From michael.s.elliott at state.or.us Mon Apr 2 12:28:43 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Mon, 2 Apr 2012 12:28:43 -0700 Subject: [Busmgrs] Revised 2012-13 District and ESD Estimates Message-ID: DA: April 2, 2012 TO: District Business Managers FR: Michael Elliott Department of Education RE: 2012-13 State School Fund update Good Afternoon, I have posted the revised 2012-13 District Estimates here: http://www.ode.state.or.us/services/ssf/2012_13-ssf-estimate-as-of-4_2_12-1059hrs.pdf. ESD estimates are available here: http://www.ode.state.or.us/services/ssf/esd-12_13-estimate-as-of-4_2_12-1115hrs.pdf. Several major changes have been made to these estimates. First, the Small High School grant has been added back to the State School Fund for the 2012-13 school year. At the very end of the 2012 Legislative session, the Legislature extended the Small High School Grant to June 30, 2013. The Legislature also provided an additional $2.5 million to fund the grant. Thus, this estimate shows a total biennial State School Fund of $5.736 billion and $2.845 billion for the 2012-13 school year. Second, based on updated estimated data, the Long Term Care and State School carve out has been reduced from $12 million to $10 million. Even with this reduction to the carve out, we anticipate there is still a small reserve for the programs and there should not be a need to reduce the State School Fund in the future. Finally, the Facility Grant carve out was increased. The Facility Grant is a two-year grant that provides a total of $25 million for facility grant payments. This biennium, only $4.9 million was paid out in the 2011-12 school year. Thus, the remaining $20.1 million will need to be reserved for the 2012-13 school year. If after all payments for the Facility Grant have been made and there are remaining funds, they will be rolled back into the State School Fund and distributed through the formula. Additional estimates will be provided as new and/or updated information is obtained. If you have any questions, please feel free to contact me. Sincerely, Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Tue Apr 3 10:55:10 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Tue, 3 Apr 2012 10:55:10 -0700 Subject: [Busmgrs] Message from Barb Cruickshank - 2011-12 School District and Auditor Communications Message-ID: MEMORANDUM April 3, 2012 TO: School District and Education Service District Deputy Clerks and Business Managers RE: 2011-12 School District and Auditor Communication The electronic Actuals of the district financial data are due by Monday, December 31, 2012 and a hard copy of the audited financial statements or Comprehensive Annual Financial Report (CAFR) are due by Friday, January 4, 2013. It is ODE's desire that both items be submitted prior to December 31, so each district can begin the reconciliation process. The audit or CAFR may be mailed to: Oregon Department of Education Attn: Barb Cruickshank 255 Capitol St NE Salem, OR 97310 Please be advised that the electronic submission of the Actuals for 2011-12 must match the hard copy of the audited financial statements or CAFR. Please find attached a letter and enclosures to discuss with your auditor. You may also find these documents here: http://www.ode.state.or.us/search/page/?=1233. If you have questions about the audited financial statements, CAFR or the Actuals electronic submission, please contact Barb Cruickshank @ 503 947-5916 or barbara.cruickshank at state.or.us. Sue MacGlashan Assistant Superintendent Office of Finance and Administration Oregon Department of Education Enclosures 2011-12 District Revenue & Expenditure Audit Summary.xls 2011-12 Federal Awards Audit Sample.xls 3211C form 2011-12.doc School District Auditor Communication Letter 2011-12 Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: 3211C form 2011-12.doc Type: application/msword Size: 31744 bytes Desc: 3211C form 2011-12.doc URL: From michael.wiltfong at state.or.us Thu Apr 5 14:39:18 2012 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 5 Apr 2012 14:39:18 -0700 Subject: [Busmgrs] A message from Student Learning & Partnerships: Base Year for District Level Maintenance of Effort Message-ID: TO: All District and ESD Special Education Directors and Business Managers The message below is being sent to you on behalf of: Nancy Latini, Ph.D. Assistant Superintendent Office of Student Learning & Partnerships ______________________________________________ April 5, 2012 RE: Base Year for District Level Maintenance of Effort Yesterday, the Office of Special Education Programs (OSEP) at the US Department of Education released guidance rescinding their previously issued guidance regarding the base year for district level MOE requirements when a district fails to meet MOE. The letter from OSEP is attached. Based on the current guidance from OSEP, ODE has revised the Special Education Finance Q&A and the MOE Q&A. Those documents along with the attached letter have been posted at this link: http://www.ode.state.or.us/search/page/?=3069. Starting with the 2010-11 MOE audits, which will begin shortly, the base year for MOE will be the last year in which a district met MOE. In most cases, this will be the MOE amount from 2009-10. If you have any questions regarding this message, please contact Steve Smith at steve.w.smith at state.or.us or 503.947.5711. Thank you. Ruby Sandberg, Executive Assistant Office of Student Learning & Partnerships Oregon Department of Education 503-947-5738 FAX: 503-378-5156 ruby.sandberg at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Boundy-LEA-MOE-4-4-12.pdf Type: application/pdf Size: 66218 bytes Desc: Boundy-LEA-MOE-4-4-12.pdf URL: From ssarensen at lakeesd.k12.or.us Tue Apr 10 09:21:28 2012 From: ssarensen at lakeesd.k12.or.us (Sara Sarensen) Date: Tue, 10 Apr 2012 09:21:28 -0700 Subject: [Busmgrs] SLP Stipends / Drug Testing Message-ID: Hey All, My supt asked me to check around to see what other districts did in the following two areas: Have any of you had an experienced SLP mentor a new SLP during their Clinical Fellowship Year? Did you give the mentoring SLP a stipend for the extra work/responsibility this entailed? If you did, what amount did you pay and how did you come up with the figure? What does your district do for drug testing? Do you test all employees regardless of not coming into contact with kids (ie ESD office staff)? Also, do you do a full criminal history check/fingerprinting for all staff, or just staff with unsupervised contact with kids? Thanks for the help!! -- *Sara Sarensen *Business Manager Lake County ESD (541) 947-3371 -------------- next part -------------- An HTML attachment was scrubbed... URL: From Julie.Baldwin at lincoln.k12.or.us Tue Apr 10 13:32:09 2012 From: Julie.Baldwin at lincoln.k12.or.us (Julie Baldwin) Date: Tue, 10 Apr 2012 13:32:09 -0700 Subject: [Busmgrs] SLP Stipends / Drug Testing In-Reply-To: References: Message-ID: <4F8435E4.B4FC.0097.0@lincoln.k12.or.us> Hi Sara, I don't believe we've had the experience with paying an SLP a stipend for mentoring another. We drug test and full criminal history and fingerprinting for all new hires. Hope this helps! Julie Julie Baldwin Business Manager (541) 265-4409 julie.baldwin at lincoln.k12.or.us >>> Sara Sarensen 4/10/2012 9:21 AM >>> Hey All, My supt asked me to check around to see what other districts did in the following two areas: Have any of you had an experienced SLP mentor a new SLP during their Clinical Fellowship Year? Did you give the mentoring SLP a stipend for the extra work/responsibility this entailed? If you did, what amount did you pay and how did you come up with the figure? What does your district do for drug testing? Do you test all employees regardless of not coming into contact with kids (ie ESD office staff)? Also, do you do a full criminal history check/fingerprinting for all staff, or just staff with unsupervised contact with kids? Thanks for the help!! -- *Sara Sarensen *Business Manager Lake County ESD (541) 947-3371 From jsager at nwresd.k12.or.us Tue Apr 10 13:50:38 2012 From: jsager at nwresd.k12.or.us (James Sager) Date: Tue, 10 Apr 2012 20:50:38 +0000 Subject: [Busmgrs] SLP Stipends / Drug Testing In-Reply-To: References: Message-ID: <0CD24DF3DE7864409418663D410BDB181046879D@wsc-mail-02.intra.nwresd.k12.or.us> At NWRESD we have staff that mentor Clinical Fellows. We do not pay a stipend unless the institution pays and then we run it through payroll. We drug test and background check all new employees. From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of Sara Sarensen Sent: Tuesday, April 10, 2012 9:21 AM To: busmgrs at listsmart.osl.state.or.us Subject: [Busmgrs] SLP Stipends / Drug Testing Hey All, My supt asked me to check around to see what other districts did in the following two areas: Have any of you had an experienced SLP mentor a new SLP during their Clinical Fellowship Year? Did you give the mentoring SLP a stipend for the extra work/responsibility this entailed? If you did, what amount did you pay and how did you come up with the figure? What does your district do for drug testing? Do you test all employees regardless of not coming into contact with kids (ie ESD office staff)? Also, do you do a full criminal history check/fingerprinting for all staff, or just staff with unsupervised contact with kids? Thanks for the help!! -- Sara Sarensen Business Manager Lake County ESD (541) 947-3371 -------------- next part -------------- An HTML attachment was scrubbed... URL: From sely at grantspass.k12.or.us Tue Apr 10 13:50:23 2012 From: sely at grantspass.k12.or.us (Sherry Ely) Date: Tue, 10 Apr 2012 20:50:23 +0000 Subject: [Busmgrs] SLP Stipends / Drug Testing In-Reply-To: <4F8435E4.B4FC.0097.0@lincoln.k12.or.us> References: <4F8435E4.B4FC.0097.0@lincoln.k12.or.us> Message-ID: <4FD250558D9AB9468D45A6FB7216F98142DE6D11@BY2PRD0610MB388.namprd06.prod.outlook.com> Hi Sara, Same for District 7 except we don't drug test all new hires. Sherry -----Original Message----- From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of Julie Baldwin Sent: Tuesday, April 10, 2012 1:32 PM To: Sara Sarensen; busmgrs at listsmart.osl.state.or.us Subject: Re: [Busmgrs] SLP Stipends / Drug Testing Hi Sara, I don't believe we've had the experience with paying an SLP a stipend for mentoring another. We drug test and full criminal history and fingerprinting for all new hires. Hope this helps! Julie Julie Baldwin Business Manager (541) 265-4409 julie.baldwin at lincoln.k12.or.us >>> Sara Sarensen 4/10/2012 9:21 AM >>> Hey All, My supt asked me to check around to see what other districts did in the following two areas: Have any of you had an experienced SLP mentor a new SLP during their Clinical Fellowship Year? Did you give the mentoring SLP a stipend for the extra work/responsibility this entailed? If you did, what amount did you pay and how did you come up with the figure? What does your district do for drug testing? Do you test all employees regardless of not coming into contact with kids (ie ESD office staff)? Also, do you do a full criminal history check/fingerprinting for all staff, or just staff with unsupervised contact with kids? Thanks for the help!! -- *Sara Sarensen *Business Manager Lake County ESD (541) 947-3371 _____________________________________________________ busmgrs mailing list busmgrs at listsmart.osl.state.or.us http://listsmart.osl.state.or.us/mailman/listinfo/busmgrs Hosted by the Oregon State Library. The Library is not responsible for content. Questions related to message content should be directed to list owner(s) or the sender of the message, by phone or email. Technical questions? Call 503-378-8800. From michael.wiltfong at state.or.us Wed Apr 11 13:50:53 2012 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 11 Apr 2012 13:50:53 -0700 Subject: [Busmgrs] State School Fund Approved Transportation Costs and Reimbursement Funds Message-ID: DA: April 11, 2012 TO: Superintendents, Business Managers and Transportation Directors RE: State School Fund Approved Transportation Costs and Reimbursement Funds This memo is to clarify two issues that have come to the attention of the Department of Education. OAR 581-023-0040 Approved Transportation Costs for Payment from the State School Fund states, "(3) Approved transportation costs shall include those district expenditures associated with: (a) Home-to-school transportation of elementary school pupils who live at least one mile from school; (b) Home-to-school transportation of secondary school pupils who live at least one and one-half miles from school; (6) In the above computation, the following definitions apply: (a) Pupil Transportation Salaries. Salaries and wages paid school bus drivers, assistants to driver, and that portion of salaries paid mechanics and other bus maintenance employees, supervisors of transportation, secretarial and clerical assistants, and persons assigned transportation oversight and coordination responsibilities attributable to the transportation program and documented through position descriptions and payroll records. No school district General Administration salaries may be included in this area;" Salaries for school staff assigned to bus monitoring before and after school, parking lot monitors and crossing guards are not considered approved transportation costs. ORS 327.033 Approved transportation costs states, "(2) In determining approved transportation costs, the State Board of Education: (a) Shall include depreciation of original cost to the school district of district-owned buses, not in excess of 10 percent per year; (3) School districts shall account separately for those funds received from the State School Fund attributable to the costs included under subsection (2) of this section, and expenditure of those funds shall be limited to the acquisition of new buses or transportation equipment." [1991 c.780 ?7a; 2007 c.855 ?3] Funds received from the SSF for bus garage, bus or capital bus improvement depreciation should be accounted for separately in a Special Revenue Fund 2XX with Source code 3222. These revenue sources cannot be used in the General Fund for other purposes. If you have any questions, please contact Steven Huillet at 503 947-5873 or Michael Wiltfong at 503 947-5914 - thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Wed Apr 11 15:44:35 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Wed, 11 Apr 2012 15:44:35 -0700 Subject: [Busmgrs] 2010-11 High Cost Disability Reconciliation and 2011-12 Estimated Payments Message-ID: Good Afternoon, The 2010-11 High Cost Disability Reconciliation is available here: http://www.ode.state.or.us/services/ssf/finance/budgetacctg/2010-11-hcd-actuals-as-of-4-10-12-1631hrs.pdf. This payment is based reconciling the estimated payments made in May 2011 with the payments based on actual costs as reported in the High Cost Disability collection. Please review this spreadsheet. Unless changes are requested, the May 2012 reconciliation for the High Cost Disability Grant will be made on this information. I have posted the 2011-12 High Cost Disability estimated payments here: http://www.ode.state.or.us/services/ssf/finance/budgetacctg/4-11-12-2011-12-hcd-estimate.pdf. These estimated payments are based on district submissions through the Estimate of Membership and Revenue collection. Please review this spreadsheet. Unless changes are requested, the estimated payments for High Cost Disability for 2011-12 will be made on this information. Please let me know if you have any questions. Thank you, Michael Elliott State School Fund Coordinator 503-947-5627 Michael.S.Elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Thu Apr 12 13:31:13 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Thu, 12 Apr 2012 13:31:13 -0700 Subject: [Busmgrs] April 2012 Warrants Message-ID: Good Afternoon, I have posted the April 15, 2012 District Warrants here: http://www.ode.state.or.us/services/ssf/district-warrants-4_11_12.pdf. ESD warrants are available here: http://www.ode.state.or.us/services/ssf/esd-warrants-4_11_12.pdf. The payments should be available now. The April 2012 payment was based on the March estimates. Additional estimates for 2010-11 and 2011-12 will be published before the May payment. The first of these estimates should be published by the end of the month. An additional estimate for 2012-13 is also planned to be published in the next few weeks. If you have any questions, please let me know. Sincerely, Michael Elliott State School Fund Coordinator 503-947-5627 Michael.S.Elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Wed Apr 18 14:03:55 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Wed, 18 Apr 2012 14:03:55 -0700 Subject: [Busmgrs] 2010-11 High Cost Disability Reconciliation Message-ID: Dear Business Managers, I have published the updated 2010-11 High Cost Disability Grant reconciliation here: http://www.ode.state.or.us/services/ssf/2010-11-hcd-actuals-as-of-4-18-12-1336hrs.pdf. Thank you to the districts who had questions or corrections based on the previous posting. The May reconciliation payment for the 2010-11 High Cost Disability Grant will be based on this spreadsheet. I will be posting an updated 2011-12 Estimated High Cost Disability Grant payment later this month. Please let me know if you have any questions. Thank you, Michael Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Thu Apr 19 17:04:43 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Thu, 19 Apr 2012 17:04:43 -0700 Subject: [Busmgrs] Small High School Grant Payment Information Message-ID: Good Afternoon, I have posted the 2010-11 Small High School Grant reconciliation here: http://www.ode.state.or.us/services/ssf/1011-and-1112-smhs-grant-calculator-as-of-4-19-12.pdf. This spreadsheet includes the reconciliation between the preliminary payment for 2010-11 and the payment based on actual 2010-11 ADMr. Also included is the preliminary payment for 2011-12. This payment is based on 2010-11 ADMr. Please remember per statute that charter schools and alternative education program are not eligible for this grant. If you have any questions or concerns, please let me know. Thank you, Michael Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Fri Apr 20 18:01:08 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Fri, 20 Apr 2012 18:01:08 -0700 Subject: [Busmgrs] 2011-12 High Cost Disability Grant Preliminary Payment Message-ID: Good Evening, I have posted the updated preliminary payment for the 2011-12 High Cost Disability Grant here: http://www.ode.state.or.us/services/ssf/4-20-12-2011-12-hcd-estimate.pdf. Please note that the May Reconciliation will be based on this preliminary payment. Please let me know if you have any questions. Thank you, Michael Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Fri Apr 27 17:12:14 2012 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Fri, 27 Apr 2012 17:12:14 -0700 Subject: [Busmgrs] A message from Kristy Hartsell: Indirect Cost Rate needs Organizational Chart Message-ID: Good afternoon, Each school district or ESD that is applying for an Indirect Cost Rate, needs to provide a current copy of their entities Organizational Chart to ODE. ODE uses these organizational charts as a tool to assist in assuring that the correct General Management Adjustments are completed appropriately for each entity annually. ODE is requesting that the Business Managers send a Organizational Chart that coincides with the year in which you are applying for the Indirect Cost Rate via email to Julie.B.Hansen at state.or.us or Kristy.Hartsell at state.or.us prior to hitting the "Certify" button on the Indirect Cost Rate System. This will reduce the time for approval process. For those entities not applying for an Indirect Cost Rate, please notify Julie or Kristy and ask to be put into No Rate Status. Thanks for your understanding. [cid:image001.jpg at 01CD2491.E16D31A0] Messages to & from this e-mail address may be made available to the public under Oregon law -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 10911 bytes Desc: image001.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Kristy Hartsell.vcf Type: text/x-vcard Size: 5234 bytes Desc: Kristy Hartsell.vcf URL: From twitcher at clackesd.k12.or.us Sat Apr 28 17:34:55 2012 From: twitcher at clackesd.k12.or.us (Tim Witcher) Date: Sat, 28 Apr 2012 17:34:55 -0700 Subject: [Busmgrs] A message from Kristy Hartsell: Indirect Cost Rate needs Organizational Chart In-Reply-To: References: Message-ID: Cindy: Can you send me the latest org chart we have in a non-PDF format?? Thanks! On Fri, Apr 27, 2012 at 5:12 PM, WILTFONG Michael < michael.wiltfong at state.or.us> wrote: > Good afternoon,**** > > ** ** > > Each school district or ESD that is applying for an Indirect Cost Rate, > needs to provide a current copy of their entities Organizational Chart to > ODE. ODE uses these organizational charts as a tool to assist in > assuring that the correct General Management Adjustments are completed > appropriately for each entity annually. **** > > ** ** > > ODE is requesting that the Business Managers send a Organizational Chart > that coincides with the year in which you are applying for the Indirect > Cost Rate via email to Julie.B.Hansen at state.or.us or > Kristy.Hartsell at state.or.us prior to hitting the ?Certify? button on the > Indirect Cost Rate System. This will reduce the time for approval > process. **** > > ** ** > > For those entities not applying for an Indirect Cost Rate, please notify > Julie or Kristy and ask to be put into No Rate Status.**** > > ** ** > > Thanks for your understanding.**** > > ** ** > > * * > > ** > *Messages to & from this e-mail address may be made available to the > public under Oregon law* > **** > > ** ** > > _____________________________________________________ > busmgrs mailing list > busmgrs at listsmart.osl.state.or.us > http://listsmart.osl.state.or.us/mailman/listinfo/busmgrs > Hosted by the Oregon State Library. The Library is not responsible for > content. > Questions related to message content should be directed to list owner(s) > or the sender of the message, by phone or email. > Technical questions? Call 503-378-8800. > > -- Timothy L. Witcher II Chief Financial Officer 13455 SE 97th Avenue Clackamas, OR 97015 (503) 675-4035 (503) 675-4252 FAX -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 10911 bytes Desc: not available URL: From michael.s.elliott at state.or.us Mon Apr 30 16:01:41 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Mon, 30 Apr 2012 16:01:41 -0700 Subject: [Busmgrs] Revised 2010-11 Estimates Message-ID: Good Afternoon, I have posted the new 2010-11 District estimates here: http://www.ode.state.or.us/services/ssf/2010_11-ssf-estimate-as-of-4-30-12-1450hrs.pdf. ESD estimates are available here: http://www.ode.state.or.us/services/ssf/esd-10_11-estimate-as-of-4-30-12-1451-hrs.pdf. These estimates include the latest updates to the Small High School Grant and High Cost Disability Grant. The reserve funds have been included in the State School Fund Distribution. Finally, updates for the weights for IEP students, IEP students above 11% Cap and Neglected, Foster and Delinquent students are included. Additional estimates for 2011-12 and 2012-13 will follow shortly. Updated Small High School Grant and High Cost Disability Grant information will also be posted later this week. It is my intent to base the May payment off these estimates. If you have any concerns, please contact me by May 4, 2012. If you have any other questions, please let me know. Thank you, Michael Elliott State School Fund Coordinator 503-947-5627 Michael.S.Elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: