State Aid Output Reports, State Aid Reconciliation, Cash Flow and Fund Balance. December 12, 2018 Coffee Talk State Aid & Financial Planning Service

Transcription

1 State Aid Output Reports, State Aid Reconciliation, Cash Flow and Fund Balance December 12, 2018 Coffee Talk State Aid & Financial Planning Service

2 What Are Output Reports? 2 Output Reports provide descriptions of the data used and the calculations for the various State Aid formulas. Output Reports display the current year State Aid payable to school districts and estimates of next year s aid. EST Output Reports use the projected expenditures to estimate aid under current laws. EST Output Reports do not show projected aid since aid formula parameters are not available until the State budget is enacted for the coming year.

3 Accessing Output Reports 3 Output Reports can be found in 2 places: The State Aid website - public output reports are accessible at: The State Aid Management System (SAMS) - accessible only to logged in users provided with a SAMS account by the district. Key differences between access points: There s more functionality within SAMS. More output reports may be available within SAMS

4 Accessing Output Reports 4 Accessing Output Reports from the State Aid website:

5 Accessing Output Reports 5 Click link to publicsams

6 Accessing Output Reports 6 Enter district information or click Submit Enter BEDS CODE

7 Accessing Output Reports 7 Select the desired output report from the public website

8 Accessing Output Reports 8 Accessing Output Reports from SAMS: When logged into SAMS mouse-over Reports on the main menu bar, then Output Reports from the dropdown.

9 Accessing Output Reports 9 SAMS Report Filter Screen

10 Accessing Output Reports 10 SAMS Report Listing

11 11 When Are Output Reports Available? Most current year output reports are first published within SAMS in the fall of the current aid year. The output reports are typically made public only after November 15th and only for those districts with a SAMS data state of Clean or Clean with Issues for all Form Sets & the ST-3. Output report results may not be valid when first published in SAMS if claim data is not yet complete. The public output reports display the same data as in the SAMS Official data area, except the public data is as of the past midnight (data timestamp of 12:00 A.M.) instead of live.

12 Do Output Reports Change? 12 Output reports change when SAMS data changes. District initiated revisions Updates of district data from non-sams sources: STAC, BEDS/SIRS, Facilities Planning, BOCES, etc. All output reports recalculate immediately within SAMS when form data is saved. Public output reports will reflect any changes the following morning. Districts should periodically review output reports for changes, especially when revisions have been made to ensure aid is displayed as anticipated.

13 13 Analyzing Output Reports (GEN)

14 Analyzing Output Reports (GEN) 14 The GEN Output Report is a summary of General Aids payable through the General Aid payment schedule. Entries 1-35 General Aids Summary Part I: Calculated General Aids Summary (Entries 1 29). Many of these aids are calculated on separate output reports (Foundation Aid, Transportation Aid, Building Aid) Part II: Additional General Aids and Adjustments (Entries 30-35). Full Day Conversion Aid and various deductions. Entry 1 Foundation Aid

15 Analyzing Output Reports (GEN) 15 Entry 2 Public Excess Cost Aid Set-Aside Calculated on PUB report Paid through Excess Cost payment schedule Allows state to meet requirements for federal Medicaid match Entry 3 Deduct for Local Share of Education Costs for Certain Students (from STAC file) Student FTEs for Chapters 47, 66, 721, 563, 947, IY and Homeless Youth

16 Analyzing Output Reports (GEN) 16 Entries 7A-10 Building Aids Deferred Bldg. Aid

17 Analyzing Output Reports (GEN) 17 Entries Calculated General Aids Entry 25 Deferred Building Aid. Entry 28 Estimated General Aids per Enacted Budget. Entry 29 Aids used for General Aid Payments through June Deferred Bldg. Aid

18 Analyzing Output Reports (GEN) 18 Entries Part III: Payments Entry 36 Full-Day K Conversion Aids claimed per Form A Entry 38 Full-Day K Conversion Aids payable June 2019 Entry 40B Total General Aid payments through June 2019 Entry 41 Grand Total of General Aids (payable through Sept. 2019) Entry 42 Balance Payments due September 2019

19 Analyzing Output Reports (GEN) 19 Entries Part IV: Wealth Measures Entry 46 Pupil Wealth Ratio Entry 50 Alternate Pupil Wealth Ratio Entry 52 Combined Wealth Ratio ((Entry 46 *.50)+(Entry 50 *.50))

20 Analyzing Output Reports (GEN) 20 Entries Part V: Deduction of Local Share Entry 63 Basic Contribution Entry 74 Local Share of Certain Resident Pupil Costs

21 Analyzing Output Reports (GEN) 21 Entries Part X: Calculated Excess Cost Aid Entry 123 Public Excess Cost Aid Set-Aside Entry Total Excess Cost Aids Entry 129 Total Excess Cost Aid through August 2019 Entry 130 Balance due in September 2019 (Accrual)

22 Analyzing Output Reports (GEN) 22 Entries Part XI: Additional Calculated Aid Entry 139 Grand Total Computerized Aids Instructional Materials Aids, BOCES, UPK and Charter School Supplemental Basic Tuition, are all paid on separate payment schedules. Total State Aid is equal to General Aids (Entry 35) + Excess Cost Aids (Entry 127) + Additional Calculated Aids (Sum of Entries 131 through 138).

23 Analyzing Output Reports (TRA) 23 This section of the output report shows the other purpose mileage that is used for calculating the nonaidable portion of expenditures. Entry 12 NAPD is used several times throughout the output report to calculate deductions for nonaidable expenditures

24 Analyzing Output Reports (TRA) 24 Amortization is calculated on buses entered in the SAMS BP Module (purchased after 6/30/2017) and SA-16s filed with SED (purchased before 7/10/2017) The Assumed Debt Service Amortization schedule is no longer linked to the public output reports. This function is now within SAMS.

25 Analyzing Output Reports (TRA) 25 Operating Expenses related to transportation are pulled into the output report from several sources.

26 Aid Payment Dates 26 General Aid Payments: GEN Entry 40B Total Payments through June 2019 If GEN Entry 41 > GEN Entry 40B, the difference (line 42) will be paid September 2019 and should be accrued for at 6/30/2019. September through November 2018 Based on projections from the Enacted Budget (March 2018) December 2018 through May 2019 Based on Actual Data per 12/1/2018 GEN FROZEN through May To be recalculated June 2019 June 2019 Based on data as of May 2019 September 2019 Excess Payments (Accrued on 6/30/2019)

27 Aid Payment Dates 27 Other Aid Payments: BOCES Aid due the first state business day of Feb., June and Sept. Instructional Materials Aids due on 9/1 and on or before 3/31 Excess Cost Aids due on or before 12/15, 3/15, 6/15 and 8/15 The following link from SED provides the payment due dates and code sections related to each aid category:

28 Payment Certificates 28 State Aid Payment Certificates can be accessed from the district s State Aid homepage by clicking the PAYMENT Cert Page link. At the top of the Payment Cert page there s a payment schedule. The 12/1/2017 link is shown as an example (the 12/1/2018 link isn t available). Payment Certificates available as of 12/3/2018.

29 General Aid Certificate 29 GEN Entry 28 GEN Entry 28 GEN Entry 28 GEN Entry 29

30 Lottery Aid Certificate 30 Lottery Aid Lottery Textbook Aid Total Lottery Aid

31 VLT Lottery Grant Certificate 31 The VLT Aid is paid to districts according to the payment schedule in NYSEL 3609-f: 10% in September, 15% percent in each month October through February, with the remaining balance paid in March. The payments are made on the same dates as general aid payments.

32 Commercial Gaming Certificate 32 Section 97-nnnn of State Finance Law established the Commercial Gaming Revenue Fund. Districts receiving Foundation Aid are eligible to receive an apportionment. Payment due dates are on or before the last state business day of March and June. The example below is from ( wasn t available yet).

33 State Aid Reconciliation 33 /services/financial/state -aid-financialplanning/topics/ State Aid> State Aid Reconciliation November 2018

34 34 State Aid Reconciliation

35 Cash Flow 35 Use prior years information Be aware of both recurring and one-off transactions Use the State Aid Payment Certificates to estimate the timing and amount of cash flows from State Aid

36 Cash Flow 36 General Business Office/Planning> Cash Flow Template December 2018

37 Fund Balance 37 Fund Balance = Assets - Liabilities When actual revenues exceed budgeted revenue and actual expenditures are less than budgeted expenditures, Fund Balance increases. How are revenues and expenditures trending in the current year? What s the value? What does it impact? RPTL 1318 Unassigned fund balance should be at or below 4% of next year s budget. Excess Unassigned Fund Balance can be moved to reserves.

38 Fund Balance 38 When to start projecting? The projection should include: Encumbering expenses/obligations Estimated revenues Estimated accruals of receivables and payables. Current Year Projection/Multi-Year Projection Other considerations: Interfund Transfer to reduce projected C Fund deficits? Uncollectible A391s?

39 Fund Balance 39 Fund Balance Calculation Method 1 Step 1 Total Fund Balance as of 7/1/2018 Plus: Actual (projected) Revenues Less: Actual (projected) Expenditures Step 2 This represents TOTAL projected Fund Balance Total projected fund balance Less: Non-spendable fund balance Less: Restricted fund balance Less: Assigned fund balance = Unassigned Fund Balance (should be 4% of budget)

40 Fund Balance 40 Fund Balance Calculation Method 2 Step 1 Total Fund Balance as of 7/1/2018 Plus/Minus: Variance between budgeted revenues and actual revenues Plus/Minus: Variance between budgeted expenses and actual expenses Minus: Amount of Assigned fund balance applied to budget Minus: Encumbrance balance as of 6/30/2018 Plus: Encumbrance balance as of 6/30/2019 = Fund Balance as of 6/30/2019 Step 2 (Same as Method 1)

41 Thank You 41 State Aid and Financial Planning Service 10 Empire State Blvd. Castleton, NY (518) or (315) FAX (518)