IDAHO DEPARTMENT OF EDUCATION Public School Finance Contacts: Tim Hill, Deputy Superintendent Wendy Lee (Attendance) Julie Oberle (IFARMS) Matt Storm (Budgets) Kathryn Vincen (ISEE) LaRae Ashby, Information Coordinator Carol Piranfar, Information Coordinator FAX Web Site: Idaho State Department of Education, School Finance Idaho State Department of Education

Tentative Post Legislative Tour Dates: Wednesday, April 2 – Idaho Falls Thursday, April 3 – Fort Hall Friday, April 4 – Burley Tuesday, April 8 – Boise (Live-streamed) Wednesday, April 9 – Coeur d’Alene Thursday, April 10 – Lewiston

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

Line 6 of the Foundation Program Calculation Worksheet

Line 6 Funding May Include : District to Agency Contracts Special Education / Exceptional Child 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 Payment In FY 2013, $85, was paid to three districts

District to Agency Contracts… continued So you have qualifying kids, now what? Contact the SDE Special Education staff (Lester Wyer, ) Specific forms must be completed (available online) Special Education staff 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 your ISEE data submissions

Special Ed / Exceptional Child Tuition Equivalency Idaho Code B(3) Received when a district is educating a student who: 1) is on the fall Special Education child count 2) resides in a licensed facility due to the nature and severity of the disability; and 3) whose parents live in another Idaho district Paid with the February 15 th payment 13 districts were paid $926,655 in FY 2013; 12 districts were paid $1,278,540 in FY 2012

Special Ed / Exceptional Child Tuition Equivalency… continued So you have qualifying kids, now what? Work with SDE’s Special Education staff (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 fall child count School Finance receives a summarized list of districts and the number of qualifying students

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 $1,240,838 paid to 60 districts in FY 2013; $1,102,574 paid to 50 districts in FY 2012; and $1,397,479 paid to 50 districts in FY 2011

Court-Ordered Tuition Equivalency… continued To receive payment, a district must submit the court-ordered tuition equivalency form The form will be ed to districts and charters in the spring The 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 The form 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  Summary reports from Health & Welfare showing foster children in Idaho will be posted to SDE’s secure website several times a year (January, April, June) Contact your regional Health and Welfare office with questions on the report 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 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 = 42% of the gross monthly tuition rate divided by 20 days (16 days for 4-day week schools)

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 Attendance information is pulled from your ISEE submissions (no data, no payment) Calculation is very similar to the Court-Ordered Tuition Equivalency calculation $397,008 paid for the school year, $51,958 paid for the 2012 summer session

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 or charter needs only to submit an accurate fall child count to the Special Education staff (Lester Wyer) 49 districts received $2,167,258 in FY 2013

Serious Emotional Disturbance (SED) Allowance… continued Special Ed determines the statewide SED % Total SED students statewide (from the fall 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

Serious Emotional Disturbance (SED) Allowance… continued

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 under FORMS

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

IFARMS… continued General Fixed Assets Report on page 100 of the Annual Financial Report at their historical cost If your capital outlay thresholds differ between the school records and audit report, use the lower threshold when reporting amounts on page 100 If possible, report amounts separately for elementary, secondary, administrative, and other Data used in the calculation of tuition rates

IFARMS… continued IFARMS Annual Financial Report Report due to School Finance by October 31 st Report can be submitted electronically (cd or attachment) or on paper  Talk to your accounting system vendor for information on submitting electronically Early submission is appreciated!

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 due by no later than November 10 th per Idaho Code (6)  PDF version is acceptable and encouraged November 15 th payment may be delayed if audit report is not received by due date Early submission is appreciated!

IFARMS… continued Once we have both your 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  May recode some funds For example, we would reclassify State LEP Fund 242 to the General Fund 100 If there are differences, we will contact you for an explanation

IFARMS… continued Once a district’s financial data has been reconciled, we generate a one page document summarizing revenues and expenditures by major fund category A copy of the summary page is sent to each district / charter for review The summary page is included in the Financial Summaries report available on our website

Example of a “Summary Page”

IFARMS… continued Financial data from the districts: Generates the Financial Summaries Report Used to complete Federal Surveys  Ranks Idaho’s educational spending as compared to other states  Allocates Title I 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 staff Basis for calculating Indirect Cost Rates Basis for determining Maintenance of Effort A lot 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

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 Currently issuing indirect cost rates to those schools requesting the rate (see sent 2/14/2014) 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 A manual is available on our website under Forms at

Other – Tuition Rates We will be calculating tuition rates this spring using your financial data Idaho Code requires out-of-state student tuition be charged 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 (that’s 12 days from today)

Example -Tuition Rate Summary

Annual Tuition Rate Monthly Per Capita Cost  Overall cost of educating a student Monthly Per Capita State Support  Amount of state funding received for a student Net Monthly Tuition  Difference between Monthly Per Capita Cost and the Monthly Per Capita State Support Calculated per Idaho Code

What tuition rate to use when Is the student from “without” the state of Idaho? Is the student home-schooled or attending a non-public school? Is the student enrolled at another Idaho public school?

Is the student from “without” the state of Idaho? IC requires that the gross Monthly Per Capita rate be charged to all students attending an Idaho public school…unless a waiver has been granted from the SBOE  Waiver requests must be submitted before April 1 of the year prior to the waiver’s effective date

Is the student home-schooled or attending a non-public school? If the student is not enrolled in another Idaho public school and is under instruction at your school:  More than 4 hours a day, report 1.0 ADA  More than 2 ½ hours a day but less than 4 hours - report a.5 day ADA  Less than 2 ½ hours a day – accumulate the aggregate attendance for the week Please be cautious if a student says he is being home- schooled. Students should be specifically asked if they are enrolled in or attending an online charter school.

Is the student home-schooled or attending a non-public school? If the student is a resident of your district, no tuition should be charged If the student is not a resident of your district, use the Net Monthly Tuition rate to capture the “local” portion of educating that student Please be cautious if a student says he is being home- schooled. Students should be specifically asked if they are enrolled in or attending an online charter school.

Is the student enrolled at another Idaho public school? Please work with the other Idaho public school if student is under instruction 2½ hours or more at each school  Idaho will only pay one time to educate that student If the student will be under instruction less than 2½ hours/day at your school NO ATTENDANCE SHOULD BE REPORTED  Attendance may not be aggregated for the week and reported (like it is for home-schooled students)

Is the student enrolled at another Idaho public school? If the student is a resident of your district and you are reporting attendance, no tuition should be charged If the student is a resident of your district and you are not reporting attendance, the Monthly per Capita State Support rate may be used to determine the amount to be charged to that student If the Idaho student is not a resident of your district and you are not reporting attendance, the Monthly per Capita rate may be used to determine the amount to be charged to that student

What rate to use when Monthly Per Capita Rate  Must use if student is from outside Idaho (unless you have received a waiver from the SBOE)  Use if an Idaho student from another district is attending your schools and no attendance is being reported Monthly Per Capita State Support Rate Use if student is from within your district but is enrolled at another Idaho public school and no attendance is being reported by your district Net Monthly Tuition Rate  May use if student is from another Idaho district and you are reporting attendance

House Bill 324 (2013 Legislature) – Military Students / Out of State Tuition The purpose of the Interstate Compact on Educational Opportunity for Military Children is to remove barriers to educational success imposed on children of military families because of frequent moves and deployment of their parents. Article VI-Eligibility An LEA is prohibited from charging local tuition to a transitioning military child placed in the care of a noncustodial parent or other person who lives in a jurisdiction other than that of the custodial parent. A transitioning military child, placed in the care of a noncustodial parent or other person, may continue to attend the school in which he or she was enrolled while residing with the custodial parent

Safe School Environment New report - will be collected this fall for posting to the SDE website by no later than 12/31/14 Section 30 of SB 1200 (2013 Legislature / FY 2014 appropriation) requires SDE to compile school expenditures pursuant to the safe school environment and student learning provisions of IC (2)(l)

Safe School Environment Qualifying expenditures could be coded to multiple function codes Any safe school related expenditures not coded to 667-Security should be tracked within your accounting system to facilitate reporting to the SDE

Idaho Code (2)(l) – Annual Allocation for Safe Environment Provides for the allocation of $300 per support unit from the distribution factor “for the support of provisions that provide a safe environment conducive to student learning and maintain classroom discipline.”

What are Qualifying Expenditures? Expenditures “for the support of provisions that provide a safe environment conducive to student learning and maintain classroom discipline” Qualifying expenditures could be coded to many different function codes, including  Function Code 5XX – Instructional (elementary, secondary…)  Function Code 664 – Maintenance – Student Occupied Buildings  Function Code 667 – Security / Safety Program  Function Code 810 – Capital Assets – Student Occupied Buildings

Function Code 667 – Security / Safety 667 – Security / Safety. Activities concerned with maintaining an environment for students and staff, whether they are in transit to or from school, on a campus or an administrative facility, or participating in school-sponsored events. These include costs associated with security plan development and implementation, installation of security monitoring devices (e.g., cameras, metal detectors), security personnel (e.g., campus police, security guards), purchase of security vehicles and communication equipment, installation and monitoring of school fire alarm systems, providing school crossing guards, and related costs incurred in an effort to ensure the basic safety and security of students and staff.

Safe School Environment Report Due this fall Required per Section 30 of Senate Bill 1200 Must include:  The total dollars expended to maintain a safe school environment  Projects on which moneys were expended  Signature of Superintendent or Board Chair The timing of the report and the variety of function codes that could include qualifying expenditures preclude the report being prepopulated with your expenditure data Information must be posted to the SDE website by no later than December 31

Things to do… Be aware that $300 per support unit is for the support of a safe school environment [Idaho Code (2)(l)] Track the actual expenditures/activities related to the support of a safe school environment during the year Submit the Safe School Environment by no later than due date The Director of Student Engagement (Matt McCarter) will be collecting this information

School Facility Maintenance and Repairs Idaho Code

Idaho Code Allocation for School Building Maintenance (HB 743) Must allocate or spend at least 2% of the replacement value of (owned) student- occupied buildings for qualifying maintenance and repairs Replacement value = total square footage of student-occupied school buildings x $81.45 replacement value (for FY 2013)

Idaho Code Allocation for School Building Maintenance (HB 743) Square footage information collected each summer for the upcoming school year  Exclude the square footage of student-occupied buildings less than one year old on the first day of school  Square footage data needed to make the state match calculation If the full 2% allocation is not spent, the unspent dollars must be reserved for future years “Excess” expenditures may be carried forward in certain circumstances

“Excess” Expenditures Expenditures exceeding 4% of the replacement value of school buildings (4% “floor”) may be carried forward for up to 15 years and may be used to reduce future year allocations Expenditures greater than the required allocation but less than the 4% floor may be used to reduce prior year unexpended allocations that have been carried forward

Coding of Expenditures Qualifying expenditures should be coded to Function Codes 664 & 810  Function Code 664 – Maintenance – Student Occupied Buildings  Function Code 810 – Capital Assets – Student Occupied Buildings (Qualifying Expenditures) Non-qualifying repairs and maintenance expenditures and non-qualifying capital asset activities should be coded using Function Codes 663 & 811  Function Code Maintenance – Non-Student Occupied  Function Code 811 – Capital Assets – Non-Student Occupied (& Stud. Occ. Non-Qualifying Expenditures)

Maintenance and/or Repairs for Serious or Imminent Safety Hazards on the Property Maintenance and/or repairs outside the building must be formally declared serious or imminent safety hazards (Idaho Code ) by the Division of Building Safety to be qualifying expenditures Think you have a serious or imminent safety hazard? Call the Division of Building Safety at

Changes for FY 2014 Only – SB 1200 Senate Bill 1200 (2013 Legislature)  Temporarily (FY 2013 only) “relieved” the state from the requirement to provide 67% of its portion of school maintenance matching funds (lottery dollars and state matching funds)  Schools are not required to make-up the state matching funds The required allocation for FY 2014 is less than the 2% amount it has been in the past The percentage will vary for every district and charter based on the amount of state matching funds they would have received had such funds been distributed

Changes for FY 2014 Only – HB 319 House Bill 319 (2013 Legislature)  Allows, for FY 2014 only, an amount of local maintenance moneys normally required to be allocated for the maintenance and repair of student occupied buildings to be spent on other one-time, non-personnel costs…in certain circumstances

HB 319, continued Worksheet is available with the budget forms to help you estimate the amount that can be spent on one-time, non-personnel costs not related to repairs of student-occupied buildings in FY 2014 Reasonable to expect a similar situation for FY 2015

School Building Maintenance Report Officially Due 3 rd Friday in December  Financial data is pulled from your annual report, which may delay the SDE sending you your report; due dates will vary Must include:  Square footage of student-occupied school building floor space (SDE will complete)  The funds and fund sources allocated for school building maintenance and any unexpended allocations carried forward from prior fiscal years (SDE will “pull” from your annual financial report)  Projects on which moneys were expended, including the amounts and categories  The planned uses of the next year’s school building maintenance allocation

In Summary… You must allocate (not deposit) an amount equal to 2% of the replacement value of school buildings for qualifying school maintenance and repairs If qualifying school maintenance and repair expenditures don’t equal the required allocation, the difference must remain allocated for the purposes of IC (3) Consider using Fund 240 or Fund 430 to carry- forward unspent maintenance dollars

CALENDARS Required by Idaho Code Calendar forms & a Manual will be/are available on the SDE website at:  Pending legislation is preventing us for posting the calendar forms  Schools will be notified via when calendar forms are available online Include a copy of the patron school calendar with your forms Due to School Finance by May 31 st for the school year  Notify School Finance of changes as they occur Call with any questions

Minimum Instructional Hours as Required by Idaho Code Grades instructional hours Grades instructional hours Grades instructional hours Kindergarten instructional hours

Instructional Hours May Be Reduced For Staff Development Up to 22 hours for actual qualified staff development activities (11 hours for kindergarten)  Staff development is time set aside for the training of teachers to allow for the development of teaching skills  Teacher prep days, work days, parent teacher conferences, and mentor time are examples of activities not considered to be staff development activities  Staff development hours are not limited to the length of the “normal” school day and may occur prior to the first day and after the last day of school for students  You can have as many staff development hours as you want, but only 22 hours count as instructional time (11 hrs for Kind.)

Instructional Hours May be Reduced for Emergency Closures Up to a total of 11 hours for emergency school closures due to adverse weather conditions and facility failures For instructional hour purposes only, a closure due to widespread sickness is not a qualified emergency closure Submit the Certificate of Closure as your closures occur with a copy of your board minutes approving the emergency closure

Instructional Hours may be reduced for Grade 12 Students Up to 11 hours for grade 12 students ONLY  Many schools end the school year earlier for grade 12 students  If your school elects to reduce the amount of instructional time for grade 12 students, a separate calendar must be completed for grade 12  A calendar for grades 9-12 as well as a calendar specifically for grade 12 students is available on our website

When Planning a Shortened Session… For Calendar purposes, ANY day shorter than your regular day of instruction is considered a shortened session and should be marked on your calendar with a circle All shortened days should be listed in the grid at the bottom of the calendar

When Planning a Shortened Session… continued For Attendance reporting purposes, a full day of attendance (1.0 ADA) is reported for students under instruction at least 4.0 hours (excluding recess, passing time, breaks, lunch, etc) For Attendance reporting purposes, a half-day of attendance (.5 ADA) is reported for students under instruction at least 2.5 hours but less than 4.0 hours For Attendance reporting purposes, kindergarten cannot have half-sessions of attendance – the students are either under instruction a minimum of 2.5 hours or they are not counted in ADA

When Planning a Shortened Session… continued To maximize ADA, a district might want to keep instructional time for shortened sessions to at least 4.0 hours for grades 1 – 12 students and 2.5 hours for kindergarteners Bussing schedules and other issues may preclude this from occurring Any day with less than 2.5 hours of instruction will still be counted towards the minimum instructional hours required, but no attendance would be reported for that day

Questions…