School Finance Newsletter

School Finance Newsletter



End of year dates

The state’s accounting system will stop processing payments in mid-June for routine fiscal year-end closing procedures. Therefore, the department must adjust its timetable to approve project cash requests before the fiscal year ends. To ensure timely payment, submit project cash requests to the Office of Grants Management by Friday, June 15, 2018, at 5 p.m.

Project cash requests applying for an advance must reflect a June advance period. This is because the system will not allow the generation of a July cash request at this time. The June cash request can include advance funds to cover expenses beginning June 1, 2018, through July 15, 2018. Please outline how you will expend the funds and the expected liquidation date in the Justification of Need section of the cash request. The department may return or delay cash requests that do not provide sufficient details. To receive approval consideration, advance requests must be for immediate needs for the time frame designated. If you do not meet these guidelines, we will return your request unapproved and it may not be paid until after July 1. 

The Office of Grants Management will process project cash requests as quickly as possible. To expedite the process, please attach support documentation if the advance or total reimbursement amount is greater than 5 percent of the allocation. If we do not receive a cash request by the deadline, the department does not guarantee payment before the statewide shutdown. This means we issue the payment when the state accounting system is back online. In addition, the large volume of requests received during this time period may result in delays for some payments, which is due to a shortage in state appropriation (spending authority). We will process payments that cannot be issued due to lack of appropriation after July 1. We process payments in the order we receive them.

Tuition Period 2

For school districts to receive tuition for non-resident students, educating districts must correctly report these students in EMIS. It is this reporting that alerts the Department to create an application in the tuition module in ODDEX. The deadline to report a student as a tuition student for the second reporting period (Jan. 1 to June 30, 2018) is July 15, 2018. After a student is reported in the tuition module, the educating district can make the necessary changes in EMIS if specific demographic data about the student needs updated. For example, if the educating district determines the incorrect resident district was reported, as long as the student is in the tuition module, the educating district can correct the information in EMIS. This will then update the information in the tuition module. No new tuition applications for the second reporting period will be created in the tuition module after July 15. Districts should review the tuition module to ensure all students they anticipate receiving tuition for are loaded in the tuition module in ODDEX. No funding or data appeals will be accepted for students without a tuition application. If you have questions, please direct them to

Administrative Cost Reimbursement – Nonpublic Schools

The Administrative Cost Reimbursement Application opens on Monday, May 21 at 8 a.m. Please do not enter data until the close of the school year for your school. The application can be found under the SAFE account. The application period closes on Tuesday, July 31 at 11:59 p.m. If you have any questions, please contact your area coordinator.  

Catastrophic Cost Reimbursement Survey Available

The Department is preparing for more improvements to the catastrophic cost reimbursement program. Please take a few minutes to complete this brief survey, and share your thoughts on the changes made this year and future progress. The survey is open until June 8. Click here for the survey.