• Listen to audio over your computer speakers. If you are not able to listen via the Internet, you can dial-in by phone using the numbers shown on your screen.

• If you disconnect, simply repeat instructions to reconnect to the program.• If listening to audio by phone, you can adjust the volume by pressing *4.• To submit a question, type in the chat window and click “Enter” to send. • CPE and CEU Credits are NOT available for this forum.

Thanks for Joining Us!

Welcome to the Fifth Installment of FYI

• Our Intent and Purpose– Strategic Plan Outreach and Mentorship Effort for

New and Newer PASBO Members in all aspects of School Business Management

– Use PASBO Experts to Help New Entrants– Continuing Series

• No July Program• Thursday, August 7, 9:00 a.m.

• Who Are You?—Let’s Find Out2

Today’s Agenda 1. What's Due

– Calendar of State and Federal Reports

2. From the Experts

3. PASBO Tools You Can Use– Resources to Help You

4. Your Questions Answered– An Open Forum for Your Questions About Topics Covered and

Uncovered!

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Before We Start• The due dates on the calendar are

intended as a guide not as absolute deadline dates.

• The calendar is a work in progress and will be modified throughout the year.

• This is not an “official” calendar although it has been reviewed by PDE.

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Sources of Filing and Reporting Info

• PIMS Data Collection Calendar http://www.portal.state.pa.us/portal/server.pt/community/pims-

pennsylvania_information_management_system/8959

• Comptroller Forms http://www.portal.state.pa.us/portal/server.pt/community/forms

_and_procedures/13472

• Food Service Calendar http://www.portal.state.pa.us/portal/server.pt/community/natio

nal_school_lunch/7487/activity_calendar/964588

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1-JunNew Hire Report Monthly Report of New Hires HR

Dept. of Labor & Industry

1-JunNSL Report on PEARS Monthly

Reimbursement for Lunches Served each Month

Food Service CN PEARS

7-Jun

Resolution declining slot money Annual

Copy of resolution declining slot money Finance PDE

10-Jun

Upload NPAS Reports and Send On-line Monthly

Report of Wages & Retirement Contributions Finance PSERS/NPAS

10-Jun 2030 Quarterly Reconciliation of cash on hand Finance Comptroller

10-Jun

Annual Budget Annual

Make PDE-2028 available for public inspection

20-Jun Annual Budget Annual

Deadline to publish intent to adopt final budget notice Finance

21-Jun Quarterly PSERS Q1 Employer Payment PSERS

30-Jun 018h Annual

Health Inspection Report--Nutrition Program Sponsors

Food Service PEARS

30-Jun PDE-2028 Annual

General fund annual budget and Homestead Resolution Adoption Finance PDE

30-Jun

EOY CATS Reporting Annual Prepare and submit CATS reports PDE

30-Jun

Dept. of Labor & Industry UC-2 Quarterly

Report of Unemployment Comp. Wages Finance

Dept. of Labor & Industry

30-Jun

Earned Income Tax Quarterly

Report of Local Wage Tax Withholdings Finance

Local EIT Collector

30-Jun IRS- 941 Quarterly FICA & Federal Income Tax Finance IRS30-Jun

PA Department of Revenue Quarterly Report of State Tax Withholdings Finance

30-Jun PDE-339 (Act 29) Quarterly

Social Security & Medicare Contributions Finance

30-Jun

PSERS - Employer Quarterly

Deposit of Employer Retirement Due Finance PSERS

30-Jun

All Federal Grant reporting Quarterly

Submit all grant reporting for Federal programs. FAI

Today’s Expert, Jeffrey Ammerman

• Previous business manager at State College Area SD, South Middleton SD, and Philipsburg-Osceola Area SD

• Worked in the Business Office at Tuscarora Intermediate Unit

• Answer Man: Part of his role at PASBO is to answer questions and provide technical information to members

• jammerman@pasbo.org, 717-540-9551

Validating and Submitting Your Budget

• Validation Errors • FTP Submission• Paper submission• PDF submission to House and Senate

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Check for Validation Errors• Validating performs the dual function of checking for

mathematical accuracy and ensuring the compliance of data with Department of Education guidelines.

• On the Main Menu screen, click the View / Run Validations button.

• Click the Run Validations button at the bottom of the Validation Errors screen.

• If there are any discrepancies in the budget, the corresponding validation will be displayed. The section of the database where the error is located and the corresponding numbers will be displayed for use in correction of the error.

• Some validation errors allow the user to enter a justification; if the data entered is correct, and the validation cannot be cleared, enter the justification in the field provided.

• The validations screen can be printed for use in checking the errors by clicking the Print button at the bottom of the screen.

• Return to the Main Menu screen to access the appropriate section to correct the displayed errors.

• After the data has been changed, return to the Validations section of the database and re-run the validations by clicking the Run Validations button. Validations must be re-run every time data has changed.

• Continue this process until all validations have been cleared, or justifications have been entered for allowable errors.

• Note: Do not return your data file to the Division of Subsidy Data and Administration with unjustified validation errors. It will be returned to you for correction. Any returned budget will be considered not submitted and will be subject to delinquent status if not returned by the deadline.

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• In order to properly submit a budget to PDE, both of the following steps must be performed:

Upload the budget data file to the FTP site Mail the required hardcopy pages

• Failure to send both parts of the budget is considered an incomplete submission and may result in failure-to-file subsidy forfeitures of $300/day if past the due date

• Upload the budget data file to the FTP site • 1. On the Main Menu, click the “Create Data File to

Submit” button. A submission copy of the budget data will be made in the folder C:\GFBudget15\FTP_Upload, with the correct file name for your institution type. When created, the file name will look like this:

• sdgfb15_123456789_Type_v1.mdb. This is the file that must be uploaded.

16

17

• Highly recommend using Internet Explorer

• ftp://ftp.state.pa.us/• Click either File, Login As… or View,

Open FTP Site in Windows Explorer, then File, Login As…

• Login with the credentials found on the appropriate screen within the PDE-2028

19

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• Open Windows Explorer (Start, Programs, Accessories) and go to folder C:\GFBudget15\FTP_Upload

• Right-click on the file sdgfb15_123456789_Type_v1.mdb and choose Copy.

• Go back to the FTP site and right-click in the blank window; choose Paste. A pop-up should appear showing the file transfer.

• An automatic e-mail will be generated to the LEA‟s Penn*Link address verifying successful upload of a file. This only confirms that a file containing a valid AUN has been uploaded.

• Mail the signed paper copy in time for PDE receipt within 15 days of adoption

• The Print button labeled Pages for PDE (Full GFB) will print the necessary pages. The Cover Sheet must have original signatures and dates to be considered correctly submitted. Mail to:

Pennsylvania Department of Education Bureau of Budget and Fiscal Management Division of Subsidy Data and Administration 333 Market Street, 4th Floor Harrisburg, PA 17126-0333

• Also submit a PDF copy via email to the House and Senate by September 15 (ignore the paper submission instructions to the House and Senate that were part of the PDE 2028 instructions)

• House email address: HREC@pahousegop.com

• Senate email address: senedcomm@pasen.gov

24

Other Items Around Budget Adoption

• Homestead/Farmstead Exclusion Resolution• Annual Tax Levy of all taxes with Installment Payment

dates for Real Estate Taxes• Examples at www.pasbo.org/act1info• Update tax rates at using Internet Explorer http://

munstatspa.dced.state.pa.us/MunicipalTaxInfo.aspx• Should be updated for known rates by June 15• Update Real Estate Tax Rate if not adopted by June 15

as soon as it is adopted

State Budget Update

• House starting with a base line of FY 2013-14

• Middle ground—Gov’s proposal v. slash/burn versions

• The Question Marks…

• New revenues?• Pension collars

tapered?• On time?

A “must attend” for all people new to a position in school business.

School Operations AcademyJuly 24-25, 2014Penn State Conference CenterState College, PA

Tracks in Business, Facilities, Food Service and Transportation will help you to: - learn proven techniques from experienced practitioners - gain ideas to create efficiencies and reduce costs- exchange challenges and solutions with your peers- build a network of contacts across the state

Treasure Trove of Act 1 Resources

• http://www.pasbo.org/act1info

There’s a doc for that…

Delivering Best Practices and Good Ideas

www.pasboerc.org

at the Electronic Resource Center

The PASBO State Budget Blog• Invitation only site related to the State Budget• If you have not yet signed up, please send an email to

jammerman@pasbo.org• Sign-up is easy• Try to send out messages when updates occur, but

check once a week just in case

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Time for Questions!

Send text questions using the “Chat” function at the left side of your screen.

Type message in box and click “Enter” to send.

CPE and CEU Credits are not available for this forum.

Thank you for your participation!