user guide sped finance statewide field test · june forms, part i & ii, are available on the...
TRANSCRIPT
FY2016-17
Updated February 26, 2016
USER GUIDE SPED Finance Statewide Field Test
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June 1 Application
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The June 1 deadline is for the Title VIB application (both School-Age and Preschool) and State Preschool.
The new June 1 Application includes any educational facility receiving Title VI, Part B funds, section 611 and/or section 619 and State Preschool.
This includes: School Districts Charter Districts State Institutions Educational Cooperatives
June 1 deadline is for Title VIB, Federal and State Preschool
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The June 1, 2016 Application is for the FY2016-17 Title VIB (section 611 School Age and section 619 Federal Preschool) and State Preschool.
The Application is based on the FY2015-16 Preliminary amount, since FY2016-17 allocations have not yet been announced.
June forms, Part I & II, are available on the Indistar/ACSIP website. When forms are completed by the district/co-op, the district/co-op will scan,
then upload the application forms into the SPED folder(s) posted on Indistar/ACSIP before the June 1 deadline.
After the upload is complete, districts hit the SPED Submit button under the Submit Forms Tab.
SPED Finance reads for accuracy and communicates to districts by email concerning corrections.
Districts address corrections within a 48 hr. period, so as not to disrupt flow of funds. Corrections are emailed to SPED Finance.
Application approval must be completed before funds are disbursed.
SPED Finance Timeline
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DEADLINE DATE REQUIRED FORMS DOCUMENTATION
JUNE 1, 2016 APPLICATION PARTS I & II
UPLOADED AND SUBMITTED IN INDISTAR/ACSIP
• VIB Budget Narrative • Federal & State Preschool
Budget Narratives (if applicable)
• VIB Request for bus/construction forms
• Application signature sheets • PSPS form (if applicable) • CEIS form (if applicable) • MOE Intent
• Review/Approval form from SPED Finance
OCT 1, 2016 FIRST AMENDMENT
• Request and Report forms • AFR MOE data in MYSPED
• COGNOS budget report
SPRING 2017 AMENDMENT • Request forms • Amend APSCN for final
allocation amounts
• COGNOS budget report
END OF YEAR 2016-17 • Request/Report forms • Amend APSCN for closing of
year
• COGNOS budget/AFR reports
Spring School Board Meetings
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The June 1 deadline will require a spring School Board meeting for approval of the application and signature on forms.
Locating and Downloading forms
April/May Preparation
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April/May Preparation Locate the SPED June Application forms Part I & Part II in
Indistar/ACSIP: Part I & Part II Forms should be downloaded and
saved to a computer for completion.
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http://indistar.org/
Log-In with assigned DISTRICT password
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Please use the DISTRICT password only. DO NOT use a school building password.
Federal Programs and School Improvement have been using Indistar/ACSIP. Each district has a Process Manager with the district password.
My Dashboard Locate the COMPLETE FORMS TAB on the My Dashboard page. Scroll down to locate
the SPED June 1 Application forms. Click on the forms (both Part I & II) and Save to File on a district computer.
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Completing Part I-Word Document Forms
April/May Preparation
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June 1 Application Forms Available in Indistar/ACSIP
The June 1, 2016 Application is posted in two parts on Indistar/ACSIP under the COMPLETE FORMS tab. Both Part I and Part II must be completed, scanned, uploaded and submitted before the June 1 deadline. Preschool accounts also have a Part I and Part II.
Part I documents are Word Documents and do not calculate. Part II documents are in Excel format with multiple tabs. Both parts should be completed, saved on a district computer, then scanned together into one document and uploaded into Indistar/ACSIP.
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April/May Preparation Since FY2016-17 allocations will not be available for the June 1 application, FY2015-16 Preliminary Allocation amounts will be used for all June 1 application forms, both Part I and Part II, both school-age and preschool. Locate the FY2015-16 Preliminary Regular Allocation amount for VIB School Age, Federal and State preschool (see next slide) announced by Commissioner’s Memo.
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2015-16 Preliminary Amounts For the FY2015-16 Preliminary Regular Allocation amount only please refer to the following:
FIN-16-011: School Age Preliminary 2015-16 Allocations
FIN-16-009: Federal Preschool Preliminary 2015-16 Allocations
FIN-16-010: State Preschool Preliminary 2015-16 Allocations
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2015-16 Allocation amount only For the June 1 application VIB total, use the FY2015-16
Preliminary Regular Allocation amount only. Do not use Carryover or Additional Reserve amounts. Only
the Preliminary Regular Allocation amount. This means that the amount on the June application will be
smaller/less than the October 1 budget. Districts should adjust budget accordingly.
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June 1, Application Part 1 Word Documents
Part I Application Documents include: Statement of Intent, Assurances, Lobbying Certification Private School Proportionate Share form CEIS form Maintenance of Effort Eligibility Requirement District Contact information
All documents above should be completed, scanned
and uploaded into Indistar/ACSIP .
See slide 40 for naming the scanned file before uploading.
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Required forms: Statement of Intent and Assurances
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Required form: Certification Regarding Lobbying
Certification Regarding Lobbying is required for Federal Funds.
It is recommended that the Superintendent signature is used.
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Additional Preschool form for Educational Cooperatives
Cooperatives need each participating district Superintendent’s signature on the required form for Preschool services.
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Application no longer mailed
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Since the June Application pages are uploaded electronically, there is no longer a need to mail original forms to SPED Finance.
PSPS (School Age Only)
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PSPS Step 3 For Step 3 on the PSPS form use the FY2015-16 Preliminary Regular Allocation amount only please refer to the following Commissioner’s Memo:
FIN-16-011: School Age Preliminary 2015-16 Allocations
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CEIS Form (School Age Only)
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CEIS Instructions The CEIS form is 2 pages. If a district is not participating,
check NO on question #2. If participating in Required or Voluntary CEIS, the district
must complete the entire CEIS application. If changes to the CEIS program are made after the June
application, an updated application should be emailed to SPED Finance with changes written into the application.
Budget changes are simply amended in APSCN.
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CEIS Amount Refer to the following
link for the FY2015-16 CEIS amount to use on the June 1 Application.
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https://arksped.k12.ar.us/FundingAndFinance/SchoolAge.html
MOE Promise/Intent School Age Only
Districts complete page 11 as a promise to meet Maintenance of Effort and an intent to spend at least the amount spent in the last completed year ( FY2014/15 AFR).
Choose one MOE test to complete, showing how the district intends to meet Maintenance of Effort for FY2016-17.
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MOE Instructions If choosing Local Plus State as
the test to complete for MOE, use the FY2014-15 State/Local AFR expenditure amount available in COGNOS and enter into line # 2.
Districts received the FY2014/15 AFR reports with the Review and Approval. The FY2014/15 AFR Checklist in MYSPED should also have the correct amount for the FY14/15 AFR.
The projected amount for FY2016-17 must be equal to or more than the amount in line 2.
Districts may enter the same amount as the FY2014-15 State/Local AFR or enter an amount that is more.
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Contact Information sheet Please consider summer
contact information. This will be critical for SPED Finance to contact district staff for corrections.
Remember the turn-around target for corrections is 48 hours or 2 working days.
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Completing Part II Excel Forms
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April/May Preparation
June 1 Application Part II Excel Documents
Part II contains the EXCEL documents of the application and are available in Indistar/ACSIP under the COMPLETE FORMS tab. Part II has 7 Tabs. Tab 1: Instructions/Guidance Tab 2: School Age VIB Budget Narrative Tab 3: Preschool VIB Budget Narrative Tab 4: State Preschool Budget Narrative Tab 5: Request to Purchase a Bus Tab 6: Request for Construction/Renovation Tab 7: Request to Purchase Equipment
Part II Excel documents must be saved to a computer and uploaded in the appropriate
SPED Finance Folder (School-Age or Preschool).
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Tab 1: Guidance
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Tab 2: School Age VIB Budget Narrative
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Tab 3: Federal Preschool Budget Narrative
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Tab 4: State Preschool Budget Narrative
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Tab 5: Request for Bus Purchase Before purchasing a bus,
districts must submit a signed Request form along with bus specifications.
SPED Finance will forward the Request with bus specifications to the Transportation Unit for approval.
The bus estimate must be in the budget before approval can be given.
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Tab 6: Request for Construction/Renovation
Construction/Renovation also needs a preapproved Request form.
If the project is $20,000 or more, specifications will need to be provided and SPED Finance will forward the Request with specifications to the Facilities Unit for approval.
All construction/renovation must be in the budget before approval can be given.
Function codes 4710 and 4720 should be used with object code range 64000.
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Tab 7: Request for Equipment Equipment must be
preapproved before purchasing.
The equipment amount must be included in the budget before approval can be given.
The Request forms are available on Indistar/ACSIP and MYSPED.
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Sample: Budget Narrative A Drop Down list of district names is at the top of each Budget Narrative
Form for districts to utilize. All function codes must be explained in the Title VIB School Age/
Preschool and State Preschool Budget Narrative(s). For salaries, include name(s) of staff, FTE, and position title. For contracts, list the name of company and service(s) provided. For supplies, list examples. This is particularly important for large purchases. For equipment, be specific as to the item to be purchased, estimated cost and
location. For Construction, list a brief general description and also complete the Request
for Construction form. For purchasing a bus, state in narrative, function 2790/object 67000 and
complete the Request to Purchase Bus form.
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Sample: Budget Narrative
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Name the scanned file: School Age: SPED16-17
Preschool/Early Childhood: EC SPED16-17
Ready to Scan and Upload
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Scan all completed documents together in one file: Parts I & II
Scan all completed documents into one School Age file and one Preschool file using the file names below. School Age: SPED16-17 Preschool/Early Childhood: EC SPED16-17
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Log-In with assigned district password
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Please use the district log-in and password only. DO NOT use a school building password or the Test site password.
Federal Programs and School Improvement have been using Indistar/ACSIP. Each district has a designated Process Manager with the district password.
My Dashboard
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After logging in with the assigned district log-in/district password, the My Dashboard page shows several tabs and the Document Upload icon. Click on Document Upload.
Locate the SPED folders for uploading the scanned documents
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Document Upload Instructions available on the Upload Page
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Submit the application When the file has been uploaded, go to the Submit Forms Tab on the Dashboard page,
scroll down and hit the SPED Submit button.
The Submit button sends SPED Finance an email notification that a file has been uploaded by the district.
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Upload/Submit When a district has uploaded and submitted Parts I and II of the
June application, SPED Finance will review submissions and email the district if corrections are needed.
SPED Finance will review applications in June.
Districts will address corrections and email completed corrections to SPED Finance within 48 hours or 2 working days.
Applications must be approved before funds are released for the FY2016-17 fiscal year.
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FY2016-17
OCTOBER 1 AMENDMENT
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October 1 Amendment
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The October 1 deadline looks much the same as years’ past.
FY2016-17 Allocation, Additional Reserve and Carryover will be announced by Commissioner’s Memo on the ADE website.
SPED Finance will continue to pull the FY2015-16 AFR and the FY2016-17 Budget October 1 reports on State/Local, VIB, Medicaid and ARMAC, as well as Federal and State Preschool accounts.
http://www.arkansased.gov/
October 1 amendment SPED Finance will review
State/Local, VIB, Medicaid and ARMAC, as well as, Preschool budgets.
FY2016-17 Request forms are due for Equipment purchases and FY2015-16 Report of Equipment Purchased forms are still required.
The FY2015/16 AFR Maintenance of Effort data is due October 1 in MYSPED.
There is no longer a
required Budget Checklist.
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October 1 amendment to the June Application Budget
The Private School Proportionate Share (PSPS) will
need to reflect the FY2016-17 allocation and any PSPS unspent carryover from FY2015-16.
The CEIS amount will be based on the FY2016-17 allowable percentage (if applicable).
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October 1 amendment to the June Application Budget
FY15-16 Report of Equipment Purchased forms are
needed by October 1, 2016. Please make sure these match the COGNOS AFR Reports.
FY16-17 Request to Purchase Equipment/Bus/Construction forms are due before October 1. Follow the instructions on each form.
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Maintenance of Effort
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SPED Finance will send reminders for Maintenance of Effort in the spring and summer. There is no longer a Budget Checklist submitted to state and SPED Finance no longer checks MOE exceptions on the budget side.
Districts should check
their MOE status before closing out the year.
Districts are encouraged to utilize the IDEA Part B Fiscal Accountability Procedures Manual (pages 46-47) when considering exceptions.
SPED Finance will continue
to check MOE and exceptions on the AFR after the closing of the year during the October 1 pull.
Reminders and Announcements SPED Finance will post
reminders and announcements on the MYSPED log-in page and on the Indistar/ACSIP Bulletin Board. Please make this a part of your weekly regiment to check for notices.
SPED Finance can be contacted at 501-682-4223.
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