From adam.krein at state.or.us Thu Mar 2 09:01:31 2017 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Thu, 2 Mar 2017 17:01:31 +0000 Subject: [Busmgrs] 2016-17 Estimates and December to June ratio In-Reply-To: References: Message-ID: Good Morning Everyone We have had a busy month importing new data and rebalancing the State School Fund. Great Job everyone on your hard work completing the financial data set for our review. I have been informed this is the earliest we have had a complete data set. Many of you have been emailing and calling with great questions regarding the HCD grant, facility grant, poverty and budget questions. I thank you for your patience and giving me time to work on these data sets and calculations to insure I am getting you accurate, timely, financial data. You will see many changes on the 2016-17 estimate posted to the web such as: * Teacher experience is now based on 2015-16 data * Poverty data is based on December 2016 SAIPE data and 2016-17 2nd period ADM data * 2nd period ADM data takes into account December to June ratio per ORS 327.099 * We have also updated 2015-16 ADM in the State School Fund, so the extended ADMw for 2016-17 takes this into account. Coming soon to a website near you...the facility grant and 2017-18 Estimate which I hope to have completed and posted for review on Friday, March 3. Please access your estimates and D2J calculations here: 2016-17 Estimate: http://www.oregon.gov/ode/schools-and-districts/grants/Pages/School-District-and-ESD-payment-Statements.aspx D2J ratio: http://www.oregon.gov/ode/schools-and-districts/grants/Pages/K-12-School-Funding-Information.aspx Thank you [cid:image006.jpg at 01D27573.A02D0700] Oregon achieves . . . together! Adam Krein State School Fund Coordinator | School Finance and Facilities www.oregon.gov/ode| 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 3608 bytes Desc: image002.jpg URL: From adam.krein at state.or.us Fri Mar 3 17:01:50 2017 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Sat, 4 Mar 2017 01:01:50 +0000 Subject: [Busmgrs] 2017-18 estimate Message-ID: Good Evening Everyone Thank you for contacting me with your updates and concerns regarding the 2016-17 estimate. I will be updating the estimate with your EMR changes and the annual Common School Fund payment soon. Per ORS 327.061(2) The department shall provide this estimate no later than the first Monday in March of each year for the distribution for the following fiscal year. I have posted the 2017-2018 estimate to the web here: District Estimate: http://www.oregon.gov/ode/schools-and-districts/grants/Documents/2017-18%20SSF%20estimate%20as%20of%203-3-17_1245.pdf ESD estimate: http://www.oregon.gov/ode/schools-and-districts/grants/Documents/17-18%20ESD%20estimate%203-3-17.pdf The first page of the estimate is what we are assuming for the 2017-18 school year which is based around the Co-chairs budget. Thank you and have a great weekend! [cid:image006.jpg at 01D27573.A02D0700] Oregon achieves . . . together! Adam Krein State School Fund Coordinator | School Finance and Facilities www.oregon.gov/ode| 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 3608 bytes Desc: image003.jpg URL: From adam.krein at state.or.us Mon Mar 13 12:20:19 2017 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Mon, 13 Mar 2017 19:20:19 +0000 Subject: [Busmgrs] 2016-17 District and ESD estimates In-Reply-To: References: Message-ID: Good afternoon everyone I hope you all had a nice weekend. As promised, I have updated the 2016-17 State School Fund estimate for March with the annual Common School Fund (CSF) amount - as well as the Facility Grant. Previously, I only loaded one of the two CSF payments, which resulted in lower local revenue forecasts, as we need both payments to show revenues for the year. Information can be found at the following link: http://www.oregon.gov/ode/schools-and-districts/grants/Pages/K-12-School-Funding-Information.aspx Typically, the first payment should match the second payment, so we just doubled the amount received in January for the SSF estimate. We don't know how much will initially be transferred, as the payment each year is based on earnings of the fund, so we find out what the revenues are shortly before we send the payments to you. Also, there were questions regarding poverty, teacher experience, charter rate and other data. Below are some tips: * The teacher experience factor is calculated from data submitted by the school district in their Staff Position collection. Something to watch for: if you had a veteran teacher leave and a new teacher with no, or little experience your teacher experience factor will go down. * Poverty data for 2016-17 and 2017-18 is now based off the December 2016 SAIPE data compiled by the Federal Census Bureau. With the exception of a few districts, the report shows a decrease in poverty across the state. This means poverty weights will decrease for many of you, and in turn will increase the amount per weight, as there are fewer weights in the Formula statewide. * The Charter rate is calculated by taking the district's General Purpose Grant divided by the district's current ADMw - not the extended ADMw. A sponsor must contractually establish payment to the public charter school based on ORS 338.155 which describes the Charter rate. We have found the Small School Correction is not including the kindergarten ADM. This has resulted in some districts receiving less and some districts receiving more weights from their Small Remote Elementary School Correction (SmESC). We have our IT department working on it and we will be updating the next estimate for April's payment with the corrected information. We had to rebalance the SSF for March due to the amount of updates and unfortunately, due to timing constraints, were not able to wait until the programing was corrected for the SmESC. With that, If you see anything of concern in the 17-18 Estimate of Membership and Revenue (EMR) data please contact me so we can make updates. I will be making updates to the SSF from the EMR data next month and posting new estimates accordingly. Please see the new estimates at the links below. We will be using these estimates for the March SSF payment. 2016-17 District Estimates 2016-17 ESD Estimates Thank you [cid:image006.jpg at 01D27573.A02D0700] Oregon achieves . . . together! Adam Krein State School Fund Coordinator | School Finance and Facilities www.oregon.gov/ode| 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 3608 bytes Desc: image001.jpg URL: From adam.krein at state.or.us Tue Mar 14 09:27:53 2017 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Tue, 14 Mar 2017 16:27:53 +0000 Subject: [Busmgrs] March 2017 State School Fund Payment In-Reply-To: References: Message-ID: Good Morning Everyone The links to your March payment with the changes and updates reflected in the estimate posted yesterday are below. Since we only have two months left till we reconcile in May we have started the process of calculating the payment to reflect your districts remaining balance. This payment does not reflect changes you may have made to the 17-18 Estimate of membership and Revenue over the past couple weeks. Due to time constraints on getting out another estimate prior to preparing the March payment I was not able to update. I will however update those changes for April and rebalance for 16-17. In the mean time I will be working on the 15-16 estimate. Those districts that submitted a facility grant will have it posted on your statement. We had over $400 million dollars in grant applications this biennium decreasing the $12.5 million dollar facility grant to 3.11% pay outs. Due to the large amount of applications we had to draw back some funds from the first year. For the 2017-19 Biennium the facility grant will be decreased to $9 million dollars over the two years. District Statements ESD Statements Facility Grants 2015-17 Thank you [cid:image006.jpg at 01D27573.A02D0700] Oregon achieves . . . together! Adam Krein State School Fund Coordinator | School Finance and Facilities www.oregon.gov/ode| 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 3608 bytes Desc: image002.jpg URL: From michael.s.elliott at state.or.us Wed Mar 15 13:42:40 2017 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Wed, 15 Mar 2017 20:42:40 +0000 Subject: [Busmgrs] Technical Assistance Program Applications are available!! Message-ID: Dear Business Managers and Facility Experts, The second round of the Technical Assistance Program has begun. Applications are now open. Please note the following: * Applications are due by 5:00 pm on April 15, 2017 * Applications are on the School Facilities Website * The applications have been updated so the new forms on the website must be used * Detailed instructions are also on the website * If your district is applying for a seismic assessment grant and you cannot access the USGS website, please use this map published by the USGS. You can zoom in on the map to find your specific schools and district. The yellow area of the map is the high seismic areas of the state. * If you applied in previous round but did not receive a grant, you are eligible to apply again. * Please ensure that if selected your district is capable of performing all work within one year * Grant agreements must be completed by June 15, 2017 because of the end of the biennium If you have any questions, please let me know. Thank you, Michael [cid:image003.jpg at 01D29D91.FF90BCA0] Oregon achieves . . . together! Michael Elliott J.D. School Facilities Coordinator Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: Technical Assistance Program Application Instructions v.2.pdf Type: application/pdf Size: 293493 bytes Desc: Technical Assistance Program Application Instructions v.2.pdf URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: USGS Oregon Seismic Map.pdf Type: application/pdf Size: 2271641 bytes Desc: USGS Oregon Seismic Map.pdf URL: From michael.s.elliott at state.or.us Fri Mar 17 11:09:36 2017 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Fri, 17 Mar 2017 18:09:36 +0000 Subject: [Busmgrs] A Message from Rick Crager CFO of ODE Message-ID: Dear Business Managers, As we near the end of biennium, ODE would like to remind local education agencies and other entities that ODE has implemented the Advanced Payment of State Grants for Summer Programs Policy (see ODE policy 581-518). This policy allows subgrantees the opportunity to use current biennial resources for summer programs during the following "new" biennium. [2015-17 Biennium.png] These Advance Payments will assist subgrantees in ensuring operation of their summer programs during the summer months of July, August and September. Advanced payments are made under a grant agreement in advance of the work performed and/or before costs are incurred. This method is different than the cost reimbursement method in which payments are made after work has been performed and costs have been incurred. The policy only affects grant projects that have a demonstrated need for summer programs; requests for advanced payments under the policy will be approved on a case-by-case basis by ODE Grant Managers. Please contact your grant manager if your organization is interested in utilizing the Advanced Payment of State Grants for Summer Programs policy. Please note the Advanced Payment of State Grants for Summer Programs policy only applies to State Funded Grants. Contracts and Federal Grants are not eligible under this policy. Please see attached slides and link to the webinar for the Advanced Summer Payments Overview for Subgrantees Webinar. [https://i.ytimg.com/vi/JbhfdNYwBEc/hqdefault.jpg] Advance Summer Payments - Overview for Subgrantees www.youtube.com You may access the SmartSheets link for submitting your request here: Advanced Summer Payments SmartSheet Request As a reminder, please be mindful of the following highlights and [Notification.png] deadlines ? Advanced Payment Requests must be submitted for consideration. This will be done using SmartSheets and the requests will reviewed and approved by your ODE Grant Manager. ? Requests must be submitted by April 1, 2017. ODE is aware that this date falls at the end of Spring Break. However, the April 1st deadline was established in order to account for the time that will be needed to set up the ADV grants in EGMS. Projects may wish to submit their applications by March 24th in order to avoid this conflict. ? Requests for Advanced Payments should only include costs related to summer programs during the months of July, August and September. All other costs should be claimed using the regular EGMS reimbursement process. ? Projects eligible for Advanced Payment will see their original grant split into two "buckets" in EGMS - one with the original title and one with "ADV" in front of it. The total award will not change. ? ADV grants or Advanced Payment grants must drawn/claimed through EGMS on or before June 30, 2017. Without exception, subrecipients will lose out on all funds if not claimed by June 30, 2017. All activities conducted using ADV funds must be completed by September 30, 2017. ? Projects that receive Advanced Payments will be required to submit a reconciliation report by November 15. This report will include an accounting of how the funds were spent and the identification of any unspent funds that need to be returned to ODE. For any specific questions regarding your grant project, please contact your ODE Grant Manager directly. Thank you, Rick [cid:image002.jpg at 01D283BC.286A9690] Oregon achieves . . . together! Rick Crager Assistant Superintendent of Finance & Administration 255 Capitol Street NE | Salem, Oregon 97310 Phone (503) 947-5658 | Cell (503) 480-5531 Email address rick.crager at ode.state.or.us Web: www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 30236 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 4933 bytes Desc: image002.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: 581-518.pdf Type: application/pdf Size: 15483 bytes Desc: 581-518.pdf URL: From michael.s.elliott at state.or.us Fri Mar 24 14:11:19 2017 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Fri, 24 Mar 2017 21:11:19 +0000 Subject: [Busmgrs] Lead reimbursements ready Tuesday March 28 Message-ID: Dear Business Managers, ODE is finally ready to start releasing the funding for the lead testing reimbursement. Thank you for your patience as we worked to ensure all of the districts in the state had the necessary paperwork in order and the funds were provided to ODE for distribution. In order to ensure the transfer of funds is as efficient as possible please be aware of the following: 1. The funds will be available to districts through EGMS 2. The funds available will be the amount of funds that the district provided to ODE plus a $10 per test addition to cover some of the collection costs. 3. The amount of funds each district will receive is shown in the attached spreadsheet. These amounts are final. 4. Funds must be collected by June 30. Please read below for more information. 1. Funds through EGMS: The best way to provide the districts and charter schools with the reimbursement amounts is through ODE's Electronic Grant Management System. Many of you should be familiar with this system and so can go in and make your claims right away. The funds won't be officially ready until Tuesday March 28. However, at that point you can start collecting the funds. ODE will try to release funds within 2 days of a district's request. 2. Additional $10 per test: The Legislature's Emergency Board provided additional funds to the districts to help offset the costs of collection. These additional funds were set at $10 per sample tested. While these funds may not cover all collection expenses, they will provide some additional revenue. The amounts in the EGMS grants include this additional $10 per test amount. 3. The EGMS amounts are final: Thank you to everyone who provided us with invoices and other required documentation. Through your hard work, and the hard work of Brian French, we have finalized the amounts that are available for reimbursement. Because of all of that work that was done previously, the amounts in EGMS are the final amounts. We cannot make any changes to the amounts at this time. 4. Funds need to be collected as soon as possible: This money must be collected as soon as possible. However, no districts will be able to access funds after the end of the biennium. So please ensure that you have requested the funds by June 30 to ensure you receive what is available. If anyone has any questions, please direct them to Michael Elliott. Thank you, Michael [cid:image003.jpg at 01D2A4A8.7B7DF900] Oregon achieves . . . together! Michael Elliott J.D. School Facilities Coordinator Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 5208 bytes Desc: image003.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: EGMS Master 3-24-17.xlsx Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet Size: 15771 bytes Desc: EGMS Master 3-24-17.xlsx URL: From michael.s.elliott at state.or.us Tue Mar 28 11:56:00 2017 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Tue, 28 Mar 2017 18:56:00 +0000 Subject: [Busmgrs] Lead testing reimbursement information Message-ID: Dear Business Managers, Several of you have asked specific questions regarding the lead testing reimbursement funds in EGMS. I wanted to send out a communication to everyone so everyone would have the same information. 1. What revenue code do I use? a. Please use revenue code 3199, unrestricted state funds. Some may have been told 3200 (restricted funds) but since this is a reimbursement of the general fund, 3199 is to be used. 2. Is the beginning date of the grant going to be changed? a. Yes. The new beginning date of the grant will be March 1, 2016. That matches the first date that the legislature allowed testing to be done and receive reimbursement. Please allow 48 hours for this change to be reflected in EGMS. 3. Is the 50% limit going to be removed? a. Yes. Please allow 48 hours for that limit to be removed. Thank you, Michael [cid:image001.jpg at 01D2A7BA.3E239280] Oregon achieves . . . together! Michael Elliott J.D. School Facilities Coordinator Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 5208 bytes Desc: image001.jpg URL: From adam.krein at state.or.us Wed Mar 29 07:35:38 2017 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Wed, 29 Mar 2017 14:35:38 +0000 Subject: [Busmgrs] 2015-16 Estimate Message-ID: Good Afternoon I hope everyone is enjoying spring break and maybe seeing some spring flowers blooming. I know many of you are interested in seeing how the 2015-16 State School Fund is coming along. I have posted an updated estimate for your review and feedback. This is the first estimate for 2015-16 since May 2016 and includes the following updates: * Annual ADM * Teacher experience factor * Audited Financial data * Carve-outs I am still waiting on transportation data from some districts, which will impact the Transportation Grant. Other items we are currently working on are the IEP 11% Cap Waiver calculations, the Small High School Grant and High Cost Disability Grant, but overall the majority of the data has been updated. Please review your estimates and the Assumptions page then let me know of any concerns. I will be updating the estimate with the above mentioned and any of your requested changes in April. 2015-16 District Estimate 2015-16 ESD Estimates Finally, thank you all for your great work and communication. We really appreciate your help in the process and getting us accurate data. Have a great week. [cid:image006.jpg at 01D27573.A02D0700] Oregon achieves . . . together! Adam Krein State School Fund Coordinator | School Finance and Facilities www.oregon.gov/ode| 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 3608 bytes Desc: image003.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 3608 bytes Desc: image003.jpg URL: From michael.s.elliott at state.or.us Thu Mar 30 07:52:12 2017 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Thu, 30 Mar 2017 14:52:12 +0000 Subject: [Busmgrs] Technical Assistance Grants Message-ID: Dear Business Managers and Facility Experts, This is a friendly reminder that the Technical Assistance Grant application period is currently open. It will close on April 14th at the end of business. The applications and instructions are available on our new website: http://www.oregon.gov/ode/schools-and-districts/grants/Pages/Office-of-School-Facilities.aspx. Please remember the following: 1. One application per type of grant. 2. Please keep the forms in fillable PDF form so that we can easily import the data into our database. 3. We will notify districts of the results within two weeks. 4. Grant agreements for this round of Technical Assistance Grants must be completed by the districts by June 15th. The good news is that originally we were estimating to have $800,000 available for grants. However, we will be able to provide $1,000,000 for grants for this round. Thank you and please let me know if you have any questions. Michael [cid:image003.jpg at 01D2A92A.834A9770] Oregon achieves . . . together! Michael Elliott J.D. School Facilities Coordinator Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 5208 bytes Desc: image003.jpg URL: