BOCES School Business Official Calendar - Questar … · ANNUAL REMINDERS Civil Service Report of...

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

http://www.oms.nysed.gov/cafe/forms/


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


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.


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.

http://www.p12.nysed.gov/sss/ssae/schoolsafety/save/

http://www.p12.nysed.gov/facplan/GreenCleaning/Green_Cleaning_update_050207.html



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.



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).

http://www.cms.hhs.gov/

http://www.e-ratecentral.com/Services.asp

http://www.osc.state.ny.us/retire/employers/elected_appointed_officials/index.php



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/

http://www.p12.nysed.gov/facplan/AHERA/ahera_requirement_reminder.html

http://www.tax.ny.gov/

http://www.cms.hhs.gov/


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).


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


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.

http://www.p12.nysed.gov/mgtserv/2053/


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.


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


OCTOBER


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: [email protected]

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


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


NOVEMBER


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).

http://www.p12.nysed.gov/irs/level2reports/SIRS-313-BEDSDay-Enrollment-Verification-Report-Guide.pdf

http://www.p12.nysed.gov/irs/level2reports/SIRS-313-BEDSDay-Enrollment-Verification-Report-Guide.pdf

http://www.eeoc.gov/employers/eeo5survey/index.cfm


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


DECEMBER


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

http://www.osc.state.ny.us/retire/employers/elected_appointed_officials/index.php


JANUARY



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).

http://www.osc.state.ny.us/retire/employers/post-retirement_reporting/


FEBRUARY



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


MARCH

Cash Flow and Fund Balance – review for accuracy


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.


APRIL


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


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


JUNE

Request for relief from Internal Audit Mandate if less than 1,500 students


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.


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


APPENDICES (DOCUMENTS)


Appendix A

BUDGET CALENDAR (SUGGESTED DATES ONLY)


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


Appendix B

MAJOR COSER GROUPS AND DESCRIPTIONS


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


Appendix C

FEDERAL AND STATE FUNDED PROJECTS

FEDERAL AND STATE FUNDED PROJECTS


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.


Appendix D

HEALTH AND SAFETY WORK RELATED INJURIES AND ILLNESSES


Appendix E

PAYROLL REPORTING DEADLINES


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)


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


Appendix G

Web Resources for BOCES Business Offices


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

http://www.p12.nysed.gov/mgtserv/boces/

http://www.p12.nysed.gov/mgtserv/boces/aid/

http://www.p12.nysed.gov/mgtserv/boces/calendar/home.html

http://www.p12.nysed.gov/mgtserv/boces/handbooks/

http://www.p12.nysed.gov/mgtserv/boces/reportcard/

http://www.p12.nysed.gov/mgtserv/boces/enrollment/

https://stateaid.nysed.gov/

https://stateaid.nysed.gov/boces/boces_info.htm/

https://stateaid.nysed.gov/boces/html_docs/boinfo.htm

http://www.oms.nysed.gov/medicaid/resources/

http://www.labor.ny.gov/home

http://www.tax.ny.gov/

http://www.nysed.gov/

http://portal.nysed.gov/portal/page/pref/CNKC


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

http://www.p12.nysed.gov/facplan

http://www.oms.nysed.gov/cafe/

http://www.p12.nysed.gov/irs/data_collection.html

http://data.nysed.gov/

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

http://www.oms.nysed.gov/stac/

http://www.p12.nysed.gov/sss/summerschool/

http://www.osc.state.ny.us/retire/index.php

http://ogs.ny.gov/default.asp


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

http://www.nystrs.org/

http://www.nysed.gov/essa/schools/consolidated-application

http://www.osc.state.ny.us/

http://www.p12.nysed.gov/schoolbus/

http://www.p12.nysed.gov/mgtserv/districtmanagement/


Appendix H

BOCES Financial SAMS Reports


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

https://stateaid.nysed.gov/ASBO/html_docs/Activity5877SvcExpforAlloc.htm

https://stateaid.nysed.gov/ASBO/html_docs/BOC_AD.htm

https://stateaid.nysed.gov/ASBO/html_docs/BOC_400B.htm

https://stateaid.nysed.gov/ASBO/html_docs/SA114.htm

https://stateaid.nysed.gov/ASBO/html_docs/RWADA.htm

https://stateaid.nysed.gov/ASBO/html_docs/RWADA.htm


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.

https://stateaid.nysed.gov/ASBO/html_docs/CMP199000.htm





https://stateaid.nysed.gov/ASBO/html_docs/ExSalCharge.htm





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

https://stateaid.nysed.gov/ASBO/html_docs/UASCompare.htm




https://stateaid.nysed.gov/ASBO/html_docs/CapRentForm.htm





https://stateaid.nysed.gov/ASBO/html_docs/changesummary.htm




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.

https://stateaid.nysed.gov/ASBO/html_docs/SampleV6.xls

https://stateaid.nysed.gov/ASBO/html_docs/SampleV6.xls


Appendix I

Summary of Due Dates for the 2017-18 Claim Year


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.

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