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Slide 1 - Idaho State Department of Education ...

  1. 1. IDAHO DEPARTMENT OF EDUCATION Public School Finance <ul><li>Contacts: </li></ul><ul><li>Tim Hill, Deputy Superintendent 332-6840 [email_address] </li></ul><ul><li>Myrna Holgate, Coordinator 332-6845 [email_address] </li></ul><ul><li>Julie Oberle, Coordinator 332-6840 [email_address] </li></ul><ul><li>Greg Berg, Coordinator 332-6840 [email_address] </li></ul><ul><li>Kathryn Vincen, Coordinator 332-6840 [email_address] </li></ul><ul><li>FAX 334-3484 </li></ul><ul><li>Web Site: </li></ul><ul><li>Id. Dept of Education, School Finance www.sde.idaho.gov/financeandtechnology </li></ul><ul><li>Idaho Department of Education www.sde.idaho.gov/ </li></ul>
  2. 2. Public School Finance <ul><li>IFARMS </li></ul><ul><li>Calendars </li></ul><ul><li>Other State Funding on Line 6 of the Foundation Program Calculation Worksheet </li></ul><ul><li>Indirect Costs </li></ul><ul><li>Tuition Rates </li></ul>
  3. 3. IFARMS <ul><li>Idaho Financial Accounting Reporting Management System (IFARMS) </li></ul><ul><li>IFARMS Annual Report is a summary of the financial activity (revenue and expenditure) by fund for each district and charter school statewide </li></ul><ul><li>IFARMS Manual is available on the School Finance website (bottom right corner) </li></ul>
  4. 4. IFARMS… continued <ul><li>IFARMS Annual Financial Report </li></ul><ul><li>Forms sent electronically to districts and charters in April / May </li></ul><ul><li>Documents will be available online in April </li></ul><ul><ul><li>Memos </li></ul></ul><ul><ul><li>Annual Report Forms, with and without totals </li></ul></ul><ul><ul><li>Balance Sheet Codes, Revenue Codes, and Fund Number/Function Program/Object Codes </li></ul></ul><ul><ul><li>(Once on the Finance website, click on “Access to all School Finance Forms” link on the far right side of the webpage.) </li></ul></ul>
  5. 5. IFARMS… continued <ul><li>IFARMS Annual Financial Report </li></ul><ul><li>Report due to School Finance by September 30 th </li></ul><ul><li>Report can be submitted electronically (cd, diskette or email) or on paper </li></ul>
  6. 6. IFARMS… continued <ul><li>General Fund Revenue / Expenditures </li></ul><ul><li>GF enhancements often reported as state special projects </li></ul><ul><ul><li>Idaho Reading Initiative </li></ul></ul><ul><ul><li>Limited English Proficiency </li></ul></ul><ul><ul><li>National Board Certified Incentives </li></ul></ul><ul><ul><li>Gifted & Talented </li></ul></ul><ul><li>Will recode as General Fund activity </li></ul>
  7. 8. IFARMS… continued <ul><li>General Fixed Assets </li></ul><ul><li>Report on page 91 of the Annual Financial Report </li></ul><ul><li>If your capital outlay thresholds differ between the district records and audit report, use the lower threshold when reporting amounts on page 91 </li></ul><ul><li>If possible, report amounts separately for elementary, secondary, administrative, and other </li></ul><ul><li>Data used in the calculation of tuition rates </li></ul>
  8. 9. IFARMS… continued <ul><li>Before submitting your annual report: </li></ul><ul><li>Reconcile your annual and audit reports prior to submitting </li></ul><ul><ul><li>Compare beginning and ending fund balances by fund </li></ul></ul><ul><ul><li>Compare revenues and expenditures by fund </li></ul></ul><ul><ul><li>Compare balance sheet information by fund </li></ul></ul><ul><ul><li>Reasonableness check </li></ul></ul>
  9. 10. IFARMS… continued <ul><li>Audit report is currently due by October 15 th per Idaho Code 33-701(6) </li></ul><ul><li>If either the annual or audit report can’t be submitted by the due date, call for an extension </li></ul>
  10. 11. IFARMS… continued <ul><li>Once we have the annual and audit reports, we: </li></ul><ul><li>Enter the data into our database </li></ul><ul><li>Compare the IFARMS annual report balance sheet, revenue, expenditure, and fund balance data to the audit report data by fund </li></ul><ul><li>If there are differences, we call for an explanation </li></ul>
  11. 12. IFARMS… continued <ul><li>Once financial data has been reconciled for a district, we generate the “yellow page” </li></ul><ul><li>A copy of the “yellow page” is sent to each district for review </li></ul><ul><li>The “yellow page” is included in the Financial Summaries report available on our website </li></ul>
  12. 13. Example of a “Yellow Page”
  13. 14. IFARMS… continued <ul><li>Financial data from the districts: </li></ul><ul><li>Generates the Financial Summaries </li></ul><ul><li>Included in the School Profiles report </li></ul><ul><li>Used to complete Federal surveys </li></ul><ul><ul><li>Ranks Idaho’s educational spending as compared to other states </li></ul></ul><ul><ul><li>Allocates Title 1 dollars to the State of Idaho </li></ul></ul>
  14. 15. IFARMS… continued <ul><li>Financial data from the districts, continued: </li></ul><ul><li>Basis for determining in-state and out-of-state tuition rates </li></ul><ul><ul><li>Used in the calculation of several of the tuition equivalencies </li></ul></ul><ul><li>Used by SDE’s Special Education and Child Nutrition units </li></ul><ul><li>Basis for calculating Indirect Cost Rates </li></ul><ul><li>Lots of public inquiries </li></ul>
  15. 16. IFARMS… continued <ul><li>It is very important you use the correct fund numbers, revenue codes, and function/program codes when recording your financial activity </li></ul><ul><li>Call if you are unsure how to code a transaction </li></ul>
  16. 17. IFARMS…concluded <ul><li>Questions? </li></ul>
  17. 18. Line 6 of the Foundation Program Calculation Worksheet
  18. 19. Line 6 Funding May Include : <ul><li>District to Agency Contracts </li></ul><ul><li>Special Education Tuition Equivalency </li></ul><ul><li>Court-Ordered Tuition Equivalency </li></ul><ul><li>Juvenile Detention Center Tuition Equivalency </li></ul><ul><li>Summer Juvenile Detention Center Tuition Equivalency </li></ul><ul><li>Serious Emotional Disturbance (SED) Allowance </li></ul>
  19. 20. District to Agency Contracts <ul><li>Idaho Code 33-2004 </li></ul><ul><li>Received when a district contracts with a public or private agency to educate exceptional students </li></ul><ul><li>Payment: </li></ul><ul><ul><li>Best 28 Weeks ADA </li></ul></ul><ul><ul><li>x Prior Year Per Pupil State Support </li></ul></ul><ul><ul><li>= District to Agency Contract Reimbursement </li></ul></ul>
  20. 21. District to Agency Contracts… continued <ul><li>Prior Year Per Pupil State Support = </li></ul><ul><li>(Prior Year Base Support + Prior Year Benefit Apportionment) / Best 28 Week ADA </li></ul><ul><li>Initially paid with the February 15 th payment, final payment made July 15 th </li></ul><ul><li>Ten districts should have been paid $186,722 on 2/15/08 </li></ul><ul><li>In FY 2007, $178,824 was paid to 11 districts </li></ul>
  21. 22. District to Agency Contracts… continued <ul><li>So you have qualifying kids, now what? </li></ul><ul><li>Contact the SDE Special Education Bureau (Lester Wyer, 332-6916) </li></ul><ul><li>Specific forms must be completed (available online) </li></ul><ul><li>Special Education Bureau reviews the forms and forwards the necessary data to School Finance </li></ul><ul><li>School Finance receives a list of districts, the educating agency, and the number of students </li></ul><ul><li>School Finance pulls the attendance data needed from the attendance forms submitted each period </li></ul>
  22. 23. Exceptional Child Tuition Equivalency <ul><li>Idaho Code 33-1002B(3) </li></ul><ul><li>Received when a district is educating a student who: </li></ul><ul><li>1) is on the 12/1 Special Education child count </li></ul><ul><li>2) resides in a licensed facility due to the nature and severity of their disability; and </li></ul><ul><li>3) whose parents live in another Idaho district </li></ul>
  23. 24. Exceptional Child Tuition Equivalency … continued <ul><li>Payment: </li></ul><ul><li>Number of Qualifying Students from the 12/1 child count </li></ul><ul><li>x (Prior Year Tuition Rate + Prior Year Excess Cost Rate) </li></ul><ul><li>= Exceptional Child Tuition Equivalency </li></ul><ul><li>Paid with the February 15 th payment </li></ul><ul><li>10 districts should have been paid $778,130 on February 15, 2008; 22 districts received $1,418,512 in FY 2007 </li></ul>
  24. 25. Exceptional Child Tuition Equivalency … continued <ul><li>So you have qualifying kids, now what? </li></ul><ul><li>Work with SDE’s Special Education Bureau (Lester Wyer, 332-6916) </li></ul><ul><li>Special Ed has an application available online that must be completed (students are listed individually) </li></ul><ul><li>Special Ed reviews the application and verifies that students listed are on the 12/1 child count </li></ul><ul><li>School Finance receives a summarized list of districts and the number of qualifying students </li></ul>
  25. 26. Excess Cost Rates <ul><li>Determined annually using Special Education expenditure information taken from the annual financial reports and the 12/1 child count </li></ul><ul><li>2006-2007 Excess Cost Rate = $6,700 (estimate) </li></ul><ul><li>2005-2006 Excess Cost Rate = $6,437 </li></ul><ul><li>2004-2005 Excess Cost Rate = $6,124 </li></ul><ul><li>2003-2004 Excess Cost Rate = $5,612 </li></ul><ul><li>2002-2003 Excess Cost Rate = $5,393 </li></ul>
  26. 27. Court–Ordered Tuition Equivalency <ul><li>Idaho Code 33-1002B(1) </li></ul><ul><li>Received when a district educates students placed into a licensed home or facility by an IDAHO court-order </li></ul><ul><li>Effective with the 2001-2002 school year, Idaho Code was amended to include licensed homes, which includes foster homes </li></ul><ul><li>$1,213,994 paid to 45 districts in FY2007; $1,229,003 paid to 48 districts in FY 2006; and $1,079,048 paid to 39 districts in FY 2005 </li></ul>
  27. 28. Court-Ordered Tuition Equivalency… continued <ul><li>To receive payment, a district must submit the court-ordered tuition equivalency form </li></ul><ul><li>Form will be emailed to districts by April 1 st </li></ul><ul><li>Form should be returned AFTER the last day of school or after the eligible child(ren) is no longer living in the licensed home or facility </li></ul><ul><li>Forms returned prior to the last day of school showing perfect attendance through the end of the school year will be returned </li></ul>
  28. 29. Court-Ordered Tuition Equivalency… continued <ul><li>District must include the number of days present for each student, their grade level, and the name of the home or facility </li></ul><ul><ul><li>Talk to your school counselors </li></ul></ul><ul><ul><li>Contact your regional Health and Welfare office </li></ul></ul><ul><li>Paid with the July 15 th payment </li></ul><ul><li>Funding is in addition to the regular support-unit funding for these students </li></ul>
  29. 30. Court-Ordered Tuition Equivalency… continued <ul><li>When contacting your regional Health and Welfare Office: </li></ul><ul><ul><li>DO NOT wait until the end of the school year to contact H&W and expect an immediate reply </li></ul></ul><ul><ul><li>Be specific in what you are requesting (names, dates…) </li></ul></ul><ul><ul><li>H&W needs time to compile the listing of students </li></ul></ul><ul><ul><li>Once you receive the listing, you need to determine: </li></ul></ul><ul><ul><ul><li>Was the student attending school in your district? </li></ul></ul></ul><ul><ul><ul><li>If the student was attending in your district, how many days of attendance that student had for the school year while in foster care </li></ul></ul></ul>
  30. 32. Court-Ordered Tuition Equivalency… continued <ul><li>Once School Finance has received the completed form, we </li></ul><ul><li>Calculate the total days of attendance for elementary students </li></ul><ul><li>Calculate the total days of attendance for secondary students </li></ul><ul><li>Multiply the total number of attendance days by the applicable elementary or secondary prior year’s daily tuition rate </li></ul><ul><li>Daily rate = the monthly tuition rate divided by 20 days </li></ul>
  31. 33. Juvenile Detention Center Tuition Equivalency <ul><li>Idaho Code 33-1002B(2) </li></ul><ul><li>Received when a district educates students placed into a juvenile detention facility by an IDAHO court-order </li></ul><ul><li>To claim the equivalency, a district needs to submit the “long-form” attendance report with their other attendance reports each period </li></ul><ul><li>Calculation is very similar to the Court-Ordered Tuition Equivalency calculation </li></ul><ul><li>$568,983 paid for the 2005-2006 school year, $59,456 paid for the 2006 summer session </li></ul>
  32. 34. Juvenile Detention Center Tuition Equivalency… continued <ul><li>Payment: </li></ul><ul><li>-Regular Juvenile Detention Center Tuition Equiv. </li></ul><ul><li>- Multiply the total number of days by the applicable elementary or secondary prior year’s daily tuition rate </li></ul><ul><li>- Summer Juvenile Detention Center Tuition Equiv. </li></ul><ul><li>- Multiply the total number of days by ½ the applicable elementary or secondary prior year’s daily tuition rate </li></ul><ul><li>Regular Tuition Equivalency paid with the July 15 th payment </li></ul><ul><li>Summer Tuition Equivalency paid with the February 15 th payment </li></ul>
  33. 35. Serious Emotional Disturbance (SED) Allowance <ul><li>Idaho Code 33-2005 </li></ul><ul><li>Received when a district is educating a higher than average percentage of SED students </li></ul><ul><li>To receive a SED payment, a district needs only to submit an accurate 12/1 child count to the Special Education Bureau (Lester Wyer) </li></ul>
  34. 36. Serious Emotional Disturbance (SED) Allowance… continued <ul><li>Special Ed determines the statewide SED % </li></ul><ul><li>Total SED students statewide (from the 12/1 child count) </li></ul><ul><li>/ Total statewide enrollment = SED % </li></ul><ul><li>Special Ed then multiplies that % by the district’s enrollment to determine the expected number of SED students for that district </li></ul><ul><li>If the actual number of SED students at the district is higher than the “expected” number of SED students, the excess is multiplied by the prior year’s excess cost rate </li></ul><ul><li>35 districts received $1,971,010 on 2/15/07; 29 districts received $1,841,853 on 2/15/06; and 31 districts received $1,448,118 on 2/15/05 </li></ul>
  35. 37. Serious Emotional Disturbance (SED) Allowance… continued
  36. 38. Other State Funding…Concluded <ul><li>Questions? </li></ul>
  37. 39. Other – Indirect Costs <ul><li>An indirect cost rate is a reasonable means of determining the % of allowable general administrative expense that each Federal grant should cover </li></ul><ul><li>Just issued 2007-2008 indirect cost rates to those schools requesting the rate </li></ul><ul><li>An indirect cost rate is the ratio of total indirect costs to total direct costs, based on actual expenditures, exclusive of items such as capital outlay and debt service </li></ul><ul><li>Indirect Cost Manual available on our website under Manuals </li></ul>
  38. 40. Other – Tuition Rates <ul><li>Will be calculating 2008-2009 rates in the next few weeks using 2006-2007 financial data </li></ul><ul><li>Idaho Code 33-1405 requires a district (or charter) to charge out-of-state student tuition to those students whose “home” district is outside of Idaho </li></ul><ul><ul><li>Can request a waiver from the State Board of Education for any portion of the tuition rate </li></ul></ul><ul><ul><li>Waiver must be submitted before April 1 </li></ul></ul>
  39. 41. In Conclusion… <ul><li>Please call or email with any questions you may have </li></ul>

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