From Michael.Wiltfong at ode.state.or.us  Thu Oct  8 10:55:11 2009
From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael)
Date: Thu, 8 Oct 2009 10:55:11 -0700
Subject: [Busmgrs] Budget Law Issue & Template from Barb Cruickshank
Message-ID: <CA6EB048D94EC243A41B502C6CB5B92801A53794F7@ode-mail>

Good morning:

I met with a wide range of representatives who would like to see numerous changes in Local Budget Law.  The goal is to make edits/changes to the local Budget Law Act, ORS 294.305 to 294.565.  There were many proposals suggested at the last legislative session, but they were reduced to just a few with a promise to review the suggestions for the next session.  Most of the changes were to address issues with county and city budget law, but would have changed things for all local governments required to follow Local Budget Law.

My main contribution was to inform the group that school districts and ESD's would not fit into many of their recommendations.  There are already some big differences.  We make appropriations by fund and major function; while they make appropriations by fund and major object.  We have a chart of accounts; while they have no code guidelines or requirements causing reporting county/city data at the state level impossible.

One commonality is timelines of notices and publications.  If you have any suggestions for change, please complete the Budget Law Issue Statement Template, save and return it to me by Monday, November 6.  We will review and compile the suggestions with a goal to make Local Budget Law more understandable.

Please find attached the Local Budget Law Issue Template.

Barb Cruickshank
Oregon Dept of Education
(503) 947-5916
(503) 378-5156 Fax
barbara.cruickshank at state.or.us

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From Michael.Wiltfong at ode.state.or.us  Mon Oct 12 16:33:20 2009
From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael)
Date: Mon, 12 Oct 2009 16:33:20 -0700
Subject: [Busmgrs] Guidance on A-133 Audits and IDEA Funds (Eric Richards)
In-Reply-To: <C6CB341AA8C9864D8EC69C75D20FD1CB1EEB5F6F9B@ode-mail>
References: <C6CB341AA8C9864D8EC69C75D20FD1CB1EEB5F6F9B@ode-mail>
Message-ID: <CA6EB048D94EC243A41B502C6CB5B92801A5379539@ode-mail>

A message from Eric Richards:

Good afternoon,

At a recent Fall Administrators Conference I trained a group consisting largely of special education directors and their assistant directors.  One of the topics we discussed was violations found in A-133 audits of LEAs who receive IDEA funds.

I mentioned that while there are only a small number that come to our attention each year, those that do often involve inadequate documentation of time and effort for staff funded with IDEA funds, or failure to support the allocated amount charged to a staff member with proper documentation.

Many of you already know this, but if a staff position is allowed to be funded under IDEA (some positions are allowable, others are not per EDGAR and OMB requirements) there must be time and effort records maintained.

For allowable staff funded 100% with IDEA funds, a semi-annual certification is required to be maintained on each of these employees. Here is a link that provides an example of what is required, and you may have seen this with your Title 1 fund requirements as well:

http://www.ode.state.or.us/initiatives/nclb/docs/semiannualcert.rtf


For staff who have some of their salary paid for under IDEA, but are assigned to other cost centers as well, the attached is a sample form that would meet requirements:

http://www.ode.state.or.us/initiatives/nclb/docs/sampletimeandeffort.xls

Please notify your special education director that I have sent this message to you with the attached sample forms.  You may already be using them or something similar, and as I mentioned, the number of time and effort violations reported each year are small.  But if you do not have such a mechanism in place we hope this will be helpful.

As always, please feel free to contact me if you have any questions.

Eric

Eric A. Richards, Director of Operations
Oregon Department of Education
Office of Student Learning and Partnerships

503-947-5786

Messages to and from this e-mail address may be made available to
the public under Oregon Law.





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From Michael.Wiltfong at ode.state.or.us  Thu Oct 15 16:36:07 2009
From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael)
Date: Thu, 15 Oct 2009 16:36:07 -0700
Subject: [Busmgrs] SIF Data Collection Made Easy! (Julie Anderson & Michael
	Wiltfong)
Message-ID: <CA6EB048D94EC243A41B502C6CB5B92801A5379573@ode-mail>


A message from Julie Anderson and Michael Wiltfong:


SIF Data Collection Made Easy!

      Be prepared for the SIF Data collection!  Data submission for the state funded SIF grant that focuses on improving student achievement will be Oct. 29-Nov. 30.
      Some districts will have carry-over for 2009-10; ODE requires districts to report only on 2008-09 actual expenditures at this time.

      Here's how to get started:
TIP # 1: CELEBRATE...ODE has made this collection easier than last year's!
TIP # 2: FORWARD this e-mail to your district's SIF program grant manager.
TIP # 3: USE the SIF Data Collection Instructions (click link below) http://www.ode.state.or.us/opportunities/grants/nclb/title_i/a_basicprograms/schoolimprovement/sif-07-09-data-submission-instructions.pdf  The SIF Data Collection cannot be completed successfully without using the instructions.  Print the instructions; use the scale of 1-10 and the multiple choice answers (provided only in the instructions) to draft your answers. As only a small number of characters are possible for the narrative answers, ODE has provided for your convenience very brief narrative answers to use as models.
TIP # 4: SEE your submitted answers from last year's data collection when you enter the collection; this information is not available prior to October 29.
TIP # 5: DON'T WAIT to see the Web Form when the collection opens-it has no instructions; the data collection cannot be completed successfully without consulting the instructions.
TIP # 6: DRAFT your answers in Word using the instructions; copy and paste them into the data collection when it opens.
TIP # 7: COMPLETE your data entry prior to Thanksgiving Week (the holiday, furlough day, floating furlough days) so ODE may assist you, if needed.

If you have questions regarding the instructions, please e-mail Julie Anderson at julie.anderson at state.or.us<mailto:julie.anderson at state.or.us> or Mike Wiltfong at Michael.wiltfong at state.or<mailto:Michael.wiltfong at state.or>. If you'd like us to call, please e-mail your phone number. Thank you.




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From Michael.Wiltfong at ode.state.or.us  Wed Oct 21 17:26:36 2009
From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael)
Date: Wed, 21 Oct 2009 17:26:36 -0700
Subject: [Busmgrs] A message from Eric Richards: Reducing 2009-10 MOE Q & A
 and checklist
Message-ID: <CA6EB048D94EC243A41B502C6CB5B92801A7287328@ode-mail>



TO:     ESD MOE Consortium Business Managers
                District Business Managers
FR:     Eric Richards
DT:     October 21, 2009
RE:     Follow-up to last message

Good afternoon,

Recently I informed you about a training I conducted, involving mostly Special Education Directors and their Assistant Managers.  I forwarded template examples for tracking time and effort in that message.

A second promise I made to the group is that I would forward a Q and A on reducing MOE during the 2009-2010 school year. You will find that attached below, along with a checklist I developed for each district or consortium to complete if they are eligible to lower their bar, and interested in doing so.

I have placed both of these documents at the very top of our Special Education Funding Site for easy reference.  The link is as follows:

http://www.ode.state.or.us/search/page/?=894

Please communicate to your Special Education Director that you have received this and that it is posted at the link on our website referenced above.  As always, if you have questions you may call or write me.

Thanking you, in advance.



Eric

Eric A. Richards, Director of Operations
Oregon Department of Education
Office of Student Learning and Partnerships

503-947-5786

Messages to and from this e-mail address may be made available to
the public under Oregon Law.





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From Michael.Wiltfong at ode.state.or.us  Tue Oct 27 10:35:41 2009
From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael)
Date: Tue, 27 Oct 2009 10:35:41 -0700
Subject: [Busmgrs] Message from Barb Cruickshank: New Actuals
 Submission/Maintenance screen
Message-ID: <CA6EB048D94EC243A41B502C6CB5B92801A728735D@ode-mail>

Good morning everyone:

There is a new screen for your Actuals Submission/Maintenance.  There is an [Edit] column with green checkmarks, a [Delete] column with red 'x's and a green plus mark '+' to [Add New] row.

The [page size] has been moved to the bottom.  The default page size is different for different districts although it always only shows you ten records.  You must change the page size to something new and then change it to the page size you desire.

Another issue is that  when corrections are made to the Actuals expenditure collection through [Edit], [Add New] or Review Errors, sometimes the correction appears in coding order, but sometimes it appears at the bottom of the collection.  See the last row in the example below for Fund 100 Function 2210.

[cid:image001.png at 01CA5627.BDA76D20]


Barb Cruickshank
Oregon Dept of Education
(503) 947-5916
(503) 378-5156 Fax
barbara.cruickshank at state.or.us

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