Introduction to State Aid Management System NYS Education ...

Introduction to State Aid Management System NYS Education ...

Introduction to BOCES SAMS Financial System Presented by: Ashley Weil, Associate Accountant Training Webinar September 5, & 10, 2019 What we will cover in this training State Aid Reminders Overview of the:

Schedule 1 Schedule 2 Schedule 3 SED Monitoring and Vendor Performance

System Logging on to SAMS 7 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

State Aid Reminder: 7 Steps to Submitting a BOCES State Aid claim 1.Import the XML data file into SAMS 2.Create & Review the SED Excel File (and a common reporting problem) 3.Review the Validation Error Report (including how to view data in SAMS forms & common reporting problems)

4.Review the Aidable Expense 3-Year Trend Report 5.Run & Review the Edit Exception Report (Overview) 6.Certify the BOCES State Aid Claim 7.Verify Certification Using the Activity Log (&

more about the Activity Log and SAMS data states) 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. QUESTIONS? Contact the State Aid Office: 518-474-2977 State Aid Reminder: Smart Schools Bond Act (SSBA)

(Continued) 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_scho ols/home.html

State Aid Reminder: Community Schools Setaside Funds District projected 2018-19 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. http://www.p12.nysed.gov/sss/documents/C

ommunitySchoolsSetAsideGuidance.pdf Schedule 1, 2, and 3 Schedule 1 The Schedule 1 is the General Fund Balance Sheet

All of the information which appears in the pdf SA-111 version should appear on the SAMs system even if it is in a different format. The schedule will be released with the 2019-20 SAMs claim year

The information is checked with the Import Log which is emailed after the XML is loaded. Schedule 1 - Assets Schedule 1 - Liabilities Schedule 1 Budgetary and

Revenue Account Schedule 1 Edit Report Schedule 2 The Schedule 2 is the Summary of Administrative, Capital and Program

Expenses All of the information which appears in the pdf SA-111 version should appear on the SAMs system. The schedule will be released with the 2019-20 SAMs claim year

The information is checked with the Import Log which is emailed after the XML is loaded. Schedule 2 Summary of Administrative Expenses Schedule 2 Summary of Capital Expenses

Schedule 2 Summary of Program Expenses Schedule 2 Revenues Schedule 2 Expenditures Schedule 3

The Schedule 3 is the Analysis of Account A431, School District All of the information which appears in the pdf SA-111 version should appear on the SAMs system. The schedule will be

released with the 2019-20 SAMs claim year The information is checked with the Import Log which is emailed after the XML is loaded. Schedule 3 - Credits

Schedule 3 - Debits Schedule 1 and 3 Edit SED Monitoring and Vendor Performance System SED Monitoring and Vendor Performance System

This is the departments new survey system It is used throughout the department for simple to complex surveys The first time the State Aid

BOCES Unit used it was for the survey for the webinar dates The email notification about a new survey is sent to the BOCES District Superintendent

The DS will then assign the survey to the person/unit that they feel is the most appropriate for the survey Claim Review Feel free to call me and schedule a block of time for us to go over your claim together. We can walk through the steps we recommend for reviewing your claim. This is especially

recommended for those of you that are new to BOCES SAMS. And as always, feel free to call with any questions about your claim. Logging Onto SAMS SAMS Log On http://portal.nysed.gov 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 SAMS Logon Click on SAMS SAMS Logon:

BOCES SAMS Main Menu SAMS Logon: Check Entity Information 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.

Submitting a BOCES Aid Claim Step 1: Import the XML Data File Importing Data 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

BOCES XML Data file Import Submitting a BOCES Aid Claim Step 2: Create & Review the SED Excel File The SED EXCEL Template 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. 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. Component allocation of the restricted portion of expense for

services provided by your BOCES BOC_UNPRV_SVC_PROV_CMP_ DATA 7. BOC_UNPRV_PURCH_CMP_DATA Component allocation of the restricted portion of expense for services purchased by your BOCES via cross contract 8. Component allocation of Sch.4 revenue item refund of prior

year expense (A2701) BOC_PRIOR_EXP_REFUND_CM P_DATA 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) Creating the SED EXCEL File 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. Sample Tab in SED Excel File: BOC_AIDABLE_EXP_CMP_DATA Sample Tab in SED Excel File: BOC_MISC_DEDUCT_CMP

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 (1718 data for payment / 18-19 for estimate) Both provided and cross-contract service data is displayed where appropriate 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 Submitting a BOCES Aid Claim Step 3: Review the Validation Error Report (VER) Validation Error Report VS. Edit Report

Validation Error Report (VER) 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 Edit Report

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. Validation Error Report Automatically sent by email to the BOCES State Aid Designee and the subject line shows the following:

BOCES XML Import Results for FILE: XXXXXXXX.XML' Time of Import: 09/02/2014 03:44 PM If you receive an email with this in the subject line: **CRITICAL ERROR** BOCES XML Import Results for FILE: XXXXXXXXXX.xml' Time of Import: 06/26/2014 11:33 AM, it means significant parts of your XML file did not successfully load into SAMS (not just minor format issues). When this occurs a new XML file will be needed; due to there is an issue

loading the data. Validation Error Report (VER): Sample Error Message / Code Problem F-PSN-ACCT-OBJ Actual A-307-4670-150 43394 4670 not on LAS.

Projected 0 Error 307+Activity Means this PSN / Activity code combination is not active on your LAS, or not active on providers LAS if this is a purchased svc

Could be new PSN not yet approved by program office Could be expense for this PSN was on XML file with different activity code than on LAS If purchased svc, could be PSN reported on your XML file with different State Activity code than provider assigned on their LAS Whatever the reason, this error means the values are in the XML file but are not being allowed into SAMS Validation Error Report (VER): Sample Error Message / Code Problem F-PSN-ACCT-OBJ Actual

A-307-4670-150 43394 4670 not on LAS. Projected 0

Error 307+Activity As indicated above, this error can occur if PSN for a cross-contracted service is reported on your XML file with a different State Activity code than provider assigned on their LAS For pass-through cross contracts (services purchased for your components, not for your own BOCES), the 4digit State Activity Code reported in SAMS by the purchasing BOCES must match the 4-digit code on the providers LAS and on the cross contract form Mis-matched activity codes can keep data out of

SAMS, cause inaccurate data to display on SAMS forms / reports and cause your components to lose aid. Validation Error Report (VER): Schedule 4: Valid Account Codes 0000 is not a valid account code for any service The account code field cannot be left blank for any

Schedule 4 data record Also, state activity code for any career education Coser must be on the program office list of possible career ed codes All these errors will show on the VER and will prevent reported expense from entering SAMS. These errors must be addressed for SAMS to have valid SA-111 data and for SAMS to calculate aid correctly. View CO-Ser Level Data in SAMS

Looking at SAMS Form data related to specific PSNs can help research VER errors, edit exceptions, etc. You can look at / verify component allocations for aidable expense, excess salaries, unapproved services, rent and capital, etc. for individual PSNs All data displayed on SAMS forms has been accepted into the SAMS database; check VER if expected data is missing from a form

How to View CO-Ser Level Data in SAMS Look up Information by PSN Use to enter your own CoSers Use to enter when purchasing CoSers from another BOCES Your Own Service

Cross Contract Your Own Service VS a Cross Contract Your Own Service Cross Contract Submitting a BOCES Aid Claim Step 4: Review Reports in SAMS

Reports To access the reports: Click on BOCES Financial from Main Menu Click on the report you would like to review under the heading BOCES Expense and Other Reports Submitting a BOCES Aid Claim Step 5:

Run & Review Edit Report, Revise Data if Needed or Comment Substantively on Edit Exceptions Edit Report Overview Edits: Who Needs Them? You: To ensure the data you have reported is as you intended

Us: Part of our due diligence in paying /projecting the correct aid amount Others: Internal & external parties that request explanations behind aid /data fluctuations & other anomalies

Running the Edit Exception Report The BOCES Financial Form Set Edit Exception Report must be run and all edit exceptions addressed before the BOCES Superintendent can certify and submit the claim to SED. The Edit Report can be found at the end of the form set menu. To run the edit exception report: Select the edit report from the Form tree Click Run New Report You must Review the edit exception report and change/correct any data items if needed

before submission. All remaining exceptions must be explained in substantively and in sufficient detail. Edit report must be marked READY before the BOCES Superintendent can Certify and Submit to SED Running the Edit Exception Report Display all View Details Option to check a box that will display all the view

details reports for all edit exceptions, instead of choosing view details for each edit (Report will take longer) Reasons for Edit Exceptions Common reasons for edit exceptions include: Missing data

Large increase/decrease in year to year amounts Significant discrepancies between component allocation totals and BOCESlevel totals More about edits later Submitting a BOCES Aid Claim

Step 6: Certifying the BOCES State Aid Claim Certifying the BOCES Aid Claim The Certification Form can be found in the BOCES Official Data Area at the end of the menu choices under State Aid BOCES Claim Form Set The form set must be Certified by the District Superintendent; please

check that the DS has a valid SAMS account/password before its time to certify The Edit Report must be in the Ready state before Certification Certify and Submit your data to State Aid. To verify that SED has received your submission,

check that the activity log has a data state entry of Certified for the form set you submitted. You may not upload another file until you receive a Clean, Clean with Issues, or Rejected email notice from SED Submitting a BOCES Aid Claim Step 7:

Go to Activity Log to Verify Successful Submission Verify Certification on Activity Log If the Activity Log shows the data state of the BOCES State Aid Claim Form Set and the BOCES State Aid Claim Edit Report is Certified, that means the claim has been submitted and is awaiting SED review When the data state becomes Edit in

Progress, SED has begun to review Activity Log Allows you to track all activities and status associated with the data you have submitted to State Aid and the CoSer System. Information displayed in the activity log will let you: Verify the data state and data state date of any form set: (e.g. Certified, Clean)

Identify when a Form Set has been Rejected and needs your Attention (edit rejected, correction rejected, revision rejected) Review automated correspondence sent by SED Identify BOCES or SED staff responsible for each activity Can filter sort by Form Set Can sort by any column on the log by left-clicking on the column heading. Activity Log Using the Activity Log

Use Activity Log to confirm all interactions with SAMS BOCES should confirm that each action taken; e.g., Certify, Submit Revision, etc. that the expected data state appears on the log

Watch for Rejected State the balls in your park; you must run a new edit report to see SED comments and either change problem data or provide additional explanation Your State Aid form set has not been accepted by SED for inclusion in the Nov 15 DB until activity log shows Clean or Clean with Issues! Corrections or revisions submitted are not included in SAMS official until

activity log shows Corrections Accepted or Revision Accepted Activity Log: About SAMS Data States (samples see Training Manual for a full list & descriptions) Clean All Edit Exceptions have been adequately explained or there are no edit exceptions when submitted.

Clean with Issues Edit Exceptions still exist but the data is acceptable for Nov. 15 State Aid projections. Issues should be resolved by mid-January Corrections Submitted BOCES has submitted corrections to SED during the edit process. (This state can only occur prior to the clean or clean with issues state Edit in Progress

SED is in process of editing districts submitted data. BOCES cannot submit changes to data while in this status. Edit Rejection SED has rejected an Edit Exception Report from the BOCES during SED edit process. Revision Review in Progress SED has begun reviewing revised data submitted by the BOCES.

Revision Submitted Revised data has been submitted to SED by the BOCES Revising Data in SAMS Revision Data Area The Revision Data area is used to make changes/corrections to your data ONLY after your initial data has been Certified, Submitted, and Reviewed by SED.

STEP 1 Make your Changes Generate a new data file from your financial system. Import new data file into REVISION data area

Check the VER (Validation Error Report) for what was loaded into SAMS Run the Edit Exception Report Address errors, make comments, Save and Ready STEP 2 Submit your Changes

You must submit your changes to State Aid for any form that was modified. Select BOCES Financial Change Submission Form. Click Submit Changes Wait for SED to Clean, Clean with

Issues or Reject before uploading another XML file. Step 2: Submit your changes Change Submission Summary BOCES SAMS Financial Reports (Overview) Accessing BOCES SAMS Financial Reports

Easiest way to see the list of all available reports: Click on BOCES Financial from the BOCES SAMS Main Menu Some reports are for individual PSNs, some for individual components, some are BOCES level

Filter options and instructions vary across reports BOCES Financial Menu Links BOCES SAMS Financial Reports Financial reports that can be accessed in BOCES/SAMS. BOCES Report DEMO Selected Report Filter Options

Select Data Area Select Data Version Date

Official Reports usually viewed here Revision View here to see impact after uploading revisions Midnight Last Night (always source of Public Web View when selected reports are published in late fall) Current Date/Time Snapshot Select an available snapshot

(E.g. Nov. 15, 2014 database, or Sept. 2014 BOCES payment) Some reports have other filter options Snapshots Display data on a report as it existed at a point in time Snapshots are now available for most reports in SAMS Use to compare current aids with aids computed as of a payment date, November 15 database, Sept. payment, etc.

Due to snapshot capability, SED no longer mails printed output reports to BOCES after each payment Component School District BOCES Aid Report Service Area Level Determines actual aid payable this year Found under BOCES Component Reports heading on menu Choose a district to see aid calculated by service area and total aid payable to district Selected aid ratio and aid amounts may not be

valid until item #7 (tax levy) has data, indicating district has saved the ST-3 form All expense amounts are based on BOCES reporting Component School District BOCES Aid Report PSN Level Found under BOCES Component Reports heading on menu Contains same data as service level cmp report (alloc exp, all cmp deductions, aidable expense, current yr aid), but report displays data by

individual PSN User can choose one PSN, all PSNs, or all PSNs in a service area User can choose one component or all components Understanding the Edit Report Major CoSer area trend edits You see this at the start of this section of the edit report: Schedule 4, Edit 1 - Total Expense: Trend Edit

Description: Total Expense changed by more than plus or minus 15% AND $300,000 for the major CoSer areas listed below, in the actual and/or projected year. Item(s): Schedule 4 Total of Direct Expense + Subtotal Undistributed Expense + Subtotal Net Transfers for each CoSer area.

Major CoSer area trend These edit parameters edits are applied to changes in the total of expense items listed above for all PSNs in the each major service area Report will show you only the service areas for which the total svc area expense change exceeded the parameters in either the actual or

projected year Sample Trend Edit The edit appears only because the bottom row total change from 12-13 to 13-14 exceeds 15% and $300K. The detail table displays shows all PSNs with data in this services area; however, the BOCES need only explain the prior to actual change in PSN 435 in the comment on this edit, as that change is primarily responsible for the exception .

Major CoSer area Trend Edits How to Respond Dos and Dont Do: explain the trend in total change, for one or Dont: explain the change in each and every PSN

But: trend in total change may be due both year-to- year comparisons listed; remember that detail table lists all PSNs in the service area, but the edit exception is due to large changes in the totals for the service area substantially or primarily to change in one or two PSNs, in which case its OK to only explain

fluctuation in that PSN Trend Edits Suggestions Look at prior to actual change and actual to projected change separatelyand together Provide best insight you can into the fluctuation in the service area. Sample explanations:

One year spike because. Multiple year downward trend because Participation in PSN 456 fluctuates a lot from year to year and is the source of most of the fluctuation in the whole service area Rent and Capital Edits

4 separate, 0 edits that will tell you that you have reported no data in rent for current aid year, projected rent, capital for current aid year, projected capital: BOCES must confirm in comment area that 0 is OK or resubmit (Failing to report any capital and/or rent expense is a recurring problem; following the review guidance above

prior to certifying the claim should reveal this error before edit report is run) Rent and Capital Trend Edits Trend edits will be based on totals of component allocations Edit will kick out if either prior to actual or actual to projected parameters are exceeded Please provide substantive explanation for edit exceptions; e.g., for large increase/decrease in

capital expense: Example of not enough detail: Project started or Project finished Example of too much detail: Started/finished Project # 003 adding 3 classrooms to Building 2, Project #004 replacing windows in Bldg 3, Project # ___, etc. Example of just right detail: Anticipate starting (or

finished) HVAC project and addition of several classrooms How to Investigate a Rent or Capital Trend Edit Go to the Rent and Capital form in SAMS

Form displays the component allocations for rent and for capital that are in SAMS; shows 3 years of expense Missing or very wrong data is immediately visually obvious Choose from top menu bar: BOCES Financial, State Aid Forms, Official or Revision, then click on State Aid BOCES Claim Form Set, then on Capital

and Rent Expenditures REMEMBER: Expense for rent and capital should be reported for same year as aid year; e.g., 16-17 expense for 16-17 aid The Rent & Capital Claim process Rent & Capital Claim Process These are the only expenses aided on a current year basis

In 2019-20 BOCES SAMS, report 2019-20 rent and capital expense for 2019-20 aid and In 2020-21 BOCES SAMS, report 2020-21 estimated rent and capital expense for 202021 projected aid Rent & Capital Claim Process Rent and Capital Aid is calculated based solely on allocated rent and capital expenses

submitted in the SAMS State aid claim form Project costs, bond information, leases, SA- 109, SA-116 etc, submitted to SED, affect the amounts that should be entered in the SAMS allocated rent and capital areas, but only the actual SAMS aid claim expenses determine rent and capital aid. Rent & Capital Claim Process The rent and capital claim process starts on October 1st

with the submission of rent and capital expense in SAMS as part of the annual aid claim Both current and projected SAMS amounts can/should be revised throughout the claim year to reflect any significant changes in the status of leases or capital projects Components are entitled to have their aid payments and

Executive and Enacted budget projections be accurate to the best of your reporting ability What to submit in SAMS may be straightforward, or it may require your best judgment as to how lease/project status will unfold during the current and projected school year. Capital Claim Process For a capital project to be aided in a claim year, the

contract must be signed and an SA-139 must be submitted by June 30th of the claim year (and the contract must be signed after the Commissioners Approval Date (CAD) Capital expenses may be claimed in SAMS before the contract is signed, but this should only be done if you are quite certain the contract will be signed by 6/30 of the aid year

Capital Claim Process In addition to components actual debt service expense, the amount claimed in SAMS can be the component expense paid to the BOCES for actual or anticipated BOCES project expenditures. However, under no circumstances will aid be paid to reimburse components for actual or anticipated project expense paid to the BOCES if no SA-139 is received by 6/30 of the aid year

If components have paid the BOCES during the aid year, and the BOCES has claimed aid, and no SA-139 is submitted by 6/30 of the aid year, BOCES should observe appropriate laws and regulations regarding the funds collected from components. Capital Claim Process: The SA-109 The purpose of the SA-109 is to determine the exact amount per

project of aidable capital expense that can be claimed for an aid year By the end of the aid year, the allocated capital amounts on the SED-approved SA-109 and the allocated capital amounts in SAMS must be equal. The 2018-19 claim year will be the first year the SA-109 is in SAMs. The new forms are available as so as SAMs is released.

Capital Claim Process: The SA-109 The new facilities form set is under the State Aid BOCES Claim Form Set The form can be filled out at your convenience

YOU CAN ONLY SUBMIT THE FORM ONCE. Capital Claim Process: The SA-109 The projects that are loaded will be listed in the summary form

Capital Claim Process: The SA-109 Bond Capital Claim Process: The SA-109 Bond Capital Claim Process: The SA-109 Bond Capital Claim Process: The SA-109 Capital

Capital Claim Process: The SA-109 Capital Capital Claim Process: The SA-109 Capital Capital Claim Process: The New SA-109 Capital Claim Process: SA-109

Because there can be activity on a capital project in the last weeks of the school year, and lags between Facilities Planning processing and State Aid processing, as well as wait-time for the system to process changes, finalizing your BOCES capital claim often requires engagement of BOCES and SED staff Capital Claim Process: SA-109 The SA-109 must be completed by any BOCES that has an

actual capital claim for the aid year and is due May 1st of the claim year If capital expense was claimed in SAMS during the aid year, but by May 1st it is clear there will be no actual claim, then no SA-109 is needed, but the BOCES must revise SAMS to delete the allocated capital expense Extensions beyond May 1st may be granted if a contract will be signed by June 30th but has not been signed by May 1st, or possibly for other reasons. The BOCES should contact SED to discuss the specific situation

Rent Claim Process: SA-116 The purpose of the SA-116 is to determine the exact amount of aidable rent expense that can be claimed for an aid year By the end of the aid year, the allocated rent amounts on the SED-approved SA-116 and the allocated rent amounts in SAMS must be equal.

SED reviews the SA-116, and then advises the BOCES whether a SAMS revision should be submitted to reflect the actual SA-116 claim, OR whether the SA-116 should be revised. SED would appreciate prompt action in these cases as the offline nature of this process makes it cumbersome to track compliance Rent Claim Process: SA-116A The SA-116 must be completed by any BOCES that has an actual rent claim for the aid year

and is due May 1st of the claim year Extensions beyond May 1st may be granted on a case by case basis. The BOCES should contact SED to discuss the specific situation. Capital Claim Process: The SA-116A The projects that are loaded will be listed in the summary form

Capital Claim Process: The SA-116A Capital Claim Process: The SA-116A Capital Claim Process: The SA-116A Capital Claim Process: The SA-116A

Capital Claim Process: The Capital Claim Edit Report Capital Claim Process: The Capital Claim Edit Report Capital Claim Process: The Capital Claim Edit Report Capital Claim Process: The Capital Claim Edit Report

Capital Claim Process: The Capital Claim Edit Report Fall Deadlines for Submission October 1 BOCES Financial Data Set must be Certified Reminder - Edit Report must be marked Ready before District Superintendent can Certify Reminder The Certify/Submit button must be pressed for State Aid to be

able to review the file Submissions must be substantially complete for both current and projected year before being certified November 1st : Last day to submit revisions to guarantee SED processing in time to be included in Nov. frozen data file Questions? Please feel free to contact the State Aid office

with any questions regarding the reviewing and submission of your BOCES State Aid claim. Contact us: State Aid Office: 518-474-2977 Email: [email protected] Website: https://stateaid.nysed.gov

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