WINTER AT A GLANCE N EW B USINESS O FFICE S TAFF Y EAR OF S UCCESS P ROGRAM D ECEMBER 3, 2013 Erin Fath, Assistant Director School Financial Services Team, DPI

T HE S CHOOL F INANCIAL S ERVICES T EAM 2 Division for Finance and Management Brian Pahnke Assistant Superintendent School Financial Services Robert Soldner, Director Education Administrative Director Bill Evans IS Business Automation Specialist Victoria Chung Accountant Senior Gene Fornecker School Finance Auditor Brad Adams School Administration Consultant Dan Parizo IS Business Automation Specialist Vacant IS Business Automation Specialist Michele Tessner School Finance Auditor Brian Kahl School Finance Auditor Karen Kucharz Robbe School Administration Consultant School Financial Services Erin Fath, Assistant Director Education Administrative Director Bruce Anderson School Administration Consultant Dan Bush School Administration Consultant

H OW W E C AN H ELP Y OU Web pages, webcasts, and tutorials SFS Homepage: [good to bookmark!] Make sure you are identified appropriately in the PI District Contacts Report Phone calls, Newsletters and listserv notices Click here to subscribe: Conferences and workshops 3

W HERE WE ARE NOW …  3 rd Friday Pupil Count / PI-1563 Report  PI-1505-AC / PI-1506-AC / Annual Report  October 15 th Aid Certification  Act 46 October Aid Certification  Revenue Limit Calculation  Set Levy / PI-401 Report  Send Levy Certification to Municipality  NOW WHAT ??? 4

WINTER A CTIVITIES P REVIOUS F ISCAL Y EAR ( )

A NNUAL R EPORTS  School Financial Service Team School Auditors are currently reviewing districts Annual Reports. If question arise …  SFS Team staff will contact a district via to inquire about the issue.  Please respond to these messages promptly so that questions can be resolved and the review process can be completed. 6

A NNUAL R EPORTS  Why do we audit the Annual Reports?  Ensure accurate data to be used for: Final Equalization/General Aid Eligibility (spring of 2014) –adjustments to your district’s General Aid as a result of using the audited annual data will be a “prior year adjustment” to General Aid (applied in Sept aid payment) *NEW* this year: for calculation of the High Cost Transportation Calculation of Comparative Cost and Revenue (data for internal/external customers) 7

A UDITED F INANCIAL S TATEMENTS  The Audited Financial Statements are due December 2 nd, 2013  Why? Statute [ss ] / Admin. Rule [PI 14.03] So SFS Team can do final sign-off on Annual Reports (aid eligibility, integrity of data) For use by the SFS auditors in their reviews of school audit firms To meet external audit requirements (Legis. Audit Bureau’s audit of SFS Team’s processes, re: calculation of General Aid) 8

WINTER A CTIVITIES C URRENT F ISCAL Y EAR ( )

PI 1504: B UDGET R EPORT  Report used to collect the district’s proposed revenue and expenses for all funds for the current fiscal year.  Data is used to calculate the district’s following year ( ) General Aid Estimate, provided on July 1 st, per state statute (4)(b).  The budget report should be amended as changes are made throughout the year. Doing so will ensure that factors used to calculate the July 1 st General Aid Estimate are as current as possible (reduce the variance b/w July1st estimate and the October 15 th certification of General Aid).  Report due December 2 nd,

PI 1504-SE: S PECIAL E DUCATION B UDGET R EPORT  Report used to collect the district’s proposed special education (fund 27) expenditures and revenues.  Data is used by the Federal Grants Team in determination of Maintenance of Effort (MOE) for the IDEA Grant.  If your district was initially found to be failing MOE and is reworking its budget to meet MOE, it would be good practice update the Special Education Budget Report  Report due December 2 nd,

PI-1563: J ANUARY P UPIL C OUNT R EPORT Pupil Count is the 2 nd Friday in January  Pupil Count Report (PI-1563) opens on the 2 nd Friday – January 10,  Due on January 24, 2014  If a district submits the report after the due date, the district will be required to have a membership audit. Best to submit the report on-time, even if you know changes will be required.  The enrollment data is converted to a full-time equivalency (FTE) and used in the calculation of a district’s Equalization/General Aid (e.g., “average of the September and January pupils counts + summer count”) 12

M EMBERSHIP A UDITS ( ANNOUNCED LATE J ANUARY / EARLY F EBRUARY )  At least 25% of school districts are required to have a membership audit each year (each district must be audited once in every 4 year cycle).  An audit findings in the previous year (or late report in the current year), will trigger a membership audit in the current year.  The remaining districts are selected randomly.  If a district is claiming summer school membership, the audit process will include an examination of the membership claimed in the summer school report. 13

M EMBERSHIP C HANGES  The September & January Pupil Count Reports stay open for changes until membership audits are announced.  For districts selected for a membership audit, the pupil count report will remain open to make changes: The district will go into the report to make the change, but it must be in agreement with the auditor.  Districts not having a membership audit will need to contact Erin Fath in order to have their pupil count report opened: Must indicate what membership changes need to be made and reasons for the change(s). Send an to 14

O PEN E NROLLMENT  Open Enrollment Application Period: February 3 - April 30, 2014  OE can have a substantial impact on your budgeting for the upcoming year.  For additional information: 15

O NGOING A CTIVITIES – WINTER INTO SPRING  Remember to go in and make any changes to the district’s debt schedule that have occurred during the fiscal year. Debt Service information at:  Continue developing budget for the upcoming school year as more information becomes available.  Continue to update the budget report in the SFS reporting portal with any changes the Board approves. 16

WINTER A CTIVITIES N EXT F ISCAL Y EAR ( )

L OOK A HEAD TO B UDGET  At this time, the Board of Education should be developing budget goals and priorities to guide the upcoming budget cycle  Start work on Revenue Limit projection for fiscal year: Pre-Populated worksheet is now available on the Revenue Limit Worksheets for Budget Planning page [ You will have to estimate Fall 2014 enrollments 18

L OOK A HEAD TO B UDGET  Estimate revenues outside the Revenue Limit Categorical Aids, federal grants, etc. Identify potential for new revenue sources (e.g., grants)  Review staffing needs for the upcoming year  Develop preliminary expenditures  Identify budgets for Special Education (Fund 27) and Debt Service (Funds 38 & 39)  Review any WUFAR coding changes in preparation for budget development 19

L OOK A HEAD TO B UDGET  Summer School budget Determine budget for summer school programs. If using fees to offset some costs, please stay for the “Fees” presentation at the end of today’s program, and for future reference … Review the fee guidance on the SFS website

Q UESTIONS ? C ALL US ( ALL AREA CODE 608) Brad Adams, Consultant Bruce Anderson, Consultant Dan Bush, Consultant Karen Kucharz Robbe, Consultant Brian Kahl, Auditor Gene Fornecker, Auditor Michele Tessner, Auditor Erin Fath, Assistant Director Bob Soldner, Director