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Salary Based Apportionment and Benefit Apportionment

Salary Based Apportionment and Benefit Apportionment. Brandon Phillips Financial Specialist. Discussion Topics. Reporting in ISEE SBA Formula Factors SBA Template SBA Report Walkthrough Career Ladder Highlights Examples of ISEE Reports. Staff Reporting & Requirements.

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Salary Based Apportionment and Benefit Apportionment

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  1. Salary Based Apportionment and Benefit Apportionment Brandon Phillips Financial Specialist

  2. Discussion Topics • Reporting in ISEE • SBA Formula Factors • SBA Template • SBA Report Walkthrough • Career Ladder Highlights • Examples of ISEE Reports

  3. Staff Reporting & Requirements • ISEE (Idaho System for Educational Excellence): Data system used by all districts & charter schools to upload data throughout the year for various stakeholders. • Staffing uses two of the eleven data files: Staff Demographic & Employment and Staff Assignments. • 2017-2018: Six (6) data uploads are submitted during the year according to the ISEE data submission schedule found on the ISEE website. • Last Friday in September - District/Charter submits staff demographic and staff assignment data as of the last Friday in September – a "snapshot“ in time. • Annual Staff Statistical Data (staff salaries and staff activities) shall be published on January 1 each year (I.C.33-133). All data submissions must accurately reflect correct information in regards to classes, teachers, and teacher roles.

  4. Staff Data Timeline Highlights • October 16th–All staff and assignment data must be uploaded using the SRM tool, must include all files with new data elements, must be free of errors and must be validated. No other method will be accepted (I.C. 33-1004D). • Corrections the snapshot data: • Monday, December 8, 2017– Last day to submit staffing corrections for the February 15, 2018 payment. • Corrections submitted after December 8, 2017 will be considered for the May 15, 2018 payment only if approved by Public School Finance (PSF) and after meeting these requirements: • A letter of special circumstance must be sent to PSF. • The letter must be signed by the district superintendent or charter school administrator. • The letter must contain an explanation of the special circumstance(s) causing the revision(s). • Each change to a data element must be identified. • Supporting documentation may be requested. • Corrected files submitted without the approval of PSF will not be processed. The last day to submit mid-term revised data is March 23, 2018.

  5. ISEE Resources • ISEE General Files/Program Information • http://www.sde.idaho.gov/tech-services • 2017-2018 ISEE Manuals • Staff Data Guidance • Staff Summer School Guidance • SDE Assignment Credential Manual • Required Data Collection Elements & Templates • ID Unit Record Collection items and Option Sets • Other Templates

  6. Salary Based Apportionment Formula Factors • Support Units- Foundation of how schools are funded. Based on average daily attendance (ADA) through the first Friday in November (midterm support units). • Staff Allowance Ratios- Ratios for each of the four staff categories. Staff ratios establish the number of staff positions to be funded by each support unit (I.C. 33-1004). For every one support unit, the state funds to the district/charter: .075 Administrative Staff (certificated) Examples: Superintendent, Charter Administrator, Principal, Curriculum Director, Special Education Director, etc. 1.021 Instructional Staff (certificated) Teachers .079 Pupil Services Staff (certificated) Examples:Counselor, School Nurse, School Psychologist .375 Classified Staff (non-certificated) Examples: Business Managers, Instructional Aids, Office Support, Custodial Care, IT Support, etc. 1.1

  7. Salary Based Apportionment Formula Factors (continued) 3. FY 2018 Base Salaries (I.C. 33-1004E) Reviewed and set by the legislature each year. Administrative $35,132 a) Experience/Education Index- Multiplier table for certificated Administrative staff. Classified staff $21,034 4. Instructional Staff Average Salary: I.C. 33-1004E (1) Amounts from career ladder table + education allocation amounts + CTE Allocation  weighted average salary 5. Pupil Services Staff Average Salary: I.C. 33-1004E (1) Amounts from career ladder table + education allocation amounts  weighted average salary 6. Minimum salary: $34,600 (the minimum dollar amount on the career ladder residency compensation rung).

  8. Salary Based Apportionment Templates – District & Charter2017-2018 Public School Finance Budget Forms & Information

  9. 2017-2018 Salary Based & Benefit Apportionment - Charter School Mid Term Units Salary Based Apportionment Benefit Apportionment

  10. 2017-18 Salary Based Apportionment & Benefits Apportionment - District Mid Term Units Salary Based Apportionment Benefit Apportionment

  11. Calculating Indexes – Staffing (I.C. 33-1004A)Administrative Index • Experience:Years of experience. Use the actual number of completedprioryears of experience. Experience is not recognized until after the contract is completed. Do not count the current year since it is not completed. • Education: Degree - Highest Degree claimed for funding. Additional college transcript credits earned beyond the degree reported AND afterinitial certification. • Initial certification - issue date of the first certificate. • Credits must be earned at an accredited institution of higher education (I.C. 33-1004A). • All credits must be in a relevant pedagogy or content are as determined by SDE. • Reported in semester credit hours only. • Do not report in-service credits. • Do not update degrees and credits earned after the contract is signed for the current year. The education and experience must reflect the data as of the last Friday in September.

  12. Administrative Index Factored Index = Total Factor/Total FTE

  13. Salary Based Apportionment & Benefits Apportionment – District Template

  14. Career Ladder Mapping • Instructors: 2014-15 index determined Career Ladder Placement in 2015-16. • Pupil Services Staff: 2015-2016 index determined Career Ladder Placement in 2016-2017 • All returning instructors advance one step in 2017-18. Professional Endorsements for instructional staff, and evaluations for instruction and pupil services staff start impacting career ladder movement in Year 4 (Next year!).

  15. 2017-2018 Salary Based Apportionment Placement on Career Ladder (Instructional) Instructional Staff: • All returning teachers advanced to the next step on the career ladder. For example, all instructors in the P1 cohort advanced to P2. If they had a ‘gap year’, they did not advance. Evaluations start to play a factor in career ladder movement in Year 4 of implementation (Next Year) • New teachers in their first year of holding a certificate were placed on the first rung of the career ladder, R1. • To align experienced out-of-state teachers with experienced Idaho teachers, their cohort was determined by establishing their FY15 index as of September 2014, mapped to a cohort in FY16, and advanced one step for each year they held a certified teaching contract in FY16 and FY17. • ISEE Form 8 is available to establish the cohort of experienced out-of-state instructors and experienced Idaho instructors who were not active since the implementation of the career ladder. This form will need to be completed through the first five years of the career ladder. This form should also be used the following year for instructional staff hired after the ‘snapshot’ date (Sept 29, 2017) so they can be placed and credited for their FY18 contract.

  16. Moving on the Career Ladder Instructional Staff

  17. 2017-2018 Salary Based Apportionment Placement on Career Ladder (Pupil Services) Pupil Services Staff: • Pupil service staff are mapped based on their index as of September 2015 (base index year FY16, one year after instructional staff’s). • All returning pupil services staff advanced to the next step on the career ladder. For example, all instructors in the P1 cohort advanced to P2. If they had a ‘gap year’, they did not advance. Evaluations will also start to play a factor in career ladder movement in Year 4 of implementation as well (Next Year) • To align experienced out-of-state pupil service staff with experienced Idaho pupil service staff, their cohort was determined by establishing their FY16 index as of September 2015, mapped to a cohort in FY17, and advance one step if they held a certified teaching contract in FY17. • ISEE Form 9 is available to establish the cohort of experienced out-of-state pupil services staff and experienced Idaho pupil services staff who were not active since the implementation of the career ladder. This form will need to be completed through the first five years of the career ladder. This form should also be used the following year for pupil services staff hired after the ‘snapshot’ date (Sept 29, 2017) so they can be placed and credited for their FY18 contract.

  18. Moving on the Career Ladder Pupil Services Staff

  19. 2018-2019 Salary Based Apportionment Placement on Career Ladder Changes • Idaho Code 33-1004B(3) • Effective for applicable instructional staff when transitioning to FY19 and for applicable pupil services staff when transitioning to FY20. • Individuals whose first year on the career ladder was after implementation, and who are entering their 4th year will not be able to advance to P1 unless they have earned a professional endorsement.

  20. 2018-2019 Salary Based Apportionment Placement on Career Ladder Changes (Cont.) • Idaho Code 33-1004[(10)](9)(b) effective July 1, 2018 • Affects both Instructional and Pupil Services Staff • When transitioning to FY19, individuals already on the professional rung of the career ladder will not advance if they have failed to meet the compensation rung performance criteria for 3 of the last 3 years. • These individuals will also be funded using the FY18 base and education allocations instead of those for FY19 • This will change to 3 of the last 4 years in FY20

  21. Professional Compensation Rung Performance Criteria • Idaho Code 33-1001(14): (a) An overall rating of proficient, and no components rated as unsatisfactory on the state framework for teaching evaluation; and (b) Demonstrating the majority of their students have met their measurable student achievement targets or student success indicator targets.

  22. 2017-18 ISEE Form 8(Manual Form) • Submit education and experience records as of September 26, 2014 (as though the instructor was hired in September 2014). •  Examples: • Instructional staff new to teaching in Idaho who hold a certificate from another state and who are approved to teach in Idaho(regardless of the year they were first certificated outside Idaho). • Instructional staff with an Idaho certificate who did not hold an active contract during the 2014-15 school year. • Instructional staff who were hired after the “snapshot” date and who were not already placed on the career ladder. • Data submitted on ISEE Form 8 will be added as a permanent employee record in the core database. Without this information, the teacher will not be placed on the career ladder or funded properly. • (N/A for instructional staff who are in their first year of holding a certificate.)

  23. Pupil Services ISEE Form 9 (Manual Form) • Submit education and experience records as of September 25, 2015. • Examples: • Pupil Service staff new in Idaho who hold a certificate from another state and who are approved in Idaho. • Pupil service staff with an Idaho certificate who did not hold an active contract during the 2014-15 school year. • Pupil Service staff who were hired after the “snapshot” date and who were not already placed on the career ladder. • Data submitted on ISEE Form 9 will be added as a permanent employee record in the core database. Without this information, the pupil service staff member will not be placed on the career ladder or funded properly. • N/A for pupil service staff who are in their first year of holding a certificate.

  24. 2016-17 Instructional and Pupil Service Career Ladder Worksheets • Tabs found within the SBA Template (both District Template and Charter School Template). • Enter estimated FTE by cohort and additional allocation amounts for each in their appropriate tab. • Weighted average salaries will be automatically calculated at the very bottom of each worksheet.

  25. Instructional FTE & Salary Report including Summer School – Part I This report is the detail of the salary and benefit apportionment calculations for instructional staff with funding source code 10. Each instructor’s base salary plus allocations and FTE are used to derive the weighted average instructional salary.

  26. Instructional FTE & Salary Report including Summer School – Part ll FY18 Part II of the Instructional Staff FTE & Salary Report is supplemental information detailing the calculations in Part I. Each instructor funded by code 10 is listed with FY15 and current education and years of experience. Current salaries are compared to the amounts the instructors would have made had the career ladder not been implemented. If an instructor would have earned more by using the FY15 method of calculating salaries, the variance is regarded as a “Qualifying Salary Adjustment”. The adjustment increases the instructor’s total salary (see Part I, column (h)) and increases the weighted average instructional salary for the district/charter.

  27. Employment Placement Report • This report is the detail of the salary and benefit apportionment calculations for administrative staff. Review all data elements for accuracy. Ensure all certificated staff paid from the general fund code 10 are listed on this report with accurate education, years of experience, and index placement. • Ifdata is incorrect or missing, review the All Personnel Employment V-6 Report for possible discrepancies. Review the Staff Assignments FTE report to ensure all assignments are entered correctly. Make corrections in your system and resubmit the files. This report includes summer school FTE. • Note: Onlycertificated employees with accurate data paid from the general fund code 10 will populate Employment Placement Schedule

  28. All Personnel Employment V6 Report • This report shows the details for all certificated staff (all funds) reported as of the last Friday in September and includes alternative summer school staff. • Save the All Personnel Employment Report in an excel format and review both tabs. • Review all data fields for accuracy. Ensure all staff assignments and funding codes are correct. If an employee is paid from multiple funding sources, review the allocations to ensure the sum of the fund source percentages equals 100 (%). • If data is incorrect or missing, review the Staff Assignments FTE report to assure all assignments are entered correctly. Make corrections in your records and resubmit the files.

  29. All Personnel Employment Report – Non Certificated Staff • Review all data fields for accuracy. Ensure staff assignments are correct. If an employee is paid from more than one funding source, review the allocation to assure the percentages equal 100 (%). • Non-certificated FTE equals: (hours per week x weeks per years) / 2080 hours. If the employee's total FTE is greater than 1.0, correct the errors and resubmit the files. • When an employee has more than one assignment, check the data entries for reasonableness. For example, in total the person would not work more than 40 hours per week or more than 52 weeks during the year. • Note: The sum of the funding code 10 FTEs and sum of the funding code 10 Salaries are the data used in the Salary and Benefit Apportionment.

  30. Staff Salary Summary – All Funds • This report is a summary by activity of the All Personnel Employment Report. • A format similar to this report was used in the Annual Staff Statistical Staff Data publication on January 1, 2018, for each District/Charter School.

  31. Use it or Lose it Provision (N/A for Charters) School districts may employ 9.5% fewer positions than their allowance without a reduction in number of funded positions; commonly referred to as “use it or lose it”. Starting in FY16, this figure has been reduced by 1% for districts if their average class size exceeds the overall average of their divisor grouping by at least one student (I.C 33-1004(6)(g)). Virtual instructional expenses and non-district certificated ancillary contracts may be applied to the unutilized variance.

  32. ISEE Staff Form 6 – Non District Contracted Certificated Staff - Submit this manual form to Public School Finance to utilize ancillary staff FTE - Districts and fund source 10 only (N/A for Charter Schools) - Due by December 15, 2017 for February 15 Payment- For an adjustment to the May 15 Payment, submit no later than April 13, 2018

  33. Virtual Template - Submit this manual form to Public School Finance to utilize virtual FTE. - Due no later than January 15, 2018 - Districts Only. - For an adjustment to the May 15 Payment, submit no later than April 16, 2018. Name of virtual institution’s certificatedstaff employee.

  34. Prior Year Correction/Payment Adjustment Request Prior Year Correction/Payment Adjustment Request

  35. Data Submission Schedule 2017-2018 School Year

  36. Staffing Summary • Data gets uploaded in ISEE • Attendance data is used to generate support units, which are the foundation for your funding. • Support units are used in calculating the Salary Based & Benefits Apportionments, along with staffing data uploaded in ISEE. • Staffing data is used to generate several staffing reports, which should be reviewed for accuracy. • SBA Template available on SDE website, under Public School Finance. • Remember: staffing data “snapshot” is as of the last Friday in September

  37. Questions Brandon Phillips | Financial Specialist BCPhillips@sde.idaho.gov LaRae Ashby | Program Information Coordinator LBAshby@sde.idaho.gov Idaho State Department of Education 650 W State Street, Boise, ID 83702 208 332 6800 www.sde.idaho.gov

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