Special Education Business Office Support

 

Goals and mission of the Business Office Support Team

The Charter SELPA Business Services team is dedicated to collaboration to maximize resources in the area of special education budgets and related reporting requirements. Our commitment to you includes timely communication of budgetary issues and cash flow, a responsive team of fiscal experts, and ongoing professional development that supports and improves education.

 
 

Multi-Year Revenue Projections

Our team of budget experts monitor state and federal special education income throughout the year.

Mental Health

The Charter SELPA receives state and federal dollars that are specifically allocated to support educationally related mental health services for students.

 

Special Education Income Budget Parameters for 2016-17, 2017-18 and 2018-19

Our team of budget experts monitor state and federal special education income throughout the year and update projections as information becomes available. Click on the links below for the most current budget advice: - See more below in "Actual Budget Projections"

 

Mental Health

The Charter SELPA receives state and federal dollars that are specifically allocated to support educationally related mental health services (ERMHS) for students with IEPs. When the IEP team makes the determination that a student’s social emotional symptoms and/or related behavior presentation impede his/her learning or the learning of others, a referral may be made for mental health as a related service.

2016-17 Mental Health 
The ERMHS funding guidelines delineate the Allocation Plan rules of the EDCOE Charter SELPA ERMHS funding and the operational parameters for schools to access this funding.  The core elements of the guidelines are derived from the Allocation Plan rules, which are approved by the CEO Council (May, 2015).  The intent of the ERMHS guidelines is to ensure transparency for our Charter SELPA members to access ERMHS funding, thereby enabling and empowering them to meet the needs of students and families.
 

Charter SELPA Allocation Plan

The Allocation Plan is the CEO council approved methodology for distribution of funds. State and federal funds are received by the SELPA, and the CEO council develops formulas to distribute funds to partners. The Allocation Plan is reviewed annually and updated as needed.

Cash Payments to Charters

The Charter SELPA business team recognizes the need for timely distribution of cash and accurate projections of cash flow. Our cash flow projections are updated as budgets are updated. The check information link below provides specific detail on checks that have been written to your charter.

 

Charter SELPA Allocation Plan

The Allocation Plan is the CEO council approved methodology for distribution of funds. State and federal funds are received by the SELPA, and the CEO council develops formulas to distribute funds to partners. The Allocation Plan is reviewed annually and updated as needed. There are eight primary areas covered under the Allocation Plan.  

Click on the link below for Allocation Plan Detail:

2016-17 Allocation Plan  (full document)

Resources:

 

Actual Budget Projections

The Charter SELPA business office team produces timely budget projections at various points in time.

Federal Reporting

Each year the state of CA receives a grant amount for IDEA (Individuals with Disabilities Education Act) funds.

 

Actual Budget Projections for 2016-17 and 2017-18 (State and Federal)

The Charter SELPA business office team produces timely budget projections at various points in time throughout the year. Please click on the links below for the most current budget and cash flow projections:

Feb 2017 (P-1)- 

The Feb 2017 budget update includes 2016-17 P-1 ADA as certified by CDE and updated PY enrollment as certified by CALPADS.  

Projected revenue is based on certified P-1 ADA.  

Federal Reporting

IDEA Expenditure Reporting

Each year the state of CA receives a grant amount for IDEA (Individuals with Disabilities Education Act) funds. The state distributes this to SELPAs using a formula that is based on an historical amount per SELPA from 1999, adjusted for the two other prior year data elements; special education students (population) and free and reduced count (poverty). As with other federal grants, interim expenditure reports are required (January, April, and July). Cash flow from the state is based on expenditure reports completed.  Expenditure reports are now submitted via our online Fiscal Portal.

Maintenance Of Effort 

The federal maintenance of effort is a requirement to maintain the level of state and local special education expenditures from year to year. The base level of state and local expenses is determined each year and may be adjusted for specific expenses. The Charter SELPA offers ongoing training and resource guides to assist Charters in meeting MOE.


Excess Cost Report

Amounts provided to an LEA under IDEA Part B may be used only to pay the excess costs of providing special education and related services to children with disabilities. Excess costs are those costs for the education of an elementary school or secondary school student with a disability that are in excess of the average annual per student expenditure in an LEA during the preceding school year for an elementary school or secondary school student, as may be appropriate. An LEA must spend at least the average annual per student expenditure on the education of an elementary school or secondary school child with a disability before IDEA Part B funds are used to pay the excess costs of providing special education and related services. The Charter SELPA business office calculates the excess costs for each LEA annually to ensure they are passing prior to distibution of federal funds the following year.

End of Year Reporting

End of year special education financial reports are due in September. The Charter SELPA team provides training in August each year to assist.

End of Year Reporting

Year End 2015-16

The Charter SELPA team provides training in August each year to assist Charter staff as they complete required year-end reports (training document below).  End of year special education financial reports are due in September.  Pre-populated templates for final revenue data, mental health, and federal expenditures will be provided. 

Mental Health 2015-16

 

Fiscal Committee

The Fiscal Committee is an invitation to all Charter SELPA business support staff to meet on-line in October and June (following each respective CEO Council meeting in September and May) for updates of all CEO council agenda items that may impact the business office.

Fiscal Committee

Fiscal Committee Meeting – 6 October 2016, 9:00-10:00 a.m.
 

Professional Development

Our Charter SELPA team recognizes the importance of a program/business partnership in developing budgets, monitoring, and reporting.

Master Calendar of Due Dates

There are a number of required documents that need to be submitted to the Charter SELPA office.  The calendar below includes a schedule of report dates, trainings/workshops, and when updates and checks will be available.

> Fiscal Calendar 2016-17 - updated 01/06/17
> Fiscal Calendar 2017-18 - updated 04/12/17
 

Professional Development

Our Charter SELPA team recognizes the importance of a program/business partnership in developing budgets, monitoring, and reporting. We provide a number of training opportunities throughout the state (Sacramento, Bay Area, San Diego, Los Angeles) and will also offer customized workshops in your area upon request. 

  • Spring 2016 Fiscal Workshop
  • Fall 2016 Fiscal Workshops
    • Fall 2016 Workshop Presentation
    • San Diego - Monday, 25 July 2016
    • Sacramento - Monday, 1 August 2016
    • Bay Area - Tuesday, 2 August 2016
    • Los Angeles - Thursday, 4 August 2016
  • Fall 2016 Program/Business Roundtables
    • San Diego - Tuesday, 25 October 2016
    • Los Angeles - Thursday, 27 October 2016 - cancelled, call with any questions.
    • Sacramento - Tuesday, 1 November 2016
    • Bay Area - Wednesday, 2 November 2016
 

Fiscal Portal

Data Submission, Forms, and uploads.

 

Data Submission, Forms, and Uploads

Data Submission and Uploads

The Charter SELPA team has developed a portal system for our partners to provide requests, reports, and data requests. 

Forms

The Charter SELPA team has developed request forms for our partners to request funding for Low Incidence Materials or Services and Risk Pool.  Once these forms are completed they can be uploaded for submission.  If you are having problems with any fillable forms please use Internet Explorer as your browser.

Low Incidence Forms:

Legal Risk Pool Forms:

Master Contract and Service Agreement Forms:

MOE Forms:

Mental Health Forms:
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