September+11-12,+2012

=__**Sept. 12, 2012 ESUPDO, Breakout meeting: ESPD and FFR**__=

​Final Financial Reports

Audit confirmation trick... go to audit confirmation on FOS page; unclick as PDF, which allows you to manipulate the numbers. It allows you to see when the dollars were receipted (FY).

Larianne's FFR worksheet

Can use 4410 for below age 5.

After 4404, 4406, 4410, then code to 1290.

BAse 4404 can carry over.

If 4404 used for school age needs to be in the SA FFR as other deducations.

Forwarding to NE Pub Sch Supts, NE ESU Admins, NE Special Ed Directors


 * GENERAL REMINDER: SPECIAL EDUCATION FINAL FINANCIAL REPORTS**
 * SUBMISSION OF SPECIAL EDUCATION FINAL FINANCIAL REPORTS***

The Special Education Final Financial Reports for 2011-2012 school year are due as follows: Birth to Age Five (BAF FFR) (NDE 06-025) - Due on or before October 1, 2012 - copies of contracted services billings are NOT required Transportation (TRANS FFR) (NDE 06-016) - Due on or before September 30, 2012 School Age (SA FFR) (NDE PORTAL) - Due on or before October 31, 2012 - copies of contracted services billings ARE required

IMPORTANT INFORMATION REGARDING DATA COLLECTIONS

Please refer to 92 NAC 51 for information regarding late submission of required forms. Additionally, as a result of the reauthorization of IDEA 2004, NDE is now required to give school districts a “determination rating” regarding compliance with IDEA Parts B & C. Included within the federal criteria being considered by NDE are: (1) timely and accurate submission of special education fiscal data and, (2) special education fiscal audit findings. Rewards and consequences will be associated with each of the four levels of “determinations” which districts will receive annually.

The Final Financial Reports for both Birth to Age Five and School Age will no longer be collecting staff data based on Social Security Number. All staff being claimed on the Final Financial Reports must have a NDE Staff ID.

School districts claiming special education reimbursement for a Guidance Counselor(s) during the 2011-2012 school year shall meet the following criteria: · Certification and endorsement as per NDE Rule 51, specifically 92 NAC 010.01D20; · Delivery of the special education service must be included within the IEP as per NDE Rule 51 (92 NAC 51 007), specifically 92 NAC 51 007.07A9; · Maintenance of time and effort logs supporting the amount of Full Time Equivalency (FTE) claimed for the Guidance Counselor providing the service (such documentation shall be made available to NDE upon request); and · Contract for Guidance Counselor reflects the delivery of transition and work-study services for students with disabilities.

Student Record Service (SRS) Reporting - school districts claiming Student Record Service (SRS) costs should claim the billed and paid amount as a separate entry in the Contracted Section of the FFR as an In-Service cost. SRS costs billed to schools this spring were based on estimated data. NDE, during the desk audit of FFR’s, will adjust the SRS cost to the final allowable reimbursement amount.

The Birth to Age Five (BAF FFR) (NDE 06-025) and Transportation (TRANS FFR) (NDE 06-016) forms are available by the links or on the web (http://www.education.ne.gov/FOS/Forms/index.html). The forms allow for data entry and perform the calculations. Once the data has been entered, the form must be printed, signed, and returned to Nebraska Department of Education (NDE), Financial Services Section. The School Age Final Financial Report (06-008) is available through the NDE Portal starting September 1, more information below.

Birth to Age Five Final Financial Report (BAF FFR) · The BAF FFR will no longer be collecting staff data based on Social Security Number. All staff being claimed on the School Age Final Financial Report must have a NDE Staff ID. See School Age Final Financial (FFR) 2011-2012 – NDE Staff ID document for more information. Should you need assistance with obtaining the NDE Staff ID contact the NDE help desk. · Copies of bills/invoices will not be required to be included with the submission of the Birth to Age Five Final Financial Report. Reimbursement for BAF costs from IDEA funds can be requested through GMS. The BAF FFR submission produces data needed for securing Federal funding. Including copies of summary accounting records is encouraged, as this information may be requested at a later date. · Accounting records will need to be submitted to support Below Age Five “Flex” Support Services expenditures claimed for reimbursement in the BAF FFR.

School Age Final Financial Report (SA FFR) · The School Age Final Financial Report (SA FFR) for 2011-2012 has been modified to accommodate data collection by NDE Staff ID. See School Age Final Financial (FFR) 2011-2012 – NDE Staff ID document for more information. Should you need assistance with the obtaining the NDE Staff ID contact the NDE help desk. · The SA FFR is now collected in the Consolidated Data Collections (CDC) through the NDE Portal, available September 1. New activation codes will be needed for the School Age (Ages 5-21) System. o Portal District Administrators will have access to all the activation codes in the Consolidated Data Collection. The District Administrator will need to distribute activation codes specific to the Special Education and Support Services Final Financial Report to those who will be entering data for this system. There are three different types of activation codes that will have access to this collection: 1) District Administrator (only 1 user is allowed to use this activation code, typically the District Administrator). This is the user type that will be able to “Approve” any collections in the CDC; 2) “All” user type, which would have access to all open collections in the Consolidated Data Collection. This user is allowed to enter data and submit, but not “Approve” collections; 3) The final user type is “Financial”. Using this activation code, the user will be able to access any collection that is under the category “Financial”. Currently, only one collection is in this category and it is the Special Education and Support Services Final Financial collection. If you are a District Administrator distributing activation codes, you would give this code to those users entering your Final Financial Report, including an ESU who may do the entering for you. These users will not have access to any of the other collections in the CDC. If you are an ESU entering the Final Financial for a district, you will need to contact the District Administrator at the District you are doing work for and get the “Financial” activation code from them. You will need to enter an activation code for each district you are working on. · Copies of bills/invoices for contracted services for the School Age program must be mailed to NDE. · Accounting records will need to be submitted to support School Age “Flex” Support Services expenditures claimed for reimbursement in the SA FFR.

The following information is also available via the web (http://www.education.ne.gov/FOS/SPED/index.html ) or by clicking the link: Audit Information Calculation of School Age Student Full Time Equivalency (F.T.E.) for Purposes of Special Education Reimbursement (.pdf) (07/2009) · IDEA Funding MEMO (04/19/2004) · Instructions for completing the Birth to Age Five FFR · Instructions for completing the Transportation FFR · Instructions for completing the School Age FFR (NEW 09/01/12) NDE Guidelines for Guidance Counselors (RULE 51) (pdf) (03/2009) Provisionally Approved Service Agency Rates Rule 51 (Title 92, Nebraska Administrative Code, Chapter 51) (.pdf) School Age Final Financial Report (FFR) 2011-2012 - NDE Staff ID (new 07/13/12) If you have any questions regarding completing the Special Education Final Financial Reports, contact any of the following: Greg Prochazka 402-471-4314 (greg.prochazka@nebraska.gov), Tim Baker 402-471-3571 (tim.baker@nebraska.gov), Harlan Feather 402-471-4340 (harlan.feather@nebraska.gov) or Lori Adams 402-471-2637 (lori.adams@nebraska.gov).

If you need assistance with obtaining the NDE Staff ID or “Financial” activation codes for CDC, contact the NDE help desk 402-471-3151 or toll free 888-285-0556.

Lori Adams Administrative Specialist Nebraska Department of Education - Financial Services 301 Centennial Mall South, 6th Floor Lincoln, NE 68509-4987

Phone: 402-471-2637 Fax: 402-471-6351

email: lori.adams@nebraska.gov