From michael.wiltfong at state.or.us Fri Mar 4 15:03:09 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Fri, 4 Mar 2011 15:03:09 -0800 Subject: [Busmgrs] 2011-12 State School Fund Update Message-ID: DA: March 4, 2011 TO: District Business Managers FR: Michael Wiltfong - Office of School Finance RE: 2011-12 State School Fund Update Good afternoon everyone, In keeping with ORS 327.061(2) and that the Department of Education shall provide State School Fund (SSF) estimates no later than the first Monday in March, I am sending notice we have posted the 2011-12 SSF estimates based on the Governor's Recommended Budget of $5,557,623,124. Currently, the Governor's proposed budget would split the funding with 52% allocated in the first year and the remaining 48% allocated in the second year. Since this announcement, there has been considerable discussion and feedback from stakeholders from around the state identifying the unintended consequences of the 52/48 split, especially with regard to the State's special education maintenance-of-effort requirements from one year to the next. The discussion around the split is ongoing and likely will change in the future. With that said, I've been asked by many of you to run two scenarios - one at the 52/48 split and one at the 50/50 split - since many of you have stated that, even if the 52/48 split is adopted, districts will budget as if the split were 50/50 or 49/51. In providing two scenarios, the Department is NOT recommending a specific split but rather is providing information to assist you with your budget preparations. Again, this is based on the number of requests for this information from the field. At this time, I would also add these estimates are subject to change. This preliminary release is also intended to give everyone an opportunity to review your data to ensure your estimates submitted in December are still accurate. Over the next several months leading up to the first payments in July, we will be posting regular updates, typically once a month. As has been the practice in the past, if there is a substantial change in funding or data, revised estimates will be released shortly thereafter. If you should have any questions or concerns, please contact me at the e-mail address below. And thank you for all of your hard work out there! I have a feeling you haven't been hearing that enough lately. Michael Wiltfong State School Fund Coordinator School Finance Unit, Director Oregon Department of Education michael.wiltfong at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Sat Mar 5 16:00:15 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Sat, 5 Mar 2011 16:00:15 -0800 Subject: [Busmgrs] American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 3/31/11 Message-ID: TO: Oregon School District Superintendents; School District Business Managers; Grant Managers FR: Sue MacGlashan, Assistant Superintendent - Office of Finance and Administration (ODE) RE: American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 3/31/11 As I'm sure you know, the American Recovery and Reinvestment Act (ARRA), which was signed into law by President Obama on February 17, 2009, and provided a significant increase in federal support for education at a critical time for states, requires extensive reporting by entities receiving ARRA funding. Data on the use of ARRA funds by recipients (i.e., the state) and sub-recipients (i.e., local educational agencies and other entities receiving funds through the state) are due to the federal government no later than the 10th day after the end of each calendar quarter. The state's due date for the current quarter's reporting to the federal government is April 10, 2011. No waivers can be granted for Section 1512 reporting; it is mandatory. As with previous rounds of reporting, ODE will collect the required information for each grant ODE has made to its sub-recipients and the state will report these data to the federal government on your behalf. ODE's data collection tool - entitled "Recovery Act Reporting Collection" - opened on Thursday, March 3. Your reporting needs to include quarterly data on your ARRA activities from January 1, 2011, through March 31, 2011. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by March 31, 2011. To assist you with reporting, there is a button entitled "Pre-Populate FTE and Infrastructure Data with Previous Quarter's Data and Save" that - when selected - will pre-populate the collection and save with the previous quarter's data on job impact and infrastructure. If there are no changes from your previous submission, your data have been saved and you can exit the collection. Or the pre-populate feature can be used as your starting point if you need to make changes; i.e., you can pre-populate and then simply update only those fields needing revisions, such as FTE amounts or "Jobs Impact Methodology." When you are finished with your edits, hit the "Save" button when ready to submit and this will overwrite any previous data entries. The date and time stamp will be updated each time the "Save" button is pushed. Updates Made Previously to ODE's Collection Tool: 1. No changes have been made to the collection tool since last quarter's reporting cycle. 2. As noted in an earlier communication, ODE added a "Payment Date" field for dates related to vendor payments. This assists us in our review of the discreet individual vendor payments reported. The completion of this field is required when reporting vendor payments. Starting last reporting period; however, vendor information isn't cumulative and you only need to report vendor payments during the current quarter. For your reference, here is a link to ODE's FAQ document on Section 1512 reporting. http://stimulus.k12partners.org/content/frequently-asked-questions-about-reporting-under-american-recovery-and-reinvestment-act-20-0 Also for your reference, listed below are the ODE contacts for each ARRA grant. To search the staff directory, click http://www.ode.state.or.us/search/staff/staff.aspx. Grant Title ODE Contact IDEA Part B, Section 611 Steve Smith IDEA Part B, Section 619 Nancy Johnson-Dorn IDEA Part C Nancy Johnson-Dorn SFSF/Ed Jobs Michael Wiltfong CNP Heidi Dupuis Title IA Janet Bubl Title IID Technology Carla Wade Homeless Dona Bolt School Improvement Tryna Luton ALDER Mike Rebar As always, thank you for your assistance in helping the State of Oregon comply with the reporting requirements of ARRA. Our success in implementing this program quickly and in accordance with the federal requirements would not be possible without you. To date we have achieved 100% compliance with reporting! We know at times it's been very frustrating because of late changes and we appreciate your patience and understanding. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Mon Mar 7 12:00:25 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Mon, 7 Mar 2011 12:00:25 -0800 Subject: [Busmgrs] A message from Barb Cruickshank: 2009-10 Annual ARRA Expenditures Message-ID: Good afternoon, I am delighted that 73 districts have submitted their 09-10 Annual ARRA Expenditures. To alleviate some potential issues here's a little additional information. 1. The quarterly 1512 ARRA FTE and narrative data (next one due 4/15/11) is not the same as the 09-10 Annual ARRA Expenditures by expenditure code (Fund, Function, Object, OpUnit or Location or Cost Center, Area of Responsibility and Amount). The 09-10 Annual ARRA Expenditures is for the 09-10 fiscal year and is due March 15, 2011. 2. The ARRA Expenditures should include all ARRA fund expenditures. You were provided a short list of grants, but you may have received other ARRA funds from other agencies. 3. If you are an ESD and you sent ARRA funds to your school districts that should appear as XXX-5300-720. Since ODE will receive the actual expenditures from the school districts, ODE will remove the XXX-5300-720 from the federal reports. 4. If you are a school district and you have sent ARRA funds to your charter school under XXX-1280-360, you should not include that code for the ARRA funds. Instead please include the expenditures that the charter school made with the ARRA funds you sent to them. This may involve some deciphering and recoding on your part. The total will remain the same, it will just have the charter school expenditures in place of the XXX-1280-360 ARRA payment to the charter school. 5. You do not need to use the ARRA SMF Creator. It was sent to you as a convenience if pulling the data is otherwise difficult. If you are using non-bold codes the SMF Creator will roll them to the appropriate code and add all like code string amounts together. 6. The SMF Creator has been experiencing some issues. It has become corrupt at some districts. If anyone changes anything in the background or the input page, it will not work. It may not work if you have Fire Fox internet. If you are experiencing problems, please send your completed SMF Creator to me and I will figure out the problem and upload your file for you, if you want me to. 7. Our IT staff did not set up the [Verify Submission] option for this collection so if your data looks okay, you are done. Thank you for your work to help the Department comply with this federal requirement. We really appreciate your cooperation. Regards, Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Mon Mar 7 14:23:26 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Mon, 7 Mar 2011 14:23:26 -0800 Subject: [Busmgrs] A message from Barb Cruickshank: 2009-10 Annual ARRA Expenditures - Round 2 Message-ID: UPDATE: The ARRA section 1512 quarterly reporting is due March 31, 2011 and not April 15, 2011 as previously stated. 1. The quarterly 1512 ARRA FTE and narrative data (next one due 3/31/11) is not the same as the 09-10 Annual ARRA Expenditures by expenditure code (Fund, Function, Object, OpUnit or Location or Cost Center, Area of Responsibility and Amount). The 09-10 Annual ARRA Expenditures is for the 09-10 fiscal year and is due March 15, 2011. 2. To find the 09-10 Annual ARRA Expenditures go to the ODE District Website https://district.ode.state.or.us/ and Login. In Applications go to Consolidated Collections and then highlight Institution Collections. Below find ARRA Actual Expenditures 09-10 where you can upload your file. If you do not see it, you probably need to get permissions from your Security Administrator. Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of WILTFONG Michael Sent: Monday, March 07, 2011 12:00 PM To: 'Busmgrs at listsmart.osl.state.or.us' Subject: [Busmgrs] A message from Barb Cruickshank: 2009-10 Annual ARRA Expenditures Good afternoon, I am delighted that 73 districts have submitted their 09-10 Annual ARRA Expenditures. To alleviate some potential issues here's a little additional information. 1. The quarterly 1512 ARRA FTE and narrative data (next one due 4/15/11) is not the same as the 09-10 Annual ARRA Expenditures by expenditure code (Fund, Function, Object, OpUnit or Location or Cost Center, Area of Responsibility and Amount). The 09-10 Annual ARRA Expenditures is for the 09-10 fiscal year and is due March 15, 2011. 2. The ARRA Expenditures should include all ARRA fund expenditures. You were provided a short list of grants, but you may have received other ARRA funds from other agencies. 3. If you are an ESD and you sent ARRA funds to your school districts that should appear as XXX-5300-720. Since ODE will receive the actual expenditures from the school districts, ODE will remove the XXX-5300-720 from the federal reports. 4. If you are a school district and you have sent ARRA funds to your charter school under XXX-1280-360, you should not include that code for the ARRA funds. Instead please include the expenditures that the charter school made with the ARRA funds you sent to them. This may involve some deciphering and recoding on your part. The total will remain the same, it will just have the charter school expenditures in place of the XXX-1280-360 ARRA payment to the charter school. 5. You do not need to use the ARRA SMF Creator. It was sent to you as a convenience if pulling the data is otherwise difficult. If you are using non-bold codes the SMF Creator will roll them to the appropriate code and add all like code string amounts together. 6. The SMF Creator has been experiencing some issues. It has become corrupt at some districts. If anyone changes anything in the background or the input page, it will not work. It may not work if you have Fire Fox internet. If you are experiencing problems, please send your completed SMF Creator to me and I will figure out the problem and upload your file for you, if you want me to. 7. Our IT staff did not set up the [Verify Submission] option for this collection so if your data looks okay, you are done. Thank you for your work to help the Department comply with this federal requirement. We really appreciate your cooperation. Regards, Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Thu Mar 10 16:40:40 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 10 Mar 2011 16:40:40 -0800 Subject: [Busmgrs] A message from Barb Cruickshank: ARRA Annual Expenditures 09-10 Collection Message-ID: As of noon today, ODE had received 116 submissions for the ARRA Annual Expenditures 09-10 Collection. There are 8 districts that we do not believe expended any 09-10 ARRA Expenditures. That leaves 93 districts that ODE has not heard from yet. Please see the attached spreadsheet for your district's status. School districts are alphabetical by county and ESDs are at the bottom. Unfortunately there will be no extensions allowed as ODE will pull the data on March 16 in order to comply with our federal requirements. I am leaving the office today at 3 PM and will be returning on Monday. I am happy to help you as I am able to get this data submitted by Tuesday, March 15. Thank you for your cooperation. Take care. Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: ARRA Annual Exp 09-10 Check-In.xls Type: application/vnd.ms-excel Size: 42496 bytes Desc: ARRA Annual Exp 09-10 Check-In.xls URL: From michael.wiltfong at state.or.us Wed Mar 16 08:58:35 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 16 Mar 2011 08:58:35 -0700 Subject: [Busmgrs] A message from Steve Smith and Barb Cruickshank: Special Education vs. Maintenance of Effort Message-ID: To: Business Managers and Special Education Directors From: Barb Cruickshank and Steve Smith Re: Coding Special Education Expenditures It has recently come to ODE's attention that there is some confusion regarding the proper way to code Special Education expenditures as it relates to IDEA funds and MOE. Area of Responsibility (AofR) 320 is designated for Special Education. It should only be used for services provided to K-12 students on IEP' s. It should be used in both the General Fund (100) and Special Revenue Funds (200) that qualify as Special Education services. The confusion seems to surface when we talk about Maintenance of Effort. MOE is comprised of anything coded to AofR 320 in the General Fund (100). In 08-09, 09-10 and 10-11 districts must record the ARRA State Fiscal Stabilization Funds (SFSF) in the General Fund and may use those funds to help establish the MOE bar. ARRA IDEA, ARRA Title I and other grants must be recorded in a Special Revenue Fund. Special Revenue Funds are NOT part of the MOE calculation, but ODE uses the Fund 200, AofR 320 to determine the level of Special Education services provided by each district (not MOE). We hope that clears up any misconception regarding Special Education and Maintenance of Effort. Sincerely, Barb Cruickshank & Steve Smith Steven W Smith Director of Operations Student Learning & Partnerships Oregon Department of Education 255 Capitol St. NE Salem, OR 97310-1206 503.947.5711 Fax: 503.378.5156 steve.w.smith at state.or.us Special Education Data, Fiscal, Legal, & Information Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Thu Mar 17 13:43:17 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 17 Mar 2011 13:43:17 -0700 Subject: [Busmgrs] 2010-11 State School Fund update Message-ID: DA: March 17, 2011 TO: District Business Managers FR: Michael Wiltfong Department of Education RE: 2010-11 State School Fund update Good afternoon, Just a quick note to let you know we've posted revised State School Fund (SSF) estimates for 2010-11on the SSF website at the following URL: http://www.ode.state.or.us/search/results/?id=168 In keeping with ORS 327.099, we have also posted the December to June (D2J) Ratios and ADM Adjustments report on the SSF website under the K-12 School Funding Information link. The URL is http://www.ode.state.or.us/search/page/?id=1363 and the D2J section is near the bottom of the page. The rationale behind ORS 327.099 is ADM tends to be overstated at the mid-year, so we look at the previous two years' ADM trend from December to June and create a ratio, and apply that to the current year's ADM. As you'll notice it makes an adjustment of approximately 3,600 ADM statewide which represents about $20 million in the SSF. Based on previous years' reconciliations, this practice has helped minimize the amount swing in the funding ratio from mid-year to final reconciliation. I also want to remind everyone the 2009-10 High Cost Disability (HCD) Grant collection closes tomorrow and as of noon today there are 29 districts that haven't reported but received a preliminary 2009-10 HCD payment in May 2010. I am attaching the current results, but please note the reimbursement rate is subject to change as more data becomes available. I should have final results posted late next week. I know everyone is anxious to see their 2009-10 updates. Now that we have SSF estimates posted for 2011-12 and 2010-11, it is my hope to have an update for 2009-10 posted by the end of next week. This next estimate will include updates to ADM, local revenues and transportation costs. Also, I want to thank everyone for your cooperation with the 2009-10 ARRA Expenditures collection. I know this was an impromptu request at a very busy time of year, and I really appreciate everyone submitting their data on time. And in closing, Happy St. Patrick's Day everyone! -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 2009-10 HCD Actuals review and calcs as of 3_16_11.pdf Type: application/pdf Size: 119919 bytes Desc: 2009-10 HCD Actuals review and calcs as of 3_16_11.pdf URL: From michael.wiltfong at state.or.us Fri Mar 25 08:54:23 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Fri, 25 Mar 2011 08:54:23 -0700 Subject: [Busmgrs] A message from Mike Wiltfong: New State School Fund Coordinator Message-ID: DA: March 25, 2011 TO: District Business Managers FR: Mike Wiltfong Oregon Department of Education RE: New State School Fund Coordinator The Department of Education's Office of School Finance welcomes Michael Elliott as the new State School Fund Coordinator. Michael joins us from his previous work as a practicing attorney specializing in business and employment litigation. Michael graduated summa cum laude from Willamette University College of Law in 2007 and is licensed to practice before Oregon state courts, Oregon federal courts, the Ninth Circuit Court of Appeals and the Federal Circuit Court of Appeals. In addition to his experiences as a practicing attorney, Michael worked for the Oregon State Legislature in 1999. While there he served as a researcher compiling reports on the major issues faced by the legislature and tracking all of the legislation passed by the Oregon State Senate. Michael also worked for the Oregon State Lottery for two years as a market research analyst. There he analyzed sales data to support the efforts of the marketing department. Michael enjoys spending his free time traveling, gardening, SCUBA diving and cooking with his wife Heidi. We are pleased to have Michael aboard and look forward to working with him in the future. Michael can be contacted by phone at 503-947-5627 and his e-mail address is: Michael.S.Elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Tue Mar 29 12:34:20 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 29 Mar 2011 12:34:20 -0700 Subject: [Busmgrs] A message from Mari Sue Johnson: ARRA Section 1512 3rd Quarter Reporting for SFSF and Ed Jobs Message-ID: Good afternoon, Just a friendly reminder the ARRA Section 1512 - 3rd Quarter Reports are due this Thursday, March 31st. As of this morning, the submission rate for the State Fiscal Stabilization Fund and Ed Jobs federal awards stands at approximately 61%. Because of the federal reporting deadline, no extensions can be granted for this collection. Thank you in advance for your cooperation with this very important federal reporting requirement. Don't hesitate to contact me if you have questions about the ARRA SFSF or Ed Jobs programs. Best regards, Mari Sue Johnson ARRA SFSF and Ed Jobs Coordinator School Finance Unit Oregon Department of Education 503-947-5883 (phone) 503-378-5156 (fax) mari.johnson at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Tue Mar 29 16:02:30 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 29 Mar 2011 16:02:30 -0700 Subject: [Busmgrs] A message from Barb Cruickshank: Thursday, April 7, 2011: School Finance Budget WebEx Instructions In-Reply-To: References: Message-ID: Good afternoon everyone, Instructions for accessing the WebEx training on Thursday, April 7, 2011. Please go to the 2010-2011 Video Training web page - https://district.ode.state.or.us/search/page/?id=198 - where the WebEx link is provided and the PPT and handouts are posted. **************************** Topic: School Finance Budgets - Expenditures and Revenues 2011-2012 Date: Thursday, April 7, 2011 Time: 2:00 pm, Alaska Daylight Time (Anchorage, GMT-08:00) Meeting Number: 755 004 019 Meeting Password: training123 ------------------------------------------------------- To start or join the online meeting ------------------------------------------------------- Go to https://oregon.webex.com/oregon/j.php?ED=130080467&UID=482605957&PW=NODg1ZWI4ZjNi&RT=MiMz ------------------------------------------------------- Audio conference information ------------------------------------------------------- To receive a call back, provide your phone number when you join the meeting, or call the number below and enter the access code. Call-in toll-free number (US/Canada): 1-866-699-3239 Call-in toll number (US/Canada): 1-408-792-6300 Toll-free dialing restrictions: http://www.webex.com/pdf/tollfree_restrictions.pdf Access code:755 004 019 -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Mar 30 12:07:31 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 30 Mar 2011 12:07:31 -0700 Subject: [Busmgrs] UPDATE: A message from Barb Cruickshank: Thursday, April 7, 2011: School Finance Budget WebEx Instructions Message-ID: Good afternoon, Yesterdays notification of the School Finance Budget WebEx was on Alaskan time. Please find the instructions for accessing the budget WebEx training on Thursday, April 7, 2011 with the revised time. Please go to the 2010-2011 Video Training web page - https://district.ode.state.or.us/search/page/?id=198 - where the WebEx link is provided and the PPT and handouts are posted. ******************************** ------------------------------------------------------- Meeting information ------------------------------------------------------- Topic: School Finance Budgets - Expenditures and Revenues 2011-2012 Date: Thursday, April 7, 2011 Time: 2:00 pm, Pacific Daylight Time (San Francisco, GMT-07:00) Meeting Number: 755 004 019 Meeting Password: training123 ------------------------------------------------------- To start or join the online meeting ------------------------------------------------------- Go to https://oregon.webex.com/oregon/j.php?ED=130080467&UID=482605957&PW=NODg1ZWI4ZjNi&RT=MiM0 ------------------------------------------------------- Audio conference information ------------------------------------------------------- To receive a call back, provide your phone number when you join the meeting, or call the number below and enter the access code. Call-in toll-free number (US/Canada): 1-866-699-3239 Call-in toll number (US/Canada): 1-408-792-6300 Toll-free dialing restrictions: http://www.webex.com/pdf/tollfree_restrictions.pdf Access code:755 004 019 Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: