IDAHO DEPARTMENT OF EDUCATION Public School Finance

1. IDAHO DEPARTMENT OF EDUCATIONPublic School Finance Contacts: • Tim Hill, Deputy Superintendent332-6840 TDHill@sde.idaho.gov • Myrna Holgate, Coordinator 332-6845 MLHolgate@sde.idaho.gov • Julie Oberle, Coordinator 332-6840 JAOberle@sde.idaho.gov • Greg Berg, Coordinator 332-6840 GDBerg@sde.idaho.gov • Kathryn Vincen, Coordinator 332-6840 KLVincen@sde.idaho.gov • FAX 334-3484 Web Site: • Id. Dept of Education, School Finance www.sde.idaho.gov/financeandtechnology • Idaho Department of Education www.sde.idaho.gov/

2. Public School Finance • IFARMS • Calendars • Other State Funding on Line 6 of the Foundation Program Calculation Worksheet • Indirect Costs • Tuition Rates

3. IFARMS • Idaho Financial Accounting Reporting Management System (IFARMS) • IFARMS Annual Report is a summary of the financial activity (revenue and expenditure) by fund for each district and charter school statewide • IFARMS Manual is available on the School Finance website (bottom right corner)

4. IFARMS…continued IFARMS Annual Financial Report • Forms sent electronically to districts and charters in April / May • Documents will be available online in April • Memos • Annual Report Forms, with and without totals • Balance Sheet Codes, Revenue Codes, and Fund Number/Function Program/Object Codes (Once on the Finance website, click on “Access to all School Finance Forms” link on the far right side of the webpage.)

5. IFARMS…continued IFARMS Annual Financial Report • Report due to School Finance by September 30th • Report can be submitted electronically (cd, diskette or email) or on paper

6. IFARMS…continued General Fund Revenue / Expenditures • GF enhancements often reported as state special projects • Idaho Reading Initiative • Limited English Proficiency • National Board Certified Incentives • Gifted & Talented • Will recode as General Fund activity

8. IFARMS…continued General Fixed Assets • Report on page 91 of the Annual Financial Report • If your capital outlay thresholds differ between the district records and audit report, use the lower threshold when reporting amounts on page 91 • If possible, report amounts separately for elementary, secondary, administrative, and other • Data used in the calculation of tuition rates

9. IFARMS…continued Before submitting your annual report: • Reconcile your annual and audit reports prior to submitting • Compare beginning and ending fund balances by fund • Compare revenues and expenditures by fund • Compare balance sheet information by fund • Reasonableness check

10. IFARMS…continued • Audit report is currently due by October 15th per Idaho Code 33-701(6) • If either the annual or audit report can’t be submitted by the due date, call for an extension

11. IFARMS…continued Once we have the annual and audit reports, we: • Enter the data into our database • Compare the IFARMS annual report balance sheet, revenue, expenditure, and fund balance data to the audit report data by fund • If there are differences, we call for an explanation

12. IFARMS…continued Once financial data has been reconciled for a district, we generate the “yellow page” • A copy of the “yellow page” is sent to each district for review • The “yellow page” is included in the Financial Summaries report available on our website

13. Example of a “Yellow Page”

14. IFARMS…continued Financial data from the districts: • Generates the Financial Summaries • Included in the School Profiles report • Used to complete Federal surveys • Ranks Idaho’s educational spending as compared to other states • Allocates Title 1 dollars to the State of Idaho

15. IFARMS…continued Financial data from the districts, continued: • Basis for determining in-state and out-of-state tuition rates • Used in the calculation of several of the tuition equivalencies • Used by SDE’s Special Education and Child Nutrition units • Basis for calculating Indirect Cost Rates • Lots of public inquiries

16. IFARMS…continued • It is very important you use the correct fund numbers, revenue codes, and function/program codes when recording your financial activity • Call if you are unsure how to code a transaction

17. IFARMS…concluded • Questions?

18. Line 6 of the Foundation Program Calculation Worksheet

19. Line 6 Funding May Include: • District to Agency Contracts • Special Education Tuition Equivalency • Court-Ordered Tuition Equivalency • Juvenile Detention Center Tuition Equivalency • Summer Juvenile Detention Center Tuition Equivalency • Serious Emotional Disturbance (SED) Allowance

20. District to Agency Contracts • Idaho Code 33-2004 • Received when a district contracts with a public or private agency to educate exceptional students • Payment: Best 28 Weeks ADA x Prior Year Per Pupil State Support = District to Agency Contract Reimbursement

21. District to Agency Contracts…continued • Prior Year Per Pupil State Support = (Prior Year Base Support + Prior Year Benefit Apportionment) / Best 28 Week ADA • Initially paid with the February 15th payment, final payment made July 15th • Ten districts should have been paid $186,722 on 2/15/08 • In FY 2007, $178,824 was paid to 11 districts

22. District to Agency Contracts…continued • So you have qualifying kids, now what? • Contact the SDE Special Education Bureau (Lester Wyer, 332-6916) • Specific forms must be completed (available online) • Special Education Bureau reviews the forms and forwards the necessary data to School Finance • School Finance receives a list of districts, the educating agency, and the number of students • School Finance pulls the attendance data needed from the attendance forms submitted each period

23. Exceptional Child Tuition Equivalency • Idaho Code 33-1002B(3) • Received when a district is educating a student who: 1) is on the 12/1 Special Education child count 2) resides in a licensed facility due to the nature and severity of their disability; and 3) whose parents live in another Idaho district

24. Exceptional Child Tuition Equivalency …continued • Payment: Number of Qualifying Students from the 12/1 child count x (Prior Year Tuition Rate + Prior Year Excess Cost Rate) = Exceptional Child Tuition Equivalency • Paid with the February 15th payment • 10 districts should have been paid $778,130 on February 15, 2008; 22 districts received $1,418,512 in FY 2007

25. Exceptional Child Tuition Equivalency …continued So you have qualifying kids, now what? • Work with SDE’s Special Education Bureau (Lester Wyer, 332-6916) • Special Ed has an application available online that must be completed (students are listed individually) • Special Ed reviews the application and verifies that students listed are on the 12/1 child count • School Finance receives a summarized list of districts and the number of qualifying students

26. Excess Cost Rates • Determined annually using Special Education expenditure information taken from the annual financial reports and the 12/1 child count • 2006-2007 Excess Cost Rate = $6,700 (estimate) • 2005-2006 Excess Cost Rate = $6,437 • 2004-2005 Excess Cost Rate = $6,124 • 2003-2004 Excess Cost Rate = $5,612 • 2002-2003 Excess Cost Rate = $5,393

27. Court–Ordered Tuition Equivalency • Idaho Code 33-1002B(1) • Received when a district educates students placed into a licensed home or facility by an IDAHO court-order • Effective with the 2001-2002 school year, Idaho Code was amended to include licensed homes, which includes foster homes • $1,213,994 paid to 45 districts in FY2007; $1,229,003 paid to 48 districts in FY 2006; and $1,079,048 paid to 39 districts in FY 2005

28. Court-Ordered Tuition Equivalency…continued • To receive payment, a district must submit the court-ordered tuition equivalency form • Form will be emailed to districts by April 1st • Form should be returned AFTER the last day of school or after the eligible child(ren) is no longer living in the licensed home or facility • Forms returned prior to the last day of school showing perfect attendance through the end of the school year will be returned

29. Court-Ordered Tuition Equivalency… continued • District must include the number of days present for each student, their grade level, and the name of the home or facility • Talk to your school counselors • Contact your regional Health and Welfare office • Paid with the July 15th payment • Funding is in addition to the regular support-unit funding for these students

30. Court-Ordered Tuition Equivalency… continued • When contacting your regional Health and Welfare Office: • DO NOT wait until the end of the school year to contact H&W and expect an immediate reply • Be specific in what you are requesting (names, dates…) • H&W needs time to compile the listing of students • Once you receive the listing, you need to determine: • Was the student attending school in your district? • If the student was attending in your district, how many days of attendance that student had for the school year while in foster care

32. Court-Ordered Tuition Equivalency…continued Once School Finance has received the completed form, we • Calculate the total days of attendance for elementary students • Calculate the total days of attendance for secondary students • Multiply the total number of attendance days by the applicable elementary or secondary prior year’s daily tuition rate • Daily rate = the monthly tuition rate divided by 20 days

33. Juvenile Detention Center Tuition Equivalency • Idaho Code 33-1002B(2) • Received when a district educates students placed into a juvenile detention facility by an IDAHO court-order • To claim the equivalency, a district needs to submit the “long-form” attendance report with their other attendance reports each period • Calculation is very similar to the Court-Ordered Tuition Equivalency calculation • $568,983 paid for the 2005-2006 school year, $59,456 paid for the 2006 summer session

34. Juvenile Detention Center Tuition Equivalency…continued • Payment: -Regular Juvenile Detention Center Tuition Equiv. - Multiply the total number of days by the applicable elementary or secondary prior year’s daily tuition rate -Summer Juvenile Detention Center Tuition Equiv. - Multiply the total number of days by ½ the applicable elementary or secondary prior year’s daily tuition rate • Regular Tuition Equivalency paid with the July 15th payment • Summer Tuition Equivalency paid with the February 15th payment

35. Serious Emotional Disturbance (SED) Allowance • Idaho Code 33-2005 • Received when a district is educating a higher than average percentage of SED students • To receive a SED payment, a district needs only to submit an accurate 12/1 child count to the Special Education Bureau (Lester Wyer)

36. Serious Emotional Disturbance (SED) Allowance…continued Special Ed determines the statewide SED % Total SED students statewide (from the 12/1 child count) / Total statewide enrollment = SED % • Special Ed then multiplies that % by the district’s enrollment to determine the expected number of SED students for that district • If the actual number of SED students at the district is higher than the “expected” number of SED students, the excess is multiplied by the prior year’s excess cost rate • 35 districts received $1,971,010 on 2/15/07; 29 districts received $1,841,853 on 2/15/06; and 31 districts received $1,448,118 on 2/15/05

37. Serious Emotional Disturbance (SED) Allowance…continued

38. Other State Funding…Concluded • Questions?

39. Other – Indirect Costs • An indirect cost rate is a reasonable means of determining the % of allowable general administrative expense that each Federal grant should cover • Just issued 2007-2008 indirect cost rates to those schools requesting the rate • An indirect cost rate is the ratio of total indirect costs to total direct costs, based on actual expenditures, exclusive of items such as capital outlay and debt service • Indirect Cost Manual available on our website under Manuals

40. Other – Tuition Rates • Will be calculating 2008-2009 rates in the next few weeks using 2006-2007 financial data • Idaho Code 33-1405 requires a district (or charter) to charge out-of-state student tuition to those students whose “home” district is outside of Idaho • Can request a waiver from the State Board of Education for any portion of the tuition rate • Waiver must be submitted before April 1

41. In Conclusion… • Please call or email with any questions you may have