special education (sped) financial information

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SPECIAL EDUCATION (SPED) FINANCIAL INFORMATION

July 22, 2014

http://www.education.ne.gov/FOS/SPED/SPED_Presentation_2014_7_22.pptx

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AGENDA• DISCUSS FUNDING/FUNDING OPTIONS OF SPECIAL

EDUCATION PROGRAMS• ACCOUNTING (CODING) FOR SPECIAL EDUCATION

EXPENDITURES• SCHOOL AGE FINAL FINANCIAL PREPARATION & REVIEW• BELOW AGE FIVE FINAL FINANCIAL REPORT PREPARATION &

REVIEW• TRANSPORTATION FINAL FINANCIAL REPORT PREPARATION

& REVIEW• IDEA GMS• QUESTIONS

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SPECIAL EDUCATION FUNDING

Presenter: Greg Prochazka

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FUNDING OPTIONS OF SPECIAL EDUCATION PROGRAMS

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SPECIAL EDUCATION ACCOUNTING

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SCHOOL AGE EXPENDITURES LOCAL / STATE FUNDING

• 1200 SPECIAL EDUCATION INSTRUCTIONAL PROGRAMS *– Those Special Education programs funded through State and Local

Sources only. Do not include transportation costs for Special Education purposes under this function. (Transportation costs for Special Education purposes should be reported under Function 2760 or 2765.) (Code IDEA Enrollment/Poverty disbursements as 4410.)

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BELOW AGE FIVE EXPENDITURES LOCAL FUNDING

• (Below Age Five expenditures that exceed IDEA funded expenditures)

• 1290 EARLY CHILDHOOD SPECIAL EDUCATION INSTRUCTIONAL PROGRAMS*– Special Education programs for early childhood age children funded

through local sources only. (Not included in per pupil costs)

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BELOW AGE FIVE & SCHOOL AGE EXPENDITURESIDEA FEDERAL FUNDED

• 4402 IDEA PART B (611) BASE ALLOCATION TRANSPORTATION *– Expenditures financed through IDEA Part B (611) Base Allocation funds

received for special education transportation • 4403 IDEA PART B (611) BASE ALLOCATION – SCHOOL AGE*

– Expenditures of Part B (611) Base LEA flow-through funds for special education services which are allowable and reimbursable special education expenditures for school age children.

• 4404 IDEA PART B (611) BASE ALLOCATION - BIRTH THROUGH AGE FOUR *– Part B (611) Base LEA flow-through funds expended for special

education services.

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BELOW AGE FIVE & SCHOOL AGE EXPENDITURESIDEA FEDERAL FUNDED (Cont’d)

• 4406 IDEA PRESCHOOL (619) BASE ALLOCATION*– Expenditures related to special education services for children

ages 3 and 4 only.• 4407 IDEA PRESCHOOL (619) BASE ALLOCATION

TRANSPORTATION*– Expenditures financed through IDEA Part B Base Allocation

funds received for special education transportation for children ages three and four only.

• 4412 IDEA PART B PROPORTIONATE SHARE*– Expenditures funded through Part B LEA flow-through funds for

special education services of parentally placed nonpublic school children with disabilities ages three to twenty-one.

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BELOW AGE FIVE & SCHOOL AGE EXPENDITURESIDEA FEDERAL FUNDED (Cont’d)

• 4409 IDEA ENROLLMENT/POVERTY (619)*– Expenditures funded through Part B LEA flow-through for

special education services for children ages three and four only. • 4410 IDEA ENROLLMENT/POVERTY (611)*

– Expenditures funded through Part B LEA flow-through for special education services for children to age twenty-one.

• 4411 IDEA PART B EARLY INTERVENING SERVICES**– Expenditures funded through Part B LEA flow-through funds received

for coordinated early intervening services for students in kindergarten through grade 12, with particular emphasis on students in kindergarten through grade 3.

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SPECIAL EDUCATION TRANSPORTATION FUNDED

• 2760 SCHOOL AGE SPECIAL EDUCATION PUPIL TRANSPORTATION*– Activities concerned with the conveyance of special education school age

(K-12) children to and from school, as provided by statute and funded by state and local funds. Included are such activities as contracting, payment to parents, leasing, servicing vehicles, and appropriate costs associated with operating the vehicles. (Special Education transportation costs for children through age four should be recorded under the appropriate 2765, 4402, 4407 and/or 4410 functions.)

• 2765 BELOW AGE FIVE SPECIAL EDUCATION PUPIL TRANSPORTATION*– Activities concerned with the conveyance of Below Age Five Special

Education children funded with local sources. (Not included in per pupil costs.)

*Accounts used in calculating MOE from Annual Finance Report (AFR) [General Fund, Special Building Fund, Qualified Capital Purpose Fund, Cooperative Fund] 7/16/2014

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Other SPECIAL EDUCATION EXPENDITURES IDEA FEDERAL FUNDED

• 4414 IDEA PART C**– Expenditures funded through Part C funds for special

education services for infants and toddlers below age three (Not currently used)

• 4415 IDEA SPECIAL PROJECTS**– Expenditures financed through IDEA funds received

for special education discretionary projects for children through age twenty-one.

** Accounts NOT used in calculating MOE from Annual Finance Report (AFR)

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ACCOUNTING (CODING) FOR SPECIAL EDUCATION EXPENDITURES

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SPECIAL EDUCATION SCHOOL AGE FINAL FINANCIAL INFORMATION

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• Allowable and reimbursable expenditures for special education equipment and supplies refer to expenditures for instructional equipment and supplies as required by Individual Education Plans (IEP's), for use in providing direct educational experiences which benefit students with disabilities. The eligibility of instructional equipment and supplies is determined by its use and its direct relationship to instruction and student performance. Expenditures for equipment and supplies used for clerical and administrative purposes are not allowable reimbursable expenditures. If the equipment is only occasionally used by students with disabilities, the NDE Special Education Office will reimburse for that prorated amount of expenditures.

GENERAL GUIDELINES TO DETERMINE ALLOWABLE SPECIAL EDUCATION REIMBURSABLE EXPENDITURES

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GENERAL GUIDELINES TO DETERMINE ALLOWABLE SPECIAL EDUCATION REIMBURSABLE EXPENDITURES (CONT’D)

• Examples of equipment and supplies not allowable for reimbursement include: file cabinets, computers for administration, medical supplies, storage units, teacher desks and chairs, non-adaptive student furniture and copiers. Payments for maintenance agreements of copiers, copier leases and copier supplies (i.e., toner) are not reimbursable.

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• Allowable and reimbursable costs shall include printing and publication costs that are necessary to carry out the provisions of 92NAC51. This shall not include equipment and supplies used by staff for administrative purposes. Other costs associated with printing and mailing IEP forms and other documents required by 92NAC51 are considered allowable reimbursable costs (e.g., expenditures for paper and charges for printing, copying, and mailing forms). School districts that print their own forms and make their own copies should maintain documentation supporting per page rate determinations.

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• Clerical salaries are only allowable for reimbursement in the areas of Diagnostic/Prescription and Program Supervision. Clerical salaries are allowable only if they work under the direct supervision of Diagnostic or Program Supervision personnel and hired for that purpose.

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• Special Education Nonpublic Expenditures that exceed the amount of IDEA Proportionate Share Funds available, that amount can be claimed in the SA Final Financial Report.

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• If all or part of the costs of educating wards of the state are included in your total School Age Special Education program costs, the payments received from the Nebraska Department of Health and Human Services for special education should be reported on the Final Financial Report in the school year received (Line 01-3-0775).

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SPECIAL EDUCATION – STUDENT FTE CALCULATION

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SPECIAL EDUCATION – STUDENT FTE CALCULATION

• Calculation guidance - http://www.education.ne.gov/FOS/SPED/FTE_Guidance.pdf

• Report the sum of all student’s FTE that individually receive more than 3 hours of special education instruction per week.

• Calculation documentation and methodologies supporting the student FTE reported shall be retained for review.

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http://www.education.ne.gov/FOS/SPED/FTE_Guidance.pdf



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CDC CONSOLIDATED DATA COLLECTION SCHOOL AGE FINAL FINANCIAL REPORT

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SPECIAL EDUCATION PROGRAMS (01-0-0000)OWNED AND OPERATED PROGRAMS (01-1-0000)

Supervisory Services (01-1-1000)

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SPECIAL EDUCATION PROGRAMS (01-0-0000) OWNED AND OPERATED PROGRAMS (01-1-0000)

Diagnostic Services (01-1-2000)

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Consultative Services (01-1-3000)

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Vocational Adjustment Counselor Services (01-1-4000)

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Instructional/Therapy/Counseling Services (01-1-5000)

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Health Protection/Medically Related Expenditures (01-1-6000)

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SPECIAL EDUCATION PROGRAMS (01-0-0000) CONTRACTED SPECIAL EDUCATION PROGRAMS (01-2-0000)

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SPECIAL EDUCATION PROGRAMS (01-0-0000) DEDUCTIONS (01-3-0000)

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SPECIAL EDUCATION PROGRAMS (01-0-0000) IDEA FUNDING (01-4-0000)

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GRANTS MANAGEMENT – IDEA PAYMENT SUMMARY

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SUPPORT SERVICES (02-0-0000)

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SUMMARY - ALLOWABLE EXCESS COSTS (03-0-0000) (Also includes Final Financial Report School Age SPED/Costs With Mobile Learning Units)

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CONTRACTED SERVICE AGENCIES AND INDIVIDUAL PROVIDERS (04-0-0000)

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SUPPLEMENTARY REPORT OF STAFF SALARIES

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TUITION RECEIVED FROM CONTRACTING DISTRICT (06-0-0000)

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DISTRICT SUBMISSION

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DISTRICT SUBMISSION

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DISTRICT APPROVE

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VIEW SUMMARY OF DATA SUBMITTED

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SPECIAL EDUCATION BIRTH TO AGE FIVE FINAL FINANCIAL INFORMATION

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447/16/2014

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SPECIAL EDUCATION TRANSPORTATION FINAL

FINANCIAL INFORMATION

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SPECIAL EDUCATION TRANSPORTATION FINAL FINANCIAL INFORMATION

•All vehicles used must be reported on pages 2 & 3.•Vehicles from previous year not used in year claimed

must have a disposal form (page 4) completed.•Vehicles taken out of services must have a

documented disposal value–Bill of sale–Dealer estimate or valuation–Kelly Blue Book, Edmunds, Car.com, etc.

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SPECIAL EDUCATION TRANSPORTATION FINAL FINANCIAL INFORMATION

• IDEA Funded Vehicles– Less flexibility– Can only be used for SPED Transportation– Cannot be taken out of SPED services before FMV

is less than $5,000 without payback– Cannot claim depreciation expense for State

reimbursement (double reimbursed)

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED

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An overview of all funding sources and the status of the reimbursement/final requests.

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED REQUEST

• When submitting a consolidated request, any program that is on hold for any reason, will automatically hold all other programs in the request.

• That means, that if you have combined all

programs in one request and if there is a question on SPED Program, you will not be paid for any of the other programs until the issue is resolved.

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED REQUEST

• For 2014-2015 - consolidated program requests will no longer be available.

• Districts will request reimbursement for each program separately

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• Submit expenditures by object code• Claims for construction costs or special

equipped vehicles need approval letter from Lilly Blase, NDE ATP

• Non-Public claims should have detailed support for amounts claimed

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• Equipment – object code 400 - less than $5,000– object code 500 - greater than $5,000

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED - SERVICE PROVIDERS

http://www.education.ne.gov/FOS/GrantsManagementSystem/SPED_IDEA_SESP_instructions_reimbursement_request.pdf

Must save page, to save data.

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED - SUBMIT

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You can create a Final at ANY time!You are encouraged to create and submit a final closeout once the district

has fully expended funds. This will speed up end of the year processing for Financial Services and will ensure quicker reimbursement of funds.

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GRANTS MANAGEMENT SYSTEMSPED IDEA CONSOLIDATED - REQUIRED DOCUMENTATION

• Object code inconsistencies between the budget and supporting documentation may require either a budget amendment or journal entry.

• Must include detailed transaction level information (i.e., Expenditure Audit Report, Account Inquiry, Fund Audit Report...) may include account, object code, vendor name, date paid, check number, amount and description of transaction.

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• Salaries need to include names and should be listed on the application under the Staff Tab (omission of staff information may require amendments to the application)

• Journal Entries, Petty Cash Accounts, Bank Card/Credit Card, and travel reimbursements – need original detailed transaction information with description of transaction.

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SAMPLE

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DUE DATE/LINKS

• TRANS FFR – Due September 30• BAF FFR – Due October 1• SA FFR – Due October 31• IDEA Consolidated Final Report – Due October 15

• NDE Portal – Forms Tab– https://portal.education.ne.gov/site/DesktopDefault.aspx?tabindex=1&tabid=7

• Finance and Organizational Services Website– http://www.education.ne.gov/FOS/SPED/index.html

http://www.education.ne.gov/FOS/Forms/index.html

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https://portal.education.ne.gov/site/DesktopDefault.aspx?tabindex=1&tabid=7

https://portal.education.ne.gov/site/DesktopDefault.aspx?tabindex=1&tabid=7

http://www.education.ne.gov/FOS/SPED/index.html






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CONTACT INFORMATION

NDE Helpdesk: 402-471-3151 or 1-888-285-0556 (For data collections in the NDE Portal - CDC-School Age FFR & GMS IDEA Consolidated)

Financial ServicesLori Adams - 402-471-2637 ([email protected])Shane Rhian – 402-471-4313 ([email protected])Barb Von Kampen – 402-471-4343 ([email protected])Missy Jochum – 402-471-3571 ([email protected])

Diverse Populations – Office of Special EducationGreg Prochazka – 402-471-4314 ([email protected])

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special education (sped) financial information

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