July 2014 Treasurers Newsletter
New Paper PCR Process in use
As of July 1, 2014, vendor invoices, including project cash requests (PCRs) for paper projects, must be submitted electronically to ODE’s fiscal mailbox at Fiscal.Management@education.ohio.gov. Approved invoices will be forwarded to Ohio Shared Services for payment.
Please follow these guidelines when submitting PCRs:
Scan PCR and any backup documentation (final expenditure reports, financial reports, etc.) applicable to the PCR as one PDF. Ensure the invoice/PCR is always the first page of the document.
Be sure to include your Purchase Order (PO) number at the top of the PCR. Beginning Sept. 1, 2014, PCRs submitted without the PO number will be rejected and returned to the district for correction.
Submit the PCR to the fiscal mailbox only. Do not send an additional copy of the PCR to your Grants Management Consultant, Program Consultant or through the US mail because this may delay the processing of the PCR.
Some invoice issues, such as the address reflected on the PCR not matching what is in the OAKS payment system, will result in the invoice being rejected. If you need to update your information in OAKS, contact Ohio Shared Services at 1.877.OHIOSS1 (1.877.644.6771). Notifications regarding PCR issues may come from ODE and/or Ohio Shared Services. Be sure to check your email regularly and ensure issues are addressed.
REMINDER: FERs due no later than Sept. 30
All CCIP Final Expenditure Reports (FERs) must be completed online and submitted no later than Sept. 30, 2014.
When submitting FERs, note the following:
In order to start the FER, the application must be in a final approval status (Entitlement grants: Director Final Approved, Final Approved, or Director Approved - Competitive grants: Reviewed or Consultant Approved). Contact your program consultant if your application is not in one of these final approved statuses.
If you are planning to submit an FY14 PCR in September, consider the timing of the PCR. The FER cannot be started until all PCRs are in paid status. Submit final PCRs no later than Sept.15 to ensure they are paid by Sept.30.
PCRs cannot be generated once the FER has been started. However, if the FER reflects a deficit balance, a PCR will automatically generate when the FER is approved by ODE.
Each Funding Application within the CCIP has its own separate FER. Please ensure each FER is submitted to ODE with Superintendent Approval no later than September 30.
FERs for paper projects are normally due Aug. 31. However, please check your grant award letter to confirm the FER due date for each individual paper grant.
New ADM formula in use for 2014-2015 school year
A new method for counting students for average daily membership (ADM) as used in the school funding formula will begin in the 2014-2015 school year. The new count replaces the October count week that has been used in the past, and will be based on the annualized full-time equivalent (FTE) enrollment of each student. School districts will be able to continuously update this information, but must update report information by the last day of October, March, and June. A student’s FTE will be determined based on the school calendar for the student and their enrollment and withdrawal dates.
Enrollment begins “on the date on which the school has both received the documentation of the student’s enrollment from a parent and the student has commenced participation I learning opportunities offered by the district.” Learning opportunities are defined as both classroom-based and nonclassroom-based learning opportunities overseen by licensed educational employees.
A district must withdraw the student for funding purposes when:
the district receives documentation terminating enrollment of the student,
the district is provided documentation of a student’s enrollment in another school,
the student fails to participate in learning opportunities and has unexcused absence for 105 continuous hours of learning opportunities, and
the student ceases to participate in learning opportunities provided by the school (e.g., a student attend a school in the prior year but does not attend from the start of the new school year).
Districts should keep in mind that the ADM used in the funding formula will continue to adjust as information is updated throughout the year. Each district can use their knowledge of their enrollment trends to estimate how the count may impact state aid using the FY2015 payment calculator found on ODE’s website (http://education.ohio.gov/Topics/Finance-and-Funding/State-Funding-For-Schools/Traditional-Public-School-Funding/School-Finance-Payment-Report-Calculator).
TTP phase-out and deregulation payment processes changing
Beginning in FY2015, payments to school districts as a result of the phase-out of the tangible personal property (TPP) tax and the deregulation of the public utility industry will be made as separate payments outside the twice-monthly foundation payments. In prior years, these reimbursement payments were included as a journal voucher (JV) code on the Foundation Settlement Reports. Moving forward, these payments will be made on the last Wednesday of the month in which the law requires a payment. Spreadsheets detailing the amount of these payments through FY2014 to each school district are available on the department website. For FY2015 payments will be made on the following dates:
Tangible Personal Property Reimbursement:
November 26, 2014
May 27, 2015
Public Utility Deregulation Reimbursement:
August 27, 2014
February 25, 2015
T-2 Report Deadline
The T-2 Expense report filing deadline is Aug. 1. Contractors providing services to districts should have already submitted their T2-C report to their clients for inclusion into the final T-2 report.
Community schools providing transportation services eligible for transportation funding and in compliance with Revised Code 3314.091, must file a T2-CS by the Aug. 1, 2014, deadline.
Transportation Training Opportunity
OASBO/OAPT/ODE is presenting the “Survival” series for transportation supervisors, coordinators, and directors July 31 and Aug. 1. This two day session is designed for first-year and veteran transportation personnel. Get more information and register at the OASBO website at www.oasbo-ohio.org