September Business Office Calendar

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

SPECIFIC TASKS TO ADDRESS DURING SEPTEMBER

  • ASAP (but no later than October 6) – Within six business days after an employer participating in the IMRF approves a budget, that employer must post on its website the total compensation package for each employee having a total compensation package that exceeds $75,000 per year OR an employee's total compensation package that is equal to or in excess of $150,000 per year. (5 ILCS 120/7.3) (Source: P.A. 97-609, eff. 1-1-12.)
     
  • ASAP - Each LEA is responsible for keeping their D-U-N-S number and account current with * NEW* System for Award Management – SAM (formerly CCR). SAM (formerly CCR) provides email notification to the account owner of registration expiration.
     
  • In September (prior to October 1) – At a regular board meeting, present to the 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 (105 ILCS 5/10-20.47) and (105 ILCS 5/34-18.38).
     
  • August 15 or prior to serving meals – Annual Sponsor/Site Application for participation in Child Nutrition Programs. File on IWAS under the Application and Claim Entry System (ACES).

  • September 20 – Certain Quarterly Expenditure Reports for Categorical Grants –The Illinois State Board of Education will notify the school district via email as to which grants must be file on IWAS.
     
  • September 30 – End of the first quarter of the fiscal year for most Illinois school districts and, therefore, the last day to adopt the annual budget (105 ILCS 5/17-1). Within 30 days of adoption, the annual budget must be (1) filed with the county clerk (35 ILCS 200/18-50) and (2) transmitted electronically with a deficit reduction plan, if required, to the Illinois State Board of Education (105 ILCS 5/17-1, amended 07/01/2006). If a school district has an Internet web site, the current annual budget must be posted on the web site. Parents or guardians of the school district’s students must be notified of the budget’s availability and the web site address (105 ILCS 5/17-1.2).



OTHER TASKS THAT COULD BE ADDRESSED DURING THE MONTH OF SEPTEMBER:

  • 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.

IMPORTANT DATES IN SEPTEMBER


COMING UP 


LIMITATION OF ADMINISTRATIVE COSTS

This month special is a “Drill Down” on the Administrative Cost Sheet on the State Budge

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 Division of Regulatory Support at (217) 782-5270 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 18 data)
  • Ranking Ranges for Quartiles

EVIDENCE-BASED FUNDING

FY20 Evidence-Based Funding Allocations for Student Populations

ISBE annually reports the funding allocated to each school district for English Learner, low-income and special education student populations to comply with the Evidence-Based Funding for Student Success Act. In addition, ISBE prepares a report that details the Tier Funding provided as a result of the increased computer and technology equipment cost factor in adequacy targets for districts in Tiers 1 and 2 in the prior year. A summary of the amounts allocated for FY 2020 is now available under “What’s New?” on the EBF Distribution page. The detailed allocation reports may be found in the Reports section under FY 2020.

If you have questions, please contact State Funding and Forecasting at (217) 782-0249.

FY20 EBF Spending Plans – Due September 30 

The Evidence-Based Funding (EBF) for Student Success Act requires each Organizational Unit (school districts, laboratory schools, Regional Offices of Education, and Intermediate Service Centers) to complete an EBF Spending Plan. Fiscal year 2020 is a refinement year, in which ISBE is actively seeking feedback on the EBF Spending Plan to collaboratively improve it for future years.

The goal of the EBF Spending Plan is to facilitate local conversations tying investments to school improvement goals. Money alone may not drive continuous improvement; however, where and why schools direct resources tells an important story about what matters to each school community.

The FY 2020 EBF Spending Plan includes three parts, asking the following questions of each Organizational Unit:

  1. How does it intend to achieve student growth?
  2. How does it plan to spend existing and new Evidence-Based Funding based on data?
  3. How does it aim to allocate resources to support low-income students, students with disabilities and English Learners?

An optional worksheet for the EBF Spending Plan is available to support collaboration and planning in advance of the official submission. The optional worksheet is available in two forms:

  1. As part of the school district budget form available at www.isbe.net/Pages/School-DistrictJoint-Agreement.aspx for those who have not yet submitted their budgets and would like to think about their EBF Spending Plan as part of the budgeting process.
  2. As a stand-alone form for those who have already submitted their budgets.

It is available at www.isbe.net/ebfspendingplan. The optional worksheet is not required for budget submission and is solely for integrated planning purposes.

The official EBF Spending Plan template will be released in IWAS on or around September 3, 2019 and is due on September 30, 2019, as required by statute. Official EBF Spending Plan submission is required for all Organizational Units, whether or not the optional worksheet is utilized. Please note the optional worksheet is for planning purposes and will not pre-populate into IWAS.

If you have any questions while working through the optional worksheet, please contact ISBE at ebfspendingplan@isbe.net

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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