August 2018 Coffee Talk - Claim Forms - Part II - Questar III BOCES
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August 2018 Coffee Talk Claim Forms – Part II
July’s Coffee Talk Agenda was:
Claim Forms Part I: Forms A, FB, and FT
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Who are the pupils you count for enrollment
and attendance?
What are the impacts on State Aid?
When are the deadlines for reporting?
Where to input information?
Why are you required to submit claim forms?
How do you fill out, submit, certify, and
revise claim forms?
If You Didn’t Get a Chance to
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Listen Last Month
Form A Updates
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Form A (Attendance) Lines 1a. – 90. – No changes
Schedule A1 Religious Holidays First Semester
Schedule A2 Attendance Report First Semester
Schedule A3 Religious Holidays Second Semester
Schedule A4 Attendance Report Second Semester
Schedule A5 Days of Session Matrix
Schedule A6 Decimal Days of Actual Session Worksheet
Schedule A7 Enrollment – Central High School Districts Only
Schedule A8 Extraordinary Conditions Days
= Now broken out by individual grade levels
Form A Updates – Schedule A1
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2016-
2017
Reporting
Form A Updates – Schedule A1
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Same information, just split out by grade level now
2017-2018
Reporting
Note: New Schedule A3 similar to thisForm A Updates – Schedule A2
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2016-
2017
ReportingForm A Updates – Schedule A2
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Same information, just split out by grade level now
2017-2018
Reporting
Note: New
Schedule A4
similar to thisForm A Updates – Schedule A5
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2016-
2017
ReportingForm A Updates – Schedule A5
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2017-2018
Reporting
Same information, just split
out by grade level nowForm A Updates – Schedule A8
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2016-
2017
ReportingForm A Updates – Schedule A8
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2017-2018 Same information, just split
Reporting out by grade level nowOther Resources
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Our Guidebook, Workbook for 2018-19
General State Aid Claim Forms will be out later
this month.
Our call us at:
518-477-2635Other Resources
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Use the Help function in the Claim Forms
Access through SAMS
Access from the State Aid website
Give link to others who are gathering informationOther Resources
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Use the Help function in the Claim FormsClaim Forms and ST-3
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They are linked
Edit checks in place to make sure expenditures reported in both areas agree
Can send in ST-3 before claim forms, but not claim forms before ST-3 completed
Other aids/revenues are reported/claimed in ST-3 & supplemental
schedules
Instructional Materials Aid
Building Aid
◼ Capital Outlay Exceptions
◼ Interest Recalibration Deduction
Establishing rate for in-district Summer §4408 programs
Reimbursement for Summer Transportation
Reimbursement from counties for CPSE costs
Check ST-3 submission for completenessInstructional Materials Aid
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Schedule in ST-3 Line Number Account Code
A4b 177 A2110.48
A4b 199 A2280.48
A4b 209 A2330.48
A4b 238 A2630.46
Accounts
Summarized A4b 220 A2610.46
on Schedule A4b 233 A2630.22
C of Form A
A4b 234 A2630.4
A4b 235 A2630.4
A4c 387 A9785.6
A4c 424 A9785.7
F2 39 V9785.6
F2 73 V9785.7Instructional Materials Aid (IMA)
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Need help with maximizing IMA? Check out our IMA Guidebook at:
https://www.questar.org/wp-content/uploads/2018/05/IMA-Guidebook-2018-
19.pdfBuilding Aid – Schedule G3
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Only way to generate aid 9999
Must be
reported
here to Only way to generate aid 9998
generate
aid!
Only way to generate aid 9997
If put on
the next
page, will
be paid
over 15
yearsBuilding Aid Reduction
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Interest Rate Reduction Waiver
Under Form FB: Building and Miscellaneous
◼ Interest Rate Reduction Waiver Application
Form
◼ If any projects are listed, complete the form
to request a waiver
◼ If no waiver requested/granted, building aid
on projects listed will be reduced going
forwardExample of what
approved Waiver request
looks like
SED will
complete
after their
review
Pre-populated
21In-District Summer §4408 Program
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If you run your own Summer §4408 Program:
Complete Supplemental Schedules SS10-SS16
Rate Setting Unit (RSU) at NYSED will review
information and determine rate(s) for your program(s)
State Aid at an 80% reimbursement level is based on
the approved rate established based on SS10-SS16
If your district doesn’t have a rate, then can’t get 80%
reimbursement on it
Expenses reported in SS10-SS16 should be
accounted for in the Special Aid FundIn-District Summer §4408 Reporting
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ST-3 RSU Schedules – Capturing cost of education only,
no transportation reported here
SS-10 Revenues and Administration Expenditures (4)
SS-11 Direct Care (Program) & Facility Expenditures (5)
SS-12 Expenditures in Other Districts (1)
SS-13 Personal Services by FTE and Job Code (3)
SS-14 Student FTE of Enrollment (2)
SS-16 Detail of Administration, Direct Care & Facilities Costs
(only complete if SS schedules don’t agree with ST-3)
First time preparing these? Call or send us an email and we can provide you
with a copy of a recent presentation we did on how to complete the schedules
to get you started…..Summer §4408 Program(s) –
Reporting in Special Aid Fund
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❑ Accounted for in the ST-3 in the Special Aid Fund
▪ Charge program costs to F2253.XX codes
▪ Check A2250.47 codes!
▪ Charge costs of transporting to/from the programs to F5511, F5541,
F5551 or F5582
▪ STAC Unit is reconciling the two!
▪ §4408 program revenues are recorded in:
▪ F3289 – Tuition: 80% of approved program rate
▪ F3289 – Other: 80% of reported (STAC) transportation costs
▪ F5031 – Interfund Transfer from the General Fund – Local Share of
each §4408 programIn-District Summer §4408 Program
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Transportation
Costs are not included on SS10-SS16
Must be reported in Special Aid Fund
Total should
New agree with the
this year Transportation
Costs STAC’dReport from STAC of Claimed §4408 Costs
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A new report - Summary of 4408 & 4201 STAC
Approval and On-Line Verified Costs and State
Aid Paid – (EFH670)
Provided by the STAC unit which summarizes what
STAC thinks are the outstanding balances, by
student, by year
Provides a comprehensive summary of all providers
with details of each child, FTE, approved rate(s) and
services, the amount paid per student, and any stops
(holds on payments) in place
This is a mailed report – goes to Superintendent
and/or State Aid DesigneeSample of Detail Included with
EFH 670 Report
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1 2 3
5
$8,184 x 80% = $6,547.20
$6,547.20 - $6,411.20 = $136
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$136 due
Note: Scheduled June 18 report was delayed until now.Section 4201 Children – Accounted
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for the Special Aid Fund
Remember §4201 children are in one of the 12 State-
Supported Schools:
Cleary School for the Deaf
Henry Viscardi School
Lavelle School for the Blind
Lexington School for the Deaf
Mill Neck Manor School for the Deaf
New York Institute for Special Education – Schermerhorn and VanCleve
New York School for the Deaf
Rochester School for the Deaf
St. Francis deSales School for the Deaf
St. Joseph’s School for the Deaf
St. Mary’s School for the DeafSection 4201 Schools – State
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Supported SchoolsSection 4201 Children
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ST-3 Reporting
Revenues
10 month program
expenditures
→ Summer
program
expendituresWebsite for Section 4201 Schools:
http://www.oms.nysed.gov/stac/4201/tuition_charges.html
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$435.79 x
Maintenance 180 days =
paid directly $78,442.20
by NYS.Section 4201 Payments
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From year end 2016-17 and 2017-18 payment reports:
=$65,273.23
For 16/17
June XY payment is for four months – September
XX-December XX (based on attendance) Reimbursed for total
cost less Basic
February XZ payment is for six months – January Contribution amount
XY- June XY (based on attendance)From GEN Report for 2016-17
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GEN Report
Per Payment Certs → State Funding $65,273.23
Local Funding $13,212.96
Total $78,486.19
Tuition $78,442.20 (Difference $43.99 rounding)
To record Sub Acct Debit Credit
receivable F410-Due from State/Federal Govt At $38,350.56
at year-end: F980-Revenues 6/30/17 $ 38,350.56
(also need (A) F3289-State Aid $ 38,350.56
side of entry, not F391 - Due from General Fund $13,212.96
shown)
F980-Revenues $ 13,212.96
F5031 - Interfund Transfer $ 13,212.96State Operated Schools –
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Rome (Deaf) and Batavia (Blind)
Different from the State Supported Schools
The two State Operated Schools:
Are operated by NYSED
Established pursuant to Article 87 of the Education Law (for students who are legally blind
and have additional disabilities) and Article 88 of the Education Law (for students who have
hearing loss of over 80 decibels or are functionally deaf)
Students are referred to these schools by their
parents or the CSE and attend the day program
and/or residential program during the school week
State pays the full 100% and then charges back to
the district 20% of the costsChargebacks for Rome/Batavia or
Section 4201 Summer Placements
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Chargebacks are done on a two year lag
A payable should be recorded for the 20%
district share during the year the student went
to Rome/Batavia or Section 4201 Schools
For example: Summer 2015 chargebacks
were recouped against the 2017 Summer
4408 Education Payment Runs this springOther Reports in STAC to Review -
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DQSBO
-Compare year to year FTE
-Agree Amounts to G/LCan Run Report for Variety of Categories 37
SS31-34 – CPSE Administrative Costs
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Report total CPSE administrative costs
CPSE Chairperson
Secretarial and clerical support
Expenses of chairperson and parent member
Used to determine reimbursement from county
Now done through STAC – DQDAD Screen
On lag:
◼ 15/16 year (from ST-3) – could be claimed in 17/18
◼ 16/17 year (from ST-3) – will be able to be claimed in 18/19
Review what has been submitted for reasonablenessCPSE Admin. Reimbursement –
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DQDAD Screen
15-16 was
$579/child
From SS-34
Maximum
Lessor of Maximum or Actual whichever
is smallerIf Not Maximizing Funding….
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Any positions involved in the process that you are not already reporting?If Not Maximizing Funding….
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Any positions involved in the process that you are not already reporting?SS-31 Salary Reporting
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Yes!
$13,500
No!
$3,690Guidance on FTE Calculation 43
Homeless Aid
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▪ Nonresident homeless students who move into
your district from another district within New York
State.
▪ The school-age homeless student may:
• Be a student with or without a disability
• Attend a public school district program, BOCES
program or an approved private school program, if a
student has a disability.
• Students from out-of-state or out-of-country are not
eligible for reimbursement.Homeless Definition
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Children who lack a fixed, regular, and adequate nighttime residence,
including those:
Sharing the housing of others due to loss of housing, economic
hardship or a similar reason (doubled up)
Living in emergency or transitional shelters
Living in motels, hotels, trailer parks, camping grounds due to a lack of
alternative adequate accommodations
Abandoned in hospitals
Living in a public or private place not designed for sleeping
Living in cars, parks, abandoned buildings, substandard housing, bus
or train stations, etc.
Migratory living in circumstances described aboveReimbursement Guidelines
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The STAC Unit requires application (STAC 202) for
each school year that the student is homeless
eligibility may extend across school years, the
reimbursement is specific to a school year
Aid is paid at 100% of approved tuition costs for
students in district operated programs using the
Non Resident Tuition rate
Revenue code A3289
State Budget Projections don’t include Homeless
AidOnline Verification of Homeless STAC Approvals –
DVHOM – Important – No Aid Unless Verified
47Statute of Limitation and Payment
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Cycle for Homeless Aid
2017-18 school year needs to be verified by
June 30, 2019
December 2018 the final NRT Rates will be set
February 2019 Homeless Aid was paid
NRT rate x Homeless FTE count
If not STAC’d timely, Aid will be delayed
July and DecemberST-3 and Claim Forms
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Due September 4th
Use time in August to gather information –
Transportation, Special Education, etc. may not be
available in September!
List of Changes to ST-3 at:
https://stateaid.nysed.gov/st3/st3change_fiscal_year_end_063018.htm
◼ Food Service, Special Aid, Capital, Library, etc. all have prior year balances too
Form A claim form
Breaking attendance out by grade for this year’s Form A
2018-19: New hours requirement expected to be in
placeSAMS Edit Exceptions & Certifications
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▪ Run Edit Exceptions when all data is entered
▪ Correct or provide an explanation for all errors
▪ Explanations should be documented and verifiable
▪ DO NOT ignore edits
▪ If you can’t fix the problem - CALL FOR HELP!
▪ Certifications - final step that sends the data to SED
▪ Answer the supplemental questions (Form A)
▪ Can only be submitted using the Superintendent’s User ID and
password
▪ Complete, print and submit a hard copy of the OSC ST-3
certification
▪ Separate certification for each form set (Form A, FB, FT, ST-3,
Supplemental Schedules)SAMS Revisions
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◆ When do I use the Revision Data area?
◆ Used only for revising data that has been
“Certified and Submitted” by the Superintendent
◆ Once SED has reviewed data submission and
responded back to the district, data can be revisedSAMS Revision Process
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◆ Step 1: Go to “Forms”
◆ “Revision Data”
◆ Select Form to revise (A, FT, FB or ST-3)
◆ Data entry form with “Revision” in background
◆ Make correction to desired fields
◆ Save ( “Alt S” or Save)
◆ Run Edit Exception Report
◆ Address errors, make comments, “Save and Ready”
◆ Step 2: Go to “Forms”, “Revision Data”, “Change
Submission” form
◆ This will display a summary of all pending revisions for the Form Set (A, FT, FB or
ST-3) entered previously
◆ Click “Submit Changes”
◆ IMPORTANT: Changes will be reflected on “Official Data Form” only after
approved and accepted by SED
◆ Status of the data is now “Revision in Progress”Change Submission
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If you make a change to the ST-3 regarding
building and transportation expenditures:
Go to Form FB and/or FT and ST-3, run an Edit
Report and perform a Change Submission
This will alert SED Staff of the change and generate
the aidUpcoming Events
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Date Location
9/13/18 Buffalo
9/14/18 Rochester
9/14/18 Lake George
9/17/18 Syracuse
9/18/18 Watertown
9/20/18 Binghamton
9/21/18 Albany
9/12/18 Plattsburgh
Fall
9/26/18 Putnam-Westchester
Workshops
9/27/18 Long Island
9/28/18 Mid-Hudson
9/28/18 UticaSign up at:
https://www.questar.org/services/financial/state-aid-financial-planning/workshops/
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Click on green
box to sign upThank You!
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Questar III
10 Empire State Boulevard
Castleton, NY 12033
(518) 477-2635
Fax (518) 477-4284
sap.questar.org
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