September Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING SEPTEMBER 2023

Please note this is not a complete list of events, meetings, and deadlines. For more events and details, visit the ISBE Calendar page.

  • 9/01/2023: Student Health - Physical Fitness - Open Collection -Student Health Physical Fitness- IWAS Collection Opens (School Year 2024)
  • 9/01/2023: Student Health - Immunization - Open Collection - Student Health Immunization- IWAS Collection Opens  (School Year 2024)
  • 9/01/2023: Student Health - Eye Exam - Open Collection - Student Health Eye Exam- IWAS Collection Opens  (School Year 2024)
  • 9/01/2023: Reduction In Force (RIF) Survey - Open Collection -Teacher RIF dismissals-IWAS Collection Opens (School Year 2023)
  • 9/15/2023: ISTAR and Special Education - Data corrections window for Private Facility Reg and Sum Term (Fund Code B) Approvals closes. - Data corrections window for Private Facility Reg & Sum Term (Fund Code B) Approvals closes. (School Year 2023)
  • 9/15/2023: Student Information System (SIS) - ACCESS Site File and Testing Window due - Districts administrating the ACCESS must log In and enter ACCESS Administrator information in SIS (School Year 2024)
  • 9/15/2023: Student Information System (SIS) - Seal of Biliteracy Award Data due - Last day to enter Seal of Biliteracy Student Award Information  (School Year 2023)
  • 9/30/2023: Employment Information System (EIS) - Begin to Submit KIDStech Positions -Begin submitting EIS positions on all kindergarten teachers and administrators who will need access to the KIDStech platform and/or will be entering student ratings into KIDStech. These positions must entered before the 40th day of student attendance for the school district. State statute requires annual assessment of all public school students entering kindergarten (105 ILCS 5/2-3.64a-10)(b).  KIDS is the instrument being used to meet this requirement. For more information please visit https://www.isbe.net/Pages/EarlyChildhoodKIDS.aspx  (School Year 2024)
  • 9/30/2023: ISTAR and Special Education - Data corrections window for Private Facility Reg and Sum Term (Fund Code B) Claims closes. - Data corrections window for Private Facility Reg & Sum Term (Fund Code B) Claims closes.  (School Year 2023)



OTHER TASKS THAT CAN BE ADDRESSED DURING THE MONTH OF SEPTEMBER 2023

  • On or before October 1st, report to the State Board of Education the base salary and benefits of the general superintendent of schools or chief executive officer and all administrators and teachers employed by the school district.

  • Begin to prepare for the Child Nutrition Program verification process, which starts in October.

COMING UP IN THE  MONTH OF OCTOBER 2023

  • Child Nutrition Program verification process begins with the local education agency selecting a sample of applications approved by this date.
  • SIS Enrollment Deadline. Fall Enrollment Counts are based on individual students’ enrollments. These counts will reflect students enrolled as of the last school day in September.
  • Annual Financial Reports (AFRs) are due to ROEs. The AFR contains the bulk of the data needed to complete the IDEA excess cost worksheets.
  • IDEA Expenditure Report due through IWAS.
  • School districts must submit an original and one copy of the independent audit to the Regional Office of Education/Cook Intermediate Service Centers (105 ILCS 5/3-7).
  • Quarterly Expenditure Reports for Categorical Grants: The Illinois State Board of Education will notify the school district via email as to which grants must file on IWAS.
  • Annual budgets must be filed with the county clerk within 30 days of adoption (105 ILCS 5/17-1 and 35 ILCS 200/18-50). Annual budgets must also be submitted to ISBE within 30 days of adoption.
  • 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).

This month special is a “Drill Down” on the Administrative Cost Sheet on the State Budget
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 Worksheet 
•    Sample Resolution 
•    Administrative Costs/Pupil rankings of school districts (based on FY 2022 data)
o    Elementary 
o    High School 
o    Unit 
o    By County 
o    By Region 
•    Ranking Ranges for Quartiles 

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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