School Foundation Payment System

1. School Foundation Payment System Nonpublic Modules SF 230 Training Course

2. SFPS Overview The SFPS nonpublic modules assist educating organizations and ODE administration to collect, validate and approve data, which is used in calculating school funding.

3. What do I need to access SFPS? • SAFE Account • OEDS Role • Data Entry – Nonpublic Program • Superintendent (Public Agency) • Treasurer (Public Agency) To check your OEDS Role, go to: http://webapp2.ode.state.oh.us/oeds-r/query/queryperson.asp

4. ODE Homepage To access the SFPS modules, sign in with your SAFE Account. From any ODE webpage, click the SIGN IN button. ODE Web Address www.ode.state.oh.us

5. SAFE Account Login Input SAFE Account ID and Password, Click Sign In

6. SFPS Application Select SFPS under the application choices.

7. SFPS Landing Page Click on the link for Nonpublic to Access the Nonpublic Modules.

8. SF 230 The SF 230 Module is a sub-module of the SFPS application. The SF 230 Module is provided for public school districts to report actual expenditures for the Auxiliary Service programs, textbooks and services to the Department of Education.

9. Nonpublic Landing Page Select SF 230 to enter the SF 230 module. Only individuals associated to a Public District in OEDS can access the SF 230.

10. SF 230 Org Select Select the appropriate school from the drop down menu and click Go Only those individuals who are associated with more than one organization will see this screen.

11. SF 230 Report Select The current report section list both years of the biennium. Select the proper year for the current time period.

12. SF 230 Instructions Click the checkbox and then click Next to continue. Once the instructions page has been certified, this screen will no longer appear.

13. SF 230 Year 1 To access the itemized worksheet, click the SF 230 Itemized worksheet hyperlink.

14. SF 230 Itemized Worksheet Select the appropriate school from the drop down and input the Amounts for Interest Income, Textbook and Services Expense, and 4% Admin Costs. Click Save/Add The Max Allocation column will be pre-loaded.

15. SF 230 Itemized Worksheet To return to the SF 230 Year 1 page. Click Finish

16. SF 230 Completion Page To Sign the Report, click Sign Report Input comments in comment box, click Add Comment

17. SF 230 Completion Page Click Unsign Report to clear signatures and edit the report. Click Submit Report to submit report to ODE.

18. SF 230 Year 2

19. SF 230 Year 2 To access the Year 1 report, click on the link to the SF 230 Year 1. To access the itemized worksheet, click the SF 230 Itemized worksheet hyperlink.

20. SF 230 Year 2 Itemized Worksheet Select the appropriate school from the drop down and input the Amounts for Interest Income, Textbook and Services Expenses, 4% Admin costs, and Funds Prev Returned to State. Click Save/Add Click Finish to Return to SF 230 Year 2 The Max Allocation column will be pre-loaded.

21. SF 230 Notes • The SF 230 is to be completed by the public school district • Required signers are the Treasurer and Superintendent • Once all required signatures have been gathered, the submit button must be clicked to submit the report to ODE. The submit button will not appear until all signatures are obtained. • Once the report has been signed, the status of the report will change from SAVED to SIGNED. A report must be in SAVED status in order to make changes. • If the report is in SIGNED status, the report must be unsigned to make changes. • If the report is in SUBMITTED status, the area coordinator must place the report in HELD status so the school can unsign the report and make changes. Once all changes have been made, the signature process must start over again. • In the second year of the biennium, balances from Year 1 will be carried forward to Year 2.

22. FAQ • Q: I am able to login with my SAFE Account, but I do not see the option for SFPS? A: You do not have the proper OEDS role. Contact Denise Willis or Bev Russell for assistance. • Q: I am unable to login with my SAFE Account. What I am doing wrong? A: There are three possible error messages you are getting. If the error message is (Invalid Login), the Account name being used is incorrect. If the error message is (Invalid Password), the password is incorrect. The password is case sensitive. If the error message is (Too many login attempts), wait 10-15 minutes and the account will be unlocked where you can try again. If you receive any of these messages, click on the Forgot Account Information Link under the Password box, input your email address and click submit. An email will be sent with your Account name and Password.

23. Deadlines SF230 Year 1 Filing Procedure Form SF-230 shall be filed electronically through the ODE School Finance Payment System (SFPS) on or before November 15 following the close of the fiscal year. Letters of Extension Each public school district not able to file Form SF-230 by November 15 shall request, in writing, an extension for filing Form SF-230 of not more than thirty (30) days from the Area Coordinator. The Area Coordinator shall send a written approval granting an extension for up to thirty (30) days upon receipt of the written request. Each public school district not able to file Form SF-230 by December 15 shall request, in writing, an extension for filing Form SF-230 of not more than thirty (30) days from the director of ODE Finance and Management Services. Upon approval, the director will notify the public school district treasurer of the extension in writing and will send a copy to the Area Coordinator. Each public school district shall continue to make subsequent requests for extensions of thirty (30) days from the director of ODE Finance and Management Services who will review the request(s) and notify the public school district treasurer in writing whether the request(s) has/have been approved. A copy of the director’s reply will be forwarded to the Area Coordinator.

24. Deadlines SF230 Year 2 Filing Procedures Each public school district that has expended all of the auxiliary funds at the close of the second year of the biennium shall file Form SF-230 electronically through the ODE School Finance Payment System (SFPS) on or before July 30 after the close of the fiscal year. Each public school district that has an unencumbered and unexpended balance of funds at the close of the second year of the biennium shall return those funds by warrant payable to the Treasurer, State of Ohio, to the office of the Area Coordinator on or before July 30 following the close of the fiscal year. Encumbered auxiliary funds must be expended no later than November 15 following the close of the fiscal year, at which time Form SF-230 is due in the Area Coordinator’s office along with a warrant payable to the Treasurer, State of Ohio, for any remaining unexpended auxiliary funds. LETTERS OF EXTENSION Each public school district not able to file Form SF-230 by November 15 shall request, in writing, an extension for filing Form SF-230 of not more than thirty (30) days from the Area Coordinator. The Area Coordinator shall send a written approval granting an extension for up to thirty (30) days upon receipt of the written request. Each public school district not able to file Form SF-230 by December 15 shall request, in writing, an extension for filing Form SF-230 of not more than thirty (30) days from the director of ODE Finance and Management Services. Upon approval, the director will notify the public school district treasurer of the extension in writing and will send a copy to the Area Coordinator.

25. Resources • User Guides and instructions will be posted on the ODE website at https://www.ode.state.oh.us/school_finance/forms/Finance_Forms • Help Desk contacts: Denise Willis 614-466-7571 denise.willis@ode.state.oh.us Bev Russell 614-995-4827 bev.russell@ode.state.oh.us • SAFE Account questions: email Safe.Admin@ode.state.oh.us • OEDS questions: email denise.willis@ode.state.oh.us