[Busmgrs] A message from Barb Cruickshank: Missing 09-10 Audits/CAFRs

[WILTFONG Michael]

This notice is being sent out now so that the 117 districts that believe ODE has their 09-10 Audit or CAFR are aware that it has not reached ODE yet.  Hopefully this will give you enough time to mail it so it reaches ODE on or before December 31.  I have attached the updated spreadsheet of as today at 1:30 PM for your convenience.

Spreadsheet Key:  The school districts are in order by county, then district with the ESDs at the bottom.  If your district is light yellow, ODE has not received any 09-10 financial data from your district.  If your district is light blue, ODE has received either your audit/CAFR or your electronic.  If your district is white, ODE has received both your audit/CAFR and your electronic data.  Column 'D' gives the date the audit/CAFR was received and Column 'E' has the date the electronic Actuals were received.  Column 'F' explains the status of the data.  Column 'G' gives the date you verified your district Actuals.  If Column 'G' is yellow, you have not verified, the date is prior to your final submission or was made when you still had errors in your submission.  The final column 'H' is the date ODE verified your data or the number of errors in your submission.

Most districts received an automatic extension for your electronic submission until Friday, December 31.  Please remember that if your district audit/CAFR is not received by December 31, you will not receive your January and subsequent State School Fund payments until the audit/CAFR is received and the next regular payment is scheduled.  If your district is part of the intercept payment process, you will need to make your own arrangements for payment until you are back on schedule.  Drafts, faxes or email attachments (PDFs) are NOT considered the final bound, hardcopy document.



Technically, according to ORS 327.137 (below), the final bound, paper audit must be in my hands by December 31; not just postmarked by 12/31.  But I will hold out as long as possible.  Mike Wiltfong must have the request for funds to cover the January 15 State School Fund payment submitted by Tuesday, January 4, so as long as your audit/CAFR is in my hands by 1/4, the district will not experience any adverse consequences.  That is the best I can do.

I am leaving today at 4 PM and will return to the office on Tuesday, December 28 at 6:30 AM.  Happy holidays to each and every one of you!

Barb Cruickshank
Oregon Dept of Education
(503) 947-5916
(503) 378-5156 Fax
barbara.cruickshank at state.or.us<mailto:barbara.cruickshank at state.or.us>

327.137 Audit reports filed with department; effect of failure to file or insufficiency of report. (1) Every common or union high school district shall file a copy of its audit report with the Department of Education within six months of the end of the fiscal year for which the audit is required. If the audit report, as submitted to the district, fails to provide the detail necessary for the computation required in the administration of ORS 327.006 to 327.133, 327.348, 327.355, 327.357, 327.360, 327.731, 328.542 and 530.115 and this section, the district shall submit the necessary information on forms provided by the department within the time prescribed for filing the audit in this section. Any district failing to file a copy of its report under this section or ORS 327.133 shall not receive any payments from the State School Fund until such reports are filed.
      (2) Notwithstanding the timeline provided by this section and pursuant to rules adopted by the State Board of Education, the Superintendent of Public Instruction may waive a reporting date or specify an alternative date to provide the audit report or information if a human-created disaster or a natural disaster affects the ability of a district to provide the audit report or information by a specified date. (5/29/09)




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