WINTER AT A GLANCENEW BUSINESS OFFICE STAFFYEAR OF SUCCESS PROGRAMDECEMBER 3, 2013

Erin Fath, Assistant Director

School Financial Services Team, DPI

THE SCHOOL FINANCIAL SERVICES TEAM

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Division for Finance and ManagementBrian Pahnke

Assistant Superintendent

School Financial ServicesRobert Soldner, Director

Education Administrative Director

Bill EvansIS Business Automation Specialist

Victoria ChungAccountant Senior

Gene ForneckerSchool Finance Auditor

Brad AdamsSchool Administration Consultant

Dan ParizoIS Business Automation Specialist

VacantIS Business Automation Specialist

Michele TessnerSchool Finance Auditor

Brian KahlSchool Finance Auditor

Karen Kucharz RobbeSchool Administration Consultant

School Financial ServicesErin Fath, Assistant Director

Education Administrative Director

Bruce AndersonSchool Administration Consultant

Dan BushSchool Administration Consultant

HOW WE CAN HELP YOU

Web pages, webcasts, and tutorials SFS Homepage: http://sfs.dpi.wi.gov/ [good to

bookmark!]

Make sure you are identified appropriately in the PI-1500 District Contacts Report

Phone calls, e-mail

Newsletters and listserv notices Click here to subscribe:

http://sfs.dpi.wi.gov/sfs_mailings

Conferences and workshops

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WHERE WE ARE NOW …

3rd Friday Pupil Count / PI-1563 Report PI-1505-AC / PI-1506-AC / Annual Report October 15th Aid Certification Act 46 October Aid Certification 2013-14 Revenue Limit Calculation Set Levy / PI-401 Report Send Levy Certification to Municipality NOW WHAT ??? 4

WINTER ACTIVITIES PREVIOUS FISCAL YEAR (2012-13)

2012-13 ANNUAL REPORTS

School Financial Service Team School Auditors are currently reviewing districts 2012-13 Annual Reports. If question arise …

SFS Team staff will contact a district via email to inquire about the issue.

Please respond to these messages promptly so that questions can be resolved and the review process can be completed.

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2012-13 ANNUAL REPORTS

Why do we audit the Annual Reports?

Ensure accurate data to be used for: Final Equalization/General Aid Eligibility (spring

of 2014) –adjustments to your district’s General Aid as a result of using the audited annual data will be a “prior year adjustment” to 2014-15 General Aid (applied in Sept. 2014 aid payment)

*NEW* this year: for calculation of the High Cost Transportation

Calculation of Comparative Cost and Revenue (data for internal/external customers)

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AUDITED FINANCIAL STATEMENTS

The 2012-13 Audited Financial Statements are due December 2nd, 2013

Why? Statute [ss. 115.30] / Admin. Rule [PI 14.03] So SFS Team can do final sign-off on Annual

Reports (aid eligibility, integrity of data) For use by the SFS auditors in their reviews of

school audit firms To meet external audit requirements (Legis.

Audit Bureau’s audit of SFS Team’s processes, re: calculation of General Aid)

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WINTER ACTIVITIES CURRENT FISCAL YEAR (2013-14)

PI 1504: BUDGET REPORT Report used to collect the district’s proposed

revenue and expenses for all funds for the current fiscal year.

Data is used to calculate the district’s following year (2014-15) General Aid Estimate, provided on July 1st, per state statute 121.15(4)(b).

The budget report should be amended as changes are made throughout the year.

Doing so will ensure that factors used to calculate the July 1st General Aid Estimate are as current as possible (reduce the variance b/w July1st estimate and the October 15th certification of General Aid).

Report due December 2nd, 201310

PI 1504-SE: SPECIAL EDUCATION BUDGET REPORT Report used to collect the district’s proposed

special education (fund 27) expenditures and revenues.

Data is used by the Federal Grants Team in determination of Maintenance of Effort (MOE) for the IDEA Grant.

If your district was initially found to be failing MOE and is reworking its budget to meet MOE, it would be good practice update the Special Education Budget Report

Report due December 2nd, 201311

PI-1563: JANUARY PUPIL COUNT REPORT

Pupil Count is the 2nd Friday in January Pupil Count Report (PI-1563) opens on the 2nd

Friday – January 10, 2014.

Due on January 24, 2014

If a district submits the report after the due date, the district will be required to have a membership audit.

Best to submit the report on-time, even if you know changes will be required.

The enrollment data is converted to a full-time equivalency (FTE) and used in the calculation of a district’s Equalization/General Aid (e.g., “average of the September and January pupils counts + summer count”)

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MEMBERSHIP AUDITS(ANNOUNCED LATE JANUARY / EARLY FEBRUARY)

At least 25% of school districts are required to have a membership audit each year (each district must be audited once in every 4 year cycle).

An audit findings in the previous year (or late report in the current year), will trigger a membership audit in the current year.

The remaining districts are selected randomly. If a district is claiming summer school

membership, the audit process will include an examination of the membership claimed in the summer school report.

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MEMBERSHIP CHANGES The September & January Pupil Count Reports

stay open for changes until membership audits are announced.

For districts selected for a membership audit, the pupil count report will remain open to make changes:

The district will go into the report to make the change, but it must be in agreement with the auditor.

Districts not having a membership audit will need to contact Erin Fath in order to have their pupil count report opened:

Must indicate what membership changes need to be made and reasons for the change(s).

Send an email to Erin.Fath@dpi.wi.gov

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OPEN ENROLLMENT

2014-15 Open Enrollment Application Period: February 3 - April 30, 2014

OE can have a substantial impact on your budgeting for the upcoming year.

For additional information:

http://sms.dpi.wi.gov/sms_psctoc

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ONGOING ACTIVITIES – WINTER INTO SPRING

Remember to go in and make any changes to the district’s debt schedule that have occurred during the fiscal year. Debt Service information at:http://sfs.dpi.wi.gov/sfs_debtrpt

Continue developing budget for the upcoming school year as more information becomes available.

Continue to update the budget report in the SFS reporting portal with any changes the Board approves.

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WINTER ACTIVITIES NEXT FISCAL YEAR (2014-15)

LOOK AHEAD TO 2014-15 BUDGET

At this time, the Board of Education should be developing budget goals and priorities to guide the upcoming budget cycle

Start work on Revenue Limit projection for 2014-15 fiscal year:

2014-15 Pre-Populated worksheet is now available on the Revenue Limit Worksheets for Budget Planning page [http://sfs.dpi.wi.gov/sfs_revlimworksheet]

You will have to estimate Fall 2014 enrollments 18

LOOK AHEAD TO 2014-15 BUDGET

Estimate revenues outside the Revenue Limit

Categorical Aids, federal grants, etc. Identify potential for new revenue sources (e.g.,

grants) Review staffing needs for the upcoming year Develop preliminary expenditures Identify budgets for Special Education (Fund 27)

and Debt Service (Funds 38 & 39) Review any WUFAR coding changes in

preparation for budget development 19

LOOK AHEAD TO 2014-15 BUDGET

Summer School budget Determine budget for summer school

programs. If using fees to offset some costs, please

stay for the “Fees” presentation at the end of today’s program, and for future reference …

Review the fee guidance on the SFS website http://sfs.dpi.wi.gov/sfs_fees

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QUESTIONS? CALL US (ALL AREA CODE 608)

Brad Adams, Consultant 267-3752Bruce Anderson, Consultant 267-9707Dan Bush, Consultant 267-9212Karen Kucharz Robbe, Consultant 266-3464Brian Kahl, Auditor 266-3862Gene Fornecker, Auditor 267-7882Michele Tessner, Auditor 267-9218Erin Fath, Assistant Director 267-9209Bob Soldner, Director 266-6968

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