Department of Public Instruction School Financial Services Team 1Department of Public Instruction March

 Revenue Limit -- Levy Chargebacks  Counting Part Time Pupils  Revenue Limit -- Line 7B Hold Harmless  Revenue Limit -- Transfer of Service  Community Programs and Services – Fund 80  PI 1500 District Contact Report  Revenue Limit -- Energy Efficiency Exemption  Long Term Capital Improvement Trust Fund (Fund 46)  Governor’s Budget Review 2 Department of Public Instruction March

1.Line 10D Non-Recurring Exemption Refunded or Rescinded Taxes 2. Line 15C Prior-Year Levy Chargebacks (Uncollectible) Distinction was clarified in Act 32 (State Biennial Budget for ) 3 Department of Public Instruction March

 Assessment for a property is reduced (via court case or reviewing authority….can be a multi-year process and usually involves large settlements)  Property owner can request of the Department of Revenue (DOR) a refund of taxes previously paid on the higher value. 4 Department of Public Instruction March

 School district is notified by DOR via letter referencing “palpable error that would affect the equalized value.” DOR issues all rescinded letters at once - in November, usually the 15th.  School district refunds (sends back) overpaid taxes + interest by February 15, 3 months later. (code to 10E ) 5 Department of Public Instruction March

 Per ss (4)(q), the following fall, districts are allowed a non-recurring exemption (Line 10D) to levy for this amount WITHIN the limit, Fund 10, Source 211 levy.  DPI will preload values received from DOR November “certification.”  Double-check the pre-populated amount, and if you have backup that differs, send to SFS. 6 Department of Public Instruction March

Invoice will look like this…… 7 Department of Public Instruction March

 Taxation district settled in full in previous year.  Personal property taxes deemed uncollectible.  District has to refund (pay back) municipality. 8 Department of Public Instruction March

 The next fall, school district can levy for the refunded amount.  Net any uncollectible charge back expense by the uncollectible revenue the municipality was finally able to collect.  If net expense, levy in Line 15C, Prior Year Levy Chargebacks.  Source 212 levy 9 Department of Public Instruction March

Invoice will look like this…… 10Department of Public Instruction March

 Many calls from districts not able to match the SAFR expected values for State Aid programs or Open Enrollment Revenue/Expense. Post all adjusting entries – June and July payment in the document found at this address… Calculation of Remaining Equalization Aid Payments for Department of Public Instruction March

12Department of Public Instruction March

Can happen as a result of late Open Enrollment adjustments happening after the June payment is determined….. 13 Department of Public Instruction March

Act 20 – A Change  District of attendance may count non- resident, home-schooled pupils enrolled part-time  Different method to count resident vs. non- resident part-time pupils  Residents are reported in Step 3 in PI-1563  Non-Residents are reported via paper. See Membership Link on SFS scanbar. Department of Public Instruction March

15 Pupil comes from: Home School [All grades] Private School [Grade 9-12] RESIDENT NON-RESIDENT 0.25 FTE per course (max of 2 courses) # PT Pupil Hours / FT Hours for Grade = FTE Cannot be counted Report residents in the portal. Report non-residents via Excel Spreadsheet found at: Department of Public Instruction March

…and how membership adjustments made AFTER the levy is set can cause some unexpected consequences…. 16 Department of Public Instruction March

Line 7B Hold Harmless 59 districts Line 7B Hold Harmless 166 districts 17 Department of Public Instruction March

 Non-recurring exemption that ensures Line 7 is at least as much as Line 1.  Subsequent membership change will not alter your total in Line 7 (includes Line 7B) unless change is significant.  Likely that membership changes will not alter what your Line 7B is. 18 Department of Public Instruction March

 Increasing membership will reduce the declining enrollment exemption, reducing your limit. (possible into penalty)  Decreasing membership will increase your declining enrollment exemption, increasing your limit. (possibly underlevy) 19 Department of Public Instruction March

 Each TOS request is to be based on providing services to meet a student’s educational needs that are beyond the district’s current program.  The PI 5000 TOS portal opened on Monday, February 23,  The PI 5000 will close on Tuesday, August 31, Department of Public Instruction March

 The requesting district starts with Part A and completes the TOS process in Part C.  Actual additional costs.  If the Transfer of Service request is for a student who enrolled later in the school year, the requesting district may make a request by:  [Looking forward] estimated and additional cost in the coming school year. 21 Department of Public Instruction March

 The requesting district starts with Part A and completes the TOS process in Part C.  Actual additional costs.  If the student last attended a Wisconsin public school district, that district completes Part B.  The student may have left in June of the previous school year though the current year. 22 Department of Public Instruction March

 The Transfer of Service website will have information to assist the school district in the process.  The PI 5000 will contact your district with an after Part A and Part B.  Each district determines who will receive the (s) via the PI  Please update the PI 1500 as often as necessary to accommodate staff changes. 23 Department of Public Instruction March

 Statutory authority: (19) C OMMUNITY PROGRAMS AND SERVICES. General Outline of Community Service Activities:  Access to Community Service Fund activities cannot be limited to pupils enrolled in the district's K-12 educational programs.  Other funds, such as the General Fund and Special Projects Fund, carry out the day to day K-12 educational operations of the district.  All activities associated with a well-rounded curriculum (curricular and extra-curricular activities) are to be accounted for in these funds (General Fund and Special Projects Fund)and the Pupil Activity Fund (Fund 60). 24 Department of Public Instruction March

 The levy for Fund 80 was removed from revenue limit control starting in the school year [s (2m)(e)1.] As a result, the Fund 80 levy is completely funded by local taxpayers.  It has never been a factor in the equalization aid calculation. The Department(DPI) is required to define ineligible costs for Community Programs and Services by administrative rule. PI-80 emergency rules took effect on July 1, Department of Public Instruction March

 Ineligible costs means school district costs that are not the actual, additional costs to operate community programs and services.  First, costs are ineligible if they are not costs to operate community programs and services. Community programs and services do not include any program that is limited to only school district pupils or any program or service whose schedule presents a significant barrier for age-appropriate school district residents to participate in the program or service.  Second, costs must not only be costs to operate community programs and services to be eligible but also must be actual, additional costs. Ineligible costs include costs that would be incurred by the school district if the community programs and services were not provided by the school district. 26 Department of Public Instruction March

 PI Definitions. In this chapter:  “Community programs and services” does not include:  Any program or service that is limited to only school district pupils.  Any program or service whose schedule presents a significant barrier for age-appropriate school district residents to participate in the program or service.  “ Ineligible costs ” means school district costs that are not the actual, additional costs to operate community programs and services under s (19), Stats. “Ineligible costs” includes costs that would be incurred by the school district if the community programs and services were not provided by the school district. 27 Department of Public Instruction March

 What does “actual” and “additional” costs mean to a school district?  A cost, that if the ability to operate the Community Service Fund (Fund 80) ended; a school district, would not have to move those costs to the General Fund (Fund 10) to continue the regular curricular and extracurricular programs for its students.  A few examples:  Before school and after school childcare open to any district resident.  Adult technology classes held at the local public library.  Adult literacy classes held at a township hall within the school district. 28 Department of Public Instruction March

 What does “actual” and “additional” costs mean to a school district?  A more complex example: The summer baseball program for all interested resident students uses the school district’s ball diamond for games, after the high school season is over.  District employees do the mowing, mark the field, and clean up after the game. The field does not have lights and the concession stand is not operating. ▪Each District employee logs their time related to this program and based on past records the total hours/game are determined and charged to Fund 80. ▪The related costs for mower fuel and field paint is based on past years records and are charged to Fund Department of Public Instruction March

 What does “actual” and “additional” costs mean to a school district?  An example of an expense not meeting this standard: An adult ballroom dance class is held one night a week for 6 weeks in the middle school gym. It has the facility for a 3 hour period of time.  The class instructor or a participant sweeps the floor before the class starts.  The custodial staff do not clean the gym or restrooms in this part of the building until after everyone from the class has left the school.  There can be no custodial time or related costs charged to Fund 80 for this class as there was no actual or additional cost incurred. 30 Department of Public Instruction March

 2013 Act 306 requires that Fund 80 expenditures be audited by the school district’s auditor.  NOTE: Current law already directs DPI to exclude from Shared Costs (for General Aid purposes) any CPS expenditures. ▪ If a CPS expenditure audit determines that a district had inappropriately coded CPS expenditures to Fund 10, those expenditures would have to be removed from Fund 10 and would decrease the district’s Shared Costs for General Aid purposes. 31 Department of Public Instruction March

 2013 Act 306 requires DPI to determine if ineligible CPS expenditures exist  If so, DPI must reduce the district’s allowable revenue limit authority the following year by the amount of the ineligible CPS expenditures; structured as a negative exemption rather than a reduction to the district’s base.  This first applies to the Revenue Limit calculation for the school year, based on expenditures.  The audit process will be more detailed than it was this past school year.  The independent school auditors will be given formal procedures after May 15, Department of Public Instruction March

 Preparing for a CPS audit;  Each program or service will need to be documented within the district’s accounting system.  Supporting documentation will be part of the audit process.  Wisconsin Uniform Financial Accounting Requirements (WUFAR) will assist each district in this process.  Community Service Fund Information website provides the most recent information regarding Fund  Question and Answers  Complete Fund 80 PowerPoint 33 Department of Public Instruction March

 This portal was renovated and became active in early January (2015).  It is time to review this site to confirm it reflects the district’s current staff.  The PI-1500 District Contacts is built around one key piece of individual information, the User ID.  Once in the system the User ID cannot be changed. 34 Department of Public Instruction March

 It is recommended that your school district establish an IT security policy/protocol with regard to creating an ID and Password.  Normally the superintendent and at least one designee must provide the new employees with their User ID, address and related duties.  SFS/DPI-1500 District Contacts Report - New Process SFS/DPI-1500 District Contacts Report - New Process  Will assist anyone who has questions on the process. 35 Department of Public Instruction March

Once an individual has been entered in to the PI 1500 for your district, that individual becomes responsible for retrieving their own ID or Password using the 3 links below the “Log In” button. Through this portal the district is responsible to assign an individual: a personal ID, their original Password, and which reports this individual will receive information about and/or the authority to enter data in the related portal for the district. 36 Department of Public Instruction March

Supt 1234 However, this individual is unknown to DPI and may no longer be with the district. If not, the district will need to complete the “Profile” tab and make sure the “Active” button is unchecked as shown. So this individual is no longer in the drop down list. This ID is not wrong to use. 37 Department of Public Instruction March

 Facility project  Per Wisconsin Statute §121.91(4)(o) school districts may exceed the revenue limit on a non- recurring basis for a project to increase the energy efficiency of a facility.  The project is governed by a performance contract entered into under Wisconsin Statute §  Energy Savings Performance Contracting per Wisconsin Statute § is broader that the Revenue Limit exemption with regard to nature projects. 38 Department of Public Instruction March

 Districts are encouraged to consider their options, but know the prudent course is to limit projects to facility energy efficiency measures.  Administrative Rule PI 15 is currently being reviewed for revision purposes. 39 Department of Public Instruction March

 Reminders:  Publication and Reporting requirements. ▪Budget Hearing and DPI  Energy savings must be used to reduce the tax levy.  Always separate BOE motions for each levy by fund to the second digit. Separate Fund 38 & Fund Department of Public Instruction March

 A school board may establish a “trust” to fund capital improvement projects per their ten year long-term capital improvement plan.  The trust is funded with a transfer from the general fund.  The contribution (transfer) from Fund 10 to Fund 46 is recorded as the expenditure for shared cost and equalization aid purposes. 41 Department of Public Instruction March

 Board approved 10 year capital improvement plan.  Board resolution to establish a trust.  Creation of a segregated bank account.  Reporting to DPI.  Department of Public Instruction March

 Allows districts to set aside funds for capital projects  Requires planning for capital facility needs and improvements including care and maintenance.  May level out expenses for shared cost (rather than a large project expenditure in Fund 10)  Opportunity for end of fiscal year expenditure 43 Department of Public Instruction March

 Where is the district in the Equalization Aid formula?  District/Local Factors ▪Shared Costs (Spending) ▪Equalized Property Value (Wealth) ▪Membership (Number of Students to Educate)  State Factors ▪Cost Ceilings ▪Guaranteed Valuations ▪Total Amount Of Funding  Consider that shared cost is only one factor to consider when evaluating the Fund 46 option. 44 Department of Public Instruction March

 Is the resolution the same as for the OPEB trust? No – Fund 46 is not a legally established irrevocable trust BUT the funds money be physically segregated in a separate account and only used for the purposes as described in the resolution and 10 year plan.  What if the plan is no longer represents our needs? With board approval, change the plan. 45 Department of Public Instruction March

 “ Biennial Budget Information” is available on the Policy and Budget Team website.  “DPI Summary of Governor's Budget Proposal for K-12 Education”DPI Summary of Governor's Budget Proposal for K-12 Education  Bob’s update and thought of the day. 46 Department of Public Instruction March

Questions? Contact Information (Area Code 608)  Bruce Anderson, Consultant  Carey Bradley, Consultant  Dan Bush, Consultant  Karen Kucharz Robbe, Consultant  Victoria Chung, Accountant  Brian Kahl, Auditor  Gene Fornecker, Auditor  Vacant, Auditor  Debi Towns, Assistant Director  Bob Soldner, Director  School Financial Services 47 Department of Public Instruction March