There are several reports that districts and charters can access from School Finance Reports and within the AzEDS system that summarize student counts and are helpful in the budget preparation process:

•  ADM20 - summarizes district/charter regular education student counts by grade level
• SPED20 - summarizes district/charter special education student counts by need
• ELL20 - summarizes district/charter English Learner student counts by program
• ADM30 - summarizes school-level regular education student counts
• GIFT10 - lists all students who qualify for the gifted program
• GIFT11 - breaks down those students to their individual gifted needs of Language Arts (Verbal) giftedness, Non-Verbal giftedness, Quantitative (Math) giftedness or Other giftedness
• FRPL20 – summarizes district/charter with reported FRPL need by grade level
• FRPL30 - summarizes school-level FRPL counts

The reports may be run for a given Local Education Agency as the district of residence, the student count used in basic state aid calculations, or the district of attendance, which is the student count used in Classroom Site Fund calculations and certain other payments. The reports may be run for any date during the fiscal year from within the AzEDS system, and data submission dates that were used in basic state aid payment calculations are also available without the need to log in through School Finance Reports.

Instructions to access the reports are below:

• To view ADM20, SPED20, and ELL20 reports for data used in basic state aid payment calculations:

1. First, navigate to School Finance Reports
2. Next, select a Local Education Agency and click “View Reports.”​
   1. ​​​​​​ADM Reports: This section allows LEAs to view the report or download a PDF of the Data Capture Date used for the State Aid payment and linked to the BSA 55 for a given month.
   2. Additionally, from within BSA-55 reports, clicking the “AzEDS Execution Date” link in the top right corner of the report will display the same reports that appear under the ADM report category(click “next page” to view all reports).

• To run ADM20, SPED20, and ELL20 reports that were not used in basic state aid payment calculations:

1. First, navigate to AzEDS
2. Next, click on “Reports” and then click “ADM.”
3. Select the desired report (ADM20, SPED20, or ELL20)
4. Select the Local Education Agency
5. Select the data capture date and “District of Residence.”
6. Finally, click “View Report.”

• To run ADM30 reports 

1. First, navigate to AzEDS
2. Next, click on “Reports” and then click “ADM.”
3. Select the desired report (ADM30)
4. Select the Local Education Agency
5. Select the data capture date and report type “Limited” and  “District of Attendance.”
6. Finally, click “View Report.”

• To run GIFT reports 

1. First, navigate to AzEDS
2. Next, click “Reports” and “Support Program.”
3. Select the desired report (GIFT10, GIFT11)
4. Select the Local Education Agency
5. Select the School(s)
6. Finally, click “View Report.”

Please get in touch with the Budget Team at [email protected] if you have any questions about submitting budgets.  For questions regarding AzEDS reports, please get in touch with the Analyst Team via HelpDesk.

To be eligible for an increase in expenditure capacity and state aid, all FY2023 A.R.S. § 15-915 requests must be submitted by June 01, 2024, to ensure all data changes/corrections are completed before June 30, 2024.

Requests completed after June 30, 2024, are outside the subsequent fiscal year and are not eligible for increased expenditure capacity and state aid.

Year two (2) and three (3) corrections made within the 2nd and 3rd prior year may decrease expenditure capacity and state aid. Under A.R.S. § 15-915, no increases may result from FY2021 and FY2022 student data corrections.

For additional information and instructions on submitting a request, see the Guidelines for Requesting Prior Year Corrections to State Aid or Budget Capacity (A.R.S. § 15-915).

A.R.S. § 15-185(D) requires the reduction of the base support level and equalization assistance by the amount of federal and state monies received by a charter school that are intended for the basic maintenance and operations of the school.

Monies intended for basic maintenance and operations (M&O) are those intended to support the educational program of the school. They do not include supplemental federal and state grants for specific purposes, such as ESEA Title I, IDEA Part B, and federal food program reimbursements. In addition, by statute, they do not include Federal Impact Aid (Title 8, P.L. 103-382) monies. The Auditor General will make the final determination of what monies are intended for basic maintenance and operations.

To assist the Arizona Department of Education (ADE) and the Auditor General in identifying the types of monies applicable to this reduction, charter holders who have monies to report must complete the form on page 2. An electronic copy of the form, including signature, must be sent by email to [email protected] on or before 4:30 p.m. on July 1, 2024. Charter holders with no monies to report should not complete or return the form.

Charter schools receiving Indian School Equalization Program (ISEP) funds must report data used in the calculation of state aid separately for the ISEP students and the non-ISEP students. This allows ADE to accurately apply A.R.S. § 15-185(D) only to the state aid generated by the ISEP-funded students. Students that are non-ISEP will generate monthly state aid for the charter because these students are not funded by the federal Indian School Equalization Program. ISEP students will not generate state aid.

Click here to review the full calendar memo. 

Budget forms for the upcoming fiscal year are typically published shortly after the state budget passes to incorporate any changes in state law. Since the FY 2025 state budget has not yet passed, School Finance and the Auditor General's Office are planning to publish preliminary budget forms to allow districts and charters to plan budget preparation processes and governing board meetings.

The Auditor General's Office expects to publish preliminary budget forms for use in budget proposal and adoption by Thursday May 23rd if the State budget has not passed and does not appear likely to pass the following week. It may be necessary to revise budgets in early FY 2025 to incorporate changes in State law. Please note that preliminary budget forms will not account for routine annual changes, such as inflation, and will not anticipate any other changes to State law. Districts in which the qualifying levy is greater than the equalization base (non-state-aid districts) in particular should be aware of the impact of preliminary forms on the budget and discuss property tax rate considerations with counties if preliminary budget forms are used with revisions expected. We will provide a timeframe for final budget form issuance once final changes in State law are known.

If the State budget passes before May 23rd, or appears likely to pass the following week, the Auditor General’s Office will not publish preliminary forms and will instead publish the final budget forms as soon as possible after the budget passes. The final forms will account for all changes in State law, and it may not be necessary to revise the budget in early FY 2025.

School Finance will continue to provide updates via Hot Topic when more information is available.

Thank you!

School Finance has posted the BUDG-25 reports for all school districts to the School Finance website. The FY 2024 April BUDG-25 reports have been calculated using the FY 2024 April BSA-55 information.

The FY2023 Over-Expenditures have been included in the Unrestricted Capital (UNR) and Maintenance and Operations (M&O) funds. FY24 FRPL Add-On ADM has also been included in the base support level calculation (BSL).

The following forms are available:

• District BUDG-25 reports are available to download from this School Finance website. For further instructions on how to navigate the website, please view this Hot Topic.

• District FY23 BUDG-75 reports are available to download from the School Finance website:
  • Select the “Start Fiscal Year” as 2023
  • Optionally, select the “Execution Date” as 11/21/2023
  • Click “Apply.”
  • If a 915 was submitted, please download the latest BUDG75 report without using the execution date drop-down.

• District BSA-55 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports.”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the April “PDF” button. The April BSA-55 report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

BUDG-25 reports for all school districts have been posted to the School Finance website. FY 2024 March BUDG-25 reports have been calculated using the FY 2024 March BSA-55 information.

The FY2023 Over Expenditures have been included in the Unrestricted Capital (UNR) and Maintenance and Operations (M&O) funds. Additionally, FY24 FRPL Add-On ADM has been included in the base support level calculation (BSL).

The following forms are available:

• District BUDG-25 reports are available to download from this School Finance website. For further instructions on how to navigate the website, please view this Hot Topic.

• District FY23 BUDG-75 reports are available to download from the School Finance website:
  • Select the “Start Fiscal Year” as 2023
  • Optionally, select the “Execution Date” as 11/21/2023
  • Click “Apply”
  • If a 915 was submitted, please download the latest BUDG75 report by not using execution date drop down.

• District BSA-55 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the March “PDF” button. The March BSA-55 report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

BUDG-25 reports for all school districts have been posted to the School Finance website. FY 2024 February BUDG-25 reports have been calculated using the FY 2024 February BSA-55 information.

The FY2023 Over Expenditures have been included in UNR and M&O.

District BUDG-25 reports are available to download from this School Finance website. For further instructions on how to navigate the website, please view this Hot Topic.

• District FY23 BUDG-75 reports are available to download from the School Finance website:
  • Select the “Start Fiscal Year” as 2023
  • Optionally, select the “Execution Date” as 11/21/2023
  • Click “Apply”
  • If a 915 was submitted, please download the latest BUDG75 report by not using the execution date drop-down.

• District BSA-55 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the February “PDF” button. The February BSA-55 report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

In accordance with A.R.S. §15-905(L), the FY 2023 BUDG-75 Expenditure Analysis Letters are now published. Letters are based on the most recent FY 2023 BUDG-75 Over Expenditure reports, which have been calculated using FY 2023 BSA55 SRC information.  These letters serve as official notification of any over expenditure for FY 2023, and how Budget Balance/Over Expenditure values should be recorded on the next FY 2024 budget revision.

District BUDG-75 Letters are available to download from the School Finance website:

• First, select the start fiscal year of 2023.
• Next, select the optional execution date of 02/21/2024 and/or hit “Apply.”
• Next, use the filter icon above “Ed Org ID” or “Ed Org Name” to filter for your district.
• Finally, click on the highlighted “Budget-75 Expenditure Analysis Letter” file under the “Report File Name” column.

District BSA 55 reports are available to download from the School Finance website:

• First, select 2023 as the fiscal year.
• Next, select your school district and then click “View Reports.”
• Next, scroll down the page to the “School District Reports” section.
• Finally, click the FY23 SRC “PDF” button under the BSA-55 Report section. The FY 2023 BSA55 SRC report will appear. If a 915 was completed, please select that report instead.

The expenditure analysis letters are addressed to the district's governing board in care of the district superintendent. Therefore, it is the responsibility of the district to inform the district's governing board members accordingly. 

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

BUDG-25 reports for all school districts have been posted to the School Finance website. FY 2024 January BUDG-25 reports have been calculated using the FY 2024 January BSA-55 information.
 

• District BUDG-25 reports are available to download from this School Finance website. For further instructions on how to navigate the website, please view this Hot Topic.

• District FY23 BUDG-75 reports are available to download from the School Finance website:
  • Select the “Start Fiscal Year” as 2023
  • Optionally, select the “Execution Date” as 11/21/2023
  • Click “Apply”

• District BSA-55 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the January “PDF” button. The January BSA-55 report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

Audit PDFs can be uploaded to the Budget System. This Hot Topic provides detailed step-by-step instructions on how to upload the Audit PDF to the Budget system. Please review the following information before contacting the School Finance Budget Team with questions. 

Step 1: Go to ADE Connect (www.adeconnect.azed.gov) and click on “View Applications”    

Step 2: Click “School Finance Budget System"

Step 3: Click on “Audit PDF Upload” on the top right corner of the web page

Step 4: Click “File Upload”

Step 5: You will see the below screen with following fields:

1. Enter the Fiscal year from the dropdown
2. Click “Select Files” under Document Name and select the file to upload
3. Fill in the File Description
4. Then click “Upload”

*** Please note, PDF is the only acceptable format ***

After uploading the file, you can return to the dashboard. On the dashboard, you can view the file submission details and download the file.

Externally view and download the Audit PDFs uploaded to the Budget System

Districts can access the uploaded Audit PDFs at the School Finance Website (the same site where the BSA55 and BSA64 reports are available)

• Click on File Submission Status Report

• On the top right corner of the page, click ‘Audit PDF Uploaded Files’ and you should see the uploaded files in the dashboard.

• On the Dashboard, you can filter and view the status of the uploaded document (Historic, Current Usable, Failed). The file can be downloaded by clicking on ‘Download’ and Districts can copy the link to this file by right clicking on ‘Download.’

• Status details:
  • Current Usable: the file is the most recent processed file for that file name and fiscal year.
  • Historic: the file has been replaced with a newer successfully processed file with the same name and fiscal year.
  • Failed: the file was unable to be processed.

If you have questions after reviewing the links above, please email the School Finance Budget Team as [email protected].