WINTER AT A GLANCE N EW B USINESS O FFICE S TAFF Y EAR OF S UCCESS P ROGRAM D ECEMBER 1, 2015 Robert Soldner, Director Debra Towns, Assistant Director School Financial Services Team, DPI

T HE S CHOOL F INANCIAL S ERVICES T EAM 2 Division for Finance and Management Brian Pahnke Assistant Superintendent School Financial Services Robert Soldner, Director Education Administrative Director Bill Evans IS Business Automation Specialist Victoria Chung Accountant Senior Gene Fornecker School Finance Auditor Bruce Anderson School Administration Consultant Scott Huelsman IS Business Automation Specialist Paul Spirek IS Business Automation Specialist Derek Sliter School Finance Auditor Brian Kahl School Finance Auditor Karen Kucharz Robbe School Administration Consultant School Financial Services Debra Towns, Assistant Director Education Administrative Director Carey Bradley School Administration Consultant Dan Bush School Administration Consultant

H OW W E C AN H ELP Y OU Web pages, webcasts, and tutorials SFS Homepage: [good to bookmark!] Make sure you are identified appropriately in the PI District Contacts Report Phone calls, Newsletters and listserv notices Click here to subscribe: Conferences and workshops 3

W HERE WE ARE NOW …  3 rd Friday Pupil Count / PI-1563 Report  PI-1505 Annual Report  October 15 th Aid Certification  Revenue Limit Calculation  Set Levy / PI-401 Report  Send Levy Certification to Municipality  PI-1506 Audit Report  PI Budget Report  NOW WHAT ???  Revenue Limit Calculation  2 nd Friday Pupil Count /PI 1563 Report 4

WINTER A CTIVITIES P REVIOUS F ISCAL Y EAR ( )

A NNUAL R EPORTS  School Financial Service Team School Auditors are currently reviewing districts Annual Reports. If questions arise …  SFS Team staff will contact a district via to inquire about the issue.  Please respond to these messages promptly so that questions can be resolved and the review process can be completed. 6

A NNUAL R EPORTS Why do we audit the Annual Reports?  Ensure accurate data to be used for: Final Equalization/General Aid Eligibility (spring of 2016) –adjustments to your district’s General Aid as a result of using the audited annual data will be a “prior year adjustment” to General Aid (applied in Sept aid payment) Calculation of the High Cost Transportation Aid Calculation of Comparative Cost and Revenue (data for internal/external customers) 7

A UDITED F INANCIAL S TATEMENTS  The Audited Financial Statements are due TODAY!! Statute [§115.30] / Admin. Rule [PI 14.03] So SFS Team can do final sign-off on Annual Reports (aid eligibility, integrity of data) For use by the SFS auditors in their reviews of school audit firms To meet external audit requirements (Legislative Audit Bureau’s audit of SFS Team’s processes, including calculation of General Aid) 8

A UDITED F INANCIAL S TATEMENTS So what if we are late submitting?????? Noncompliance with this filing requirement results in written notification to the school board clerk and district administrator. Audited financial statements not received by January 1 of the subsequent year will put the district at risk of receiving delayed State Aid payments until the report is received. 9

WINTER A CTIVITIES C URRENT F ISCAL Y EAR ( )

B ANK RECONCILIATIONS Someone in your office needs to reconcile the bank statement to the district ledger EVERY MONTH. You cannot balance your reports if you don’t know where your CASH is. Segregation of duties would suggest that the person making deposits should not reconcile the account. If necessary, the district may/should hire an accounting service to reconcile. 11

PI 1504: B UDGET R EPORT  Report used to collect the district’s proposed revenue and expenses for all funds for the current fiscal year.  Data is used to calculate the district’s following year July 1 st General State Aid estimate for (§121.15(4)(b)).  The budget report should be amended as changes are made throughout the year to ensure the factors used for the July 1 st estimate are as accurate as possible.  Report due November 30,

PI 1504-SE: S PECIAL E DUCATION B UDGET R EPORT  Report used to collect the district’s proposed special education (Fund 27) expenditures and revenues.  Data is used by the Federal Grants Team in determination of Maintenance of Effort (MOE) for the IDEA Grant.  If your district revises its budget due to MOE requirements, be sure to update the Special Education Budget Report.  Report due December 1,

PI-1563: J ANUARY P UPIL C OUNT R EPORT Pupil Count is the 2 nd Friday in January  Pupil Count Report (PI-1563) opens on the 2 nd Friday – January 8,  If a district submits the report after the due date, the district will be required to have a membership audit. Try to submit the report on-time, even if you know changes will be required  The enrollment data is converted to a full-time equivalency (FTE) and used in the calculation of a district’s Equalization/General Aid  Due on January 22,

M EMBERSHIP A UDITS ( ANNOUNCED LATE J ANUARY / EARLY F EBRUARY )  At least 25% of school districts are required to have a membership audit each year (each district must be audited once in every 4 year cycle).  An audit finding in the previous year (or late report in the current year), will trigger a membership audit in the current year.  The remaining districts are selected randomly.  If a district is claiming summer school membership, the audit process will include an examination of the membership claimed in the summer school report. 15

M EMBERSHIP C HANGES  The September & January Pupil Count Reports stay open for changes until membership audits are announced.  For districts selected for a membership audit, DPI will open the pupil count report to make changes approved by the auditor.  Districts not having a membership audit will need to contact Debi Towns in order to have their pupil count report opened. In addition to amending the number, you will be required to give a reason for the change. 16

O PEN E NROLLMENT  Open Enrollment Application Period February 1 - April 29, 2016  OE can have a substantial impact on your budgeting for the upcoming year.  The per FTE OE amount is equal to $6,639 in  For additional information 17

O NGOING A CTIVITIES – WINTER INTO SPRING  Remember to go in and make any changes to the district’s debt schedule that have occurred during the fiscal year. Debt Service information at:  Continue developing your budget for the upcoming school year ( ) as more information becomes available.  IMPORTANT -- continue to update the budget report in the SFS reporting portal with any changes the Board approves. 18

WINTER A CTIVITIES N EXT F ISCAL Y EAR ( )

L OOK A HEAD TO B UDGET  At this time, the Board of Education should be developing budget goals and priorities to guide the upcoming budget cycle  Start work on Revenue Limit projection for fiscal year You will have to estimate Fall 2016 enrollments Use property values until new ones are released from DOR Estimate Revenue Limit exemptions and debt payments based on prior year and knowledge of changes 20

L OOK A HEAD TO B UDGET  Per Pupil Aid will be $250 in (will be received in March 2017)  Low revenue floor will remain at $9,100  Open Enrollment for students with disabilities will be set at $12,000 A district cannot deny for undue financial hardship May deny for lack of space or program, but must have this defined in BOE policy by end of January The DPI will make this OE aid transfer for both new and continuing OE students with disabilities 21

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L OOK A HEAD TO B UDGET  Estimate revenues outside the Revenue Limit Categorical Aids, federal grants, etc. Identify potential for new revenue sources (e.g., grants)  Review staffing needs for the upcoming year  Develop preliminary expenditures  Identify budgets for Special Education (Fund 27) and Debt Service (Funds 38 & 39)  Review any WUFAR coding changes in preparation for budget development 23

L OOK A HEAD TO B UDGET Summer School budget Determine budget for summer school programs Review the fee guidance on the SFS website Fees must be specific to the individual student and be no more than the actual cost for the particular course. 24

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Q UESTIONS ? G IVE US A CALL ……… Bruce Anderson, Consultant Carey Bradley, Consultant Dan Bush, Consultant Karen Kucharz Robbe, Consultant Brian Kahl, Auditor Gene Fornecker, Auditor Derek Sliter, Auditor Victoria Chung, Accountant Debra Towns, Assistant Director Bob Soldner, Director