September 29, 2010

Helping to make the puzzle pieces all fit together……

Susan WoodmanseyBobbi 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.

Allocation AmountsReporting Requirements

½ will be paid in October

½ will be paid in November

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

May only be used to pay general fund salaries and benefits of school-level 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.

Allocation Amounts 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.

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.

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.

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.

Submission Tips Reporting Process

Review and finalize FY2010 financial data before submitting.

Questions◦ Bobbi, 773-5407 or

bobbi.leiferman@state.sd.us◦ Susan, 773-4748 or

susan.woodmansey@state.sd.us

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.

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.

Non- Spendable: Restricted for:

Not in a Spendable Form

◦ 711 Inventory◦ 712 Prepaids◦ 713 Resale◦ 714 Advances◦ 718 Other◦ 719 Permanent Fund

Principal

◦ 721 Debt Service◦ 722 Capital Projects◦ 723 Capital Outlay◦ 724 Special Education◦ 725 Pension◦ 726 Post Secondary◦ 727 Building◦ 728 Judgment◦ 739 Other

Committed to: Assigned to & Unassigned

◦ 741 Encumbrances◦ 742 Cash Flow◦ 743 Unemployment◦ 749 Other

Assigned to:◦ 751 Cash Flow◦ 752 Subsequent Year’s

Budget◦ 759 Other

Unassigned:◦ 760 Unassigned

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 Services3729 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.