Fall at a Glance WASBO Fall Conference Carey

Fall at a Glance WASBO Fall Conference Carey Bradley – Assistant Director Dan Bush- Director School Financial Services Team October 3, 2019

AGENDA • Introduce the Department of Public Instruction (DPI) and School Financial Services(SFS) team • Provide overview (flyover) of school finance • Introduce the fiscal year cycle(s)

AGENDA • Review DPI reporting requirements • Review local budget requirements • Show data elements translate into state aid payments & the revenue limit • Show relationships across fiscal years, connections between various pieces of data

Department of Public Instruction and School Financial Services(SFS) team

Department of Public Instruction (DPI) State Superintendent Deputy State Superintendent Academic Excellence Libraries and Technology Learning Support There are five Student and School Success Finance and Management

Department of Public Instruction (DPI) Resources Divisions and Teams • https: //dpi. wi. gov/div-teams Directory • https: //apps 4. dpi. wi. gov/Staff. Directory/Publi c/Topic/Search. Topic

Department of Public Instruction (DPI) Division for Finance and Management Three Teams you will most likely contact School Financial Services School Management Services Wisconsin Child Nutrition Programs

Department of Public Instruction (DPI) Title I and School Support Team Special Education Team (IDEA) Educator and Development Support Team (Title II)

Department of Public Instruction (DPI) (Library)Technology Services Team (E-rate) Career & Technical Education Team (Carl Perkins) Content and Learning Team (Bilingual Categorical Aid and EL Education Title III)

School Financial Services Team Publish Statistical Data

School Financial Services Team Data Collection Membership Financial Transportation Calendar Census

School Financial Services Team Pay Aids Federal Reporting Publish Statistical Data

Using District Data at DPIFinance “Fly-over”

Revenues CONTROLLED BY REVENUE LIMITS GENERAL AIDS PROPERTY TAXES OUTSIDE REVENUE LIMITS FEES REF. DEBT GRANTS CATEGORICAL AIDS

Membership in the Data Cycle Resident Full Time Equivalency (FTE)

Revenue Limit Membership September Count Summer FTE Charter Addition by DPI 3 Year Averages

1 7 Revenue Limits A revenue limit restricts (controls) the amount of money a district can receive from: • State General Aid • High Poverty Aid • Local Property Taxes • Department of Revenue Exempt Computer and Personal Property Aids

2019 -20 Revenue Limits BASE: PY $/FTE (PY $/FTE ) * CY FTE GENERAL AIDS PROPERTY TAXES

Equalization Aid Membership in the Data Cycle One of the three factors used to calculate Equalization Aid

Equalization Aid Shared Cost Membership FTE Shared Cost per Pupil Property Value Membership FTE Equalized Value per Pupil

2 1 October 15 Aid Certification • On October 15 th, the School Financial Services team will release the district’s current year General School Aid Certification. • This amount represents the amount of General Aid the district is eligible to receive during the current year. Adjustments could reduce, such as Open Enrollment, new Independent charter and Private School Voucher deductions. • This number is what is used in the current year Revenue Limit Worksheet.

2 2 Connections REVENUE LIMIT – GENERAL AID = PROPERTY TAX

Tools to manage three fiscal years

Why three years? 2018 -2019 Prior Year 2019 - 2020 Current Year 2020 -2021 Upcoming Year

Why three years? Prior Year 2018 -19 Completing Financial Reports: 2018 -19 financial data used for 2019 -20 Aid calculations Current Year Upcoming Year 2019 -2020 -2021 Pupil Counts – Summer 2019, Sept 2019 , & Jan 2020. Projecting/Planning for next year’s Budget. Summer & Sept 2019 membership used for 2019 -20 Revenue Limit (along with prior years data used in 3 year rolling average).

How will I keep track of all this? • Fiscal Year at a Glance – Due dates for reports by name & purpose • Fiscal Year "Multi-tasker" Planning Calendar - what to do related to prior year, current year and next year http: //dpi. wi. gov/sfs/communications/calen dars/overview

Fiscal Year at a Glance REQUIRED BY ALL AS APPLICABLE

MULTI-TASKER

September to December Activities related to the prior fiscal year

School Finance Reports

SAFR-Reporting Portal

PI-1505 Full Annual Report 1. PI-1505 must match the PI -1506 AC auditor report to be approved 2. PI-1506 AC must be approved before the PI-1505 can be submitted

PI-1505 SE Annual Report The PI-1505 SE values must match the PI-1505 values for successful PI 1505 submission

3 4 PI-1505 Full Annual Report DPI completes review of annual reports from now through February and will contact districts if there any questions

3 5 PI-1505 SE Annual Report • DPI review including reconciling data • DPI may identify errors in your SE data • DPI may request additional information • Changes in one district may impact another • All changes must be made by February • Timely responses are important for all to meet the deadline

School Level Annual Report Complete after submission of PI 1505

PI-1524 State Tuition Claim This report is not in SAFR – for more info see

PI-1570 High Cost Special Education Claim Pupil Services Office Business Office

Audited Financial Statement Submission • Your auditor should submit to DPI December 2, 2019 • This is a district requirement

Charter School Authorizer Reporting Requirements

4 1 Charter School Authorizer Reporting Requirements • Technical Assistance is provided by the School Management Services Team • https: //dpi. wi. gov/sms/charterschools/information-authorizers

September to December Activities related to the current fiscal year

Overview: Budget Adoption and Tax Levy Step #5 Step #4 Step #3 Step #2 Step #1 Adopt a budget at a school board meeting and set the tax levy The electors at the annual meeting vote a tax (Common School districts) The public hearing is held, at which time residents of the district have an opportunity to comment on the proposed budget Publish a class 1 notice in the newspaper Create a proposed budget that identifies expected revenues, expenditures and fund balances for the upcoming/current year

2019 -20 Budget Prepare for Hearing and possible Adoption Budget and Tax Levy Revenue Limit Estimate • September Membership • Tax Levy • Oct 15 th Aid Certification

2019 -20 Budget Prepare for Hearing and possible Adoption Update 2019 -20 Revenue GENERAL AIDS estimates Revenue Limit (“controlled”) revenues/levy PROPERTY TAXES • General Aid (Equalization, Ch. 220, Special Adjustment) • Computer and High Poverty Aid • Tax Levies (For Funds 10, 38 (CY) and 41)

2019 -20 Budget Prepare for Hearing and possible Adoption Update 2019 -20 Revenue estimates • Non-controlled Tax levies-Referendum Debt Service FEES REF. DEBT GRANTS CATEGORICAL AIDS Fund 39, Community Service Fund 80 • State Categorical Aids (review prior year reports and aids register) • Open Enrollment in Revenue* • Grants (e. g. Federal, State or other grant) • Local Revenues (interest, fees, gate receipts) *Monitor your net gain or loss from open enrollment

Budget Adoption The school board shall adopt a budget at a school board meeting after the public hearing and no later than the meeting in which the tax levy is set. This is sometimes referred to as the “original” budget. Deadline November 1 st Step #5 Adopt a budget at a school board meeting and set the

Tax Levy On or before November 1, every public school board must approve the levy amounts necessary to: • Operate and maintain district schools (§ 120. 12(3)) • Meet any irrepealable tax obligations (§ 120. 12(4)) • Tax Levy Certification (to Municipalities) by Step #5 Adopt a budget at a school board meeting and set the th

Tax Levy School district property taxes include levies into funds • General Operations • Debt Service • Capital Expansion • Community Programs and Services Step #5 Adopt a budget at a school board meeting and set the

Tax Levy – PI 401 Report

Tax Levy – PI 401 Report

Tax Levy – PI 1508 Forms

Budget Report PI 1504 Board Adopted Budget

PI-1504 SE Budget Report The PI-1504 SE values must match the PI 1504 values for successful PI-1504 submission

School Level Budget Report Complete after submission of PI 1504

PI-1547 SS Transportation Report Summer and Interim Session Transportatio n

PI-1804 -1805 Summer & Interim Session

September Pupil Counts PI-1563

5 9 School Fees • Fees for the resident student or parent may be charged for individual use supplies (towels, gym clothes, band instruments, notebooks, pencils), textbooks, or similar items (workbooks) if the district claims state aid under state statute 121. 14. • Fees may be charged for social, recreational, or extracurricular summer classes and programs which are neither credited toward graduation nor eligible for state aid [s.

6 0 Audit of Summer School Fees • Complete the fee reconciliation tab in the PI 1804 workbook • The auditor will review your summer school FTE and the PI 1804 reconciliation spreadsheet as part of a membership audit (if selected) • The auditor will question fees if: • • the fee does not appear to be legal the amount of the fee charged per course exceeds the actual cost of the course

6 1 Audit of Summer School Fees If a fee is deemed excessive, inappropriate or the reconciliation worksheet is not complete • General aid will be reduced The summer school FTE claimed could be adjusted or disallowed. • The district will be required to have a membership audit of summer school FTE in the following year

Title I, Part A Supplement not Supplant The U. S. Department of Education released new guidance around Supplement, not Supplant in June 2019.

Title I, Part A Supplement not Supplant The new guidance: • Clarifies new flexibility around the supplement, not supplant requirements for Title I funds; and • Reduces the number of LEAs required to have a methodology to demonstrate their compliance with the supplement, not supplant requirement.

Title I, Part Supplement not Supplant This new guidance only pertains to Title I, Part A.

Title I, Part A Supplement not Supplant Please visit the DPI website for updated information and resources on the new supplement, not supplant requirement: https: //dpi. wi. gov/title-i/fiscalinformation

Points to Remember • Statutory requirements, reports, and deadlines • The SFS website, listserv, and Team are a resource • You will often have three budget years cycling at the same time

Points to Remember • Board approves appropriations and purposes of the budget (authority for spending) • Membership FTE drive the revenue limit • Revenue Limits will determine the majority of your resources and pre pops are available • State aids are paid on prior year data

6 8 The SFS Team Bruce Anderson, Consultant Roselynn Bittorf, Consultant Dan Bush, Director 6968 Carey Bradley, Asst. Director Terry Casper, Accountant-Advanced 9218 Roger Kordus, Consultant 3752 Jillian Raff, Auditor 7882 Sumana Sengupta, Accountant-Senior 9205 608 -267 -9707 608 -267 -9212 608 -266608 -267 -9209 608 -267608 -267 -