System Changes in the Office of State Aid

Dear Superintendent,

The State Aid Section of the Oklahoma State Department of Education has implemented a new system to manage state aid formula funds and other line items currently disbursed by the state aid office. Effective July 2020, the state aid calculations and allocations have successfully transitioned from the legacy mainframe system to the new State Aid Management System (SAMS). SAMS is a web-based application built using current technology to calculate and allocate state aid funds. The FY 21 initial allocation, released in July, was created in SAMS.

Additionally, beginning FY 21, state aid payments will be processed in PeopleSoft, the state’s accounting and financial reporting system. We do not anticipate any disruptions to occur from the rollout of the new system. Districts will continue to receive payments via Electronic Fund Transfers and as such will see no difference in the remittance or schedule of payments. However, districts will receive an email notification when funds are disbursed. Email notification will be sent to the contact person noted on the vendor form that all districts were required to complete to be issued a vendor number.

If you did not receive a Remittance Advice email from Office of Management and Enterprise Services (OMES), please contact Victoria Baker at victoria.baker@omes.ok.gov.

Districts needing to change banking information must go through the State Online Vendor Registration Website. Districts that need to create or verify their online registration account should contact Victoria Baker. Please allow up to two weeks for all vendor changes.

Payment notices are posted on Single Sign-On, and districts can reference them after payment is made.

Please share this information with your district finance staff. Let us know if you have any questions or need additional information.