July Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING JULY 2022

  • July – First day of the new fiscal year for most Illinois school districts

    Upcoming ISBE Dates and Deadlines

    Please note this is not a complete list of events, meetings, and deadlines. For more events and details, visit the ISBE Meetings page or call the Illinois State Board of Education at (866) 262-6663.

    • 7/08/2022: Student Information System (SIS) - First Day of DLM-AA Correction Window for SY 2022- First day to correct DLM-AA Demographics/Corrections/Scores data and enter RNVTA codes and match unassigned test results  (School Year 2022)
    • 7/08/2022: Student Information System (SIS) - First Day of IAR Correction Window for SY 2022- First day to correct IAR
      Demographics/Corrections/Scores
      data and enter RNVTA codes and match unassigned test results  (School Year 2022)
    • 7/08/2022: Student Information System (SIS) - First Day of SAT (with Essay)/PSAT Correction Window for SY 2022- First day to correct SAT (with Essay)/PSAT Demographics/Corrections/Scores data and enter RNVTA codes and match unassigned test results  (School Year 2022)
    • 7/15/2022: Student Information System (SIS) - Student Attendance data for SY 2022 Finalized- Finalize Student Attendance data for School Year 2022  (School Year 2022)
    • 7/31/2022: Bilingual Education Program Delivery Report (PDR) Collection - Close Collection- Bilingual Ed. program implementation for Title III-IWAS Closes  (School Year 2022)
    • 7/31/2022: Year End Collection (YEC) - Close Collection- End of Year data collection-IWAS Collection Closes  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Winter/Spring/Summer - Student and Teacher Course Assignment Grades due for Students Grades 3-12- Student Grades are due for all courses that were entered before student exits  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - CTE Pathway Endorsement Award Data for SY 2022- Last day to provide CTE with lists of students receiving Pathway Endorsement  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Seal of Biliteracy Award Data for SY 2022 due- Last day to enter Seal of Biliteracy Student Award Information for SY 2022 in SIS (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Exit Student Enrollment- For students that are no longer being educated. Students that are attending Summer School or ESY should remain enrolled until services are finished for the school year.  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Birth to 3 data submissions finalized- Birth to 3 Submission is due for students  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Caregiver Demographic data (Birth to 3) submissions finalized- Caregiver Demographic is due for Students  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - College and Career Readiness Indicator data submissions finalized- All College and Career Readiness Indicator data should be entered  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Detention Center Data submissions finalized- All Detention Center data should be entered  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Early Childhood Outcomes data submissions finalized- Early Childhood Outcomes are due for Students in Pre-K and IDEA services “Yes”  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Early Childhood Program data submissions finalized- Early Childhood Program data due for Students in Pre-K  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - EL data submissions finalized- English Learners data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - EL Screener data submissions finalized- EL Screener data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Homeless data submissions finalized- Homeless data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Immigrant data submissions finalized- Immigrant data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Prenatal data submissions finalized- All Prenatal records should be entered and ended if applicable  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Physical Restraint and Time Out data submissions finalized- All PRTO records should be entered within 48 hours of event  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Regional Safe Schools Program (RSSP) data submissions finalized- Regional Safe Schools Program (RSSP) data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Student Address data submissions finalized- Student Address data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Student Discipline data submissions finalized- English Learners data is due before exiting  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Teacher Course Assignment data submissions finalized-  All Teacher Course Assignments should be entered  (School Year 2022)
    • 7/31/2022: Student Information System (SIS) - Winter/Spring/Summer - Student Course Assignment Grades Finalized. Includes College, and Outside- All Student Course Assignments for should be entered and final letter grades provided  (School Year 2022)


    Other tasks that could be addressed during the month of July 2022:

     

    • Prepare Tentative Budget – public display of tentative budget at least 30 days prior to adoption (105 ILCS 5/17-1).
    • Hold Public Hearing on the Budget (publish legal notice indicating availability for public inspection of tentative budget and date, time, and location of public hearing (105 ILCS 5/17-1).
    • Adopt FY22 Budget (must adopt annual budget by the end of the first quarter of the fiscal year and file with County Clerk and ISBE within 30 days of adoption).
    • Begin to prepare Student Transportation Claim for Reimbursement (due to ISBE on or before August 15th).  File on IWAS.
    • Begin to prepare Annual Teachers’ Retirement System report (due to TRS on August 15th).
    • Resolution adopted by Board of Education designating interest earned on each fund during the new fiscal year continues to be interest and does not become part of the principal balance of that fund (23 IL.Adm.Code 100.50.a.(4)).  The resolution, which preserves the Board’s option to transfer interest earned on one fund to another fund, must be adopted prior to June 30th of the fiscal year.  The actual transferring of interest between funds requires another resolution.

    COMING UP IN AUGUST
    • Deadline to submit application for the second cohort of the Competency-Based High School Graduation Requirements Pilot Program
    • School Nutrition Programs (SNP) Back to School Conference
    • Illinois State Board of Education meeting
    • Deadline to submit prior year Pupil Transportation Reimbursement Claim
    • Deadline for waiver applications to be postmarked to be part of ISBE Fall Waiver Report
    • Special Education Private Facility Tuition Claim submitted to the ISBE (105 ILCS 5/14-7.02)
    • Deadline to submit EIS employment/positions, evaluations, attendance, and salary
    • Final transmission of Special Education Personnel Employed submitted to the ISBE (105 ILCS 5/14-13.01)
    • Annual Report of Earnings form, required documentation, and diskette submitted to the Teachers’ Retirement System of the State of Illinois (Springfield office) (40 ILCS 5/16-155)
    • Pupil Transportation Reimbursement Claim submitted to the ISBE on IWAS (105 ILCS 5/29-5)
    • District Average Daily Attendance in IWAS closes

    ANNUAL FINANCIAL REPORT (50-35)

    The FY 2022 Annual Financial Report (AFR) form will be released on or before June 30, 2022.  

    ​​

    School District Financial Reports System in I​WAS

    Auditors will be required to submit FY 2022 Annual Financial Reports using a new system in IWAS. The system will be open for use in August 2022.

    Training modules for the new system are available below.

    System information can also be found in the Annual Financial Report Instructions.​​

     

    SCHOOL DISTRICT/JOINT AGREEMENT BUDGET FORM

    ​(​50-36/50-39)​

    Important Dates and Events

    FY 2023 BUDGET FORM RELEASE DATE

    The FY ​2023 Budget Form will be available for download from this webpage on or before June 30, 2022. ISBE will notify all School Districts and Joint Agreements once it is available.

    SCHOOL DISTRICT FINANCIAL REPORTING WEBINAR

    ​​School Business Services is hosting a live webinar at 10:00 a.m. on Tuesday, July 5, 2022. The topic of discussion will be updates to the FY 2023 Budget form and FY 2022 Annual Financial Report (AFR) form and helpful tips for completing the budget and Annual Statement of Affairs form.

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

    FY 2021-22

    Helpful documents:

    The below FY2021 Budget Form should be used for amending the FY 2021 budget:

    The FY21 amended budget must be submitted to ISBE by June 30, 2021.

    There were two overall revisions to the rules beginning with the FY21 Budget and FY21 AFR:

    1. Revisions for the GASB 84 (Governmental Accounting Standards Board) revision that requires activity funds to be accounted for within the Education Fund, and
    2. Adding all function codes within the Tort Fund.​​​​

    LIMITATION OF ADMINISTRATIVE COSTS

    The Limitation of Administrative Costs Worksheet must be filed with the Illinois State Board of Education (ISBE) by November 15 of each fiscal year, in accordance with Section 17-1.5 of the School Code. The worksheet should report the actual administrative expenditures for the previous fiscal year and the budgeted administrative expenditures for the current fiscal year.

    School district's budgeted administrative expenditures can not increase more than 5% over their prior year actual administrative expenditures. The following functions are included under administrative expenditures:

    • 2320 Executive Administration Services
    • 2330 Special Area Administration Services
    • 2490 Other Support Services - School Administration
    • 2510 Direction of Business Support Services
    • 2570 Internal Services
    • 2610 Direction of Central Support Services

    "Administrative expenditures" do not include early retirement or other pension system obligations required by law.

    School districts with administrative expenditures per pupil in the 25th percentile and below (the fourth quartile) for all districts of the same type (elementary, high school, or unit) may waive the limitation imposed under Section 17-1.5 for any year following a public hearing. Waiving this limitation requires the affirmative vote of at least two-thirds of the members of the school board. Any district waiving the limitation shall notify ISBE within 45 days of such action. Adoption of the limitation waiver does not relieve a district of the requirement to file the one-page report discussed above by the November 15 deadline.

    A school district ineligible to waive the limitation on administrative expenditures by board action may request a waiver from the General Assembly pursuant to Section 2-3.25g of the School Code, if exceeding the limitation solely because of circumstances beyond the control of the district and the district has exhausted all available and reasonable remedies to comply with the limitation. If approved, this waiver shall only apply to the specific school year for which the request is made. For more information on the waiver process, districts may contact the Department of Legislative Affairs at (217) 782-6510 or waivers@isbe.net or visit the ISBE Waivers page.

    If the report and information required by Section 17-1.5 are not submitted on time, are determined to be incomplete or inaccurate, or show the district has failed to comply with the limitation, the district shall be notified in writing of the reporting deficiencies or violation. The school district shall, within 60 calendar days of the notice, address the deficiencies identified or provide adequate assurance that appropriate corrective actions have been or will be taken. If the district fails to provide adequate assurance or to undertake the necessary corrective actions, the State Superintendent may impose progressive sanctions against the district, which may culminate in withholding all subsequent payments of Evidence-Based Funding until the assurance is provided or the corrective actions are taken.

    The Limitation of Administrative Costs Worksheet is included within the Annual Financial Report (AFR), and the worksheet may be submitted to ISBE in conjunction with the AFR. Alternatively, the completed and signed worksheet may be sent as an email attachment to finance1@isbe.net.

    • History and Code References
      Public Act 90-548 (House Bill 452), effective January 1, 1998, added Section 17-1.5 to the School Code, and Public Act 90-0653 (House Bill 1640), effective July 29, 1998, amended the section. This legislation establishes limitations on the growth of administrative expenditures in all school districts having a population of less than 500,000. City of Chicago School District 299 is the only district exempted from the provisions of this Section. School District 299, however, has been subject to a limitation on its administrative expenditures since the 1989-90 school year under the provisions of Section 34-43.1 of the School Code. 
    • Limitation of Administrative Costs W​orksheet
    • Sample Reso​lution
    • Administrative Costs/Pupil rankings of school districts (based on FY 2020 data)
    • Ranking Ranges for Quartiles

    GRANT FINANCIAL INFORMATION

    Policy and Guidance

    TITLE I EXCESS CARRYOVER

    FEDERAL FUNDING – ESSER

    NEW

    ILLINOIS DEPARTMENT OF EMPLOYMENT SERVICES

    IDES WARNS PEOPLE TO BE ON HIGH ALERT FOR PHISHING SCAMS

    We’re seeing an increase and evolution of the types of phishing schemes aimed at obtaining personal information and would like to get the word and awareness out as widely as possible.

    The Illinois Department of Employment Security (IDES) is urging Illinoisans to be on high alert for phishing schemes that may be leading to identity theft as international bad actors continue to attempt to exploit unemployment systems across the country. Fraudulent text messages, emails, and social media messages that are allegedly from IDES and other state agencies and constitutional offices, are being sent to individuals in an attempt to phish for personally identifiable information (PII).

    It is imperative that claimants and the public at large remain vigilant to detect fraudulent correspondence. The Federal Trade Commission has provided steps individuals should follow to recognize and avoid phishing schemes. Individuals should also take steps to strengthen and protect online account information. IDES claimants should maintain strong, unique passwords to their accounts and never share personal account information with untrustworthy sources. Please share this information with your school communities.

    Illinois is among the states that have committed to administering the federal unemployment insurance programs until their expiration in September to ensure those who are struggling receive the benefits they are eligible for under federal law. As expected, fraudsters are increasing their attempts to access the unemployment insurance systems in states that have not opted out of administering these programs early. This is being done through continued data mining via phishing schemes to attempt to file claims in the names of identity theft victims or steal benefits from existing claimants.

    If you have been the victim of identity theft-related unemployment insurance fraud, visit the IDES fraud webpage for information about how to report the claim. For more information on ways you can be vigilant against these types of threats, view the flyer.

     

     

    Business Office Calendar Standard items

     

     

     

    This timetable is to be used as a guide for school business officials. It is not intended to be all-inclusive and is not a substitute for legal advice. Illinois ASBO does not guarantee this calendar’s accuracy and will not be responsible for damages caused by reliance on it.  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 below indicate the last day to submit the report or complete the task unless otherwise noted   

    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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