scde office of finance update scasbo – november 6, 2014
TRANSCRIPT
SCDE Office of Finance Update
SCASBO – November 6, 2014
Burning the Candle at Both Ends
EFA/Employer contributions – maintain at least the current base student cost at $2120 - $22,808,691
Instructional Materials - $73,952,095Transportation Operations - $11,950,000Assessments - $7,300,000CATE Equipment - $2,000,000Servers for Districts - $1,200,000Reading - $1,228,448Teacher Evaluation $3,000,000
2015-16 SCDE Budget Request
Virtual Education $2,876,200EIA TSS Fringe - $12,161,939
OtherBus Purchases - $34,000,000IDEA Contingency - $36,202,909
Budget Request Con’t
QZAB
Other Important Information
LEA AUDIT REPORTING SYSTEM (LARS)
MELISSA A. MYERS, AUDITS MANAGERSOUTH CAROLINA DEPARTMENT OF EDUCATION
OFFICE OF AUDITING SERVICES
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 uploadDeadline – 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 used
LEA’s account established by district’s WAACPA’s must create community account in member center
SUBMISSION PROCESS
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 PROCESS
Once data has been uploaded, an e-mail will be sent to user to acknowledge upload has been received
All 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
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 PROCESS
Only report funds actually due back to the SCDEFunds sent in error can NOT be returned to the LEAADDITIONAL 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 SCHEDULES
Melissa Myers, Audits Manager
(803) 734-8453
Debra Wolfe, Administrative Assistant
(803) 734-8180
Nancy Williams, Director
(803) 734-8108
CONTACT INFORMATION
PCSPCS
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.
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 [email protected] of any change to your district’s PCS User Staff list. (Those that have access to use PCS)
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.
QUESTIONS?COMMENTS?CONCERNS?
Digital Instructional MaterialsDeadlinesNBC RenewalsReading Coach FundingTechnology Survey
Technology FundingProfessional Development Funding
Lottery FundingFunding Manual
Financial Services Update
3332 – IB; GT; APA different function code will be used to record
expendituresIB – 144GT Academic – 141GT Artistic – 148AP - 143
3334 – ESOL – function code 1623351 – Academic assistance – no specific
function code3352 – Poverty – no specific function code
New Revenue Codes for EFA
All grants dated July 1, 2014 and later will be in the new system – both state and federal
Filing on old grants still use [email protected] share all GAPS info with those that are part
of the process – program folks; other finance folks; technology folks
Deadlines are still the sameFile 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 Update
Training all grant department staff later this month although most already know about the system
Training Modules availableGrant Coordinators –
http://www.kaltura.com/tiny/nq6dyGrant Finance –
http://www.kaltura.com/tiny/uyviqIf you don’t see specific buttons, then you
aren’t assigned that specific role.
GAPS con’t
Grant Coordinator – Grant specific – will have access to create budget/budget amendments
Grant Finance – Grant specific – will have access to create budget/budget amendments
SCDE Program – approve budget/budget amendments
E-mails will be sent throughout the workflow process to inform the next person there is something to approve
Role Assignments - #1
Grant Finance – Grant specific – access to file claims
Grants Accounting Finance approver – can be the SAME person across all grants – claim approver – triggers workflow to SCDE finance
SCDE Finance – approves expenditure for payment
Several districts have filed claimsStill working on interface to SCEIS – if it
becomes a couple of weeks and you haven’t seen a payment – LET US KNOW
Role Assignments - #2
Timely information to SCDE and districts
Everyone can see everything at the same time.
Edits built in for expenditure claims against budgets
Benefits
Indirect Costs – www.fns.usda.gov/indirect-cost-guidance
Unpaid Meal BalancesCEP
Other Updates – Nutrition Services
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 @ [email protected] or call 734-3913.
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Other Updates – Medicaid Services
MEDICAID SERVICES
SDAC(School District Administrative Claiming)
Close out for the JAS 14 is November 12th.
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 [email protected], or call 734-6030.
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Other Updates – Medicaid Services
Alternative Fuel Memo Bus Purchases – 281 Regular buses last
year’s funding; additional - distributed on age of bus and mileage
186 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 - Transportation
That’s all folks!!!!
Questions?????