SCASBO November 6 2014 Burning the Candle at Both Ends EFAEmployer contributions maintain at least the current base student cost at 2120 22808691 Instructional Materials 73952095 ID: 137104
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SCDE Office of Finance UpdateSCASBO – November 6, 2014
Burning the Candle
at Both EndsSlide2
EFA/Employer contributions – maintain at least the current base student cost at $2120 - $22,808,691Instructional Materials - $73,952,095Transportation Operations - $11,950,000Assessments - $7,300,000CATE Equipment - $2,000,000
Servers for Districts - $1,200,000
Reading - $1,228,448Teacher Evaluation $3,000,000
2015-16 SCDE Budget RequestSlide3
Virtual Education $2,876,200EIA TSS Fringe - $12,161,939OtherBus Purchases - $34,000,000IDEA Contingency - $36,202,909
Budget Request
Con’tSlide4
QZABOther Important InformationSlide5
LEA AUDIT REPORTING SYSTEM (LARS)MELISSA A. MYERS, AUDITS MANAGER
SOUTH CAROLINA DEPARTMENT OF EDUCATION
OFFICE OF AUDITING SERVICES Slide6
LEA’s will be required to upload the required SCDE supplemental schedules into a web-based system
SCDE
Member Center will be used for the
upload
Deadline – December 1, 2014
Possible notification of late audit submission by State Superintendent to LEA Board of Trustees and legislative delegation
Training video on the new system will be posted to the SCDE Office of Auditing Services website at
www.ed.sc.gov/as
Template provided by the SCDE Office of Auditing Services
must
be usedLEA’s account established by district’s WAACPA’s must create community account in member center
SUBMISSION PROCESS Slide7Slide8Slide9Slide10
Fiscal Year will be pre-populatedMust select type of
auditee
Regular
- (LEA with no charter school data included)
Charter
- (Charter school data only)
Both
– (LEA with charter school blended)
If object code 140 for unused leave payments or revenue code 1140 or 1240 is not used, select box and explain why
SUBMISSION
PROCESSSlide11
Once data has been uploaded, an e-mail will be sent to user to acknowledge upload has been receivedAll accounts must be used even if no revenue or expenditures
Error messages will be sent to LEA for invalid account
types
Errors must be cleared before template can be submitted
Warning messages will be sent to LEA for accounts with $0 to verify amount should be $0
SUBMISSION PROCESS Slide12
Full audit report (including corrective action plan) and data collection form must also be uploaded as .pdf Data from the supportive information sheet must be keyed
SUBMISSION PROCESSSlide13
Only report funds actually due back to the SCDEFunds sent in error can NOT be returned to the LEA
ADDITIONAL INFORMATION NEEDED FOR FOOD SERVICE AMOUNTS DUE BACK:
Include site name, month, meal type (free, reduced, paid), in addition to the amount of overclaim
DUE TO SCHEDULESSlide14
Melissa Myers, Audits Manager
mmyers@ed.sc.gov
(803) 734-8453
Debra Wolfe, Administrative Assistant
dwolfe@ed.sc.gov
(803) 734-8180
Nancy Williams, Director
nwilliams@ed.sc.gov
(803) 734-8108
CONTACT INFORMATIONSlide15
PCS
PCSSlide16
Corrections to PCS staff data can only occur in the current school year. Once PCS closes, no changes can be made to prior year data.
Experience discrepancies-contact the SDE Office of Educator Services person assigned to your district for assistance. Corrections can
ONLY
be made in the Certification Portal System (CPS). Once the correction is entered into CPS, when PCS updates, the staff record should reflect the change.
Position Code 12-Effective August, 2014 interventionist positions will be placed in position code 12. Interventionists can teach students and teachers.Slide17
Teacher Supply Reimbursement – Not sure who gets the money?
Teacher Supply Listing report lists PCS position codes eligible to receive teacher supply money.
Report any technical issues you are having by submitting an IT request directly to:
https://eservices.ed.sc.gov/
Notify Ann Castro at
acastro@ed.sc.gov
of any change to your district’s PCS User Staff list. (Those that have access to use PCS)Slide18
Position Code 87 READING COACHES
Effective August, 2014 the only people that go in this code are the ones being paid for with the new reading funds. Reading coaches will be funded after all intent forms have been returned by the district.
The employee can be split coded.
Do not
use 87 and 08 simultaneously.
Reading coaches can coach teachers and/or assist students.
Inconsistencies currently detected in some districts —
Reading Coaches are not listed in PCS.
Reading Coaches are not listed at the correct school location.
Reading Coaches are coded as 08, and 97.Slide19
QUESTIONS?
COMMENTS?
CONCERNS?Slide20
Digital Instructional MaterialsDeadlinesNBC RenewalsReading Coach FundingTechnology Survey
Technology Funding
Professional Development FundingLottery Funding
Funding Manual
Financial Services UpdateSlide21
3332 – IB; GT; APA different function code will be used to record expendituresIB – 144GT Academic – 141GT Artistic – 148
AP - 143
3334 – ESOL – function code 1623351 – Academic assistance – no specific function code3352 – Poverty – no specific function code
New Revenue Codes for EFASlide22
All grants dated July 1, 2014 and later will be in the new system – both state and federalFiling on old grants still use claims@ed.sc.govPlease share all GAPS info with those that are part of the process – program folks; other finance folks; technology folks
Deadlines are still the same
File quarterlyAugust 15
Will be able to upload documents for grants where documentation is required – i.e. Math & Science
Expenditures can’t be sent until budget is approved.
GAPS UpdateSlide23
Training all grant department staff later this month although most already know about the systemTraining Modules availableGrant Coordinators – http://www.kaltura.com/tiny/nq6dy
Grant Finance –
http://www.kaltura.com/tiny/uyviqIf you don’t see specific buttons, then you aren’t assigned that specific role.
GAPS
con’tSlide24
Grant Coordinator – Grant specific – will have access to create budget/budget amendmentsGrant Finance – Grant specific – will have access to create budget/budget amendmentsSCDE Program – approve budget/budget amendmentsE-mails will be sent throughout the workflow process to inform the next person there is something to approve
Role Assignments - #1Slide25
Grant Finance – Grant specific – access to file claimsGrants Accounting Finance approver – can be the SAME person across all grants – claim approver – triggers workflow to SCDE financeSCDE Finance – approves expenditure for paymentSeveral districts have filed claims
Still working on interface to SCEIS – if it becomes a couple of weeks and you haven’t seen a payment – LET US KNOW
Role Assignments - #2Slide26
Timely information to SCDE and districtsEveryone can see everything at the same time.Edits built in for expenditure claims against budgets
BenefitsSlide27
Indirect Costs – www.fns.usda.gov/indirect-cost-guidanceUnpaid Meal BalancesCEP
Other Updates – Nutrition ServicesSlide28
MEDICAID SERVICES
SNT
(Special Need Transportation)
Reimbursement delayed due to changes in the application.
Application revisions have been made.
Payments for FY14 are expected to be made in November.
For assistance with the SNT application, please contact
Quinton Harris @
qharris@ed.sc.gov
or call 734-3913.
Page
28
Other Updates –
Medicaid ServicesSlide29
MEDICAID SERVICES
SDAC
(School District Administrative Claiming)
Close
out for the JAS 14 is
November
12
th
.
Application
enhancements have been made.
79
districts will be submitting claims
totaling
over $2.7 million
based on
last year’s submission.
For
assistance with the
financial
section of SDAC, please contact
Loretta
Dykes, at
ldykes@ed.sc.gov
, or
call 734-6030.
Page
29
Other Updates – Medicaid ServicesSlide30
Alternative Fuel Memo Bus Purchases – 281 Regular buses last year’s funding; additional - distributed on age of bus and mileage186 with FY 15 funding – should be delivered in February
60 special needs buses – replacing side-facing wheel chair seats and less safe hydraulic break systems.
Add’l lottery funding will be used to purchase 54 additional buses.
Other Updates - TransportationSlide31
That’s all folks!!!!Questions?????