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Reconciliation of SERVS and SEDRA to UFARS

August 2019

MASBO Monthly Essentials Briefing Webinar

Jill Guhlke, Region V

DisclaimerSome of the examples will use data from the prior year.

Always refer to the MDE website and memos for the latest information and instructions.

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SEDRA to UFARS Reconciliation

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UFARS Account Codes

Special Education UFARS Permitted Code Combinations- Chapter 10

u MDE > Districts, Schools and Educators > School Finance > Financial Management > UFARS

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What is SEDRA?

u Special Education Data Reporting Application

u The Special Education Data Reporting Application (SEDRA) program is the means by which districts, charter schools and other eligible entities report their special education expenditures.

Special Education SEDRA Code Sheets

u MDE > Districts, Schools and Educators > School Finance > Special Education > State Funding > Code Sheets

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SEDRA Code Sheets-State

SEDRA Code Sheets-State

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SEDRA Code Sheets-State

u Special Education PARA paid with State Special Education Funding during the regular school year who works with children with Autism.

u SEDRA Funding Source Code= A = UFARS Finance Code 740

u SEDRA Service Code A/Personnel Type Code 8 = UFARS Object Code 161

u SEDRA Program Disability Code 411 = UFARS Program Code 411

UFARS Account Code = 01-XXX-411-000-740-161

SEDRA Code Sheets-State

u Special Education Licensed Emotional/Behavioral Disorder Teacher paid with State Special Education Funding during the regular school year.

u SEDRA Funding Source Code= A = UFARS Finance Code 740

u SEDRA Service Code A/Personnel Type Code 1 = UFARS Object Code 140

u SEDRA Program Disability Code 408 = UFARS Program Code 408

UFARS Account Code = 01-XXX-408-000-740-140

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SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

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SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

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SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

SEDRA vs. UFARS Report (Special Education / UFARS Reconciliation)

Your tuition billing rates are based on your SEDRA expenses based on the disability code. You should tie out your UFARS and SEDRA in order to get the most accurate expense by disability code in order to generate the correct costs by disability for your tuition billing. If you are not reconciling out by disability, but the categories above are tied out, you still may lose funding.

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Tuition Billing Rate

Special Education Tuition Billing Regular School Year Rate Calculation ReportReview your SFY Report- Check to see if you have:1. Disability/sites with hours and no expenditures2. Disability/sites with expenditures and no hours.

Report can be found Data Center > Data Reports and Analytics > School Finance Reports > Minnesota Funding Reports (MFR) > Special Education Tuition Billing > Special Education Tuition Billing Regular School Year Rate Calculation

Tuition Billing Rate

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SERVS to UFARS Reconciliation

What is SERVS?

u State Education Record View and Submission

u SERVS Financial is a password protected web site for members of educational organizations who have received prior approval to submit grant applications and create budgets, approve transactions, request fund reimbursement, or simply view grant applications and the budget management process.

u The reconciliation at year end for SERVS and UFARS is for your Title and Federal Special Education

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SERVS UFARS Reconciliation

SERVS UFARS Reconciliation

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SERVS UFARS Reconciliation

SERVS UFARS Reconciliation

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SERVS UFARS Reconciliation2018-19 Closeout for Title Applications u June 30, 2019 – Spending ends, grant closeout (within 90 days)

u June/July/August 2019 – Amendment Window Two

u Revise your SERVS budget to match both your draw amount and your UFARS budget. If your budget revisions change the amount to be budgeted and the local educational agency (LEA) serves one or more nonpublic schools, the budget worksheet should be revised and resubmitted. Budget revisions greater than 10 percent (10%) will require the signature of the superintendent/charter director and approval from MDE.

u Balance Forward any unspent funds into the 2019-20 application. If balancing forward more than 15 percent (15%) of the 2018-19 allocation, complete and submit a waiver request. (See below for additional information.

u November 30, 2019 – Final UFARS Report submitted to MDE.

SERVS UFARS Reconciliation

Notes on waiver Requests

u An LEA can opt to request a waiver to keep the excess carryover funds once every three years. If the LEA receives a waiver, the excess carryover is then carried forward and can be spent during the following school year.

u Check your SERVS site to verify what % can be carried over for the various funding allowances.

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SERVS UFARS Reconciliation

Amendment Window One:

2019 Title Program Applications may be amended during Amendment Window One, which closes on April 30, 2019. LEAs can add object code(s) at this time. No new object codes can be added after April 30. LEAs should review spending patterns to determine if a waiver for the 2019-2020 school year will be required.

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Submissions Deadlines

FY 2019 Final Audited UFARS (November 30, 2019) The statutory deadline falls on a Saturday; therefore, submissions are timely if submitted on the next succeeding day which is not a Saturday, Sunday or legal holiday (Minn. Stat. §474A.025). Therefore, submissions are due by Monday, December 2, 2019.

SEDRA Dates:December 2, 2019– Last day to submit documentation to remove errorsDecember 2, 2019– SEDRA closes at 3 p.m. for SFY 2019 Data

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Contacts for More Information

u Title- mde.esea@state.mn.us

u Special Education- mde.spedfunding@state.mn.us

u UFARS Coding- mde.ufars-accounting@state.mn.us