Explore the School Financial Services Team's goals, activities, and upcoming reports at a glance along with valuable resources for the team. Stay informed about fiscal year cycles, submission portals, and more. Join the team for a comprehensive overview.
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Presentation Transcript
SUMMER AT A SUMMER AT A GLANCE GLANCE Jennifer Buros, Director Jennifer Buros, Director School Financial Services Team School Financial Services Team WASBO Spring Conference WASBO Spring Conference May 15, 2025 May 15, 2025
At a Glance Goals At a Glance Goals Review School Financial Services (SFS) team contacts and resources Review fiscal year cycles Review upcoming activities and reports Current year - FY25 Upcoming year - FY26 Review submission portals WISEdata Finance/WiSFiP/SAFR/PI-5000/Liquid Files
School Financial Services Team School Financial Services Team Team Directory Team Assignments General Mailbox: dpifin@dpi.wi.gov
School Financial Services Team Resources School Financial Services Team Resources Website information - https://dpi.wi.gov/sfs Calendars and Communications - https://dpi.wi.gov/sfs/communications/overview Bulletins https://dpi.wi.gov/sfs/communications/bulletins https://dpi.wi.gov/sfs/communications/overview/bulletin-subscription Calendars and Due Dates https://dpi.wi.gov/sfs/communications/calendars/overview Presentations and Tutorials https://dpi.wi.gov/sfs/outreach/overview
Upcoming Activities and Reports Upcoming Activities and Reports - - Current Year Current Year WISEdata Finance push updated data by June 2 Budget used for July 1 aid estimate Actuals - Validations and Addenda Membership June Aid Payment adjustments and reconciliation Fiscal Audit Transportation Report Calendar Census
Upcoming Activities and Reports Upcoming Activities and Reports - - Current Year Current Year Other SFS sessions Help Desk throughout conference Transportation to Public & Private Schools Thursday 1:10 Fiscal Audit: What You Need to Know Friday 11:40 WISEdata Finance Navigator Friday 11:40
2024 2024- -25 Budget Changes 25 Budget Changes Board adopts a Board adopts a Budget Budget (original) and (original) and approves a Tax approves a Tax Levy after the Levy after the hearing hearing Board Board amends amends Budget when Budget when appropriation appropriation and purposes and purposes change change Budget Budget Impact Areas Impact Areas Board Board approves a approves a Budget for Budget for the hearing the hearing Final Board Final Board Amended Amended Budget Budget New course needs teacher 3rd Friday in September Estimates based on trends Student Needs (Enrollment) Carryover is calculated Change in plans/needs Grant Revenue Availability Base amount Boiler Fails Estimated expense Roof Fails Equipment Failures Heavy Snow (Removal costs) Utility based on trends Late spring (Heating) Weather
Changes to the Current Budget Changes to the Current Budget Per Statute 65.90(5) the amounts of the various appropriations and the purposes for such appropriations state in a budget Appropriation = $ amount Purpose = in the WUFAR, this is the Function DPI recommends budgets and changes are approved at the two digit function level by the Board of Education
Changes to the Current Budget Changes to the Current Budget School District Treasurers must also comply with Wis Stat 120.16(2) to assure disbursements from the school district treasury are made within the law Class 1 notice within 15 days after the change is made (publication)
PI 1563 Membership Report PI 1563 Membership Report 1. All changes after audit reports are due must be requested 2. Changes may impact revenue limit
Open Enrollment Open Enrollment Update OPAL Update PI-1563 September and January Pupil Counts for any membership changes Aid adjustments are then calculated by the Parental Education Options Team
Actual and Projected State Aid Adjustments Actual and Projected State Aid Adjustments Aid withheld for Open Enrollment adjustment in June Worksheet posted showing aid withheld in anticipation of June deductions Revised worksheet for 2023 includes aid eligibility, withheld and paid https://dpi.wi.gov/sfs/finances/aids-register/aid-payment- adj-exp
State Aid Payment Adjustments State Aid Payment Adjustments Aid withheld for Open Enrollment and Voucher adjustment Aid withheld for Open Enrollment and Voucher adjustment (Fund 10 Source 615) 3. Open Enrollment Tuition Expense (Fund 10 Function 435 000 Object 382) $0.00 15. Open Enrollment Tuition Revenue $0.00 (Fund 10 Source 345) 4. Additional Year Tuition Waiver Expense (Fund 10 Function 435 000 Object 382) $0.00 16. Additional Year Tuition Waiver Revenue $0.00 (Fund 10 Source 345) 5. Open Enrollment SPED Actual Cost Expense $0.00 17. Open Enrollment SPED Actual Cost Revenue $0.00 (Fund 27 Function 437 000 Object 382 Project 019) 6. WPCP/RPCP State General Aid Deduction (Fund 27 Source 347) $0.00 18. Equalization Aid (held in prior periods) $0.00 (Fund 10 Function 438 000 Object 387) 7. SNSP State General Aid Deduction (Fund 10 Source 621) $0.00 19. Special Adjustment Aid (held in prior periods) (Fund 10 Source 623) 20. High Poverty Aid Held (Fund 10 Source 628 ) 21. Pupil Transportation Aid Held $0.00 (Fund 10 Function 438 000 Object 387) 8. Challenge Academy Aid Deduction (Fund 10 Function 431 000 Object 387) $0.00 $0.00 9. New Independent Charter Schools Deduction $0.00 $0.00 (Fund 10 Function 439 000 Object 387) (Fund 10 Source 612)
Annual Financial Audit Annual Financial Audit Select firm to complete your audit Determine if your employee benefits require and actuarial study or table update and select a vendor Determine if there are any other needs to complete your financial statements Have a plan and schedule the work to meet report deadlines Actuarial Study required by statute
Bank Reconciliations Bank Reconciliations Someone in your office needs to reconcile the bank statement to the district ledger EVERY MONTH You cannot balance your reports if you don t account for your CASH Segregation of duties would suggest that the person making deposits should not reconcile the account If necessary, the district may/should hire an accounting service to reconcile
Early DPI Reports Early DPI Reports Transfer of Service (PI Transfer of Service (PI- -5000) WDF Snapshot WDF Snapshot June 2 Pupil Transportation Pupil Transportation Census Census Calendar Calendar Group and Foster Home Membership Group and Foster Home Membership 5000) June 2
Early DPI Reports Early DPI Reports PI-1547 Transportation (Regular) Ridership data for the regular school-year (number of pupils transported by mileage category) 2024-25 5/19/2025 6/30/2025 PI-1505 Calendar Days and hours of instruction 2024-25 6/6/2025 8/22/2025 Data on the number of district residents ages 4 through 20 as of June 30, 2025 PI-1505 Census 2024-25 6/6/2025 8/22/2025
PI PI- -1547 Transportation Report 1547 Transportation Report Regular School Year Transportation Specialized Transportation Route
PI PI- -1547 Transportation Report 1547 Transportation Report Districts need to document the procedures used to determine actual ridership. Auditors review this documentation as part of the year end audit
PI PI- -1505 Census Report 1505 Census Report Includes ALL (K-12) district children ages 4-20 Actual physical count of children by June 30th or Use a mathematical calculation which is based on the prior year September count
PI PI- -1505 Census Report 1505 Census Report Residents Enrolled in a Public School District or attending a State School Residents Enrolled in Private Schools Home-based private education programs Other Children ages 4 and 20 graduates from the two prior classes both public and private
PI PI- -1589 Foster and Group Home Membership 1589 Foster and Group Home Membership
PI PI- -1524 State Tuition Claim 1524 State Tuition Claim This report is not in SAFR for more info see http://dpi.wi.gov/sfs/aid/categorical/state- tuition
Annual Report Annual Report Annual Report must match the Auditor reports to be approved Auditor reports must be approved before Annual Report can be submitted
Special Education Annual Report Special Education Annual Report In WiSFiP populated from WISEdata Finance More detail than full Annual Report
Final Grant Claims Final Grant Claims Claims for expenditures 7/1/2024 through 6/30/2025 Feds require DPI to accept claims through 9/30/2025 but it s best for you & your auditor to get it done sooner
Final Grant Claims Final Grant Claims Plan for final claim Additional federally required reporting will be included for certain quarters Good practice to adopt across all your grants
Transfer of Service Transfer of Service Exemption to the Revenue Limit Exemption to the Revenue Limit
PI-5000 Transfer of Service 2024-25 Revenue Limit Worksheet 1. 2024-25 Base Revenue (Funds 10, 38, 41) 2. Base Sept Membership Avg (2021+.4ss, 2022+.4ss, 2023+.4ss)/3 3. 2024-25 Base Revenue Per Member (Ln 1 / Ln2) 4. 2024-25 Per Member Change (A+B) 2024-25 Low Revenue Ceiling per s.121.905(1): A. Allowed Per-Member Change for 2024-25 B. Low Rev Incr ((Low Rev Ceiling-(3+4A))-4C) NOT<0 C. Value of the CCDEB (2024-25 DPI Computed-CCDEB Dists only) 5. 2024-25 Maximum Revenue / Member (Ln 3 + Ln 4) 6. Current Membership Avg (2022+.4ss, 2023+.4ss, 2024+.4ss)/3 7. 2024-25 Rev Limit, No Exemptions (Ln7A + Ln 7B) A. Max Rev/Memb x Cur Memb Avg (Ln 5 x Ln 6) B. Hold Harmless Non-Recurring Exemption 8. Total 2024-25 Recurring Exemptions (A+B+C+D+E) A. Prior Year Carryover B. Transfer of Service C. Transfer of Territory/Other Reorg (if negative, include sign) D. Federal Impact Aid Loss (2022-23 to 2023-24) E. Recurring Referenda to Exceed (If 2024-25 is first year) 9. 2024-25 Limit with Recurring Exemptions (Ln 7 + Ln 8) 10. Total 2024-25 Non-Recurring Exemptions (A+B+C+D+E+F+G+H+I) (from left) (from left) (with cents) 8,819,146 795 11,093.27 325.00 11,000.00 325.00 0.00 0.00 11,418.27 (from left) (rounded) 803 9,168,871 9,168,871 0 (rounded) 54,700 0 54,700 0 0 0 9,223,571 241,118
PI PI- -5000 Transfer of Service 5000 Transfer of Service Three Parts to the Process 1. Part A initial request for a student 2. Part B former district response 3. Part C final submission
Transfer of Service Transfer of Service Now is the time to gather TOS information: Establish the contact person in your district who is responsible for this report (PI-5000) Gather information related to costs associated with student transfers into your district Application opens June 2, 2025 Decision Tree and other resources https://dpi.wi.gov/sfs/limits/exemptions/transfer-service
School Fees Fees for the resident student or parent may be charged for individual use supplies (towels, gym clothes, band instruments, notebooks, pencils), textbooks, or similar items (workbooks) if the district claims state aid under state statute 121.14. Fees may be charged for social, recreational, or extracurricular summer classes and programs which are neither credited toward graduation nor eligible for state aid [s. 118.04(4)].
Audit of Summer School Fees Audit of Summer School Fees Complete the fee reconciliation tab in the PI1804 workbook If your district is required to have a membership audit, the auditor will review your summer school FTE and the PI1804 reconciliation spreadsheet The auditor will question fees if: the fee does not appear to be legal the amount of the fee charged per course exceeds the actual cost of the course
Budget Adoption, Tax Levy and Amendments Budget Adoption, Tax Levy and Amendments Amend the Adopted budget at a school board meeting Step #6 Adopt a budget at a school board meeting and set the tax levy Step #5 The electors at the annual meeting vote a tax (Common School districts) Step #4 The public hearing is held, at which time residents of the district have an opportunity to comment on the proposed budget Step #3 Publish a class 1 notice in the newspaper Step #2 Create a proposed budget that identifies expected revenues, expenditures and fund balances for the upcoming/current year Step #1
Budget Adoption Format Budget Adoption Format Instructions: This recommended format contains the minimum detail that a school board should include in an adopted budget. Any subsequent changes made by the school board to the adopted budget should be processed as required by s.65.90 (5). BUDGET ADOPTION 2025-2026 * Audited 2023-2024 Unaudited 2024-2025 Budget 2025-2026 GENERAL FUND (FUND 10) Beginning Fund Balance (Account 930 000) Ending Fund Balance, Nonspendable (Acct. 935 000) Ending Fund Balance, Restricted (Acct. 936 000) Ending Fund Balance, Committed (Acct. 937 000) Ending Fund Balance, Assigned (Acct. 938 000) Ending Fund Balance, Unassigned (Acct. 939 000) TOTAL ENDING FUND BALANCE (ACCT. 930 000) REVENUES & OTHER FINANCING SOURCES 100 Transfers-in Local Sources 210 Taxes 240 Payments for Services 260 Non-Capital Sales 270 School Activity Income 280 Interest on Investments 290 Other Revenue, Local Sources Subtotal Local Sources 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Working on WiSFiP module for Budget Adoption and Publication 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
44 Energy Efficiency Savings Reporting Districts should review their reported utility savings in the SAFR Reporting Portal Report/update savings within two weeks of the budget hearing date. Confirm before setting your levy in the fall Districts needing to update their energy efficiency utility savings are to contact dpifin@dpi.wi.gov or call (608) 267-9114
Points to Remember Board approves appropriations and purposes of the budget (authority for spending) Update your WISEdata Finance 2024-25 budget, monitor MOE Revenue Limits will determine the majority of your resources and pre pops are available as a resource, the calculation is your responsibility Submit reports timely
