BOCES SAMS Financial System Training Overview

Introduction to BOCES SAMS Financial System Presented by: Ashley Weil MSA CFE, Associate in School Business Management Fall 2024

What we will cover in this training Introduction of New Staff District Claim Verification Project New Account Code Federal Funding Reminders State Aid Reminders Logging on to SAMS 8 Steps to Submitting a BOCES State Aid claim Revising Data in SAMS BOCES SAMS Financial Reports (Overview) Understanding & Responding to the Edit Report Deadlines for Submission

Additions to the BOCES team

Tracey Rock Senior Account Trainee I Bachelors' Degree in Forensic Accounting February 2022 Been with the Dept. Education since May 2024 Looking forward to working with everyone!

Rita Callen Title: Senior Accountant Trainee I Bachelors Degree in Accounting Began working with the Dept of Education in August 2024

2023-2024 Claim Verification Project

Survey results on ST-3 Certification Claim Verification Sent out Claim Verification Survey April 3, 2024, to districts who certified their ST-3 after October 15 for last claim year asking why they certified so late. Received a total of 146 district responses. Reason Count 69 66 9 1 1 Percentage 47% 45% 6% 1% 1% Other (Mainly Audit Delays) Staffing Issues Lack of Training and Information Software Issue Didn t Know Deadline

Survey results on Attendance Certification Claim Verification Sent out Claim Verification Survey April 3, 2024, to districts who certified their Form A after October 15 for last claim year asking why they certified so late. Received a total of 127 district responses. Reason Staffing Issues Other (Mainly Audit Delays) Lack of Training and Information Software Issue Change in Software Staffing / Software Issue Didn t Know Deadline Audit/Lack of Information / Training Count 60 50 9 3 2 1 1 1 Percentage 47% 39% 7% 2% 2% 1% 1% 1%

Survey results on Buildings Certification Claim Verification Sent out Claim Verification Survey April 3, 2024, to districts who certified their Form FB after October 15 for last claim year asking why they certified so late. Received a total of 127 district responses. Reason Staffing Issues Other (Mainly Audit Delays) Lack of Training and Information Software Issue Count 59 55 12 1 Percentage 46% 43% 9% 1%

Survey results on Transportation Certification Claim Verification Sent out Claim Verification Survey April 3, 2024, to districts who certified their Form FT after October 15 for last claim year asking why they certified so late. Received a total of 143 district responses. Reason Other (Mainly Audit Delays) Staffing Issues Lack of Training and Information Change in Software Software Issue Count 65 62 11 4 1 Percentage 45% 43% 8% 3% 1%

Certifying the ST-3 Form No New Submission Letter

Certifying the ST-3 Form - SED 5. All reports shall be certified by the officer making the same. Except as otherwise provided in this subdivision with respect to the time for filing, all reports shall be filed with the comptroller within sixty days after the close of the fiscal year of such municipal corporation, district, agency or activity, provided, however, that upon written request from the chief fiscal officer of a municipal corporation, district, agency or activity, the comptroller may extend such sixty-day period for filing such report for an additional sixty days. Reports may be filed by electronic transmission or in paper form. The method of certifying a report filed in electronic form shall be prescribed by the comptroller. It shall be the duty of the incumbent officer at the time such reports are required to be filed with the comptroller to file such report.(NYS General Municipal Law, section 30 of Article 3, paragraph 5)

New Account Code

New Account Code Schedule 8 1a: Opioid Settlement Funds

Federal Funding Reminders

Federal Funding - Coronavirus Relief Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act American Rescue Plan (ARP) Act NYSED information page: http://www.nysed.gov/federal-education-covid- response-funding

Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act On December 27, 2020, the President signed into law the Coronavirus Response and Relief Supplemental Appropriations Act, 2021 (CRRSA Act). The CRRSA Act provides $81.88 billion nationwide in a second Education Stabilization Fund to prevent, prepare for and respond to the coronavirus, of which: $54.3 billion is for a second Elementary and Secondary School Emergency Relief (ESSER) Fund to support the ability of local educational agencies (LEAs), including charter schools that are LEAs, with emergency relief funds to address the impact that Novel Coronavirus Disease 2019 (COVID-19) has had, and continues to have, on elementary and secondary schools across the nation; and $4.05 billion is for a second Governor s Emergency Education Relief (GEER) Fund which provides grants to Governors for the purpose of providing educational agencies with emergency assistance to address the impact of COVID-19. Of the $4.05 billion, $2.75 billion is set aside for Emergency Assistance to Non-Public Schools grants. CRRSA Act funding webpage: Coronavirus Response and Relief Supplemental Appropriations Act, 2021 (CRRSA Act) (nysed.gov)

Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act Expense and Revenue BOCES expense supported by CRRSA funds should be recorded in the General Fund on SA-111 Schedule 4 in the Co-Ser from which the expense was made The revenue should be reported as Other Misc. Deductions Including Components Federal Aid Used to Fund Service in the same Co-Ser. OSC has provided reporting guidance for CRRSA funds online: Federal Aid Received by School Districts under CRRSA and ARP Act (osc.gov).

American Rescue Plan (ARP) Act Signed into law on March 11, 2021, in response to the COVID- 19 pandemic. It is an unprecedented $1.9 trillion package of assistance measures, including $122 billion for the ARP Elementary and Secondary School Emergency Relief (ARP ESSER) Fund. Funds are provided to State educational agencies and school districts to help safely reopen and sustain the safe operation of schools and address the impact of the coronavirus pandemic on the Nation s students. New York State's ARP-ESSER allocation is $8.99 billion. A minimum of 90% of these funds ($8.09 billion) must be allocated to local educational agencies (LEAs), including charter schools that are LEAs ARP funding webpage: American Rescue Plan (ARP) Act Funding (nysed.gov)

American Rescue Plan (ARP) Act Expense and Revenue BOCES expense supported by ARP funds should be recorded in the General Fund on SA-111 Schedule 4 in the Co-Ser from which the expense was made The revenue should be reported as Other Misc. Deductions Including Components Federal Aid Used to Fund Service in the same Co-Ser. OSC has provided reporting guidance for CRRSA funds online: Federal Aid Received by School Districts under CRRSA and ARP Act (osc.gov).

Federal Funding - Coronavirus Relief For Questions on Obligation Deadlines; please see the following memo: http://www.nysed.gov/common/nysed/files/programs/federal-education-covid- response-funding/cares-act-obligation-reminder-03-2-22.pdf For Questions on Late Liquidation Extensions for ESSER Funds; please review the memo linked below: http://www.nysed.gov/common/nysed/files/programs/federal- education-covid-response-funding/late-liquidation-extensions-05- 24-22.pdf

Federal Funding Coronavirus Relief Any questions about allowable expenses please contact P12: Email: CARESAct@nysed.gov

Component Reporting

Component Reporting The components of the BOCES are being reminded that the BOCES Administration Costs and BOCES Capital Expenses. Please ensure the amounts are available to the components. Below is what your component sees on the Schedule A4a - General Fund

State Aid Reminders

State Aid Reminder: Unique PSNs Every Co-Ser needs to have a separate and distinct PSN (Project Serial Number) This includes all pass-through cross contracts, even if multiple services have the same activity code, and even if the same activity is purchased from two different BOCES

State Aid Reminder: Smart Schools Bond Act (SSBA) The Smart Schools Bond Act (SSBA) authorized the issuance of $2 billion of general obligation bonds to finance improved educational technology and infrastructure to improve learning and opportunity for students throughout the State. Districts receive allocations; allocation amounts have been determined, but expense must be reported to receive reimbursement Expenditures supported by SSBA funds may not generate BOCES Aid. FOR QUESTIONS on the State Aid Impact? Contact the State Aid Office: 518-474-2977

State Aid Reminder: Smart Schools Bond Act (SSBA) More information on the SSBA expense reporting can be found here: Link will be provided shortly More information on the SSBA can be found here: http://www.p12.nysed.gov/mgtserv/smart_schools/home.ht ml

State Aid Reminder: Community Schools Set-aside Funds District projected 2024-25 expenses to be funded with Community Schools Set-aside funds are BOCES aidable, as long as the expenses are for eligible community schools purposes, and supplement not supplant previous community schools expenditures. https://p12.nysed.gov/sss/expandedlearningopps/setasideguid ance.html

Filing an Aid Claim

Filing a BOCES Aid Claim 8 Steps to Submitting a claim 1. Log into SAMS 2. Import the XML data file into SAMS 3. Create & Review the SED Excel File (and a common reporting problem) 4. Review the Validation Error Report (including how to view data in SAMS forms & common reporting problems) 5. Review the Aidable Expense 3-Year Trend Report 6. Run & Review the Edit Exception Report (Overview) 7. Certify the BOCES State Aid Claim 8. Verify Certification Using the Activity Log (& more about the Activity Log and SAMS data states)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS (Continued) http://portal.nysed.gov

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS (Continued) The State Aid Unit does not issue SAMS user IDs or passwords. If new SAMS accounts are needed, or if passwords need resetting, you must contact your SEDDAS administrator which is your BOCES Superintendent.. SEDDAS (SED Delegated Account System) is a program that enables districts to create and maintain their own accounts and reset passwords for SAMS and other SED applications. For more information you can visit: http://www.p12.nysed.gov/seddas/seddashome.html SEDDAS Help (518) 474-7965

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS (Continued) Click on SAMS

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS (Continued)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 1: Log Into SAMS (Continued) Use to update BOCES contact information for: BOCES State Aid Designee Board of Education Contact Co Ser System Designee Contact SA-111 Contact Procedures to update/change Superintendent information: http://www.p12.nysed.gov/sedrefupdate.html All State Aid correspondence will go to the State Aid Designee. Whoever is in that role is responsible for communicating with other business office personnel as appropriate Significant communications from State Aid will also be sent to the District Superintendent Please ensure the Entity Information is up-to-date for your BOCES in order to get State Aid correspondences.

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 2: Import the XML data file into SAMS

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 2: Import the XML data file into SAMS (Continued) BOCES Financial Data must be imported into BOCES SAMS using a pre-defined XML file format. The XML file is the only mechanism that a BOCES can use to submit BOCES Financial Data into BOCES SAMS

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 2: Import the XML data file into SAMS (Continued)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) BOCES can create the SED spreadsheet from any saved XML file by using the template which can be found on the State Aid homepage under SAMS Training Material. Template for converting XML files to EXCEL With a separate tab for each data area that displays all the data in the loaded xml file, examining at least the following 10 tabs in the spreadsheet, plus the Schedule 4 tab, is a critical step in reviewing your submission. Remember, the Excel file shows you the exact contents of the loaded xml file, not the exact data that is in SAMS. The validation error report (VER) shows what if any data items were kept out of SAMS. Only data accepted into SAMS affects your claim.

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) 10 submitted data items that most directly affect aid calculations, appear on Component Output Reports and should be reviewed in the Excel file (red tabs) SPREADSHEET TAB LABEL ITEM DESCRIPTION 1. BOC_CAP_EXP_CMP Component allocation of approved capital outlay and debt service expense 2. BOC_RENT_EXP_CMP Component allocation of approved rent expense 3. BOC_AIDABLE_EXP_CMP_DATA Component allocation of aidable expense for admin and services 4. BOC_SCHEDE_CMP Component allocation of excess salaries for services provided by your BOCES 5. BOC_SCHEDX_CMP Component allocation of excess salaries for services purchased by your BOCES via cross contract 6.BOC_UNPRV_SVC_PROV_CMP_DATA Component allocation of the restricted portion of expense for services provided by your BOCES 7. BOC_UNPRV_PURCH_CMP_DATA Component allocation of the restricted portion of expense for services purchased by your BOCES via cross contract 8. BOC_PRIOR_EXP_REFUND_CMP_DATA Component allocation of Sch.4 revenue item refund of prior year expense (A2701) 9. BOC_MISC_DEDUCT_CMP Component allocation of other miscellaneous deductions, including components' federal aid used to fund service 10. BOC_ADMIN_DEDUCT_CMP Component allocation of the selected admin deduct (for most BOCES this is the same as excess salaries total for admin)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) 1. Create a new XML file from your financial data system 2. Save the XML file to your PC 3. Open your most recent BO xxxxxx mmddyy V9.XLSX spreadsheet 4. Choose Data, XML, Import from the top menu 5. Select the file saved in step 2 above and click Import 6. Choose File, Save As, and save your spreadsheet with a meaningful name 7. After you have completed importing the data into SAMS, we suggest that you copy and paste the Import Validation Error Report (which SAMS emails to the user) into the second tab of this template. 8. Save your file again.

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) Sample Tab in SED Excel File: BOC_AIDABLE_EXP_CMP_DATA

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) Sample Tab in SED Excel File: BOC_MISC_DEDUCT_CMP

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) What to Look for in Excel File (Examples) Eyeball each tab making sure that: Both actual and projected column have data where appropriate; Rent tab & Capital tab are not blank if you have rent and/or capital expense; Rent & Capital data is for appropriate year (2024-25 data for payment / 2025-26 for estimate) Both provided and cross-contract service data is displayed where appropriate

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 3: Create & Review the SED Excel File (and a common reporting problem) (Continued) Review Excel File to Find this Common Reporting Problem: Aidable Expense / No Deductions Many instances of aidable expense allocation reported without accompanying deductions for the service; e.g., no excess salaries If you allocate aidable expense for a service for the prior or current (projected) school year, related deductions, especially excess salaries, must also be reported Problem greater in projection year: Must estimate excess salaries and unapproved services for existing contracts Look at the Excess Salary tabs in Excel file & make sure there is sufficient data in projected

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 4: Review the Validation Error Report (including how to view data in SAMS forms & common reporting problems)

Filing a BOCES Aid Claim 8 Steps to Submitting a claim Step 4: Review the Validation Error Report (including how to view data in SAMS forms & common reporting problems) (Continued) Validation Error Report VS. Edit Report Validation Error Report (VER) Edit Report Emailed to the State Aid Designee only. Automatically generated when XML file has finished loading Informs the user about what data from the XML file has & has NOT been accepted into SAMS Data excluded due to various formatting or PSN/Activity code issues Is run by a user in SAMS after the XML file has been loaded (See Step 5) Edits apply only to data that has been accepted into SAMS Applies programmed parameters to various data areas to identify outlier values, missing data, etc.