April Business Office Calendar

An indispensable member resource, to help you keep up on upcoming state deadlines. 

SPECIFIC TASKS TO ADDRESS DURING APRIL 2024

  • April 1 – School Board must give written notice and specific reason of intent not to renew the Superintendent’s expiring contract, unless contract states otherwise. Failure to do so will automatically extend the contract for an additional year (105 ILCS 5/10-21.4)
  • April 20 – Expenditure Reports for Categorical Grants. The Illinois State Board of Education will notify school district’s via E-mail as to which grants must file on IWAS.
  • April 30 – Employer’s Quarterly Federal Tax Return (Form 941)
  • April 30 – Employer’s Quarterly Illinois Withholding Tax Return (Form IL-941)
  • April 30 – Illinois Department of Employment Security (IDES) Quarterly Report: Employer’s Contribution and Wage Report (UI-3/40)
  • April 30 – School districts electronically filing UI-3/40 reports must annually complete and submit the Illinois Department of Employment Security Electronic Filing Certification form with the first electronic IDES filing for the calendar year (56 IL.Adm.Code 2760.140(f)

 

Other tasks that could be addressed during the month of April 2024:

 

 

  • Bid preparation and solicitation.
  • Continue to prepare budget and financial projections.
  • Schedule independent audit.
  • Remind board members and school employees required to complete the Statement of Economic Interests that the last day to file the Statement with the county clerk is May 1.



COMING UP IN MAY 2024

  • Statement of Economic Interests must be filed with the county clerk by board members and school employees required to complete the Statement (5 ILCS 420/4A-105).
  • Fourth transmission of Special Education Personnel Employed Approval is electronically filed with the Illinois State Board of Education (105 ILCS 5/14-13.01).
  • Fourth transmission of Special Education Funding and Child Tracking (FACTS) is electronically filed with the Illinois State Board Education (105 ILCS 5/14-7.02, 5/14-7.02b, and 5/14-7.03).
  • Special Education Orphanage Student Eligibility Verification is filed with the Illinois State Board of Education using ISBE Form 34-75 (105 ILCS 5/14-7.03).

State specific deadline and hyperlink updates from ISBE:

EVENT LISTING FROM 03/31/2024 TO 05/11/2024

·       04/01/2024: Entity Profile System (EPS) - EPS Opens for Upcoming School Year  Districts and schools may begin updating their Entity's Profiles for the 2024-25 school year.  (School Year 2024)

·       04/05/2024: Student Information System (SIS) - Last day of IAR (Illinois Assessment of Readiness) Testing – Paper  Students are finishing testing for IAR Paper  (School Year 2024)

·       04/15/2024: U.S. Census School District Review Program (SDRP) - Close Collection  School district boundary review-U.S. Census collection closes  (School Year 2024)

·       04/15/2024: U.S. Census School District Review Program (SDRP) - Close Collection Phase 2  School district boundary review-U.S. Census collection phase 2 (verification) closes  (School Year 2024)

·       04/15/2024: Student Information System (SIS) - Detention Center Data submissions due  Detention Center enrollments occurring on October 1st or March 1st should be provided for Evidence-Based Funding  (School Year 2024)

·       04/15/2024: Student Information System (SIS) - Fall/Spring EBF Enrollment data Deadline  Fall and Spring EBF data must be reviewed and marked verified by the superintendent  (School Year 2024)

·       04/15/2024: Student Information System (SIS) - EL Data due for Population of eGMS Ceiling Calculator Funding Allocation Report  Data from the EL collection is used for population into EGMS to help calculate EL Funding  (School Year 2024)

·       04/17/2024: Employment Information System (EIS) - 2024 Employment and Position Records for the purpose of Federal Staff FTE file  Employment and Position Records for the purpose of Federal Staff FTE file. At this time salary records are not required.  (School Year 2024)

·       04/17/2024: Employment Information System (EIS) - All SY 2024 Non-certified Employees aggregated FTE counts must be completed for the purpose of Federal Staff FTE file  All Non-certified Employees aggregated FTE counts must be completed for the purpose of Federal Staff FTE file  (School Year 2024)

·       04/18/2024: Student Information System (SIS) - Last Day of IAR Pre-ID file transmitted to Vendor  Last Day ISBE sends the demographic and Pre-ID information to IAR Vendor for Testing  (School Year 2024)

·       04/19/2024: Student Information System (SIS) - Last day of IAR (Illinois Assessment of Readiness) Testing – Online  Students are finishing testing for IAR Online  (School Year 2024)

·       04/26/2024: Student Information System (SIS) - End - Digital Testing Window for SAT with Essay, PSAT 10, and PSAT 8/9  Testing window for SAT with Essay, PSAT 10, and PSAT 8/9​  (School Year 2024)

·       05/01/2024: ISTAR and Special Education - Orphanage Approvals (Fund Codes D, E and F) due in I-Star for any student records with a begin date of 3/1/24 or prior.  Orphanage Approvals (Fund Codes D, E and F) due in I-Star for any student records with a begin date of 3/1/24 or prior.  (School Year 2024)

·       05/06/2024: Student Information System (SIS) - First Day of ACCESS Preliminary Data Review  First day for districts to Review and Match Scores. Scores are sent to the vendor to be merged / corrected.​  (School Year 2024)

·       05/08/2024: Student Information System (SIS) - Last Day of DLM-AA (Dynamic Learning Maps-Alternate Assessment) Testing  Students are finishing testing for DLM-AA  (School Year 2024)

Upcoming Webinars

·       05/02/2024:  2025 Entity Profile System Webinar

Join us for an Entity Profile System (EPS) webinar at 10 a.m. on Thursday, May 2!

Register here for the​​ 2025 Entity Profile System Webinar!

This webinar will cover these topics:

o   How to update and verify your organization’s information in the Entity Profile System.

§  ​Grade changes, personnel changes, building additions and closures, and more.

o   Changes in EPS for the upcoming school year.

o   Overview of RCDTS codes.

o   What constitutes grades served in a school.

There will be a question-and-answer session at the end of the webinar.

After registering, you will receive a confirmation email containing information about joining the webinar.

Please send your questions, comments, and feedback to webinar@isbe.net. A video recording and PDF version of this presentation subsequently will be posted on the ISBE Entity Profile System webpage.

If you have need assistance or still have questions about EPS, please email epschange@isbe.net with a detailed description of your issue, preferably with your organization’s name in the subject line and with screenshots. You may also call 312-814-9192 for further assistance.

·       Ongoing: Monthly Q&A Webinar

The Data Strategies and Analytics Department (DSA) at the Illinois State Board of Education (ISBE) will continue hosting a monthly webinar. The webinars will take place on the second Thursday of each month. The purpose of these webinars is to give Illinois School Districts a chance to ask any questions they have about the following ISBE data collections. ISBE will have staff on-hand who will be able to answer questions on any of the data collections listed below:

    • Bilingual Education Program Delivery Report (PDR) Collection
    • Employment Information System (EIS) – including Unfilled Positions Survey
    • Entity Profile System (EPS)
    • Non-Certified Staff Salary Study
    • Reduction In Force (RIF) Survey
    • Student Health (Dental, Eye, Immunizations and Physical Fitness)
    • Student Information System (SIS)
    • Teacher Salary Study
    • Title I Comparability
    • US Census SDRP
    • Year End Collection (YEC)
    • IEP-Student Tracking and Reporting System (I-Star)

Register for the monthly webinar now!

DATA & ACCOUNTABILITY

REPORTS

All documents, files or data accessible on or through the Data Strategies & Analytics (“DSA”) website (this term includes, but is not limited to, this page, linked pages and subpages) of the Illinois State Board of Education (“ISBE”), its departments, boards, and offices are provided as a public convenience solely to facilitate public access to information.

  1. Data accuracy.
  2. Disclaimer of duty to continue provision of data.
  3. Privacy protection.
  4. Non-commercial use.
  5. Limitation of liability.
  6. Data integrity.

Questions regarding specific educational entity data should be directed to the educational entity for a response.​​​

Calendar By Month

January
February
March
April
May
June
July
August
September
October
November
December

FINANCE, BUDGETS & FUNDING

 

·       Agency Budget Information

·       Education Purchasing Program

·       Evidence-Based Funding

·       Federal and State Monitoring

·       Funding and Disbursements

·       School District Reorganization

·       School Finance

·       Single Audit

·       State Funding & Forecasting

Driver Education Cost Report

Per Public Act 97-1025, effective Jan. 1, 2013, the State Board of Education is required to provide an annual report of the per capita Driver Education cost The report utilizes expenditure and revenue data submitted by school districts via their audited Annual Financial Report ending June 30, as well as the number of students provided Driver Education in the same year. District Annual Financial Reports for fiscal year 2018 can be accessed at ISBE's Historical Reports webpage.

Audit Adjustments Policy Change – State Programs

Please be advised that the State Board of Education is changing the manner in which audit adjustments are applied for state grant programs. Specifically, all audit adjustments assessed and finalized by the Federal and State Monitoring Division for state grant programs, such as Early Childhood Education and Career and Technical Education Improvement, will be applied to the source project year in which the audit was assessed.

In the past, ISBE had applied prior fiscal year adjustments at any amount for state grant programs in the current active project for the grantee. This new policy change will result in refund due notices to the grantee that will be issued in the month following the application of the adjustment. Grantees have 45 calendar days to return the amount due. This policy change affects state grant programs only. All adjustments for major mandated categorical programs or amounts assessed for federal grant programs will continue to be applied as they have in the past.

 

This information is posted for your benefit only and may be subject to change without notice. Illinois ASBO does not guarantee this calendar’s accuracy and will not be responsible for damages caused by reliance on it. It is not intended to be all inclusive and is not a substitute for legal advice. Although job responsibilities and procedures vary among districts, this timetable highlights the major tasks performed by school district officials relative to business office operations. Dates listed indicate the last day to submit the report or complete the task unless otherwise noted.

For accurate information visit the websites listed below to verify dates and items listed.

State Superintendent’s Weekly Messages

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ISBE
Calendar

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IASB School
Board Calendar

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