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SCDE Office of Finance Update SCDE Office of Finance Update

SCDE Office of Finance Update - PowerPoint Presentation

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SCDE Office of Finance Update - PPT Presentation

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

code services pcs budget services code budget pcs gov scde specific reading finance data process coaches lea school submission grant 2014 updates

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Slide1

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 Slide7
Slide8
Slide9
Slide10

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?????