  Final FY 2022 BUDG-25 reports have been calculated using the FY 2021 BUDG-75 report and FY 2022 Statewide Recalculation 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 has been included on the FY 2022 June 30 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 FY22 SRC “PDF” button. The FY22 SRC BSA 55-1 report will appear.

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

Thank you!

The School District Employee Report (SDER) On-Line Application is now open to accept employee data. This application is accessible through ADE Connect. You must submit your SDER data by end of day on October 15, 2022.

The updated SDER manual can be viewed here: /sites/default/files/2021/10/SDER%20Manual%20Revised%2010.7.21.pdf

The recorded SDER training can be viewed here: https://youtu.be/RkyRCAeO2VY. 

SDER data is due by 4:30pm on October 15, 2022. 

The FY2023 Memo 23-018 that includes instructions for submitting data has been published in the memo section of the School Finance webpage: https://schoolfinancereports.azed.gov/Memos

If you have any questions about your SDER, please contact the [email protected]

Charter schools sponsored by the AZ State Board for Charter Schools, universities and community colleges are not obligated to submit the data and should not submit data.

School Finance has received questions about emails that districts have received related to EEO-5 data collection.  ADE will complete the submission of 2022 data for all districts that are required to submit by the November 22, 2022 due date. 

The EEO-5 Report, formally known as the Elementary-Secondary Staff Information Report, is a joint requirement of the U.S. Equal Employment Opportunity Commission (EEOC) and the Office for Civil Rights (OCR) of the U.S. Department of Education. It is conducted biennially, in the even numbered years, and covers all public elementary and secondary school districts with 100 or more employees in the United States.  

Mandated under Title VII of the Civil Rights Act of 1964, this report provides information on the district employment totals, employees’ job category, and sex and race/ethnic groups as of October 1 of the survey year. More information on this Report can be found here. 

School Finance has received several questions about the impact of student enrollment and withdrawal on Empowerment Scholarship Account program eligibility. A few questions that have come up are how long it takes before the Arizona Department of Education (ADE) is notified of student withdrawal from a public school, what is the process for notification of withdrawal, and what happens if a student that has been awarded an Empowerment Scholarship Account enrolls in public school. Please read the information below and feel free to pass this information on to registrars and others who may need this information, including parents who are requesting information about their child’s withdrawal.

The most common question that we have received is when ADE will be notified of student withdrawal from public school. Any time a student withdraws from a school, there will be a delay between when the withdrawal occurs and when that information is submitted to ADE. Each school district and charter records student data, including withdrawals, in their own Student Information System (SIS) and these systems can be set-up to submit data to ADE at different intervals. ARS 15-1042 specifies that a school district or charter is only required to submit student data to ADE electronically once every twenty school days, though in practice most districts and charter submit data more often. Regardless of the interval at which a school district or charter chooses to submit data, there will always be at least a day or two delay between when data is entered at a school and when it appears in ADE systems.

Please note: Districts and charters do not submit paper records of withdrawal to ADE. The information about the withdrawal is submitted through the district or charter Student Information System.

We have also received questions about students that have been awarded Empowerment Scholarship Accounts utilizing services from public schools. The ESA Parent Handbook explains scenarios in which an ESA student may enroll in public school and also the impact of improper enrollment. We suggest that district and charter staff encourage parents to work directly with the ADE ESA team as specific questions come up.

For more information about the Empowerment Scholarship Account program please visit the Empowerment Scholarship Account program website.