Accounting and Auditing

Welcome

2001 - 2002
End of Year
Pupil and Financial Report
Workshop

Packet Contents

• End of Year Report Manual
• FY 2002 Schedule 3 Instructional Services computer instructions
• EOYR Certification page
• Transportation Addendum to Schedule 7 (Certification)
• New Function Code descriptions
• Schedule S NEW School Construction Schedule
• Workshop evaluation
• Memos regarding Circuit Breaker Implementation
• Memos from Grants regarding the carry over provisions of federal grants

Purpose of Report

• Education reform compliance and state aid

• Federal requirements and entitlements

• Statistical analysis for determining:

  • Per pupil rates
  • Average teacher salaries
  • School choice tuitions
  • Charter school tuitions
  • State ward reimbursements
  • Indirect cost
  • Maintenance of effort

Computerized Report Submission

• Due by September 30, 2002
• Commissioner will only grant an extension under urgent and extenuating circumstances
• Certification and signatures by town and school officials made under penalty of perjury
• Files will be downloaded from and uploaded to the Department's website

Resources Available

• List of contacts
• School finance regulations and guidelines
• Instructions for preparation of end of year pupil and financial report are included in report on facing page
• School Finance Web Site -
  - http:\\finance1. doe.mass.edu

General Items

• Modified accrual
• Revenues and expenditures reported by funding source
• Edit instructions reconcile data reported
• Non net school spending items highlighted
• Ordered by expenditure classifications
• + Indicates new item

Schedule 1

Part 1: Revenue

A-From Local sources + E-Rate
B-From State Aid, included in report
C-From Federal DOE Grants, included in report
D-From State DOE Grants, included in report
E-From Revolving and Special Funds, School Choice receipts, included in report

Schedule 1, Part II - Expenditures

A -School committee expenditures -

• Administration (1000)
• Instruction (2000) Should be reported in Schedule 3
• Pupil services (3000)
• Transportation (3300) - Maintain Depreciation Schedule,Appendix B, if applicable
• Maintenance (4000) - $100,000
• Rental (5300) - Maintain Rental Schedule
• Short term debt - RANS/BANS
• Fixed assets (7000)
• Long term debt (8000) - Not bonded extraordinary maintenance
• Tuition (9000) - school choice and charter schools included for regionals

Schedule 1, Part II - Expenditures

B- Expenditures by city or town - record expenditures which result in services directly related to the local school department

• Reporting categories allowed by state aid regulations 10.04
• Note:
  - Maintenance expenditures more clearly defined
  - Extraordinary maintenance - $100,000
  - Rental - Maintain Rental Schedule
  - BANS - short term debt
  - Long term debt - Not bonded extraordinary maintenance
  - Tuition
  

  School choice and charter schools included on lines 2220 and 2230

Schedule 1, Part II - Expenditures

C 1-Third Party Expenditures - report by program and expenditure classification (2000, 3000 and 9000)

Schedule 1, Part II - Expenditures, Emphasis for FY 2002

• Expenditures by School Committee - Maintenance (4000) expenditures broken out as they appear in the Guidelines
• Schedule C.2. -Expenditures for Federal Grants, State Grants and Revolving and Special Funds have all been combined into Schedule C.2.
• Amounts entered in Schedule 3 will automatically populate appropriate sections of Schedules 1 and 8.

* NOTE:Revenue reported in one fiscal year may be expended in another fiscal year and vice versa. Therefore, revenues and expenditures do not need to match

Schedule 2 - Regional School Assessments

• Categories of reporting:

  • Minimum
  • Above minimum *
  • Transportation *
  • Capital costs*
    *Apportioned according to regional agreement
• Do not report E/D on this schedule
• Reconciliation item: check figure to right and bottom of column 7 and resolve any differences with schedule 1, line 10, column K

Schedule 4 - Special Education

• By prototype

• Include:expenditures by school committee, city/town, federal and third parties (not collaboratives)

• Include:

  - Instructional services:

  • Supervisory
  • Teaching
  • Textbooks including instructional equipment
  • Guidance
  • Psychological

  - Tuition

  • Line added for tuition for school choice and charter school students

  - Non public health

• Report special education recreation in prototype columns
• Instructional costs reported by prototype must have corresponding students reported (headcount and FTE) by prototype on Schedule 11, Columns 1 and 2
• Tuition costs reported by prototype must have corresponding students reported (headcount and FTE) by prototype on Schedule 11, Columns 3, 4, 7 and 8
• Reconciliation item: review figures, if any, in last column on right of schedule 4 and resolve any differences with Schedule 1, Column 2, Special Education

Schedule 7 - Pupil Transportation

• Report expenditures from appropriated funds and the associated number of riders for those pupils transported at public expense

  • Include municipal and school committee costs
  • Report by program
  • Report by reimbursable and non-reimbursable categories
  • Report in accordance with 10.08 and 10.09 of the state aid regulations
  • Report in accordance with section VIII of guidelines
• Transportation expenditures reported in columns 1 through 5 must have corresponding pupil riding data reported in columns 6 through 9
• Riders reported by program must also be reflected on schedule 11
  NOTE: expenditures and student counts for school choice and charter school students transported outside the district must be reported in column 3 and 8 respectively
• Maintain Depreciation Schedule, Appendix B, if applicable
  NOTE: expenditures and student counts for students transported under the school choice - low income transportation program must be reported on line 4280
• Reconciliation item: review figure, if any, to the right and bottom of column 9 resolve any differences with Schedule 1, 3300 and 6900 categories for both school committee and city/town expenditures

Schedule 7 Addendum: Separate Certification

• Pupil transportation 75% capacity certification in accordance with MGL, chapter 71, section 7A
• Necessary in order to receive state transportation reimbursement
• Questions to Jay Sullivan @ (781) 338-6594

Schedule 8 - Professional Development

• Purpose: response to legislative mandate for professional development
• Report all salaries and other expenditures for professional development
• Expenditures reported should not duplicate any salaries or other expenditures on schedule I
• Reconciliation item: review figure, if any, to the right of column 1 and resolve any differences with schedule I, professional development expenditures

Schedule 11 - Pupil Membership Data

1. Purpose: statistical analysis for per pupil, school choice tuition and federal reporting purposes
2. Membership data not attendance data
3. Report by:
   
   • Program area
   • Grade range or prototype
   • Head count and FTE basis
4. Column 7 added by DOE to record headcount of special needs students attending Choice or Charter Schools
5. Column 8 added by DOE to record FTE of all students attending Choice or Charter Schools
6. State ward counts will be entered by DOE. Schools are not to report any pupil data in column 9
7. Net average membership, column 10, will be completed by DOE
8. Students reported by grade level and prototype in columns 1 and 2 must have corresponding costs reported on schedules 3 and 4
9. Students reported by program in columns 1 and 2 must have corresponding costs reported on schedules 1, 3 and 4
10. Students reported in columns 3 and 4 must have corresponding tuition costs, by program, entered on schedule 1, lines 1770 to 1820 (school committee) or lines 2210 to 2260 (city/town) and on schedule 4 for special education pupils. (By far the most common EOY report error noted)
11. Students reported in columns 5 and 6 must have corresponding revenues reported on Schedules 1, Lines 30, 40, 50, 630 or 640
12. Report FTEs for Pre-School and Half Time Kindergarten as whole FTEs. Do not divide in half.
13. Only report students on this schedule for whom school committee or city/town costs have been expended
14. Average membership, column 2, or FTE, column 4 must have and cannot exceed the headcount reported in columns 1 and 3. (For exceptions to this requirement for tuitioned out students please refer to the "Guidelines for Student and Financial Reporting")
15. All FTE calculations must be in accordance with the "Guidelines for Student and Financial Reporting", Section V, A.: Prorating Methods, Students Full Time Equivalency

Schedule 13 - Staff Data

• Report by:
  
  • Program area
  • FTE
  • Day programs, federal and state grants and special funds
• Include:
  
  • District-Wide Leadership (Supervisory)
  • School Building Leadership (Principals) *
  • Building Technology
  • Teachers
  • Instructional Coordinators/Leaders, and Medical
  • Librarians & Media Center Directors *
  • Professional development *
  • Guidance
  • Psychological
    * Report as non assigned
• Report only those staff members for whom salaries were reported under object code 01 - professional salaries
• Report number of substitutes in Teaching and Professional Development. These cost correspond to category of costs for Substitutes in Teaching on Schedule 1 and included in Professional Development on Schedule 8.
• An Average Salary Line has been calculated based on Professional Salaries reported on Schedules 1 and 8 and Staff reported on Schedule 13

Schedule 16: Pupil Attendance Data

• Complete Line 6210: - Report:
  
  • Total Days in Session in Column 1
  • Average Daily Hours in Column 2
  • Aggregate Attendance for whole district in Column 3
  • Average Daily Attendance for whole district in Column 4
• Review average rate of attendance percentage, to right of Line 6210, for reasonableness for your school district. Figures under 80% or over 100% should be investigated
• This data is used for Federal reporting purposes and in calculating Maintenance of Effort

Schedule 19 - FY 2003 Budget

• Purpose:

  • Determine school district's compliance with FY 2003 Net School Spending requirement
  • Information and statistical reporting
  • Cherry sheet estimates for school transportation and charter school rates
  • Calculation of excess debt credit under Ed Reform

• A.1 Appropriation by school committee: 2002-2003 School Budget

  • Report by expenditure classification and programs
  • School choice/charter schools assessment, regions only
  • Professional development amount
  • FY 2004 long term debt, regions only

• A.2 Appropriation by city/town:2002-2003 school budget

  • Report only expenditures allowed under school finance regulation, section 10.04
  • Must be for services directly related to local school department and through agreement with school department
  • FY 2004 Long Term Debt

• A.3 Estimated other expenditures

  By program
  By source of funds

  • Impact aid
  • Third party
  • Federal grant
  • Other estimated expenditures
  • School choice revolving fund

• B. Estimated revenues -

  • Local sources
  • General fund receipts
  • Revenues that are not used to offset net school spending are highlighted in report
  • Purpose - education reform compliance

• C. Estimated regional assessment

  • Minimum
  • Above minimum *
  • Transportation *
  • Capital and debt * - used to apportion allowed excess debt to member towns
  • Assessment voted
  • Budgeted E/D
    * Apportioned according to regional agreement

FY 2004 Long Term School: Construction Debt (LTD)

• Line 7375, column 3 (regionals) or line 7695, column 3 (city/town) amounts must be entered manually. This is not a calculated field. If no FY 2004 LTD, enter "0" in this cell
• Review figures to ensure that the amounts reported for the three fiscal years appear consistent over the reporting period

Non Operating Districts

• Schedule 1

  • Tuition
  • Transportation
  • Capital debt

• Schedule 7

  • Transportation, both costs and pupil riding data

• Schedule 11

  • Column 4 - tuitioned out

• Schedule 19

  • Tuition
  • Transportation
  • Capital debt
• FY 2004 capital debt for school construction
• Do not duplicate student or financial information reported by member regional school district

FY 2002 Net School Spending

• School committee expenditures from schedule 1
• City/town costs
• FY 2002 budget reported in 2000-2001 end of year report:
  

  - Administration	1000
  - Educational media	2500
  - Health	3200
  - Maintenance	4000
  - Rental	5300

• FY2002 actual costs reported on schedule 1 of 2001-2002 end of year report:
  

  - Benefits	5100
  - Insurance	5200
  - Short term debt (RANS)	5400
  - Tuition	9000

Comparison of FY 99 thru FY 01 Reported Data

• Prior to submission of report, review Page 86 of Report. Lists comparisons of various data, costs, pupils, staff, attendance, etc. for the last three fiscal years.
• Can help you detect any anomalies from one year to next. Is data from one year reasonable as compared to other fiscal years?

Biggest "No No"

• Please do not under any circumstances insert any lines and/or columns or change, remove or copy any formulas from one cell to another. Doing so will cause the entire EOY report to be calculated incorrectly and may result in incorrect state aid calculations for your district.

EOY Report Printing

• The EOY report can be printed in Excel using the macros.

DOE CONTACTS

Initiatives for FY 2003

• Update Guidelines
• New Chart of accounts implemented July 1, 2001.
• Continue audits of End of Year Reports using the Compliance Supplement.
• Prepare to implement "Circuit Breaker" law
• Continue use of listserve.

Audit Requirement

• FY 2002 EOY Report will be audited by Independent Public Accountants (CPAs) when they conduct the A-133 Single Audit for your City, Town or Regional School District.