IDAHO DEPARTMENT OF EDUCATION Public School Finance Contacts: Tim Hill, Deputy Superintendent Myrna Holgate, Coordinator Julie Oberle, Coordinator Greg Berg, Coordinator Kathryn Vincen, Coordinator FAX Web Site: Id. Dept of Education, School Finance Idaho Department of Education

Public School Finance IFARMS Calendars Other State Funding on Line 6 of the Foundation Program Calculation Worksheet Indirect Costs Tuition Rates

IFARMS Idaho Financial Accounting Reporting Management System (IFARMS) IFARMS Annual Report is a summary of the financial activity (revenue and expenditure) by fund for each district and charter school statewide IFARMS Manual is available on the School Finance website (bottom right corner)

IFARMS… continued IFARMS Annual Financial Report Forms sent electronically to districts and charters in April / May Documents will be available online in April  Memos  Annual Report Forms, with and without totals  Balance Sheet Codes, Revenue Codes, and Fund Number/Function Program/Object Codes (Once on the Finance website, click on “Access to all School Finance Forms” link on the far right side of the webpage.)

IFARMS… continued IFARMS Annual Financial Report Report due to School Finance by September 30 th Report can be submitted electronically (cd, diskette or ) or on paper

IFARMS… continued General Fund Revenue / Expenditures GF enhancements often reported as state special projects  Idaho Reading Initiative  Limited English Proficiency  National Board Certified Incentives  Gifted & Talented Will recode as General Fund activity

IFARMS… continued General Fixed Assets Report on page 91 of the Annual Financial Report If your capital outlay thresholds differ between the district records and audit report, use the lower threshold when reporting amounts on page 91 If possible, report amounts separately for elementary, secondary, administrative, and other Data used in the calculation of tuition rates

IFARMS… continued Before submitting your annual report: Reconcile your annual and audit reports prior to submitting  Compare beginning and ending fund balances by fund  Compare revenues and expenditures by fund  Compare balance sheet information by fund  Reasonableness check

IFARMS… continued Audit report is currently due by October 15 th per Idaho Code (6) If either the annual or audit report can’t be submitted by the due date, call for an extension

IFARMS… continued Once we have the annual and audit reports, we: Enter the data into our database Compare the IFARMS annual report balance sheet, revenue, expenditure, and fund balance data to the audit report data by fund If there are differences, we call for an explanation

IFARMS… continued Once financial data has been reconciled for a district, we generate the “yellow page” A copy of the “yellow page” is sent to each district for review The “yellow page” is included in the Financial Summaries report available on our website

Example of a “Yellow Page”

IFARMS… continued Financial data from the districts: Generates the Financial Summaries Included in the School Profiles report Used to complete Federal surveys  Ranks Idaho’s educational spending as compared to other states  Allocates Title 1 dollars to the State of Idaho

IFARMS… continued Financial data from the districts, continued: Basis for determining in-state and out-of- state tuition rates  Used in the calculation of several of the tuition equivalencies Used by SDE’s Special Education and Child Nutrition units Basis for calculating Indirect Cost Rates Lots of public inquiries

IFARMS… continued It is very important you use the correct fund numbers, revenue codes, and function/program codes when recording your financial activity Call if you are unsure how to code a transaction

IFARMS…concluded Questions?

Line 6 of the Foundation Program Calculation Worksheet

Line 6 Funding May Include : District to Agency Contracts Special Education Tuition Equivalency Court-Ordered Tuition Equivalency Juvenile Detention Center Tuition Equivalency Summer Juvenile Detention Center Tuition Equivalency Serious Emotional Disturbance (SED) Allowance

District to Agency Contracts Idaho Code Received when a district contracts with a public or private agency to educate exceptional students Payment: Best 28 Weeks ADA x Prior Year Per Pupil State Support = District to Agency Contract Reimbursement

District to Agency Contracts… continued Prior Year Per Pupil State Support = (Prior Year Base Support + Prior Year Benefit Apportionment) / Best 28 Week ADA Initially paid with the February 15 th payment, final payment made July 15 th Ten districts should have been paid $186,722 on 2/15/08 In FY 2007, $178,824 was paid to 11 districts

District to Agency Contracts… continued So you have qualifying kids, now what? Contact the SDE Special Education Bureau (Lester Wyer, ) Specific forms must be completed (available online) Special Education Bureau reviews the forms and forwards the necessary data to School Finance School Finance receives a list of districts, the educating agency, and the number of students School Finance pulls the attendance data needed from the attendance forms submitted each period

Exceptional Child Tuition Equivalency Idaho Code B(3) Received when a district is educating a student who: 1) is on the 12/1 Special Education child count 2) resides in a licensed facility due to the nature and severity of their disability; and 3) whose parents live in another Idaho district

Exceptional Child Tuition Equivalency … continued Payment: Number of Qualifying Students from the 12/1 child count x (Prior Year Tuition Rate + Prior Year Excess Cost Rate) = Exceptional Child Tuition Equivalency Paid with the February 15 th payment 10 districts should have been paid $778,130 on February 15, 2008; 22 districts received $1,418,512 in FY 2007

Exceptional Child Tuition Equivalency … continued So you have qualifying kids, now what? Work with SDE’s Special Education Bureau (Lester Wyer, ) Special Ed has an application available online that must be completed (students are listed individually) Special Ed reviews the application and verifies that students listed are on the 12/1 child count School Finance receives a summarized list of districts and the number of qualifying students

Excess Cost Rates Determined annually using Special Education expenditure information taken from the annual financial reports and the 12/1 child count Excess Cost Rate = $6,700 (estimate) Excess Cost Rate = $6, Excess Cost Rate = $6, Excess Cost Rate = $5, Excess Cost Rate = $5,393

Court–Ordered Tuition Equivalency Idaho Code B(1) Received when a district educates students placed into a licensed home or facility by an IDAHO court-order Effective with the school year, Idaho Code was amended to include licensed homes, which includes foster homes $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

Court-Ordered Tuition Equivalency… continued To receive payment, a district must submit the court-ordered tuition equivalency form Form will be ed to districts by April 1 st 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 Forms returned prior to the last day of school showing perfect attendance through the end of the school year will be returned

Court-Ordered Tuition Equivalency… continued District must include the number of days present for each student, their grade level, and the name of the home or facility  Talk to your school counselors  Contact your regional Health and Welfare office Paid with the July 15 th payment Funding is in addition to the regular support-unit funding for these students

Court-Ordered Tuition Equivalency… continued When contacting your regional Health and Welfare Office:  DO NOT wait until the end of the school year to contact H&W and expect an immediate reply  Be specific in what you are requesting (names, dates…)  H&W needs time to compile the listing of students  Once you receive the listing, you need to determine: Was the student attending school in your district? If the student was attending in your district, how many days of attendance that student had for the school year while in foster care

Court-Ordered Tuition Equivalency… continued Once School Finance has received the completed form, we Calculate the total days of attendance for elementary students Calculate the total days of attendance for secondary students Multiply the total number of attendance days by the applicable elementary or secondary prior year’s daily tuition rate Daily rate = the monthly tuition rate divided by 20 days

Juvenile Detention Center Tuition Equivalency Idaho Code B(2) Received when a district educates students placed into a juvenile detention facility by an IDAHO court-order To claim the equivalency, a district needs to submit the “long-form” attendance report with their other attendance reports each period Calculation is very similar to the Court-Ordered Tuition Equivalency calculation $568,983 paid for the school year, $59,456 paid for the 2006 summer session

Juvenile Detention Center Tuition Equivalency… continued Payment: -Regular Juvenile Detention Center Tuition Equiv. - Multiply the total number of days by the applicable elementary or secondary prior year’s daily tuition rate - Summer Juvenile Detention Center Tuition Equiv. - Multiply the total number of days by ½ the applicable elementary or secondary prior year’s daily tuition rate Regular Tuition Equivalency paid with the July 15 th payment Summer Tuition Equivalency paid with the February 15 th payment

Serious Emotional Disturbance (SED) Allowance Idaho Code Received when a district is educating a higher than average percentage of SED students To receive a SED payment, a district needs only to submit an accurate 12/1 child count to the Special Education Bureau (Lester Wyer)

Serious Emotional Disturbance (SED) Allowance… continued Special Ed determines the statewide SED % Total SED students statewide (from the 12/1 child count) / Total statewide enrollment = SED % Special Ed then multiplies that % by the district’s enrollment to determine the expected number of SED students for that district 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 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

Serious Emotional Disturbance (SED) Allowance… continued

Other State Funding…Concluded Questions?

Other – Indirect Costs An indirect cost rate is a reasonable means of determining the % of allowable general administrative expense that each Federal grant should cover Just issued indirect cost rates to those schools requesting the rate 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 Indirect Cost Manual available on our website under Manuals

Other – Tuition Rates Will be calculating rates in the next few weeks using financial data Idaho Code requires a district (or charter) to charge out-of-state student tuition to those students whose “home” district is outside of Idaho  Can request a waiver from the State Board of Education for any portion of the tuition rate  Waiver must be submitted before April 1

In Conclusion… Please call or with any questions you may have