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BOCES Business Official Monthly Calendar
and Reporting Documents
August 2017
Prepared by:
Kathy Beardsley Charlie Cowen
Rose Fiddemon Sarah Morrison
Jay O’Connor Brady Regan
Alyssa Scarcella
COPYRIGHT NOTIFICATION © Questar III, 2017 This reference manual is copyrighted material and is intended only for the use of the State Aid and Financial Planning Service participating districts/BOCES. The State Aid and Financial Planning Service may copy this reference manual for distribution to its participating districts/BOCES. The contents of this reference manual may not be copied or reproduced in any form or by any means for any other individual or organization without the prior written permission of the State Aid and Financial Planning Service.
Table of Contents
INTRODUCTION ............................................................................................................................................... 1
MONTHLY CHECKLIST ................................................................................................................................... 1
QUARTERLY CHECKLIST ............................................................................................................................... 2
ANNUAL REMINDERS .................................................................................................................................. 3-7
JULY .............................................................................................................................................................. 8-9
AUGUST ......................................................................................................................................................... 10
SEPTEMBER ............................................................................................................................................. 11-12
OCTOBER ................................................................................................................................................. 13-14
NOVEMBER ............................................................................................................................................... 15-16
DECEMBER .................................................................................................................................................... 17
JANUARY ....................................................................................................................................................... 18
FEBRUARY .................................................................................................................................................... 19
MARCH ........................................................................................................................................................... 20
APRIL ............................................................................................................................................................. 21
MAY ................................................................................................................................................................ 22
JUNE .......................................................................................................................................................... 23-24
APPENDICES ................................................................................................................................................. 25
A. BUDGET CALENDAR ........................................................................................................................ 26-27
B. MAJOR CO-SER GROUPS AND DESCRIPTIONS ............................................................................ 28-29
C. FEDERAL AND STATE FUNDED PROJECTS................................................................................... 30-31
D. HEALTH AND SAFETY – WORK RELATED INJURIES & ILLNESSES ............................................. 32-36
E. PAYROLL REPORTING DEADLINES ................................................................................................ 37-38
F. BUILDING PROJECT FINAL COST REPORT DUE DATES .................................................................... 39
G. WEB RESOURCES FOR BOCES BUSINESS OFFICES ................................................................... 40-43
H. BOCES FINANCIAL SAMS REPORTS .............................................................................................. 44-48
I. SUMMARY OF DUE DATES FOR THE 2017-18 CLAIM YEAR……...………………………...…………49-50
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 1 sap.questar.org
INTRODUCTION The following document is intended as a monthly guide to selected day-to-day activities of the typical BOCES Business Office. We have also included an appendix containing selected documents, forms and other information. This document is intended as a general guide only. We recommend that you tailor the calendar to suit your individual BOCES-specific dates and activities. It is our intention to update and distribute this document annually. We welcome any suggestions or
comments you may have.
MONTHLY CHECKLIST
FS-25 – Request for Funds for a Federal or State Project http://www.oms.nysed.gov/cafe/forms/ and Voucher requests for State/Federal/County for Contracts and Grants
Payroll Reports – ERS and TRS Payments
Benefits – Student Accident, Health, Dental, Life
Taxes – Payroll, Sales
Budget Status Report to Board of Education (monthly if budget transfers have been made
since last report)
Year End Surplus (project monthly from January through June)
Review outstanding checks
Review outstanding receivables
Budget reviews with Directors and Program Leaders
Project profit/loss by CO-SER
Bank Reconciliation approval to Board
Send monthly meeting agendas and facilitate Business Officials meetings
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 2 sap.questar.org
QUARTERLY CHECKLIST
Payroll Reports
Budget Status Report to the Board of Education (at least quarterly if no budget transfers have been made since last report)
Treasurer’s Report – Extra Classroom Activity Fund (for Board of Education meetings)
941 – Federal and State Payroll Tax Reconciliation
Final Building Project Reports for Capital Construction Projects - review projects and verify due
dates; prepare for completion (Appendix G) o Final Cost Report (FCR) due 18 months after certificate of substantial completion
(CSC)
GA4 - Workers’ Compensation reporting for self-insured plans
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 3 sap.questar.org
ANNUAL REMINDERS
Civil Service Report of Annual Salaries and Titles
Review Internal Controls
Respond to OSC audit review letter
Develop and Review Bidding Schedule
Develop Budget Calendar for 2018-19 budget (see Appendix A)
FS-10-F – Final Expenditure for a Federal or State Project1
Submit SA-132 form and/or SA-135 to SED (amortization schedule for bonds and notes and bond anticipated note schedule) immediately after sale of obligations to support capital construction projects.
Submit SA-139 form (Request for Building Project Information) to SED for all capital projects
as soon as general construction contract is signed.
Create/Delete Accounts for SED Delegated Account System (SEDDAS) Submit electronic application for approval of bus/vehicle purchases via SAMS (formerly SA-16
form) for each new school bus/vehicle purchased to transport students. BOCES are no longer required submit paperwork to the State Aid office to support the information on every bus/vehicle purchase. However, BOCES must keep substantiating documentation available on file for Records Retention and Disposition Schedule ED-1.Submit bus lease agreements for SED approval to School Operations and Management Services
Asbestos Surveillance and Notice2
Fire inspections of buildings
Health and Safety Committee – ensure the BOCES has a functioning committee as required
per RESCUE regulations3 Annual Right to Know, blood borne pathogens and other risk management related training for
all BOCES employees
1 Final expenditure reports for state and federal Grants due 30 days after most state funded projects and 90 days after most federally funded projects end. Determine whether short form or long form is required for each grant/project. 2 SED requires that an asbestos surveillance be made every six months and records must be kept by a designee in the BOCES and signed by the Local Education Agency or LEA. NYS law requires BOCES to notify the public that an Asbestos Management Plan is in place and is available for public review. 3 Parts 155.3 to 155.6 of the Regulations of the Commissioner of Education.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 4 sap.questar.org
ANNUAL REMINDERS (continued)
Ensure use of environmentally sensitive “green: cleaning and maintenance products”4 Pesticide Notification – See September Calendar
School Safety Plans-Project SAVE (BOCES-wide and building level)
http://www.p12.nysed.gov/sss/ssae/schoolsafety/save/ o Conduct public hearing o Board adoption 30 days after hearing o Submit to SED o Submit to the NYS Police and local law enforcement within 30 days of adoption, but no
later than October 15, 2017
Prepare chemical hygiene plan Prepare and post:
o Form SH900-New York State Department of Labor (NYSDOL) Log of Work Related Injuries and Illnesses
o Form SH900.1- NYSDOL Summary of Work Related Injuries and Illnesses o Form SH900.2 – NYSDOL Injury and Illness Incident Report5
Building Floor Plans – Transmit updated building floor plans showing additions/space
reconfiguration and floor plans for new facilities to law enforcement and fire officials, if applicable6
Update Five-Year Capital Facilities Plan and Executive Summary
Update 5 Year Maintenance Plan
Review 403-b plan for compliance with Internal Revenue Service (IRS) requirements
Conduct 2 additional fire and emergency drills in buildings where summer school is located; 1 drill within 1st week
Conduct 12 fire and emergency drills annually, with 8 between September 1 and December
31.
Test and review Emergency Response Procedures
4 Required by Section 409(I) of Education Law. For additional information go to: http://www.p12.nysed.gov/facplan/GreenCleaning/Green_Cleaning_update_050207.html 5 SH900 log maintained on a calendar year basis. Summary Form SH900.0 should be prepared after close of each calendar year and posted in conspicuous locations from February 1st through August 30th. Form SH900.2 is to be completed for each reportable injury or illness. If other forms contain equivalent information, they may be used in place of the NYSDOL forms. (Refer to Appendix E). 6 BOCES were first required to transmit building floor plans to law enforcement and fire officials in March 2001.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 5 sap.questar.org
ANNUAL REMINDERS (continued)
Review Internal Auditor’s annual report, annual plan and schedule.
Review schedule of BOCES debt service payments (Bonds, BANS, etc.)
Prepare RFP for external audit services (when applicable)7
Corrective Action Plans to address audit findings8
Financial oversight/accountability training for new board members. BOE members have an additional governance training requirement, which began in 2011.
Submit student transportation contracts, based on bids/RFP’s and extensions to SED
Conduct Bus Evacuation Drills (3 total per year)
Final Building Project Reports for Capital Construction Projects – prepare any that are due by June 30th.
o Submit Form SA-139 for all Capital Constructions projects that have been bid and for which general construction contracts are signed.
Flexible Benefits Sign-up
Health Insurance Open Enrollment Salary Notices
School District Income Verification (SDIV) review by BOCES
Staff performance evaluations per contract agreements
File renewal application for Medicare Part D subsidy at least 90 days prior to the beginning of
the Plan year. o For calendar year plans, file application no later than September 30. o Ensure Plan’s actuary certification is attached. o Ensure creditable coverage status has or will be disclosed to Plan participants.
7 All BOCES shall utilize a competitive RFP process when contracting for the annual audit. The duration of audit engagements is limited to a maximum
of five years. Nothing in the law precludes a BOCES, in its discretion, from permitting an independent CPA or an independent public accountant, engaged under an existing contract, to submit a proposal for audit services in response to a competitive RFP process or be awarded a contract for audit services under a RFP process.
8 Corrective action plans must be prepared within 90 days of receipt of an annual audit report or management letter from the BOCES’s external auditor
or a final audit report issued by the State Comptroller. BOCES must, to the extent practicable, begin to implement such plans before the end of the next fiscal year.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 6 sap.questar.org
ANNUAL REMINDERS (continued)
o Select subsidy payment frequency, either interim monthly, interim quarterly and interim annually or reconciled annually and submit aggregate claims data in accordance to this schedule.
o Annually reconcile claim data for interim monthly, interim quarterly or interim annually. http://www.cms.hhs.gov/
E-Rate Application and Review according to official timetable (see the following website for
timetable and due dates) http://www.e-ratecentral.com/Services.asp
Review SIRS data and BEDS submission (summary and individual school forms) for accuracy of enrollment and pupil count information
Standard Work Day and Reporting Resolution and Affidavit of Posting for BOE appointees who
are members of ERS and who do not follow a fixed work schedule or who follow a fixed schedule but do not use a time record keeping system showing hours worked. Transmit BOE approved resolution and affidavit to OSC, per Section 315.4 of the Regulations of the NYS Comptroller, no later than 180 days after the start of a new term of office. Applicable to appointments commencing on or after August 12, 2009. http://www.osc.state.ny.us/retire/employers/elected_appointed_officials/index.php
Have employees complete form for salary elections. (In accordance with IRS Code 409A)
Review BOE Policies for possible revision. Update policies to reflect changes in law and
regulation.
Ensure all employees/contractors including administrators, those filing Medicaid claims and those providing services claimed for reimbursement are included on SED list of relevant employees involved with the Medicaid School Supportive Health Services Program (SSHSP). District specific list disseminated to school districts through BOCES Regional Information Centers for review, correction and updating.9
Ensure employees and contractors involved with the Medicaid in Education Program (relevant
employees) participate in annual compliance training. New training cycle started March 2014. http://www.oms.nysed.gov/medicaid/training_materials/
Notify OSC, via web based reporting system, as soon as the BOCES has paid a retiree of the
NYS Employees Retirement System or a retiree of the NYS Police and Fire Retirement System $30,000 or more in any calendar year. Applies to retirees hired as employees, independent contractors or consultants. http://www.osc.state.ny.us/retire/employers/post-retirement_reporting/post-retirement_faq.php
9 The term “relevant employee” means any person in the school district, county or §4201 school who, in some way, is involved with the NYS School Supportive Health Services (Medicaid-in-Education) program. “Relevant employee” also refers to people contracted by school districts, counties and §4201 schools for SSHSP purposes. This includes BOCES employees, consultants hired for Medicaid billings and employees of nonpublic schools involved in the SSHSP, as well as independent contractors hired to provide Medicaid-eligible services under the Supportive School Supportive Health Services Program (SSHSP).
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 7 sap.questar.org
ANNUAL REMINDERS (continued)
Ensure business office has user ID and password for Statewide Financial System (SFS)
Comply with all Asbestos Hazard Emergency Response Act (AHERA) requirements including triennial re-inspection and surveillance of Asbestos Containing Building Materials every 6 months http://www.p12.nysed.gov/facplan/AHERA/ahera_requirement_reminder.html.
Collect data for all lawyers providing legal services to the school district during the prior school year per section 2053 of Education Law. Submit through the Business Portal
Review sales and use tax for calendar of submission dates (http://www.tax.ny.gov/) File renewal application for Medicare Part D subsidy at least 90 days prior to the beginning of
the Plan year. o For calendar year plans, file application no later than September 30. o Ensure Plan’s actuary certification is attached. o Ensure creditable coverage status has or will be disclosed to Plan participants o Select subsidy payment frequency, either interim monthly, interim quarterly and interim
annually or reconciled annually and submit aggregate claims data in accordance to this schedule.
o Annually reconcile claim data for interim monthly, interim quarterly or interim annually. http://www.cms.hhs.gov/
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 8 sap.questar.org
JULY
Organizational Meeting – Board of Education Board Resolutions and Authorizations (appointments, oaths of office, cooperative bids,
authority to approve budget transfers, payroll certification, loans to cafeteria fund, special aid fund, etc.)
Establish petty cash funds authorized by Board of Education
Cash Flow and Fund Balance (review for accuracy)
Treasurer’s Report (for Board of Education Meeting)
State Grants – FS-10-F (Final Reports from last school year) – Due July 29th for grants that
ended June 30th 10
Fixed Asset Inventory – update
Publish Annual Financial StatementReconcile accruals, reserves, and General Ledger for year-end purposes
Prepare 700 transfers after PO accrual period is closed
Finalize surplus report
Assist with RAN preparation, if necessary
Verify summer special education programs enrollment and staffing
Initiate current year summer transportation contracts
Initiate current year facility rental agreements and leases
Send out final supplemental contract billing for prior year
Prepare excess salary calculations for prior year
Prepare SA-156's with Special Ed for prior year
Send memo request of payment from "non-general" sources to districts
Request allocation of itinerant services for regular ed/special ed students for SAMS filing
10FS-10-F – This report needs to be filed for all State and Federal Grants upon completion (Due 90 days after most Federal Grants and 30 days after
most State Grants end).
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 9 sap.questar.org
JULY (continued)
Special Ed Summer School contracts for current year to districts and other BOCES
Finalize current year summer transportation contracts
Initiate current year MOUs for flow-through funds
Send out Certification of Final Billing (Final AS-7 contracts) for prior year to districts and other BOCES - due back August 25
Letter to SED that signed current year AS-7 contracts are on file due August 1st
Data finalized for September Current Year (CY) payment at SED
Special Ed Summer School contracts for current year due back from districts and other BOCES
Notify districts of estimated surplus as soon as available
941/NYS-45 due
Oversee closing of books
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 10 sap.questar.org
AUGUST
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report (for Board of Education Meeting)
Teacher and support staff Salary Statements - update if necessary
Complete preparation of buildings for September opening of school
Management Discussion and Analysis statement11
Publish Annual Financial Statement, if not done in July
Collect data for all lawyers providing legal services to the BOCES during the prior school year per section 2053 of Education Law. www.p12.nysed.gov/mgtserv/2053/.
RAN closing if necessary
Letter to SED that signed current year AS-7 contracts are on file due August 1st
Finalize excess salaries for prior year
Initiate all current year special contracts for Special Ed
Response due of payment from "non-general" sources from districts
Begin data preparation for SA-111 and other State Aid forms for prior year
Begin preparing Final State & Local Uniform Cost Reports for prior year
Notice of Charge of Excess Salary - Other BOCES - Send to "Other" BOCES - Excess Salaries needed for October SAMS Filing.
Initiate rent payment schedule for current year
Create Budget Development Calendar for subsequent year
Unapproved BOCES services to component school districts for prior year
Signed Certification of Final Billing (Final AS-7 Contracts) for prior year due from districts and other BOCES
Consolidated Fiscal Report (CFR) data due from Special Ed Summer School for prior year
11 To be prepared by BOCES management for inclusion in annual independent audit report.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 11 sap.questar.org
SEPTEMBER
Fund Balance - review for accuracy
Cash Flow - modify and update
Treasurer’s Report (for Board of Education Meeting) Encumber all known and anticipated expenses
Prepare response to auditor’s management letter (as applicable)
District-wide school safety plans and building-level emergency response plans - Board
approval or amendment of by September 1, 2017
NYS Sales Tax Return for quarterly filers due September 20th for the months of June, July and August12
Complete Local and Statewide Final Cost Reports - due October 1st
Put External Audit Report on Board agenda for acceptance; coordinate with auditors to attend the Audit Committee meeting to review the audit
Prepare corrective action plan
Schedule budget review meetings with Directors and Program Leaders
Ensure staff attend Right to Know and Sexual Harassment training
Assist with developing the Budget Development Calendar
Begin data preparation/entry for prior year CFR
Begin data preparation/entry for current year SAMS
SA111 and Schedule 31 Due at State Aid, Office of DS, and BOCES for prior year
SAMS State Aid claims and projections
Initiate current school year transportation contracts
Distribute CO-SER Creation/Amendment Sheets for program additions/changes for subsequent year
Distribute Services Guide program narratives to directors for updating for subsequent year
12 The filing requirement for sales tax is based on tax due and is either annual or 4 times per year.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 12 sap.questar.org
SEPTEMBER (continued)
Prepare current year contract update for BOCES aid projections and send update request to districts
Ensure district aid ratios in WinCap are current
Annual school safety and school violence prevention training for all staff must be completed by September 15th
Review Special Ed enrollments and staffing with Spec Ed Administrators
Update current year rented facilities information for SAMS
Begin General Fund Budget Development process for subsequent year
Finalize current year school year transportation contracts
CTE Reserve Annual Financial Report due to SED by October 1st
September Aid payment from SED due to districts
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 13 sap.questar.org
OCTOBER
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report (for Board of Education meeting)
Treasurer’s Report – Extra Classroom Activity Fund (for BOE meeting)
Prepare Enrollment Projections
Budget Preparation - distribute forms to budget builders
Develop Budget Calendar (Appendix A)
Certify through the BEDS submission that all staff have received annual school safety training
Independent Auditors Report (BOE must accept, send to SED and Office of State Comptroller – due October 15th) may be submitted electronically to SED via the NYSED Business Portal and to OSC at: afrfile@osc.state.ny.us
Send Single Audit via Internet to Federal Audit Clearinghouse and to SED Office of Audit
Services. Required for districts that expend more than $500,000 in Federal Funds.
Begin School Lunch Verification Process
File 3rd quarter 941 Payroll Tax Reconciliation
Collect NYSSIRS Enrollment information
Submit completed Basic Educational Data System (BEDS) data forms (BOCES-wide and building level) via Internet application on the SED Business Portal. Enrollment information previously reported via BEDS is now captured in the Student Information Repository System (SIRS). Review and verify SIRS enrollment information in November
Submit student enrollment data to Student Information Repository System (SIRS)
Review the BOCES expense reconciliation (refund)
Check for IRS mileage reimbursement rate for new fiscal year
Complete yearly revenue comparison for budget development
Ensure staffing placements are current for when HR pulls salaries into Budget Development
Review High Cost Amendment Report with Special Ed division and send to districts
Schedule Wincap and Excel training for budget development
Start to prepare the Business Office budget with HR
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 14 sap.questar.org
OCTOBER (continued)
Submit SAMS data to State Aid Unit
Excel version of Schedule 31 due at State Aid
Final State & Local Uniform Cost Reports for prior year due to SED
Excess Salary SA101 & Other BOCES Excess Salary SA-101 for prior year due
Distribute Budget Development materials for all CO-SERs to Administrative Team
Notify administrators of transfer budget development meeting schedule
Surplus distribution payments prepared for mailing to districts
Creation/Amendment sheets and Services Guide Program Narratives due from Program Managers
Budget Development worksheets due for internal transfer CO-SERs
941/NYS-45 due
CTE Reserve Annual Financial Report due to SED by October 1st
Submit building-level emergency response plan via NYSED Business Portal to the NYS Police and local law enforcement within 30 days of adoption, but no later than October 15, 2017
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 15 sap.questar.org
NOVEMBER
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report (for Board of Education meeting)
Budget - continue preparation, set calendar for Board approval
Review/confirm BEDS Day student enrollment data via the Student Information Repository System (SIRS). Enrollment Verification Report should be available for review in early November. http://www.p12.nysed.gov/irs/level2reports/SIRS-313-BEDSDay-Enrollment-Verification-Report-Guide.pdf
Federal Grants – FS-10F (Final Reports from last fiscal year) due November 30th for projects that ended August 31st. 13
Building Condition Survey (BCS) - to be completed every 5 years
602 Report data due to SED by November 30th
Fire and Emergency Drills – 8 prior to December 31st
Update technology plan and file with Regional Information Center (RIC)
Complete child nutrition income verification process by November 15th.
Submit EEO-5 Report Form on composition of BOCES work force to U.S. Equal Employment Opportunity Commission by November 30. Applies to BOCES with 100 or more employees. http://www.eeoc.gov/employers/eeo5survey/index.cfm
Assist Directors and Program Leaders with Budget Development
All inter-CO-SER transfers to be entered into Budget Development
Current year revenue as of November to be reflected in Budget Development
Finalize Business Office budget with HR
Statewide BOCES Business Officials meeting
Consolidated Fiscal Report (CFR) for prior year due to SED for Summer 4408 Special Education Programs
13 FS-10-F – This report needs to be filed for all State and Federal Grants upon completion. (Due 90 days after most Federal Grants end and 30 days after most State Grants end).
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 16 sap.questar.org
NOVEMBER (continued)
Services Guide and Initial Request for Services forms for subsequent year to districts and other BOCES
Budget Development worksheets due for remaining CO-SERs
Submit changes to SAMS State Aid Claim data by November 15th to ensure changes accepted by State Aid Unit and on file by December 1st
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 17 sap.questar.org
DECEMBER
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report
New IRS mileage reimbursement rate for the upcoming calendar year
Consider paying ERS invoice before December 15th to obtain discount
Standard Work Day and Reporting Resolution and Affidavit of Posting for BOE appointees. Transmit to OSC not later than 180 days after a new term of office begins. For BOE appointees starting a new term of office on July 1, 2017, the 180th day will fall in late December2017 (See annual reminders). http://www.osc.state.ny.us/retire/employers/elected_appointed_officials/index.php
Submit Income Verification Summary online to SED Child Nutrition Office by December 15th.
Continue Budget Development meetings with Directors and Program Leaders
Technology Templates for 6320, 6360, 7710 services - due December 15th
Approval of Annual Classroom Leases for current year due at SED
Chapter 793 technology plans due to SED
Preliminary review of List of Active Services (LAS) for subsequent year.
Initial Request for Services forms for subsequent year due from districts and other BOCES
Quarterly Sales tax due – December 20th
RFP for Audit Services, if necessary
Fire and Emergency Drills – 8 prior to December 31st
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 18 sap.questar.org
JANUARY
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report
Treasurer’s Report – Extra Classroom Activity Fund (for Board of Education meeting)
Open Purchase Orders – check status
Prepare W2 and 1099 Forms
SH900.1 Form – NYSDOL Summary of Work Related Injuries and Illnesses (displayed from February 1st through April 30th)14
Review Executive Budget Proposal for component district BOCES Aid calculations and
projections
ERS bill due no later than February 1st
Report, on OSC web based system; all post retirement compensation paid to retirees of NYS public retirement systems for the prior calendar year. Includes retirees paid as employees, independent contractors or consultants. Report may be submitted annually from January through March. http://www.osc.state.ny.us/retire/employers/post-retirement_reporting/
Continue Budget Development meetings with Directors and Program Leaders
List of Active Services (LAS) - due February 1st (ensure List of Services in SAMS is up to date)15
Data Revisions Due at State Aid for Feb database
941/NYS-45 due
14 SH-900.1 – This is a requirement of the U.S./New York State Department of Labor to annually report work related injuries and
illnesses. The SH-900.1 report is to be displayed in conspicuous locations for the public to see from February 1st through April 30th. 15 SED rolls over LAS from previous year in the Spring. February 1 deadline is holdover date from Preliminary Approval Document (PAD).
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 19 sap.questar.org
FEBRUARY
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report
Prepare for Budget Presentation
Check status of Capital Project Final Cost Reports
Send out Initial Request for Services forms for subsequent year Special Ed Summer School to districts and other BOCES
Report, on OSC web based system; all post retirement compensation paid to retirees of NYS public retirement systems for the prior calendar year. Includes retirees paid as employees, independent contractors or consultants. Report may be submitted annually from January through March. http://www.osc.state.ny.us/retire/employers/post-retirement_reporting/index.php
Allocation of Costs Report - due March 1st
Draft of Proposed Rates and Tuitions for subsequent year to districts
February Aid payment from SED sent to districts
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 20 sap.questar.org
MARCH
Cash Flow and Fund Balance – review for accuracy
Treasurer’s Report
Six Month Asbestos Surveillance16
State and Federal Projects - review for expenditures and revenues
Prepare for Budget Presentation
Report, using OSC web based system, all post retirement compensation paid to retirees of NYS public retirement systems for the prior calendar year. Includes retirees paid as employees, independent contractors or consultants. Must be submitted annually by March 31st. http://www.osc.state.ny.us/retire/employers/post-retirement_reporting/index.php
Allocation of Costs Worksheet due to SED for subsequent year
Begin work on public budget document (budget book) for subsequent year
Proposed General Fund Budget and Rates for subsequent year presented to Board
Notice of Public Annual Meeting to Board Clerk for publication 14 days prior to Annual Meeting
Public budget document (budget book) sent to Board members and component boards 10 days prior to Annual Meeting
Final Request for Services forms including Special Ed Summer School and Library Services for subsequent year to districts and other BOCES – due back April 15th
Filing deadline for prior year Single Audit Report, Basic Financial Statement and Budget Circular A-133 via EZ Audit & paper copies to SED, Federal Clearinghouse, & State Comptroller’s Office
Ensure all CO-SERs are in balance in budget development
Initial Request for Services forms for subsequent year Spec Ed Summer School due back from districts and other BOCES
Quarterly Sales tax due March 20th
16 Asbestos surveillance – As required by the SED, must be performed and records kept once every six months by a designee in the
BOCES and signed by the LEA.
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 21 sap.questar.org
APRIL
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report, incl. Extra Classroom Activity Fund, for BOE meeting
Check status of Capital Project Final Cost Reports and file any due by June 30th
Ensure that application for new extended school year (July-August) special education program(s) is (are) filed by April 30th. Application and information can be found under Extended School Year at: www.p12.nysed.gov/specialed
Schedule staff evaluations
Send Final Adjustment to Contract notices to districts for current year
Annual Meeting – Review Proposed General Fund Budget for subsequent year
Final Request for Services forms due from districts and other BOCES
Administrative Budget Vote for subsequent year
Current year General Fund purchases and blanket orders end
Meet with Special Ed to determine staffing and enrollment for subsequent year summer school
941/NYS-45 due
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 22 sap.questar.org
MAY Cash Flow and Fund Balance - review for accuracy Treasurer’s Report (for Board of Education Meeting)
Open Purchase Orders – check status
Year End Audit – call external auditor and arrange dates
Plan for Year End Closing and Summer Maintenance
SA-109 due to State Aid Unit for current year
SA-116 (rented facilities schedule) for current year due at State Aid Unit (if finalized - can be
sent until June 30th)
Capital Project Final Cost Reports – prepare any that are due by June 30th
Assist Directors and Program Leaders with reconciling budgets to Firm Commitments
Distribute Year End Closing memo
Prepare data for Preliminary Local and Statewide Cost Reports
Complete staff evaluations; forward to HR
Statewide BOCES Business Officials meeting
Request from HR sick and vacation day balances as of June 1st for PERB accrual
Reconcile accounts payable data to Fixed Asset inventory for year end audit
Begin processing SBM-4 and CO-SERs for subsequent year for SED
Develop Personnel code listing for subsequent year for payroll
Begin review process of subsequent year budget vs. subscriptions
General Fund Budget for subsequent year adopted by Board
Business Office and Special Ed meet for preliminary review of data for current year CFR
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JUNE
Request for relief from Internal Audit Mandate if less than 1,500 students
Cash Flow and Fund Balance - review for accuracy
Treasurer’s Report (or Board of Education meeting)
Maintain Budget Codes to Prevent Negative Balances
Close any Open Petty Cash Funds
Continuing Employment Notices - to teaching and non-teaching staff17
Cash Flow - 12 month projections for upcoming year
Compensated Absences18
Prepare Annual Accruals
Prepare for year-end financial statement audit
Summer Repair and Maintenance - set up and work schedule
Fire Drills – 12 total for school year
Emergency drills – total of 3 for school year
Capital Project Final Cost Reports – prepare any that are due by June 30th 19
Make revisions to the prior school year’s aid claim, if applicable, by June 30th 20
Check status of open purchase orders
Update school safety plans (Project SAVE) by July 1st 21
17 Salary statements (or employment notices)- The basic purpose is to give salary information to the employee for the upcoming year, while also assuring a position in the fall (the employee signs off and this prevents claiming unemployment during the summer). 18 Compensated Absences – This information is needed as part of the audit to isolate the cost of what is owed to each employee (based on contractual language) in the event they leave or retire from the BOCES. 19 If a certificate of substantial completion is issued for a capital project during the 2017 calendar year, the final cost report for the project is officially due during the 2017-18 school year. The last date that SED can accept final cost reports for projects certified as completed in 2016 (per the statute of limitations) is June 30, 2018. 20 Statute of limitation allows changes to be considered by SED only if they are received within one year of the close of the school year for which the data is submitted. For example, 2016-17 aid claim data must be amended by June 30, 2018. 21 Update plans first submitted to SED in 2002 by July 1st annually.
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JUNE (continued)
Update Reserve Plan with funding amounts for Board approval
Submit Preliminary Local and Statewide Cost Reports – due June 15th
Reconcile accruals, reserves, and anticipated surplus for year-end purposes
Assist with closing purchases
Close/roll Federal fund
Send out first supplemental contract billing for current year
Submit SBM-4 and CO-SERs for subsequent year for SED
Unapproved services for current year due to other BOCES
Send out first contract billing for subsequent year (July bill)
Initial AS-7 contracts for subsequent year due back from districts and other BOCES
Review SA-116 to ensure expenditures match data submitted to State Aid Unit earlier in year
Revisions due at State Aid for Current Year (CY) Payment
Revisions due at State Aid for Prior Year Revision (PYR) Payment
June Aid payment from SED to districts
Quarterly Sales tax due June 20th
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APPENDICES (DOCUMENTS)
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Appendix A
BUDGET CALENDAR (SUGGESTED DATES ONLY)
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SAMPLE BUDGET DEVELOPMENT CALENDAR
Sample BOCES Budget Calendar
October 1 Payroll Verification to ensure proper coding of personnel
October 10 Prospective Fringe Benefit Rate Development
October 10 Review budget calendar with Executive Team
October 15 Rollover salary and benefit data in WINCAP budget development
October 15-30 Review interdivisional transfer charge methodology with Program Managers
October 20-30 WINCAP Budget Development Training
November 1 Wincap Budget Development- Open to All- Begin Developing Budgets
November 15 Final Transfer Budget Allocations to Program Managers
December 1-15 Administrative Review of Program Budgets
December 15 Admin and Capital Budgets Completed
December 15-25 Rate Setting Meetings with Program Managers
December 31 All program budgets due - review Admin and Capital budgets internally
January 1-15 Review budgets with Superintendents Advisory Committees
January 15-30 Present Admin Budget and Program Rates at Business Officials Meeting
February Board Meeting: Present Budgets and Rates
February 15 Budget Book/Newsletter Information Due to Communications Department
February 28 Update Budget Figures on Public Notice
March 1 Open FSR System to School Districts
March 15 Annual Meeting Notice of Date and Time of Meeting sent to Components
March 15-31 Nominations of Candidates for Board Election (within 30 days before vote)
March 15-31 First notice of annual meeting (14 days prior to Annual Meeting)
April 1-5 Second notice of annual meeting
April Annual Meeting
April 16-30 Administrative Budget Vote & Board Elections
May Board Meeting: Adoption of Final Budgets
May 1 Service Commitments due back from Districts
June 15 SBM-4 Due to SED
July 1 Implement new year budget
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Appendix B
MAJOR COSER GROUPS AND DESCRIPTIONS
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Major COSER Groups and Descriptions
Major COSER Groups and Descriptions
Functional Categories Related State Activity Code(s)
001 Administration 1000
002 Capital 1900
100 Career Education All Career Education activity codes
200 Special Education All Special Education activity codes
300 Itinerant Services All Itinerant Service activity codes
400A Summer School 5875
400B Other General Instruction All other General Instruction activity codes
500A Technology 6316, 6320, 6360, 6361, 6364, 6367
500B Staff Development 6211, 6261, 6262, 6368
500C Other Instructional Support All other Instructional Support activity codes
600 Other Services All Other Services activity codes
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Appendix C
FEDERAL AND STATE FUNDED PROJECTS
FEDERAL AND STATE FUNDED PROJECTS
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FORMS PURPOSE DUE DATE
FS-10 or FS-20 Proposed Budget See Note Below *
FS-10-A Budget Amendment As needed
FS-25 As frequently as monthly
Districts may request an advance of funds to cover not more than 30 days of anticipated expenses**
FS-10-F Final Expenditure Report Short Form may be used for certain projects.
Federal Project -90 days after project ends State Project – 30 days after project ends
*LEA Application for ESSA-Funded Programs (ESSA Title I Parts A & D, Title II Parts A & D, Title V Part A, and Title VI Part B) is due to the New York State Education Department via the Business Portal by August 31, 2017. Application due dates vary for other State and Federal grants. Mail signed originals and two hard copies of each FS-10 Budget Form to NYSED. BOCES will receive 20% of the approved budget upon approval. Subsequent payments are based on FS-25 submissions. The last 10% is held until receipt of FS-10-F. For Federal project purposes, only equipment costing $5,000 or more per unit is considered equipment. Under $5,000 should be budgeted as materials and supplies. All equipment purchased for Federal projects needs to be labeled and tracked as a separate inventory. When budgeting for state and federal projects, keep in mind employee benefits and indirect cost rates may change from year to year.
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Appendix D
HEALTH AND SAFETY WORK RELATED INJURIES AND ILLNESSES
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Appendix E
PAYROLL REPORTING DEADLINES
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PAYROLL REPORTING DEADLINES
REPORT
REPORTING PERIOD
DUE DATE
FEDERAL 941 REPORTS
JANUARY 1 – MARCH 31 APRIL 1 – JUNE 30 JULY 1 – SEPTEMBER 30 OCTOBER 1 – DECEMBER 1
APRIL 30 JULY 31 OCTOBER 31 JANUARY 31
STATE NYS-45 REPORTS
JANUARY 1 – MARCH 31 APRIL 1 – JUNE 30 JULY 1 – SEPTEMBER 30 OCTOBER 1 – DECEMBER 1
APRIL 30 JULY 31 OCTOBER 31 JANUARY 31
TRS REPORTS
JANUARY 1 – JANUARY 31 FEBRUARY 1 – FEBRUARY 28 MARCH 1 – MARCH 31 APRIL 1 – APRIL 30 MAY 1 – MAY 31 JUNE 1 – JUNE 30 JULY 1 – JULY 31 AUGUST 1 – AUGUST 31 SEPTEMBER 1 – SEPTEMBER 30 OCTOBER 1 – OCTOBER 31 NOVEMBER 1 – NOVEMBER 30 DECEMBER 1 – DECEMBER 31
FEBRUARY 10 MARCH 10 APRIL 10 MAY 10 JUNE 10 JULY 10 AUGUST 10 SEPTEMBER 10 OCTOBER 10 NOVEMBER 10 DECEMBER 10 JANUARY 10
ERS REPORTS
JANUARY 1 – JANUARY 31 FEBRUARY 1 – FEBRUARY 28 MARCH 1 – MARCH 31 APRIL 1 – APRIL 30 MAY 1 – MAY 31 JUNE 1 – JUNE 30 JULY 1 – JULY 31 AUGUST 1 – AUGUST 31 SEPTEMBER 1 – SEPTEMBER 30 OCTOBER 1 – OCTOBER 31 NOVEMBER 1 – NOVEMBER 30 DECEMBER 1 – DECEMBER 31
FEBRUARY 7 MARCH 7 APRIL 7 MAY 7 JUNE 7 JULY 7 AUGUST 7 SEPTEMBER 7 OCTOBER 7 NOVEMBER 7 DECEMBER 7 JANUARY 7
W-2 REPORTS
JANUARY 1 – DECEMBER 31
TO EMPLOYEES BY JANUARY 31 TO SSA BY FEBRUARY 28
ALL NEW HIRES MUST HAVE THEIR IT-2104 INFORMATION SENT TO NEW YORK STATE (FAX OR ON-LINE)
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Appendix F
Building Project Final Cost Report Due Dates
DUE DATES FOR FINAL BUILDING PROJECT REPORTS AND DATE OF EXPIRATION OF STATUTE OF LIMITATIONS FOR PROJECTS COMPLETED IN CALENDAR YEAR 2015 THROUGH CALENDAR
YEAR 2018
Calendar Year of Final Substantial
Completion of School Construction
Project
School Year in Which Final Building
Project Report is Due
Project Report Can be Accepted (Statute of
Limitations)
2015 2015-16 30-Jun 17
2016 2016-17 30-Jun 18
2017 2017-18 30-Jun 19
2018 2018-19 30-Jun 20
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Appendix G
Web Resources for BOCES Business Offices
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Web Resources for BOCES Business Offices
NYSED BOCES – http://www.p12.nysed.gov/mgtserv/boces/
o BOCES Aid – http://www.p12.nysed.gov/mgtserv/boces/aid/ o BOCES Calendar - http://www.p12.nysed.gov/mgtserv/boces/calendar/home.html o Handbooks - http://www.p12.nysed.gov/mgtserv/boces/handbooks/ o Report Cards – http://www.p12.nysed.gov/mgtserv/boces/reportcard/ o Enrollment Data – http://www.p12.nysed.gov/mgtserv/boces/enrollment/
NYSED State Aid Unit – https://stateaid.nysed.gov
o BOCES Information – https://stateaid.nysed.gov/boces/boces_info.htm/ o BOCES State Aid Forms – https://stateaid.nysed.gov/boces/html_docs/boinfo.htm
Medicaid in Education - http://www.oms.nysed.gov/medicaid/resources/
o Billing and Claiming Guidance o Medicaid Cost Reporting and Reconciliation o Resources for School Districts Including Q and A o Training for Relevant Employees/Relevant Employee Database o State Plan Amendment - Medicaid in Education o BOCES Regional Information Center (RIC) Medicaid Contacts
NYS Department of Labor - www.labor.ny.gov/home
o Form SH900-New York State Department of Labor (NYSDOL) Log of Work Related Injuries and Illnesses
o Form SH900.1- NYSDOL Summary of Work Related Injuries and Illnesses o Form SH900.2 – NYSDOL Injury and Illness Incident Report
NYS Department of Taxation and Finance/Office of Real Property Services (ORPS) - http://www.tax.ny.gov/
o 941 – Federal and State payroll tax reconciliation o Review sales and use tax for calendar of submission dates o STAR / Tax Apportionment Data Forms – file NYS Department of Taxation and Finance/Office of Real
Property Services (ORPS) (may be revised at a later date) o Equalization rates o Tax Base Growth Factor
NYS Education Department (NYSED) Home Page - www.nysed.gov NYSED Child Nutrition - http://portal.nysed.gov/portal/page/pref/CNKC
o Federal and State Cafeteria Reimbursement Form
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Web Resources for BOCES Business Offices (continued) NYSED Facilities Planning - www.p12.nysed.gov/facplan
o Asbestos Surveillance and Notice o Visual Inspection of Buildings and fire inspection o Update Five-Year Capital Facilities Plan o AHERA Requirements o Annual Visual Inspection of Buildings o Capital Project Status (review status, approval, change orders etc.)
NYSED Grants Finance - http://www.oms.nysed.gov/cafe/
o State and Federal Grants FS –10, FS-25 and FS-10F o Fiscal Guidelines for State and Federal Grants o School District Level Grant Reports
NYSED Information and Reporting - http://www.p12.nysed.gov/irs/data_collection.html http://data.nysed.gov
o BEDS - enrollment information collected o School Report Cards o NYSSIRS
NYSED Special Education - http://www.p12.nysed.gov/specialed/finance/asep_information.htm http://www.p12.nysed.gov/specialed/finance/asep_worksheets.htm http://www.p12.nysed.gov/sedcar/federal.htm
o Sub-allocation of IDEA to Approved Special Ed. Providers o IDEA Federal Allocations Including Parentally Placed Nonpublic
NYSED STAC and Special Aid Unit - http://www.oms.nysed.gov/stac/
o STAC Forms for high cost public, private, summer and chapter placements o AVL Information o Prior approval for private placement o On line STAC Processing
NYSED Summer School - http://www.p12.nysed.gov/sss/summerschool/
o Summer School Handbook o Driver Education
NYS Employee Retirement System - www.osc.state.ny.us/retire/index.php
o ERS bills
NYS Office of General Services – http://ogs.ny.gov/default.asp
o NYS Contract Pricing
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Web Resources for BOCES Business Offices (continued) NYS Teachers Retirement System - www.nystrs.org
o TRS bills
ESSA – http://www.nysed.gov/essa/schools/consolidated-application
o Federal Allocations – Including Title I o ESSA Title Program Information & Guidance
Office of the State Comptroller (OSC) - http://www.osc.state.ny.us/
o Property Tax Cap Admission o Property Tax Cap Guidance
NYSED Pupil Transportation - http://www.p12.nysed.gov/schoolbus/
o Asbestos Surveillance and Notice o Nonpublic Transportation o Transportation Contracts
NYSED Educational Management Services - http://www.p12.nysed.gov/mgtserv/districtmanagement/
o Budgeting and Contingent Budgets o Budget Votes o District Clerks o Accounting/Auditing o Purchasing
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Appendix H
BOCES Financial SAMS Reports
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BOCES FINANCIAL SAMS REPORTS
The Reports listed below can be accessed in SAMS by selecting BOCES Financial/State Aid Reports. To view the entire
list of reports available click on State Aid Reports.
BOCES Reports
Name of Report Report Type Description Suggested Use
BOCES Expense for Allocation Reports
BOCES Expense for
Component Allocation (PSN Level)
BOC-SVC BOCES LEVEL
Component
School District
BOCES Aid PSN level
BOCES-level report
that calculates expense for allocation
to components for every PSN
Use in conjunction with
totals check edit named "Svc Total Expense
Allocated to Components." Item
#32 in this report is source for "BOCES
Total" columns on this edit's 'View Details' report
BOCES Expense for Allocation (Service Area Level), SA-114, RWADA and EPE
Service Area Level BOC-AD, BOC-SVC
SL100, BOC-SVC SL200, BOC-SVC SL300, BOC-
SVC SL400A, BOC-SVC SL400B, BOC-SVC
SL500A, BOC-SVC SL500B, BOC-SVC
SL500C, BOC-SVC SL600
Expense for Allocation
BOCES-level report that calculates
expense for allocation to components for
Admin (BOC-AD) and each major CO-SER
area.
Review BOC-AD aidable allocated expense calc
before certification. Service area reports
replicate old DEA reports, but new PSN
level version more useful
SA-114 Report State Aid Report
Displays Admin, Services, Rent,
Capital, Save Harmless Aids and Total BOCES Aid for
each component for the current year.
Run and compare to prior year report prior
to certifying claim. Good 'eyeball' comparison. Also, print
and keep copies from different points in time
during the year (snapshots) for your
records.
RWADA Attendance Report
State Aid Report
Displays RWADA Aid Ratio and RWADA for corresponding year
Multiple uses internal to BOCES. Note: Projected data is entered once at
State Aid & Financial Planning Service August 2017 | BOCES School Business Official Calendar 46 sap.questar.org
for Current Year, and Estimated RWADA Aid Ratio and RWADA for
corresponding year for Projected Year
the beginning of the year. It does not change with SAMS
revisions.
BOCES Component Reports
Component School District BOCES Aid- Service Area Level
State Aid Report
Displays the BOCES State Aid calculation for each component
beginning with aidable expense
allocated to the component. (Includes
all Major CO-SER Areas and Facilities
pieces) In addition, displays projected
aidable expense calculation, but not projected aid.
This is the report most directly related to aid payments and
executive/enacted projection computer
runs. Within each major service area, the
aidable expense item and each deduction
item should represent the total of all PSNs in
the service area. Spreadsheet version of uploaded xml file can
be reconciled to the items on this report.
SA-111
SA-111 Schedule 4 Report
State Aid Report
Displays SA-4 data to look like SA-111 (NOT to be used as official
SA-111) Can filter by PSN, Service Area,
Actual/Projected etc.
Most efficient way to view Schedule 4 in
SAMS
Cross-Contract Reconciliation
Excess Salary Charges for Cross Contracted
Services: Purchasing BOCES Report
State Aid Reports
Compares what all other BOCES have
reported on their Schedule E that they
charged you in excess salaries, to what you reported being
charged on your Schedule X.
Run before Certification, end of
Oct., mid Jan., and end of the school year.
Make sure you have reported on Schedule X all you have been
charged.
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UAS Charges for Cross Contracted Services:Purchasing
BOCES Report
State Aid Report
Compares what all other BOCES have reported in their UAS
(provided) area that they "charged" you in
UAS, to what you have reported in UAS
for purchased services in your UAS (purchase) area.
Run before Certification, end of Oct., mid Jan., and end
of the school year. Make sure your
reporting of UAS for services you purchased
is complete.
Additional BOCES Reports
BOCES Financial/ State Aid Forms/ Official or Revision
Edit Report Displays all edits that kick out based on parameters set by
State Aid on the data file. (Includes trend
edits, totals check edits, etc.)
Must be run after new import of data and when comments need
to be updated. Run before certification of
claim and after loading revisions, and respond
to edit exceptions either by comment or new
import of data.
NA Validation Error Report
In email that is sent to you after importing file into SAMS. This
displays any formatting, coding
errors SAMS detects.
Automatically runs with each import of data to SAMS.
Forms
Reports/ BOCES Financial/ State
Aid Forms/ Official or Revision/ Capital & Rent
Expenditures
BOCES Capital and
Rent Expense
Form
BOCES-level and Component-level
form/report that displays BOCES Total
and Allocated Capital and Rent Expense
Review prior to certification to ensure
your Wincap choices in these areas result in
intended SAMS allocated expense
BOCES Financial/ State Aid Forms/ Revision
Change Submission
Summary
Compares official to loaded revision data
for selected high-level totals.
Automatically runs with any revision (new file
anytime after DS certification) that
changes data. Must review before
submitting to State Aid
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to ensure revisions being accepted into SAMS are as intended.
Spreadsheet version of XML data
XML to XLS Conversion
Tabular view of XML data.
Not what was loaded into SAMS.
BOCES creates based on SED Template
Examine red tabs to check reasonability and
completeness of data set.
Can review validation error report.
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Appendix I
Summary of Due Dates for the 2017-18 Claim Year
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Summary of Due Dates for the 2017-18 Claim Year
August 2017 SA-156 BOCES Data Report - Disability & Equivalent Attendance Send to Districts - Needed for September 1 filing of Form A and ST-3 Aid Claim
September 2017 Notice of Charge of Excess Salary - Other BOCES. Send to Other BOCES - Excess Salaries needed for October SAMS Filing.
October 1, 2017 SA-111 Due to State Aid and OSC
October 1, 2017 BOCES SAMS State Aid Claim Due to State Aid
October 30, 2017 SAMS Revisions to data in time for the November 15 statutory data file transmission of aids and projections to the Division of Budget and the legislature (Used to project aid under the Executive Budget Proposal)
November 2017 Notice of Charge of Excess Salary - Other BOCES. Send to Other BOCES - All outstanding Excess Salaries needed.
January 15, 2018 SAMS data changes in time for the February 15 statutory data file transmission of aids and projections to the Division of Budget and Legislature (Used to project aid under the enacted State Budget).
April 15, 2018 SAMS data changes in time for the May 15 statutory data file transmission of aids and projections to the Division of Budget and Legislature
May 1, 2018 SA109, BOCES Building Expense Worksheet: Component Districts' Expenditures for BOCES Building Projects and corresponding update of allocated capital expense in SAMS
May 1, 2018 SA-116A, BOCES Rent Payment Worksheet and corresponding update of allocated rent expense in SAMS.
June 30, 2018
Last day to submit revisions to SAMS, SA-109s and SA-116-As to increase the 2017-18 aid claim and receive the increase in the September final payment of 2017-18 aid. Last day to submit revisions to 2016-17 aid claims in order to receive prior year adjustments
August 16, 2018 BOCES Print Output Reports and SA-114 from SAMS for CY Aid Record.
Recommended