From michael.s.elliott at state.or.us Mon Jun 8 11:17:19 2015 From: michael.s.elliott at state.or.us (ELLIOTT Michael S) Date: Mon, 8 Jun 2015 18:17:19 +0000 Subject: [Busmgrs] Technical changes to PERS Intercept payments Message-ID: Dear Business Managers, We have been working with Wells Fargo to find a more efficient and secure way to provide PERS intercept payments to Wells Fargo on behalf of the districts. Thus, for those who do not have PERS intercept payments, you can ignore this email. The rest, please review the changes. The current practice is for Wells Fargo to send invoice payments every month for payment. ODE enters the data into the system and provides the intercept payments on behalf of the districts. The good news is the payments rarely change, if ever, between the months. The payments are set at the beginning of the year and stay the same. However, currently ODE has to enter the data each month into the system, creating more chance for error. While I strive to be perfect, I know there is still the chance I might enter the data wrong in any given month. By removing that data entry step, we increase the integrity of the payment system and will be more efficient. The proposed change is to alter that data entry step as follows: Instead of entering the same data each month, ODE would use the data as provided by Wells Fargo at the beginning of the year for each payment from July through March. The July payment would still be double and the rest of the months would be identical to each other. The chance for any changes would come in April when Wells Fargo would send an invoice to ODE that would have any updates that need to be made. Thus a data entry step will be removed for most of the payment, reducing chance for error and ensuring uniform payments throughout the year. We don't expect any updates to be significant in terms of dollars; usually the changes are to catch rounding errors, so a few pennies for any given district. The revised intercept agreement with Exhibit B that controls the payment mechanics is attached for your review. Please note none of these changes impact the consequences if a district fails to submit its audit on time. If a district does not submit an audit, Wells Fargo will be notified and the district will continue to have to make the payment directly to Wells Fargo. Included in the attachment is a sheet for each district affected to sign authorizing acceptance of the agreement. If each district agrees with the proposed changes, please sign the signature page for each year that the district has a bond, scan and return to me. If there are any questions, please let me know. After reviewing the documents and this email, please let me know if you have any questions. Thank you, Michael Michael Elliott State School Fund Coordinator | Office of Finance & Administration|School Finance & Pupil Transportation Unit| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Master_amendment_to_school_intercept_agreements 6-8-15.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 24790 bytes Desc: Master_amendment_to_school_intercept_agreements 6-8-15.docx URL: From carol.haight at willamina.k12.or.us Tue Jun 9 11:02:36 2015 From: carol.haight at willamina.k12.or.us (Carol Haight) Date: Tue, 9 Jun 2015 11:02:36 -0700 Subject: [Busmgrs] Technical changes to PERS Intercept payments In-Reply-To: References: Message-ID: <4b84d8dca2baf9e84b4a77364f339602@mail.gmail.com> Carol L. Haight Business Manager/Deputy Clerk *Willamina School District 30J* P.O. Box 1000 1100 N.E. Oaken Hills Drive Willamina, OR 97396 Telephone: (503) 876-1502 Fax: (503) 876-3610 *From:* busmgrs [mailto:busmgrs-bounces at listsmart.osl.state.or.us] *On Behalf Of *ELLIOTT Michael S *Sent:* Monday, June 08, 2015 11:17 AM *To:* 'Busmgrs at listsmart.osl.state.or.us' (Busmgrs at listsmart.osl.state.or.us ) *Cc:* 'Samuels, Carol'; WILTFONG Michael *Subject:* [Busmgrs] Technical changes to PERS Intercept payments Dear Business Managers, We have been working with Wells Fargo to find a more efficient and secure way to provide PERS intercept payments to Wells Fargo on behalf of the districts. Thus, for those who do not have PERS intercept payments, you can ignore this email. The rest, please review the changes. The current practice is for Wells Fargo to send invoice payments every month for payment. ODE enters the data into the system and provides the intercept payments on behalf of the districts. The good news is the payments rarely change, if ever, between the months. The payments are set at the beginning of the year and stay the same. However, currently ODE has to enter the data each month into the system, creating more chance for error. While I strive to be perfect, I know there is still the chance I might enter the data wrong in any given month. By removing that data entry step, we increase the integrity of the payment system and will be more efficient. The proposed change is to alter that data entry step as follows: Instead of entering the same data each month, ODE would use the data as provided by Wells Fargo at the beginning of the year for each payment from July through March. The July payment would still be double and the rest of the months would be identical to each other. The chance for any changes would come in April when Wells Fargo would send an invoice to ODE that would have any updates that need to be made. Thus a data entry step will be removed for most of the payment, reducing chance for error and ensuring uniform payments throughout the year. We don?t expect any updates to be significant in terms of dollars; usually the changes are to catch rounding errors, so a few pennies for any given district. The revised intercept agreement with Exhibit B that controls the payment mechanics is attached for your review. Please note none of these changes impact the consequences if a district fails to submit its audit on time. If a district does not submit an audit, Wells Fargo will be notified and the district will continue to have to make the payment directly to Wells Fargo. Included in the attachment is a sheet for each district affected to sign authorizing acceptance of the agreement. If each district agrees with the proposed changes, please sign the signature page for each year that the district has a bond, scan and return to me. If there are any questions, please let me know. After reviewing the documents and this email, please let me know if you have any questions. Thank you, Michael Michael Elliott State School Fund Coordinator | Office of Finance & Administration|School Finance & Pupil Transportation Unit| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Master Amendment Intercept Agreement.pdf Type: application/pdf Size: 82290 bytes Desc: not available URL: From lillie.gray at state.or.us Tue Jun 9 17:08:01 2015 From: lillie.gray at state.or.us (GRAY Lillie) Date: Wed, 10 Jun 2015 00:08:01 +0000 Subject: [Busmgrs] Important Dates - may have fiscal impact Message-ID: Attention Business Managers: The Oregon Department of Education wants to alert you to dates which may have a fiscal impact on your entity. SEFA: All draws for claims through June 30th must be submitted in EGMS by the close of business on July 28th to be included in ODE's 2015 Schedule of Expenditures of Federal Awards (SEFA). Your external auditor uses ODE's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor may ask. Contract Payments: All invoices for contract payments for activities through June 30th must be received by close of business on July 22nd for posting to this report. Claims for June expenditures requested after July 22nd will not be paid in the current fiscal year. This could also result in a delay in your June payments. EGMS: EGMS system will be offline and unavailable to your entity from July 29th through August 12th to facilitate ODE rolling sub-grants into the 2015-2017 biennium. This period allows the roll and verification to be complete efficiently. ODE is committed to timely, accurate, efficient and reliable service to enable your entity to serve the students of Oregon. We hope by giving notice of these dates this will enable you to plan your work to correspond with these dates. Should you have any questions or need additional information please feel free to contact me. Respectfully, Lillie Gray, CPPB, OPBC Director of Procurement Services | Office of Finance and Administration | Oregon Department of Education * 503.947.5647 | * 503.378.8713 | * lillie.gray at state.or.us | www.ode.state.or.us "Oregon Department of Education fostering excellence for every learner." Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Tue Jun 16 11:51:42 2015 From: lillie.gray at state.or.us (GRAY Lillie) Date: Tue, 16 Jun 2015 18:51:42 +0000 Subject: [Busmgrs] MAINTENANCE OF EFFORT (MOE) Message-ID: The message below is being sent to you on behalf of: Sarah Drinkwater, Ph.D. Assistant Superintendent Office of Learning/Student Services ______________________________________________ June 16, 2015 Dear Business Managers: As the school year winds down and you are involved in Maintenance of Effort (MOE) work related to 2013-14, I thought it would be helpful to provide information on the four (4) fiscal comparisons available to meet compliance standards for (MOE). Please let me know if you have any questions about your school district and MOE. My contact information is listed below. Have a wonderful summer. I appreciate all that you do to support students in our public schools. MAINTENANCE OF EFFORT (MOE) is the requirement placed upon federally-funded special education grant programs that the state education agency (ODE) and local education agencies (LEA) demonstrate that the level of state general funding and the level of local expenditures (general fund fiscal effort) remain at least the same as, or more than, the previous year. MOE may be calculated as total expenditures of an LEA/consortia or as a per pupil expenditure. Federal IDEA Part B funds for special education are not permitted to be used to supplant general funds committed to the same services for student with disabilities. Under IDEA 2004, there are four fiscal comparisons that can be used to meet the eligibility and compliance standards for MOE. Passing one of the following four fiscal comparisons meets the federal requirement of maintaining effort in providing special education services. * State and local general funds on a total basis * State and local general funds on a per capita (IEP) basis * Local general funds only on a total basis * Local general funds only on a per capita (IEP) basis The two local funds options above are not often accessed by school districts or consortia, but offer two additional means by which to pass MOE. These two options require that LEAs or consortia track separately, state general funds and local general funds that are expended on special education services. Tracking expenditures separately is discretionary, as ODE does not require LEAs to account for expenditures in this manner. LEAs and consortia do initially receive separate allocations for state funds and local funds, and then would need to continue to separate the state and local expenditures on special education services. This will allow the MOE calculations to be based on local funds only, which is in addition to the first two options of combined state and local general funds. We want to make everyone aware of these two additional federal options, where only local revenues are considered for MOE. For more information please see: http://www.ode.state.or.us/search/page/?id=3069. Business managers, special education directors and superintendents are encouraged to carefully review all four options for calculating MOE to meet federal requirements of maintaining effort, and begin tracking these expenditures separately. This will allow access to all four calculation options for meeting MOE requirements, if you choose to do so. For additional questions contact: Sarah Drinkwater (sarah.drinkwater at state.or.us); Michael Wiltfong (michael.wiltfong at state.or.us) or Lorene Nakamura (lorene.nakamura at state.or.us) -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Thu Jun 18 08:50:04 2015 From: lillie.gray at state.or.us (GRAY Lillie) Date: Thu, 18 Jun 2015 15:50:04 +0000 Subject: [Busmgrs] Important Dates - may have fiscal impact Message-ID: Attention Business Managers: The Oregon Department of Education wants to alert you to dates which may have a fiscal impact on your entity. SEFA: All draws for claims through June 30th must be submitted in EGMS by the close of business on July 28th to be included in ODE's 2015 Schedule of Expenditures of Federal Awards (SEFA). Your external auditor uses ODE's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor may ask. Contract Payments: All invoices for contract payments for activities through June 30th must be received by close of business on July 22nd for posting to this report. Claims for June expenditures requested after July 22nd will not be paid in the current fiscal year. This could also result in a delay in your June payments. EGMS: EGMS system will be offline and unavailable to your entity from July 29th through August 12th to facilitate ODE rolling sub-grants into the 2015-2017 biennium. This period allows the roll and verification to be complete efficiently. ODE is committed to timely, accurate, efficient and reliable service to enable your entity to serve the students of Oregon. We hope by giving notice of these dates this will enable you to plan your work to correspond with these dates. Should you have any questions or need additional information please feel free to contact me. Respectfully, Lillie Gray, CPPB, OPBC Director of Procurement Services | Office of Finance and Administration | Oregon Department of Education * 503.947.5647 | * 503.378.8713 | * lillie.gray at state.or.us | www.ode.state.or.us "Oregon Department of Education fostering excellence for every learner." Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: