School Finance Compass October 2024

Upcoming Due Dates

State School Payments

The FY2025 September State School payments are posted at the following link: State School Payments. 

The FY2025 October State School Payments are scheduled for distribution on October 28, 2024. The October payments will include Direct State Aid, Quality Educator Component, At Risk Component, Indian Education for All, Student Achievement GAP, Data for Achievement, Special Education and State Paid Tuition. 

If you have questions, please contact Cori Opie at (406) 444-3533.

State School Entitlements

The State School Funding Entitlement Reports for FY2025 are posted at the following link: State School Payments>Entitlements

If you have questions, please contact: Cori Opie at (406) 444-3533.

Compensation Expenditure Reporting and Terms Of Employment – Due December 10, 2024

Compensation Expenditure reports must be submitted by the December 10th deadline per ARM 10.10.504 for the previous fiscal year’s data. Data can be entered starting when MAEFAIRS opens and may be advantageous to complete at the same time as the Infinite Campus reporting in October.

Compensation Expenditure Reporting collects data used to determine each district’s payment information pertaining to salaries paid to district employees each fiscal year. Compensation Expenditure Reporting is a multi-step process of entering and certifying data in Infinite Campus and then submitting the data in MAEFAIRS. The process is to assist schools with their responsibility to be transparent with the use of public funds in accordance with section 20-7-104, MCA.

End of Year Personnel Collection: Infinite Campus Reporting – Due June 30^th

The End of Year Personnel (Compensation Expenditure) Collection replaces the Compensation Expenditure Terms of Employment (TOE) in AIM. All district staff employed from July 1, 2023, through June 30, 2024, must be included in this collection of data and be certified through entry into Infinite Campus. Only employees certified through Infinite Campus will be available for selection in the MAEFAIRS Compensation Expenditure Report submission. Districts are required to enter all staff employed in the 2023-2024 school year into Infinite Campus by June 30, 2024, to finalize the 2024 fiscal year-end process. If you do not have access to Infinite Campus or are having trouble logging in, please contact opiaimhelp@mt.gov. 

Fall Terms of Employment (TOE): Infinite Campus Certification – Due October 31^st

Infinite Campus Certification replaces the Compensation Expenditure TOE formerly in TEAMS.

All personnel information for all staff members/contractors employed during the 2024-2025 school year must be entered into the Infinite Campus system. Employee Certification is necessary for the completion of the Compensation Expenditure reporting in the MAEFAIRS system.  All employed individuals must be certified through the Infinite Campus system.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960 or Alivia Skeslien-Jenkins at (406) 444-1964.

Requests for Changes to the TFS - Due Dec 10th

The following steps must be completed.

Step 1: On a photocopy of the originally submitted TFS printout:

• Cross out the amount to be revised.
• Legibly write or type in the revised amount above or beside the original amount or submit a detailed Excel worksheet. • In MAEFAIRS run the ESSA School Code Allocation Report. Access that by Views-> ESSA -> ESSA School Code Allocation. If the fund that you want to change is split by school code, please attach a copy of the adjustments made there as well.

• The requestor must sign and date EACH page.
• Send the request and form for changes to:

Montana Office of Public Instruction Attn: Amanda Zigan PO Box 202501 Helena, MT 59620-2501 or Email: OPISchoolFinance@mt.gov 

Requests for changes can be mailed or scanned and emailed. All completed requests must be received by the OPI no later than December 10. (ARM 10.10.504).

Step 2: Email a copy of the corrected TFS to the county superintendent with an explanation of the requested changes.

Step 3: After changes have been completed by the OPI, verify that changes have been made accurately and send confirmation to the OPI.

If you have questions, please contact Alivia Skeslien-Jenkins at (406) 444-1964.

Guidance for Out-of-District Placement (HB 203) for FY2025

The 2023 Legislature passed HB 203 which revised tuition and the attendance agreements. School Finance has published guidance for Out of District Attendance which is available on the Tuition webpage. Please see “Tuition Handbook”, this document has been updated.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960 or email us at opischoolfinance@mt.gov.

Tuition Forms – Complete and Entered into MAEFAIRS

The Tuition Data Entry is currently under development. School Finance will notify all districts when it is available to enter all tuition.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960.

October 7, 2024 – Fall Student Count Due

The official fall count day is Monday, October 7, 2024. You may import data once Aggregate Hours are entered in Infinite Campus and Certified. Uncertified data will not be allowed to be imported into the MAEFAIRS system.

To access MAEFAIRS, CLICK HERE.

The MAEFAIRS web application is ready for Fall Student Count for ANB importing from Infinite Campus. The instructions may be found HERE.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960.

In-State Facility Tuition Claims

In accordance with section 20-9-435, MCA, resident districts will be responsible for a portion of the education costs for students attending in-state treatment facilities contracted with the OPI. The currently contracted facilities are Aware, Intermountain, New Day, Shodair, and Yellowstone Boys and Girls Ranch. The state facility must invoice the resident district for any obligation for tuition by August 15^th.  Resident districts may access the MAEFAIRS system to run a report at any time to see claims that have been submitted.  MAEFAIRS reports should not be viewed as actual bills from the facility, but rather as an opportunity to review submitted claims.  The report may be found in MAEFAIRS under Views>Tuition>State Facilities District of Residence.

If you have questions, please contact Enly Kovis at (406) 444-1579.

FY2025 County Reporting Forms

The Office of Public Instruction (OPI) has posted the FY2025 County reporting forms at the following link: County (mt.gov)

• County Treasurer Statement (FP6a)
• FY2025 Countywide School Funds (FP6b)
• Joint District Basic Data (FP8a)
• Joint District Tax Levy Summary (FP8b)

If you have questions, please contact Autumn Belmont at (406) 444-9852.

QEC Planning for Superintendents and Principals

Principals and Superintendents, please follow up with your teachers to ensure that their licensing is up to date. There are deadlines for licensing and verification that must be completed by December 1^st as pursuant to 10.21.201 ARM. This impacts the distribution of the Quality Education Component Payment.

If you have questions, please contact Laci Novark at (406) 444-4401.

FP9 – County Mill setting – Due October 7, 2024

Please have all mill setting (FP9) forms received by the county returned to Andrea Mohammadi at andrea.mohammadi@mt.gov on or before October 7, 2024.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960.

FY2025 Special Education Cooperative Reports

The Office of Public Instruction (OPI) has posted the FY2025 Special Education Allowable Cost Funding Cooperative Preliminary reports at the following link: State School Payments (mt.gov)

If you have questions, please contact Autumn Belmont at (406) 444-9852.

TEACH Act – Due November 29

Teach Act Certification: Infinite Campus Certification

Districts must complete an application for the TEACH Act funding to demonstrate:

• 2nd and 3rd class districts: Base pay equal to 10 times the QEC amount for the application year.
• 1st class districts: Base pay requirements above and base pay not less than 70% of average teacher pay.

Districts must identify educators in the first three years of the educator’s teaching career.

Important Reminder for Schools

Principals and Superintendents, please follow up with your teachers to ensure their licensing is up to date. All licensing and verifications must be complete by the December 1st deadline. This will impact the Quality Educator Component Payment.

If you have questions, please contact Laci Novark at (406) 444-4401, or Autumn Belmont at (406) 444-9852, or contact us by email at opischoolfinance@mt.gov.

Individual Contracts (TR4)

By October 1st, the county superintendent must electronically receive all individual transportation contracts (TR4s) for FY2025.

Individual Contracts that include isolation must first be approved by checking the County Approval check box prior to electronically marking the contract received.

For more information, please contact Donell Rosenthal at (406) 461-9316, or contact us by email at opischoolfinance@mt.gov.

Passenger Vehicles-Vans

A district may use an 8-15 passenger vehicle/van only for school-sponsored functions or activities.

A district may not use a passenger vehicle for purposes of transporting students to or from school on a regular bus route. 20-10-129, MCA.

Passenger vehicles owned by the district is not eligible to be included in the calculations for the Bus Depreciation Reserve fund under 20-10-147, MCA. In addition, these vehicle types are not an allowable purchase from the Transportation Fund.

A “School Bus” pursuant to 20-10-101(5), MCA, is the only allowable form of transportation that may be used when transporting students to and from school.    Other vehicles that do not meet the definition of a “School Bus” will not be reimbursed by the state or county.

If you have questions, please contact Donell Rosenthal at (406) 461-9316.

Bus Driver Certificate TR35

All school bus drivers (including a Superintendent) must hold a valid Montana School Bus Driver Certificate (TR35) 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 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, please contact Donell Rosenthal at (406) 461-9316.

Bus Route Change Requirements

When the board of trustees changes a route's mileage per day, or if a different school bus is used on the route, the trustees must approve the change in miles, submit it first to the county transportation committee for approval, and then electronically submit a revised TR1 form to the Superintendent of Public Instruction.

The route (the area served and the miles per day) must be established by the board of trustees, by board resolution. 20-10-132 , MCA and 10.7.112, ARM.

If you have questions, please contact Donell Rosenthal at (406) 461-9316.

Type E School Bus Requirements

Before a type E school bus is purchased, the school is required to complete a cost analysis of a traditional type A – D school bus versus the type E school bus before acquiring this bus type. This cost analysis must be on file for review pursuant to section 20-10-148, MCA

The analysis must be detailed to include the costs associated with the purchase and operation of the school bus compared to the costs associated with the purchase or contract and operation of a school bus designed to carry more than 10 passengers.  The overall purpose of the cost analysis is to demonstrate that the purchase and operation of a school bus as defined in 20-10-101(4)(a)(ii) is the most cost-effective means of transporting eligible transportees on the bus route(s).  The Type E is required to have an overall safety rating of 5 Stars as per NHTSA.   These results must also be on file for review.

If you have questions, please contact Donell Rosenthal at (406) 461-9316.

In District Special Education Permissive Tuition Levy

The spreadsheet for FY2025 has been updated and posted to the OPI web page. The calculator for FY2025 is located on the website at the following link:  Tuition and Attendance (mt.gov).

If you have questions, please contact Andrea Mohammadi at (406) 444-1960 or contact us by email at opischoolfinance@mt.gov.

Fiscal Year 2025 Election Calendar

Our new election calendar is updated and posted to the website. The calendars are found in Elections (mt.gov). If you are running a special election, please contact Andrea Mohammadi and we can assist with your calendar.

If you have questions, please contact Andrea Mohammadi at (406) 444-1960 or contact us by email at opischoolfinance@mt.gov.

Audit Letter for FY2024 Audits

The annual letter to auditors can be found on the Office of Public Instruction (OPI) website located here Auditing. The letter provides general information for FY2024 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 us by email at opischoolfinance@mt.gov.

School Year 2024-2025 Changes

Changes to school names, grade ranges, non-operating, or attach/abandon (closing a district) with an effective date of July 1, 2025:  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.   

If you have questions, please contact Andrea Mohammadi at (406) 444-1960 or Alivia Skeslien-Jenkins at (406) 444-1964.

Emergency School Closures

School Closures are a local decision based on the needs of the community. Information on Emergency School Closures can be found on the School Finance Webpage. The document is titled “School District Closures – Unforeseen Emergencies.”

It is important to be familiar with the laws, but a couple of important reminders are as follows:

• Trustees should notify the County Superintendent of Schools and the OPI as soon as a school district closure has been declared.
• Trustees may close school for one school day each year for unforeseen emergencies that is not subject to a state funding reduction 20-9-806(2), MCA.
• If a school has an emergency closure for longer than the one-day exception, the Trustees may later adopt a resolution that a reasonable effort has been made to reschedule the pupil-instruction time lost. Not taking this action could result in a reduction to the schools District’s BASE aid.

Adherence to the statutes is necessary to prevent the reduction of state entitlement funding for the district.

Please send notice to the OPI at OPISchoolFinance@mt.gov or call Amanda Zigan at (406) 444-3096 or contact Alivia Skeslien-Jenkins at (406) 444-1964.

Updating School Contact Information with OPI

District Clerks are responsible for keeping their district’s contact information up to date. According to § 20-3-307, MCA, Trustee Contact information is required to be updated within 14 days following the qualification and oathtaking of a newly elected trustee or for the filling of a vacancy on the board (the county superintendent is responsible for providing information to the district clerk for the purpose of updating the Trustee Repository). Contact information also affects the Budget and TFS reports as well as how the Authorized Representative for OPI and E-Grants updates. The instructions on how to update your schools’ information can be found at the following link: Instructions.

PERSONNEL CHANGES:  All school districts please go to the OPI website - Directory of Montana Schools - to verify your schools’ information.

Changes must be made by the Clerk in OPI Contacts for:

• Trustees (required by HB 811).
• Board chair.
• Clerk/business manager.
• Superintendent.
• Principal.

If you have questions, please contact us by email at CentralUpdates@mt.gov.

OPI Application Access Guides for NEW Clerks and Superintendents

The OPI has information for new:

• District Clerks
• District Superintendents
• County Superintendents

To assist in getting set up with their new roles, please see the documents located on the School Finance webpage.

If you have questions, please contact Amanda Zigan at (406) 444-3096 or contact us by email at opischoolfinance@mt.gov.

Sending confidential information

When sending confidential information to the OPI, there are two best methods to use:

• File Transfer Service (FTS). The link is on the school finance home page, however, there are two requirements for the use of FTS:
  • one of the parties must be a state employee
  • files must be sent to a person, not a group email.
• Fax to us at (406) 444-3924 and let us know that you have sent something.

E-mail is not a safe or recommended communication method for sending confidential or personally identifiable information.

If you have questions, please contact Amanda Zigan at (406) 444-3096 or contact us by email at opischoolfinance@mt.gov.

School Finance Updates to the OPI Website

Updated 2025 Election Calendar with Forms on the School Finance Elections page, on the Guidance tab.

Updated 2025 Election Calendar without Forms on the School Finance Elections page, on the Guidance tab.

Updated Compensation Expenditure Report Instructions FY2025 on the School Finance Accounting page, on the Guidance & Manuals tab, under Other Materials.

Updated District Classification Form on the School Finance Elections page, on the Guidance tab.

Updated District Classification Guidance on the School Finance Elections page, on the Guidance tab.

Updated 2025 District Classification Report on the School Finance Elections page, on the Other Information tab.

Updated 2025 Districts Required to Report Campaign Finance Activity on the School Finance Elections page, on the Other Information tab.

Renamed FY 2022 Donated Commodities to 2022 Donated Commodities (Value of USDA Foods) on the School Finance Auditing page, on the Information to Auditors tab.

Renamed FY 2023 Donated Commodities to 2023 Donated Commodities (Value of USDA Foods) on the School Finance Auditing page, on the Information to Auditors tab.

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.