MAEFAIRS Release – GO LIVE!
MAEFAIRS was released on July 20th. An email notification was sent to all clerks, business officials and superintendents. Please click on this link to access the MAEFAIRS release memo which is located on the School Finance homepage.
School districts must submit both the TFS and Budget reports electronically to the Office of Public Instruction no later than September 15, 2022.
County Treasurer’s Reporting Forms – due Aug 15th
The County Treasurer’s Report of Countywide School Funds (county data) is due to the Office of Public Instruction by August 15, 2022, for the fiscal year ending 2022. A template of the report, “FY2022 Countywide School Funds – FP6b Version 1” (or version 2), is located on OPI’s website, County (mt.gov). Please email the report to OPISchoolFinance@mt.gov.
The Office of Public Instruction (OPI) has posted the following FY 2023 County reporting forms at the following link: County (mt.gov)
- County Treasurer Statement (FP6a)
- FY 2023 Countywide School Funds (FB6b)
- Joint District Basic Data (FP8a)
- Joint District Tax Levy Summary (FP8b)
If you have questions regarding payments, please contact Becky Belling (406) 444-2561 or email OPISchoolFinance@mt.gov
QUICKSTART GUIDES for NEW clerks and superintendents
The OPI has compiled information to assist new clerks, district superintendents, and county superintendents in their new roles. Please see the documents located on the School Finance webpage.
State School Entitlements
The State School Funding Payments Entitlement for FY 2023 was posted at the following link: State School Payments Entitlements
The FY 2023 August payment is scheduled for August 26, 2022.
If you have questions regarding payments, please contact Becky Belling (406) 444-2561
FY 2023 Special Education Cooperative Reports
The Office of Public Instruction (OPI) has posted the FY 2023 Special Education Allowable Cost Funding Cooperative Final reports at the following link: State School Payments (mt.gov)
For any additional questions, please contact Becky Belling (406) 444-2561 or email OPISchoolFinance@mt.gov.
GASB Updates - Leases
Guidance for GASB 87 on leases has been provided on the OPI website, this is the same as the information available on the Local Government Services website. The purpose of this guidance is to help determine if a lease is within the scope of GASB 87 reporting requirements. The Effective Date is for fiscal years beginning after June 15, 2021, and all reporting periods thereafter. For questions or more information in regard to the updates please contact Dan Moody 406-444-0701 or email OPISchoolFinance@mt.gov
ESSER II - Targeted Support
The 2021 Legislature through HB 630 amended the statute to suspend the funding of enrollment increases through the Anticipated Enrollment Increase (20-9-314, MCA) and Unanticipated Enrollment Increase (20-9-166, MCA) processes. However, the legislature provided for additional payments to schools for enrollment increases during FY2022 & FY2023. See the Memo on the ESSER website for more information. The Additional funding was distributed to counties in April. The ESSER II Targeted Support funds are to be distributed through Egrants. The funds may be used for general operations purposes. The accounting codes for the ESSER II targeted support can be found in the Consolidated Guidance Document.
The Targeted Support is not a separate grant but has been added to the Allocation page. However, you need to open an Amendment to your application in order to see the Targeted Support column.
Questions: For information on Targeted Support, please contact: Barb Quinn, School Finance Senior Manager at (406) 444-3249 or email OPISchoolFinance@mt.gov.
ESSA Reporting - Fiscal Year 2022 ESSA Per Pupil Data and Validations
The Federal Every Student Succeeds Act (ESSA) requires school-based expenditure reporting. This guidance is designed to help districts comply with statewide uniformity to fulfill the federal requirements created in 34 CFR (Code of Federal Regulations) § 200.35. District compliance is essential for Federal compliance. The federal law requires all districts report expenditures by SC, regardless of enrollment, number of school buildings, or location.
The OPI has limited authority to make changes in the district’s financial records after the Trustees’ Financial Summary (TFS) report has been approved by the Board of Trustees and County Superintendent of Schools. All expenditures, including mandatory ESSA entries, are the responsibility of the district. The allowable circumstances in which the OPI can make changes to the TFS are prescribed in ARM 10.10.504.
All Local Education Agencies (LEAs) report per-pupil expenditure data at the school or LEA level, including allocations of district-wide expenditures to the school level. Expenditures are disaggregated by the source of (revenues) funds (state, local, and federal). School-level expenditure reporting is submitted to the OPI in MAEFAIRS, which publishes the information in the Montana Report Card as mandated by ESSA reporting requirements.
LEAs with only one designated SC are the only LEAs that do not have to allocate expenditures by SC. If the LEA is designated as the Prime Agency for expenditures in the School Food Service Fund (12), Miscellaneous Programs Fund (15), and the Interlocal Agreement Fund (82) those expenditures will be reported separately in the TFS. The TFS data entry will allocate the expenditure to the appropriate entity or LEA.
Please contact your software vendor for guidance on setting up school codes in your accounting system. This is a very important step and the OPI is encouraging school districts to work with their software vendors. The following software vendors have provided their contact information:
Black Mountain Software
Please contact support@blackmountainsoftware.com or call the support line
at 1-800-353-8829.
C and C Accounting
Please contact David Bardwell at 877-318-0837 or help@candcschoolaccounting.com.
Tyler Technologies/ Infinite Visions
Enter a ticket online through the support portal at https://www.tylertech.com/client-support/Infinite-Visions-support# [tylertech.com] and you will be contacted by the support department, or call the support line at 888.654.3293.
Foster and Group Home Tuition Claims
Under new legislation passed in the 2021 Legislative Session, foster and group home tuition claims must be submitted to the OPI no later than June 30, 2022. Tuition claims are no longer sent to the OPI but entered directly into the MAEFAIRS system by the district. Claims cannot be entered after the June 30th deadline. The district of attendance must notify the resident district of any obligation for tuition not later than August 15th. Resident districts may run a report in MAEFAIRS at any time to see claims that have been submitted. These should not be viewed as actual bills from the district of attendance, but rather an opportunity to review submitted claims. The report may be found under Views>Tuition>Foster and Group Home Resident District.
Questions: For information on Tuition, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524, or email OPISchoolFinance@mt.gov.
State Facility Tuition Claims
Under new legislation passed in the 2021 Legislative Session, resident districts will now be responsible for a portion of the education costs for students in state facilities (Shodair, Intermountain, Yellowstone Boys & Girls Ranch). The state facility must notify the resident district of any obligation for tuition not later than August 15th. Resident districts may run a report in MAEFAIRS at any time to see claims that have been submitted. These should not be viewed as actual bills from the facility, but rather an opportunity to review submitted claims. The report may be found under Views>Tuition>State Facilities District of Residence.
Questions: For information on Tuition, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524 or email OPISchoolFinance@mt.gov.
Day Treatment (FP15) Reimbursement
Districts with students who attended private, non-sectarian day-treatment programs in the 21-22 school year under the provisions of an individualized education program (IEP) should not have been included in the district’s ANB calculation. These students should be reported on an FP15 form. The OPI will reimburse the district for the portion of the ANB the district would have been eligible for if the student had been enrolled in the district on the count date.
Questions: For information on Tuition, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524 or email OPISchoolFinance@mt.gov.
Youth Detention
Resident districts may be receiving bills for students in county youth detention facilities. These bills must be paid not later than July 15 from the Tuition Fund or the Impact Aid Fund. Please review the invoice to ensure that the student is a resident of the school district.
Questions: For information on Tuition, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524 or email OPISchoolFinance@mt.gov.
In District Special Education Permissive Tuition Levy
The updated spreadsheet for FY 23 has been posted to the OPI Webpage and may be found here: Tuition and Attendance (mt.gov).
Questions: For information on Tuition, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524 or email OPISchoolFinance@mt.gov.
School Elections
A Supreme Court ruling issued May 17, 2022, has changed some of the requirements for school elections that were made by an earlier District Court ruling. If your district is running an election after the regular school election date, please check the OPI Elections Webpage for the most current information. Elections (mt.gov)
Questions: For information on School Elections, please contact: Nicole Thuotte, Financial Specialist, 406-444-4524 or email OPISchoolFinance@mt.gov.
2022 Montana School Bus Standards—Extended Stop Signal Arm Requirements
Extended Stop Arm -Effective July 1, 2022
When a school bus route includes a bus stop that requires a child to cross a roadway, the school bus must be equipped with an extended stop arm that partially obstructs the roadway.
A school child may not cross a roadway to enter or exit from a school bus unless the roadway has been partially obstructed by the extended stop arm. 61-8-351, MCA.
Extended Stop Arm: a device that partially obstructs the roadway is capable of extending a distance of at least 54 inches from the school bus at a height of not less than 36 inches, with an additional illuminated stop sign. The extended stop arm must:
An extended stop arm must:
- meet the requirements of a stop arm;
- have flashing red lights that meet the requirements of 61-9-402(3), MCA;
- be capable of extending a distance of at least 54 inches from the school bus at a height of not less than 36 inches;
- have an illuminated stop sign.
These new requirements and modifications will have an impact when performing the semi-annual school bus inspections by Montana Highway Patrol Officers. In addition, the TR-13 Bus Inspection Form has been fully revised and is available for the 2022-2023 school year.
School districts have the option of using their Transportation Fund (10) or Bus Depreciation Fund (11) for the purchase of the additional safety equipment.
For questions regarding the new requirements and bus standards, please contact Donell Rosenthal at (406) 461-9316.
Bus Driver Certificate TR35
School bus drivers must hold a valid Montana School Bus Driver Certificate (TR35) in order for a district to receive state reimbursement.
Qualifications for bus drivers are prescribed by 20-10-103, MCA, and by the Board of Public Education in ARM 10.64.201. The bus driver certificate forms are provided and must be maintained electronically in the Pupil Transportation System.
The chair of the board of trustees must sign the certificate which is issued to a driver who is authorized and qualified to drive a school bus pursuant to all applicable rules, regulations and laws. The district must retain a current copy of each bus driver's certificate, provide a copy to the bus service contractor, if applicable, and files a copy with the county superintendent. The bus driver is required to always carry a current and valid hard copy of the certificate while driving a school bus.
If you have questions regarding Bus Driver Qualifications, please contact Donell Rosenthal at (406) 461-9316.
Individual Transportation Contracts (TR4)
School districts are required to have individual transportation contracts for the ensuing year signed by July 1, 2022.
A transportation contract between a parent or guardian of an eligible transportee and a district must be completed in its entirety on forms promulgated by the superintendent of public instruction with one copy for the parent or guardian, one copy for the district, one copy for the county superintendent.
The board of trustees is prohibited from issuing warrants on the transportation budget in the absence of a contract. State reimbursement is paid only on claims supported by valid contracts.
If you have questions regarding Bus Driver Qualifications, please contact Donell Rosenthal at (406) 461-9316.
Pupil Transportation Budgeting Spreadsheet
As districts prepare to enter financial information into MAEFAIRS, the Pupil Transportation Budgeting Spreadsheet may be used to assist districts to prepare for FY 23 Transportation Fund Budgets.
As a courtesy, this spreadsheet was developed as a tool to help prepare the On-Schedule portion of the Transportation Fund (10).
This spreadsheet is located on the OPI Pupil Transportation website at CLICK HERE
For questions or assistance with the spreadsheet, please contact Donell Rosenthal or call (406) 461-9316
Semester 1 School Bus Inspections
The Montana Highway Patrol must perform the first semiannual bus inspection of school buses at least 30 days prior to the beginning of the school term and re-inspect the buses, if necessary, before the beginning of the school term.
Only school buses that pass inspection may be used to transport students and only school buses that pass inspection will receive state and county transportation reimbursement. A school bus that fails to pass inspection will not be eligible for state and county reimbursement until the bus is reinspected and approved by the inspecting officer.
The school district is responsible for contacting the Montana Highway Patrol for bus inspections. Buses that are placed in operation after the school semester has begun must be inspected and approved by the Montana Highway Patrol before the bus is operated on the established route.
Inspection Forms can be accessed through the Pupil Transportation System and must be entered electronically upon completion of the inspections.
For questions or assistance with the spreadsheet, please contact Donell Rosenthal or call (406) 461-9316
Clean School Bus Rebate Program
The U.S. EPA’s Clean School Bus Rebate Program is now accepting applications through August 19th. Funding can help replace older diesel school buses with new electric, CNG, or propane buses. A school district may submit only one application but can include the replacement of up to 25 school buses.
Eligibility requirements will differ depending on your school district, the bus or buses you hope to replace, and the fuel type for your new bus so check EPA’s website for more details. Some districts may be eligible to receive a rebate equaling 100% of the cost of a new all-electric school bus depending on specifications.
Prior to applying, make sure your district is registered on sam.gov with the appropriate contacts for the district.
Rebate awards will be announced in October 2022. For any questions about eligibility or the application process, e-mail cleanschoolbus@epa.gov.
Audit Letter for FY-2022
The annual letter to auditors has been released and can be found on the OPI website by clicking this Audit link. The letter provides general information for the fiscal year 2022 regarding issues affecting Montana school district audits and special items the OPI would like auditors to review for compliance with statute and administrative rule. If you have questions, please contact Dan Moody by email Dan.Moody@mt.gov or phone at 406-444-0701.
School Year 2022-23 Changes
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STRUCTURE CHANGES: School districts with changes to operating status, grade level configurations, school/district name, etc., for the 2022-23 school year should contact the OPI as soon as possible. Please send official notice of these change requests, on district letterhead, signed by the Authorized Representative, to the School Finance email at opischoolfinance@mt.gov.
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PERSONNEL CHANGES: Changes to board chair, clerk/business manager, superintendent, or principal should be reported to OPI Contacts. Instructions for how to make these changes are found here: Instructions. If you have question about how to complete the updates, please contact: CentralUpdates@mt.gov.
New Accounting Strings
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State Base Limit Increase Payment - please see spreadsheet and additional guidance on our website
Revenue Code 3780
Program Code 378
Accounted for in Fund 15
The third tier of funding to schools in association with Additional Financial Support described in the temporarily adjusted section 20-9-166, MCA.
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ARP – DPHHS-CDC Crisis Response Agreement - please see additional guidance on our website
Revenue Code 7360
Program Code 736
Accounted for in Fund 15
Supplemental funding through the ARP Act to the DPHHS to support the public health workforce.
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ARP – Coronavirus State & Local Fiscal Recovery - please see additional guidance on our website
Revenue Code 7400
Program Code 736
Accounted for in Fund 15
ARP Act funding issued through the U>S> Department of the Treasury for assistance for State, Local, and Tribal Governments
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ARP – DPHHS – CDC Crisis Response Agreement - please see additional guidance on our website
Addition of two accounting strings:
15-737-31XX-1XX
15-737-31XX-2XX
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Innovative Education - please see additional guidance on our website
Program Code 192
Revenue Code 1925
Opened accounting strings in Fund 15 for program code 192. This change is due to HB 279 (2021). HB 279 modified the laws for innovative Education Programs by changing the fund where revenues are to be received and the permissible expenditures. §15-30-3102, MCA.
If you have questions regarding accounting codes, please contact Andrea Mohammadi at (406) 444-1960
The OPI is committed to providing reasonable accommodations to people with disabilities. If you need a reasonable accommodation, require an alternate format, or have questions concerning accessibility, contact the OPI ADA Coordinator, 406-444-3161, opiada@mt.gov, Relay Service: 711.
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