June Business Office Calendar

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

Specific tasks to address during the month of June 2023:

  •  June – Contact transportation providers for mileage by program for the Student Transportation Claim. 
  • June – Investigation and Ascertainment of Prevailing Rate of Wages:  Requires a School Board to adopt a resolution establishing prevailing rates for its area, publicly post or keep available for inspection the prevailing rate of wages, file a certified copy of the resolution with the Secretary of State and the Department of Labor in Springfield no later than July 15th of each year, and publish a legal notice of its wage rate determination within 30 days of the filing (820 ILCS 130/9). 
  • June – Prepare for Year-End Closing:
    • Collect from each school building all student attendance and transportation records and documentation for General State Aid (GSA) Entitlement and Student Transportation Claims.
    • Complete final journal entries with proper documentation.
    • Process final checks for current FY accounts and claims.
  • June 15 – Proposed School Calendar for next school year.  File on IWAS.
  • June 2t – General State Aid Entitlement (ISBE 54-33) – For districts with an official school calendar end date before June 15th, the GSA Claim is filed with the Regional Superintendent by June 21st.  For districts with an official school calendar end date of June 15th or later, the GSA Claim is filed with the Regional Superintendent within two weeks of the official school end date (105 ILCS 5/18-12).  File on IWAS.
  • June 29 – Fifth required transmission of Special Education Personnel Employed Approval is electronically filed with the Illinois State Board of Education (105 ILCS 5/14-13.01)

DATES AND DEADLINES

 

·  6/01/2023: ISTAR and Special Education - Verification of correction of SPP 11 and SPP 12 open findingsReview data in I-Star and SIS to verify correction of noncompliance (School Year 2023)

·  6/15/2023: ISTAR and Special Education - Timely and Meaningful Consultation must be completed and available for ISBE review.Timely and Meaningful Consultation must be completed and available for ISBE review. (School Year 2023)

·  6/15/2023: ISTAR and Special Education - Orphanage Regular Term (Fund Codes D, E, and F) approvals/claims due in I-Star.Orphanage Regular Term (Fund Codes D, E, and F) approvals/claims due in I-Star. (School Year 2023)

·  6/16/2023: ISTAR and Special Education - Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Claims is open.Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Claims is open. (School Year 2023)

·  6/16/2023: ISTAR and Special Education - Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Approvals is open.Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Approvals is open. (School Year 2023)

·  6/20/2023: ISTAR and Special Education - Special Education Private Facility reimbursement final payment vouchered.Special Education Private Facility reimbursement final payment vouchered. (School Year 2022)

·  6/20/2023: ISTAR and Special Education - Special Education Transportation reimbursement final payment vouchered.Special Education Transportation reimbursement final payment vouchered  (School Year 2022)

·  6/30/2023: Student Health - Physical Fitness - Close Collection -Student Health Physical Fitness- IWAS Collection Closes  (School Year 2023)

·  6/30/2023: Entity Profile System (EPS) - Update for New School YearDistricts need to update information for the upcoming school year.  (School Year 2023)

·  6/30/2023: Student Health - Eye Exam - Close CollectionStudent Health Eye Exam- IWAS Collection Closes (School Year 2023)

·  6/30/2023: Student Health - Dental - Close CollectionStudent Health Dental- IWAS Collection Closes  (School Year 2023)

·  6/30/2023: ISTAR and Special Education - Findings of noncompliance issued for SPP 4.Findings of noncompliance issued for SPP 4.  (School Year 2023)

·  6/30/2023: ISTAR and Special Education - Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Approvals closes.Data corrections window for Orphanage Regular Term (Fund Codes D, E, F) Approvals closes.  (School Year 2023)

·  6/30/2023: ISTAR and Special Education - FY 2023 Periodic Performance Reports DUE July 30, 2023.FY 2023 Periodic Performance Reports DUE July 30, 2023.  (School Year 2023)

·  6/30/2023: ISTAR and Special Education - End of FY 2022 regular grant period.End of FY 2022 regular grant period.  (School Year 2022)

·  6/30/2023: ISTAR and Special Education - Personnel approval DUE in I-Star.Personnel approval DUE in I-Star.  (School Year 2023)

·  6/30/2023: ISTAR and Special Education - SPP 8 survey window closes.SPP 8 survey window closes. (School Year 2023)

·  6/30/2023: Student Information System (SIS) - DLM-AA Final Scores posted in SIS -Final Merged/Corrected DLM-AA scores are posted in SIS

June 30: 

Annual Review Report and Minimum Component Checklist for the School Safety Drill Act due to ROE. (105 ILCS 128/ )

Final amended budgets (ISBE SD50-36/JAB50-39) must be filed with ISBE electronically with subsequent steps taken as with the original budget. (105 ILCS 5/17-1)

Districts (in 4th quartile) last day to waive the Limitation of Administrative Cost Worksheet by board action. (Resolution due to ISBE 45 days after board action). (105 ILCS 5/17-1.5)

State funded Reorganization Feasibility Studies must be completed.

Other dates for future months:

July 14: Webinar: Data Collections Q&A

July 19: CTE Educator Plan Time: Information Technology

July 26: CTE Educator Plan Time: Manufacturing, Engineering, Technology & Trades

July 26: CTE Educator Plan Time: General/All Career Pathways

Aug. 11: Webinar: Data Collections Q&A

Sept. 16: Deadline to Submit Capital Needs Assessment Survey

 

Specific tasks to address during the month of June 2023:

  • June  – Final transmission with all corrections 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).
  • June – 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).
  • June  – Application for Extension of Time for Life Safety Projects (ISBE 36-25):  Requires Board action for amendments not completed and must be filed with the Regional Superintendent (105 ILCS 5/2-3.12).
  • June – Last day of the fiscal year for most Illinois school districts.

 

Other tasks that could be addressed during the month of June 2023:

    • Continue budget draft and financial projections or presentation of tentative budget to Board of Education.
    • Continued Usage for Temporary Facilities:  Certificate of Occupancy (Form 36-28 and Form 36-26) must be completed annually and filed with the Regional Superintendent (23 IL.Adm.Code 180.230(c)).

     

 

 

COMING UP IN JULY 2023

  • First day of the new fiscal year for most Illinois school districts
  • Prevailing Wage: School districts must file a certified copy of the prevailing rate of wages with the Secretary of State and the Department of Labor in Springfield, and publish a legal notice of its wage rate determination within 30 days of the filing (820 ILCS 130/9).
  • ESSA Site-Based Reporting data based on June 30 financials is submitted through IWAS.
  • Expenditure Reports for Certain Categorical Grants: The Illinois State Board of Education will notify the school district via email as to which grants must file on IWAS.
  • Employer’s Quarterly Federal Tax Return (Form 941).
  • Employer’s Quarterly Illinois Withholding Tax Return (form IL-941).
  • Illinois Department of Employment Security Quarterly Report (UI-3/40).
  • Begin initial submission of new TRS Pay-Period Reporting
  • Special Education Approval & Reimbursement; I-Star; Harrisburg Project
    • Orphanage Regular Term (Fund Codes D,E,F) and Excess Cost (Fund Codes X, J)
    • Claims DUE in I-Star.
    • Student Approval records (all fund codes except B) due in I-Star.
    • Special Education Orphanage & Student Eligibility Verification Final Errors resolved with ISBE
  • Winter/Spring/Summer, Student and Teacher Course Assignment data DUE in ISBE Student Information System (SIS)
  • File IDEA Part B Grants Completion/Final Expenditure Report


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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