Transcript Fall 2010 ASBO Conference

September 29, 2010
Helping to make the puzzle pieces
all fit together……
Susan Woodmansey
Bobbi Leiferman
with Department of Education

Count date was Friday, September 24, 2010.

Reports will be mailed to districts week of October 18th

No changes accepted after November 1st
(no additions but students may be removed if reported in error)

FY2011 state aid need is based on the greater of:
◦ State aid fall enrollment Fall 2010 or
◦ Average of state aid fall enrollments of Fall 2008 and Fall 2009


General state aid calculations will be amended to include new state
aid fall enrollments with November payment.
What to learn more about student data? Attend tomorrow’s interest
discussion group at 8:15 a.m.

½ will be paid in October

½ will be paid in November

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Must be tracked by
operational code.

Use revenue code 4153

Each districts allocation is
posted to State Aid webpage:
http://doe.sd.gov/ofm/stateAid/index.asp
Allocation Amounts

May only be used to pay general
fund salaries and benefits of schoollevel personnel
◦ May NOT be used to pay district
administrative staff
Reporting Form includes the FTE
reporting requirement, due
December 6, 2010.
As per CMIA expenditures need to
coincide with revenue received.
If used to pay retirement be aware of
EOY adjusting entries to pension
fund.
Reporting Requirements


Pay out full allocation in September,
2010 state aid payment.
Allocations for each district available
at


http://doe.sd.gov/ofm/stateAid/index.asp


Please review allocation amounts –
an update was made since last
spring.
Receipt to revenue code 4199.
Allocation Amounts


Expenditure report is due
October 5, 2010.
Reporting form includes the FTE
reporting requirement.
Use accounting software to track
revenue & expenditures.
Same prohibitions apply on use
of funds – see following slide.
Reporting Requirements

A district may not use State Fiscal Stabilization Funds for:
◦ Payment of maintenance costs;
◦ Stadiums or other facilities primarily used for athletic contests or exhibitions or other
events for which admission is charged to the general public;
◦ Purchase or upgrade of vehicles;
◦ Improvement of stand-alone facilities whose purpose is not the education of children,
including central office administration or operations or logistical support facilities;
◦ Financial assistance for students to attend private elementary or secondary schools,
unless the funds are used to provide special education and related services to
students with disabilities, as authorized by the IDEA;
◦ School modernization, renovation, or repair that is inconsistent with State law; or
◦ Restoring or supplementing a “rainy day” fund.

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
Special Education IDEA funding is paid on reimbursement basis in
FY2011. District must file a claim to receive funds – district may NOT
access all federal funds first!
Districts are asked to expend all IDEA ARRA funds by June 30, 2011.
Federal funds may still be used for equipment purchases if approved by
DOE in their consolidated application. Funds will be deposited directly
to the CO Fund and must NOT be transferred from SE fund.
There is no eligibility to transfer local funds (other than interest
revenue) from SE in FY2011.


Review and finalize FY2010
financial data before
submitting.

Questions
◦ Bobbi, 773-5407 or
[email protected]
◦ Susan, 773-4748 or
[email protected]
Submission Tips
Worksheet for each district
posted to web site, save to
your desktop – enter data –
submit to DOE (attach to an
email).
http://doe.sd.gov/ofm/schfinance/index.asp

FY2009 data and child count
totals for each year have
been entered on the
worksheet. FY2010 data also
available on the above web
site.
Reporting Process

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NEW in FY2011! Cooperative submitted one Consolidated Application
for all member districts.
Cooperatives participating in this program will no longer bill districts on
a “fee for service” arrangement but rather “coop” the IDEA funding of
member districts and submit reimbursement claims directly to DOE.
Cooperatives and member districts participating have been informed of
the reporting responsibilities associated with a cooperative project.
DOE is asking cooperatives to use fund 29 for reporting to DOE the
revenues and expenditures for this project only – it may NOT include
Birth to 3, alternative instruction programs, Perkins programs, etc. also
operated by the cooperative – ONLY special education costs!
Cooperative and member districts are responsible for federal IDEA
compliance.

Not in a Spendable Form
◦
◦
◦
◦
◦
◦
711
712
713
714
718
719
Inventory
Prepaids
Resale
Advances
Other
Permanent Fund
Principal
Non- Spendable:
◦
◦
◦
◦
◦
◦
◦
◦
◦
721
722
723
724
725
726
727
728
739
Debt Service
Capital Projects
Capital Outlay
Special Education
Pension
Post Secondary
Building
Judgment
Other
Restricted for:
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◦
◦
◦
◦
741
742
743
749
Assigned to:
◦ 751
◦ 752
Encumbrances
Cash Flow
Unemployment
Other
◦ 759

Unassigned:
◦ 760
Committed to:
Cash Flow
Subsequent Year’s
Budget
Other
Unassigned
Assigned to & Unassigned
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Use of appropriate codes continues to be an issue, but is improving.
Examples of coding errors are textbooks, debt service, technology, etc.
Reconcile outstanding debt and debt payments. Need to review Schedule of
Long Term Debt, General Long Term Liabilities (fund 00) AND debt
expenditures in funds 21 and 30’s.

Beginning fund balances are not adjusted for audit corrections.

Make sure SFSF expenditure reports concur with reported expenditures (on
annual report).

Accounting for receivables and payables in appropriate fiscal year.

Use of Title I expenditure functions must be utilized when expending funds
on non-instructional activities (other than 1273).

Verification forms are in the mail – due by October 1, 2010!
1273
Helping Disadvantaged Children Meet High Standards - Instruction Expenditures only
2116
Title I Attendance and Social Work Services
2128
Title I Parental Involvement Activities
2214
Title I Professional Development Services
2440
Title I Program Administration
2548
Title I Operation and Maintenance of Plant
2556
Title I Student Transportation
2626
Title I Program Evaluation Services
3710
Nonpublic School Instructional Services
3711 Title I Nonpublic School Instructional Services
3719 Other Nonpublic School Instructional Services
3720
Nonpublic School Support Services
3721 Title I Nonpublic School Support Services
3729 Other Nonpublic School Support Services

DOE database for financial data (FRS) will be rewritten in FY2011.

Look forward to a fresh new look and reporting capabilities.

Districts will upload and be able to correct their own data.

More reports available to review and edit data and make
appropriate corrections.

More edits included in program to keep from entering “bad” data

New GASB 54 fund balance terminology will be included.

SE MOE form will be incorporated into this new program.