Reminders (cont.)
Pupil Transportation Do’s and Don’ts Avoiding common claim reporting errors
Mark Morten Principal Consultant Funding & Disbursements Division Illinois State Board of Education
Mike Slife Principal Consultant Funding & Disbursements Division Illinois State Board of Education
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics to be discussed • Common Reporting Mistakes • Reminders • Depreciation Schedule • Reimbursement
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics to be discussed (cont.) • Lines 4a & 4b - Field Trips • Line 15 - Total Expenditures • Funds from Other Sources • Fall Housing Report
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes • Line 1-Regular Ed Students (K-12) • Line 2-Regular Ed Non-Public (K-12) • Line 3-Regular Ed Pre-K (Non-Exclusive)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes (cont.) • Line 3(e)-Regular Ed Pre-K (Exclusive) • Line 3(d) • Line 3(f)
Prepopulated requires review
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes (cont.) • Line 5(a) • Line 5(b)
Prepopulated Requires Review
• Line 5(c)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders • Line 10(a)- Total Regular Ed Route Miles • Home to School/School to Home • Early Morning Routes • Shuttle Miles • Late Runs (e.g. Disciplinary reasons) 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(a)- Total Regular Ed Route Miles • Extra-Curricular Activities • Bus Repair • Inspection Lane
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(b)- Total Regular Curriculum Related Field Trip Miles • Detailed documentation • Part of the school day • Site is assigned attendance center
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(b)- Total Regular Curriculum Related Field Trip Miles • Who Pays? • Community Service
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 12(a)-Total Special Ed Transportation Miles • Approved IEP • IEP/Regular Route
• Line 12(b)-Detailed records-Regular route/ Curricular field trip transportation 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 13- Total Non-Reimbursable Miles • Line 13(a)-Non-Curriculum Related Field Trips • Athletic/Academic Contests • Extracurricular Activities/Regular Ed Summer School • Multi-Function School Activity Bus
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 13-Total Non-Reimbursable Miles • Line 13(b) • Exclusive Pre-K Routes • Percentage of Regular Ed Pre-K Students on a Special Ed Route
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • First Division Vehicles • Designed to carry no more than 10 persons(including driver) • Driver must possess School Bus Driver’s Permit • Including Taxi Drivers • Not Needed for Parent’s transporting own student
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Depreciation • $2,500 or more/ Useful Life more than 1 year • School Buses not a direct cost • Less than $2,500-Direct Cost
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Depreciation (cont.) • Depreciation of Lease Agreement • Fair Market Value Whichever is less • Lease Payment
• Sold, Destroyed or Traded in
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reimbursement (cont.) • Computation Summary • Allowable Regular Transportation Costs • EAV multiplied by statutory “qualifying rate (.05% High School, .06% Elementary & .07% Unit) • Qualifying Amount – Allowable Costs • Districts with Qualifying Amounts that exceed allowable Costs are considered “Flat Grant” and reimbursed at $16 x Eligible Pupils. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reimbursement (cont.) • Special Ed Reimbursement • 80% of total costs • Subject to Pro-ration
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Field Trips • Line 4(a)-Total Head Count • Line 4(b)-Total Number of Field Trip Days
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Field Trips (cont.) Example • Line 4a (Head Count of Pupils): 100 • Line 4b (Total Number of Days): 15,000 • Line 4b/Line 4a=Number of field trip days per pupil: 150 Field Trip Days/Pupil
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Total Expenditures • Line 15 (Automatically Calculated): Total sum of Line 14a through 14h (Direct Costs) • Comparing Line 15 to the Annual Financial Report (AFR): Fund 40 + Fund 10-Function 2550 • If Line 15 total expenditures has a variance that is greater than 10% (+/-), it is marked for further review.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Total Expenditures (cont.) EXAMPLE • Line 15: $500,000 • AFR (Fund 40+Fund 10-Function 2550): $400,000 • Line 15 has a reported increase of 25% CLAIM WILL BE MARKED FOR REVIEW!
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Funds From Other Sources
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Fall Housing Report If the number of pupils reported in Lines 1d + 4a has a variance greater than 5% compared to the Fall Housing Report as of September 30th, the Claim will be marked for review.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Fall Housing Report Example • Line 1d (Total number of pupils transported on a regular route): 600 • Line 4a (Total number of pupils transported on Field Trips): 100 • Fall Housing Report (as of September 30th in current FY): 500
CLAIM WILL BE MARKED FOR REVIEW! 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Resources • Transportation Webpage http://www.isbe.net/funding/html/transportation.htm • Transportation Reimbursement Inquiry http://webprod1.isbe.net/ptcrs/inquiry/inqhome.asp • FRIS Inquiry http://webprod1.isbe.net/FRISInquiry/ Mark Morten [email protected] 217-782-5256 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Mark Morten Principal Consultant Funding & Disbursements Division Illinois State Board of Education
Mike Slife Principal Consultant Funding & Disbursements Division Illinois State Board of Education
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics to be discussed • Common Reporting Mistakes • Reminders • Depreciation Schedule • Reimbursement
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Topics to be discussed (cont.) • Lines 4a & 4b - Field Trips • Line 15 - Total Expenditures • Funds from Other Sources • Fall Housing Report
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes • Line 1-Regular Ed Students (K-12) • Line 2-Regular Ed Non-Public (K-12) • Line 3-Regular Ed Pre-K (Non-Exclusive)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes (cont.) • Line 3(e)-Regular Ed Pre-K (Exclusive) • Line 3(d) • Line 3(f)
Prepopulated requires review
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Common Reporting Mistakes (cont.) • Line 5(a) • Line 5(b)
Prepopulated Requires Review
• Line 5(c)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders • Line 10(a)- Total Regular Ed Route Miles • Home to School/School to Home • Early Morning Routes • Shuttle Miles • Late Runs (e.g. Disciplinary reasons) 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(a)- Total Regular Ed Route Miles • Extra-Curricular Activities • Bus Repair • Inspection Lane
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(b)- Total Regular Curriculum Related Field Trip Miles • Detailed documentation • Part of the school day • Site is assigned attendance center
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 10(b)- Total Regular Curriculum Related Field Trip Miles • Who Pays? • Community Service
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 12(a)-Total Special Ed Transportation Miles • Approved IEP • IEP/Regular Route
• Line 12(b)-Detailed records-Regular route/ Curricular field trip transportation 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 13- Total Non-Reimbursable Miles • Line 13(a)-Non-Curriculum Related Field Trips • Athletic/Academic Contests • Extracurricular Activities/Regular Ed Summer School • Multi-Function School Activity Bus
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • Line 13-Total Non-Reimbursable Miles • Line 13(b) • Exclusive Pre-K Routes • Percentage of Regular Ed Pre-K Students on a Special Ed Route
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reminders (cont.) • First Division Vehicles • Designed to carry no more than 10 persons(including driver) • Driver must possess School Bus Driver’s Permit • Including Taxi Drivers • Not Needed for Parent’s transporting own student
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Depreciation • $2,500 or more/ Useful Life more than 1 year • School Buses not a direct cost • Less than $2,500-Direct Cost
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Depreciation (cont.) • Depreciation of Lease Agreement • Fair Market Value Whichever is less • Lease Payment
• Sold, Destroyed or Traded in
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reimbursement (cont.) • Computation Summary • Allowable Regular Transportation Costs • EAV multiplied by statutory “qualifying rate (.05% High School, .06% Elementary & .07% Unit) • Qualifying Amount – Allowable Costs • Districts with Qualifying Amounts that exceed allowable Costs are considered “Flat Grant” and reimbursed at $16 x Eligible Pupils. 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Reimbursement (cont.) • Special Ed Reimbursement • 80% of total costs • Subject to Pro-ration
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Field Trips • Line 4(a)-Total Head Count • Line 4(b)-Total Number of Field Trip Days
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Field Trips (cont.) Example • Line 4a (Head Count of Pupils): 100 • Line 4b (Total Number of Days): 15,000 • Line 4b/Line 4a=Number of field trip days per pupil: 150 Field Trip Days/Pupil
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Total Expenditures • Line 15 (Automatically Calculated): Total sum of Line 14a through 14h (Direct Costs) • Comparing Line 15 to the Annual Financial Report (AFR): Fund 40 + Fund 10-Function 2550 • If Line 15 total expenditures has a variance that is greater than 10% (+/-), it is marked for further review.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Total Expenditures (cont.) EXAMPLE • Line 15: $500,000 • AFR (Fund 40+Fund 10-Function 2550): $400,000 • Line 15 has a reported increase of 25% CLAIM WILL BE MARKED FOR REVIEW!
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Funds From Other Sources
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Fall Housing Report If the number of pupils reported in Lines 1d + 4a has a variance greater than 5% compared to the Fall Housing Report as of September 30th, the Claim will be marked for review.
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Fall Housing Report Example • Line 1d (Total number of pupils transported on a regular route): 600 • Line 4a (Total number of pupils transported on Field Trips): 100 • Fall Housing Report (as of September 30th in current FY): 500
CLAIM WILL BE MARKED FOR REVIEW! 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Resources • Transportation Webpage http://www.isbe.net/funding/html/transportation.htm • Transportation Reimbursement Inquiry http://webprod1.isbe.net/ptcrs/inquiry/inqhome.asp • FRIS Inquiry http://webprod1.isbe.net/FRISInquiry/ Mark Morten [email protected] 217-782-5256 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
