November Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING NOVEMBER

  • November 1 – Annual Report of Unclaimed Property (State Treas. UPD601) is filed with the State Treasurer’s office.
     
  • November 2 – Special Education Summer School Claim submitted to the Illinois State Board of Education (105 ILCS 5/18-4.3). File on IWAS.
     
  • November 2 – Summer claims for orphanage students submitted to the Illinois State Board of Education (105 ILCS 5/17-7.03).

  • November 8 - Election Day.

  • November 8 - Deadline to submit 2018-19 Unfilled Positions Survey in IWAS.
     
  • November 14 - Revisions to the Annual Pupil Transportation Claim are due.

  • November 15 - Deadline to submit Immunization/Health Examination data via IWAS
  • November 15 – Limitation of administrative costs worksheet filed with the Illinois State Board of Education (105 ILCS 5/17-1.5). The report is to list the actual administrative expenditures for the prior year from the district’s audited Annual Financial Report (AFR) and projected administrative expenditures for the current year from the budget adopted by the school board. This report is attached to and usually filed with the AFR.

  • November 15 - Limitation of administrative costs worksheet filed with the Illinois State Board of Education (105 ILCS 5/17-1.5). The report is to list the actual administrative expenditures for the prior year from the district’s audited Annual Financial Report (AFR) and projected administrative expenditures for the current year from the budget adopted by the school board. This report is attached to and usually filed with the AFR.
     
  • November 15 – Creditable Coverage Notification: The Medicare Modernization Act (MMA) requires employers who sponsor a health insurance plan to disclose to all Medicare eligible individuals the creditable or non-creditable coverage status of their current prescription drug benefits (42 CRF §423.56(f)). Additional information, including model notices, can be found on the Center for Medicare and Medicaid Services (CMS) website at: http://www.cms.hhs.gov/CreditableCoverage.
     
  • November 15 – Child Nutrition Program verification process ends.

  • November 15 - Deadline to submit Nonpublic School Registration, Enrollment and Staff Report information via IWAS.

  • November 16 - FY 2020 Budget Hearing in Chicago
     
  • November 22-24  – IASB, IASA, & IASBO Joint Annual Conference in Chicago.
     
  • November 30 – Last day to publish in the local newspaper the Annual Statement of Affairs (ASA). 105 ILCS 5/10-17 requires school districts to: (1) publish in the local newspaper a summary of the ASA, (2) have copies of the ASA available in the administrative office, and (3) submit the ASA electronically to the Illinois State Board of Education by December 15th (for publication on the ISBE website on January 15th).

 
OTHER TASKS THAT COULD BE ADDRESSED DURING THE MONTH OF NOVEMBER

  • Deadline to publish Annual Statement of Affairs in newspaper (December 1)
  • Postmark deadline for Illinois Arts Education Week posters (December 2)
  • 2019-20 5Essentials survey window opens for students/educators (December 10)
  • 2019 Mastering KIDS Summit (December 12-13)
  • Deadline to submit applications for FY2020 Farm to School Grant (December 13)
  • Deadline submit Annual Statement of Affairs to the ISBE (December 15)
  • Illinois State Board of Education meeting (December 18)
  • ISBE offices closed for Christmas Day (December 25)
  • Deadline to submit Certificate of Tax Levy to County Clerk. Check with your local assessors office to see if they have an earlier deadline due to a potential holiday office closing. 


Evidence-Based Funding

Property Tax Relief Grant Information

Evidence-Based Funding (Public Acts100-0465100-0582) provides an additional provision to districts in this fiscal year that is known as the Property Tax Relief Grant. ISBE will provide up to $50 million in property tax relief grants to eligible school districts beginning in fiscal year 2019. Eligible districts are those that exceed a threshold tax rate and that agree to abate a portion of taxes, up to a statutory limit, in the coming tax cycle. In return, qualifying districts may receive a state grant in an amount that is a proportion of the tax relief provided. ;The threshold tax rate will be determined based on applications received by ISBE.

ISBE will be releasing guidance to districts in the coming weeks on the mechanics of the grant program, how to determine eligibility, and how to apply. Please keep an eye out for more information in the Superintendent’s Weekly Message.

FY 2019 Arts and Foreign Language Implementation Assistance Grant Available

The Illinois Arts Council Agency and the Illinois State Board of Education are pleased to announce funding is available for school districts and other eligible applicants in FY 2019 for the Arts and Foreign Language Implementation Assistance Grant.

The Illinois Arts Council Agency has released a Request for Proposals (RFP). The purpose of the RFP is to solicit proposals from eligible applicants that are seeking resources to introduce or expand instruction in the arts or foreign language, as applicable, and for developing means of perpetuating the funded program with local resources after the conclusion of the anticipated three-year grant cycle. Annual grant awards will not exceed $100,000 depending on the programmatic needs, size of district, and level of implementation proposed. Full guidelines and materials can be found on the Illinois Arts Council Agency's Arts and Foreign Language Education Grant Program. Proposals are due Wednesday, Dec. 12, 2018.

An online, informational webinar about the Arts and Foreign Language Implementation Assistance Grant, designed to provide technical assistance on the RFP and answer questions about the process, is scheduled for 1 p.m. on November 8. Registration information is posted on the Illinois Arts Council Agency's Arts and Foreign Language Education Grant Program. For more information, contact Jerome Grand at jerome.grand@illinois.gov or (312) 814-6766 or visit www.arts.illinois.gov/AFL.


Budget & Finance

Reminder: Final Public Hearing on FY 2020 Budget Recommendations

ISBE is hosting one final public hearing this fall to gather requests to inform ISBE’s FY 2020 budget recommendations for pre-K through 12th-grade educational service providers statewide. All individuals – including those attending a hearing in person – should submit their comments and stories by completing a budget request form and emailing the form to isbeFY20@isbe.net.

The final public budget hearing for FY 2020 will take place in:

  • Chicago – Friday, November. 16, immediately following the Board meeting (approximately 11 a.m.) in Conference Room 16-503 at the Thompson Center (100 W. Randolph St.)
ISBE encourages all to share their stories and ideas on social media with the hashtag #MyEduBudget. Additionally, individuals may RVSP on Facebook for each event at www.facebook.com/IllinoisStateBoardofEducation/events. Additional resources and information will continue to be posted on ISBE’s Budget webpage.

Deadline to Submit Limitation of Administrative Cost Worksheets November 15

Section 17-1.5 of the School Code requires school districts to limit the growth of “administrative” expenditures to a maximum of 5 percent from one fiscal year to the next. School districts must file the Limitation of Administrative Costs Worksheet with ISBE’s School Business Services Division by November 15. The Limitation of Administrative Costs Worksheet is included in the Illinois School District Annual Financial Report - June 30, 2018 (ISBE 50-35).

The Limitation of Administrative Costs Worksheet may be submitted to ISBE in conjunction with the Annual Financial Report. Alternatively, the completed and signed worksheet may be sent as an email attachment to finance1@isbe.net. Please note that the template included in the School District Budget Form July 1, 2018 - June 30, 2019 (ISBE 50-36) is not the official Limitation of Administrative Costs Worksheet. It is a working document for local use only and will not be accepted for the submission required under Section 17-1.5 of the School Code.

The Limitation of Administrative Costs Worksheet must include the figures from the district’s submitted School District Budget Form July 1, 2018 - June 30, 2019 (ISBE 50-36) and the district’s submitted Annual Financial Report - June 30, 2018 (ISBE 50-35). Inaccurate Limitation of Administrative Costs Worksheets will be returned to districts for correction.

Districts exceeding the limitation may amend their budgets prior to June 30, 2019, to comply with the limitation. Districts unable to amend their budgets would have to waive the limitation in order to comply. School districts with administrative expenditures in the 25th percentile or below (4th quartile) may waive the limitation following a public hearing and with 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. A school district ineligible to waive the limitation by board action may request a waiver from the General Assembly pursuant to Section 2-3.25g of the School Code if it is exceeding the limitation solely because of circumstances beyond the control of the district and it has exhausted all available and reasonable remedies to comply with the limitation. More information on the General Assembly waiver process can be found on the ISBE Waivers page. A blank Limitation of Administrative Costs Worksheet, quartile rankings for all school districts, and a sample waiver resolution for qualifying districts can be found on the ISBE Limitation of Administrative Costs page. If you have questions, contact Michelle Heninger, School Business Services Division, at (217) 785-8779 or mheninge@isbe.net.

Apply for Breakfast After the Bell Grants

No Kid Hungry offers Breakfast After the Bell grant opportunities in Illinois. Grants support schools with the purchase of approved equipment, materials, and initiatives that facilitate Breakfast After the Bell delivery models in an effort to increase student participation in breakfast.

Applying schools must either be implementing or be prepared to implement a Breakfast After the Bell delivery model, such as Breakfast in the Classroom, Grab and Go, and Second Chance Breakfast. Individual schools may apply for up to $5,000. Subject to funding availability, No Kid Hungry has two remaining grant rounds with the following due dates: November 16 and March 4. To complete an application, you will need a detailed budget outline of the grant request; key strategies you have taken/plan to take to implement your program and anticipated challenges; the breakfast model you plan to implement, the anticipated start date, and where you will serve meals; school level breakfast and lunch data for the month of October and total school enrollment; and contact information.

To get started, visit https://nokidhungrygrants.force.com where you can set up a new user account. Complete your application and click “Save and Next” before hitting “Submit." For program-related questions, email Sonianne Lozada at slozada@gcfd.org. For technical questions, email grantshelpdesk@strength.org.

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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