School Finance Compass- January 2023
Montana Office of Public Instruction sent this bulletin at 01/24/2023 02:44 PM MSTSchool Finance COMPASS distribution 01/27/23
Edits and Additions Due 1/20/23
State School Payments
The January State School Funding Payments for FY 2023 are posted at the following link: State School Payments
The January 26, 2023, payment includes: Direct State Aid, Quality Educator Component, At Risk Component, Indian Education for All, Student Achievement Gap, Data for Achievement, and Special Education.
The February payment will be made on February 23, 2023.
If you have questions regarding payments, please contact Autumn Belmont (406) 444-9852
Impact Aid Applications - due January 31st
The US Department of Education has opened the Impact Aid Grant System (IAGS) for FY 2024 applications:
The Impact Aid section 7002 and section 7003 applications for Fiscal Year 2024 are now available online in the Impact Aid Grant System (IAGS). The application submission deadline for the Section 7002 and Section 7003 applications is 1/31/2023 at 11:59 p.m. Eastern Time. We urge you to begin working on your application well before the deadline. Do not wait until the last minute. Log in to the Impact Aid Grant System [impactaid.ed.gov] to start your application. You will find the link to start your application on the Home page. We have a number of helpful tools available on our IAGS Training [iimpactaid.ed.gov] and Resources [iimpactaid.ed.gov] pages to help you submit your application. In particular, please review the Section 7002 Application Instructions [iimpactaid.ed.gov] and Section 7003 Application Instructions [iimpactaid.ed.gov]. If you need a refresher on IAGS account set up and how to complete an application, see our new slide deck, A Guide to Submitting a 7003 Application in the IAGS [iimpactaid.ed.gov]. Applications submitted after the deadline, but before 4/1/2023 incur a 10 percent payment reduction penalty. Don't let this happen to you!
Data sheets to assist with the completion of the application may be found here: Impact Aid
Questions: For Impact Aid questions please contact: Laci Novark, Budget Analyst at 406-444-4401.
Spring Student Count Day - February 6, 2023
The MAEFAIRS web application will soon be ready for Spring Student Count for ANB importing from AIM.
The official spring count day is Monday, February 6, 2023. Data may be imported prior to February 6 to review the information and investigate discrepancies; however, you will not be able to submit to OPI until February 7th. You may import as many times as necessary. We encourage you to submit your enrollment as early as possible. The sooner you provide your data, the sooner we can prepare the documents you need to start your budgeting process.
Student Count for ANB reports must be submitted to the MAEFAIRS system no later than February 14, 2023. We love when districts submit early!!
Student Count for ANB Instructions are available at the following link:
Student Count for ANB Instructions
Log into MAEFAIRS at the following link: MAEFAIRS
If you have questions or need assistance, please contact:
For AIM – Nicole Thuotte, AIM Unit Manager at 406-444-2080
For MAEFAIRS - Andrea Mohammadi, Business Analyst at 406-444-1960
DON’T FORGET TO PRESS THE SUBMIT BUTTON IN MAEFAIRS!!!!!
Indirect cost rate applications - Due April 30th
Districts that plan to charge indirect costs (e.g., general administration, accounting services, and personnel services) to FY2023 federal and state grant awards using an indirect cost rate must complete an indirect cost rate application form. Application for an indirect cost rate does not increase the amount of the grant award.
For compatibility with the e-grants system the closing date for applying for an Indirect Cost Rate is April 30, 2023.
The U.S. Department of Education renewed our indirect cost agreement effective for FY2021. Consequently, some aspects of the indirect calculation have changed with this application round:
- School Systems enrolling greater than 2,600 students must redirect costs associated with business manager salary and benefits to direct and unallowable.
- Indirect Cost Rates will be awarded per school system rather than by LE.
- The use of a carry forward calculation has been eliminated. The calculation has been replaced with a five-year rolling average with a 5% discount.
Indirect Cost Rate Application and resources for FY2023 are available on the OPI website.
Please review the instructions and additional documentation for more details.
Indirect Cost Rate Cover Letter (please read)
Indirect Cost Rate Instructions
If you reclassify costs to adjust the indirect cost rate, please read the Indirect Cost Rate Instructions prior to reclassification of costs for an adjusted rate. A reclassification calculator is available for aiding in the determination of an adjusted indirect cost rate.
If you have questions about how to complete the indirect cost rate application, please contact: Barbara Quinn, School Finance Senior Manager, 406-444-3249.
FY 2023 Elections School Elections
Upcoming Election Deadlines:
- Thursday, December 8 through Thursday, March 23 – Trustee candidates file for election
- Tuesday, February 21 – Trustees call for an election
- Thursday, March 30 (by 5:00 pm) – Last day for a candidate to withdraw from the election
- Thursday, March 30 (by 5:00 pm) – Deadline to file as a write-in candidate
- Friday, March 31 – Deadline to notify election judges
- Friday, March 31 – Ballot certification
- Friday, March 31 – Election by Acclamation and Cancellation of the trustee election
- Monday, April 3 – Close of regular voter registration (obtain absentee list from county)
- Monday, April 3 – Not more than 30 days before the election conduct a performance test and certification of voting system
- Tuesday, April 4 – Start of late registration
- Thursday, March 23-Saturday, April 22 – Notice of election is posted
The OPI, in coordination with MASBO, will again be conducting bi-weekly check-in meetings during the election season. Here is the schedule for those meetings:
- Friday, Jan 27, 2023 10:00 AM Election Accessibility (ES&S)
- Friday, Feb 10, 2023 10:00 AM Election Resolutions
- Friday, Feb 24, 2023 10:00 AM Mail Ballot Plans
- Friday, Mar 10, 2023 10:00 AM Election Notices
- Friday, Mar 24, 2023 10:00 AM Ballot Certification
- Thursday, Apr 6, 2023 10:00 AM Mailing Ballots/Signature Verification
- Friday, Apr 21, 2023 10:00 AM Preparing for the Election
- Friday, May 5, 2023 10:00 AM Post-Election Procedures
- Friday, May 19, 2023 10:00 AM Election Wrap-Up
The Zoom link will be available on the OPI website.
Questions: For information on School Elections, please contact: Nicole Thuotte, 406-444-2080; Andrea Mohammadi, 406-444-1960; Barb Quinn 406-444-3249
Tuition Forms - complete and entered to Maefairs
Student Attendance Agreements should be completed upon enrollment in a school (20-5-322, MCA). Students who are in foster or group homes outside of their resident district should be entered into MAEFAIRS as soon as they are approved by the attending district. This allows resident districts to review their obligations or dispute their status as resident district – facilitating payments due in the ensuing year. Please make sure to enter these agreements in a timely manner and run the reports set up for resident districts in MAEFAIRS. Please see the forms located under Tuition and Attendance.
FP14.2 Foster and Group Home Student Attendance Agreement
FP15 Day Treatment and Out of State Tuition
If you have any questions, please email OPISchoolFinance@mt.gov or call Andrea Mohammadi 406-444-1960 or Barbara Quinn 406-444-3249.
Bus Driver Certificates (TR35)
School bus drivers must hold a valid Montana School Bus Driver Certificate (TR35) for a district to be eligible 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 file 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.
FY 2023 Semester 1 Transportation Reimbursement Claims
By February 15th school districts must electronically enter and submit Bus Route Reimbursement Claims (TR6) and Individual Contract Reimbursement Claims (TR5) in the Pupil Transportation System.
As a result of new programming for the TR6 Bus Route Reimbursement Claims, please be very careful and pay close attention when entering reimbursement claims and not create duplicated claims.
School districts will receive state and county transportation reimbursement based on actual days for all routes operated for transporting eligible riders from home to school.
(20-10-145, MCA).
NOTE: If school districts experienced unplanned school closures, or routes were not run anytime within the semester, districts may not claim for reimbursement for those days.
Individual transportation contract claims will be reimbursed for each day of school attendance for the student and for actual miles transported.
Once the school district has submitted reimbursement claims, a signed copy by the board chair must be sent to the county superintendent.
By February 22nd county superintendents must review and electronically approve the TR-5 and TR-6 claims for the first semester.
The state transportation reimbursements for first semester will be made with the March 2022 payment.
Upon receipt of electronic state payment notice, the county superintendent orders the disbursement of county reimbursement for first semester transportation based on state reimbursement.
If you have questions or require assistance entering and submitting the first semester transportation reimbursement claims, please contact Donell Rosenthal at (406) 461-9316.
Bus Drivers Assigned to School System
Drivers that are no longer employed with a school system should be unassigned in the Pupil Transportation Portal under Data Entry>Driver>Assign Bus Driver to School System.
If you have questions or require assistance with unassigning bus drivers, please contact Donell Rosenthal at (406) 461-9316.
New updates to the School Finance webpage
Chart of Account (12_2022)
Understanding School Finance (12_2022)
School Year 2022-23 Changes
STRUCTURE CHANGES with an effective date of July 1, 2023: School districts with changes to operating status, grade level configurations, school/district name, etc., 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 or Andrea Mohammadi at 406-444-1960
PERSONNEL CHANGES: Changes to board chair, clerk/business manager, superintendent, or principal must be changed in 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.
|
|
Stay Connected with:   
|
|
SUBSCRIBER SERVICES: Manage Subscriptions | Help |
