The last day for FY 2023 transactions has been updated to July 17, 2023 instead of July 15, 2023.

This change has been implemented to allow districts or charters with an approved Dropout Recovery Program (DRP) to submit final progress indicators. All district and charters will be able to access FY 2023 API until July 17, 2023, 5:00 pm.

Statewide ADM Recalculation for FY 2023 will begin on July 17, 2023.

Pursuant to A.R.S. § 15-185(B)(2) the student count of a charter school shall be determined initially by using an "estimated count" based on actual registration of pupils before the beginning of the school year. 

The Charter Estimated Counts application will open for data submission on 5/31/23. Additionally, the AzEDS API will be available for FY 2024 (7/1/23-6/30/24) instructional calendars and student data transactions beginning on 6/1/23. 

For Charters, the first payment of FY 2024 will be based on projected 100th day Average Daily Membership (ADM) unless Charter Estimated Counts have been submitted. If a charter has both projected ADM and Charter Estimated Counts, School Finance will use Charter Estimated Counts as the basis for the 7/24/23 payment. The deadline to submit Charter Estimated Counts is 7/1/23. 

*Charter Estimated Counts will only be considered for Payment 1 and Payment 2. Beginning Payment 3, all payments will be based on FY2024 AzEDS actual ADM data.

*Updated to provide futher clarification.

To view the full Charter Estimated Counts memo, click here. 

To view the new Charter Estimated Counts manual, click here. 

Questions regarding the submittal of Charter Estimated Counts should be submitted via HelpDesk. 

May's data capture for the June 21^st payment is 5/15/23 at 5pm. 

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

 Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

 Please submit a School Finance HelpDesk ticket if data assistance is needed.

The window for districts to submit transportation Vehicle Inventory data will close on Saturday, 7/15/2023. The Transportation and Vehicle Inventory application is now accessed through ADEConnect.

The following resources have been created to assist in submitting transportation data: 

• Transportation Data Submission Video
• Transportation Manual 
• Transportation FAQ

***When entering in the vehicle mileage data, do not enter a date in the meter end date field.  This will cause the vehicle to be marked as ‘retired’. 

If you inadvertently retire a vehicle, you can put the vehicle back ‘in service’ by editing the mileage again and removing the meter end date***

 The FY24 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 7/15/23. 

 Questions regarding submitting Vehicle Inventory and Mileage data should be submitted via HelpDesk.

Please note that charters are not required to submit this data.

The CTEDADM15 is now available for the districts who are submitting the data for their CTED Satellite Campuses.

The CTEDADM15 report identifies students participating in a Satellite, Central Campus, Leased Central Campus, or Community College CTED site.  It also displays the Total Planned Hours of Instruction and Total Community College Credits Enrolled that are used to calculate Average Daily Membership (ADM) for each student.

For more information on the CTEDADM15, please reference the previous CTEDADM15 Hot Topic

FY 2024 Monthly Payment and AzEDS Processing Schedule Every month, ADE uses student data submitted by districts and charters to calculate Average Daily Membership (ADM). ADM is used as the basis for state aid funding. Districts and charters submit student data to AzEDS, and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment.  

* Districts may be paid based on prior-year student counts or current-year student counts in AzEDS, while Charters may be paid based off Charter Estimated Counts or current-year students counts in AzEDS for the first two payments of the year.

AzEDS Processing Schedule 

Current year AzEDS Integrity will run nightly, regardless of the monthly payment processing schedule. Integrity is scheduled every weeknight and will include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each night. 

Use of Prior-Year Data and Charter Estimated Counts 

In FY 2024, the first two payments of the year may be calculated based on prior-year data for districts or charter estimated counts for charters in the absence of AzEDS data. Beginning with the third payment, AzEDS data is required and districts and charters that have not submitted AzEDS data will not generate a payment. Payments based on ACE results first require that a certified calendar that passes AzEDS Integrity has been submitted. To allow time for certification of calendars, the API for FY 2024 will be available starting June 1, 2023. 

FY 2024 Statewide Recalculation 

The final submission deadline for FY 2024 data is July 15, 2024 at 5 p.m. Any adjustments from FY 2024 Statewide Recalculation will be applied to payments in FY 2025. 

School Finance has moved the new STUD35 Duplicate Student ID report into production.  The new STUD35 report will display new SSIDs where a probable match to a previous SSID was found.  The probable matches are based on identical first name, last name, and birth date. 

If a probable match is found, please review the SSIDs to determine if the new SSID was created by mistake.  If the new SSID was a mistake, work with your SIS to remove all the student's data from the new SSID and begin using the previously existing SSID right away.

Once all data has been moved to the previously existing SSID(s), create one Help Desk Ticket listing the SSID(s) to be retired and attach the STUD35 report.

Please note:  To request a merge on an SSID that has previous Fiscal Year data, submit one Help Desk Ticket per student. 

The STUD35 Report can be found under the Student Detail tab in the AzEDS Portal and is available for FY23 and beyond. 

April's data capture for the May 19^th payment is 4/15/23 at 5pm. 

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

School Finance will open the FY22 Vehicle Inventory Report for revisions March 28th through April 7th. 

IMPORTANT: This revision window is for FY22 only.  Do not enter FY23 Vehicle Inventory Data.  The window for FY23 will open May 1st. 

If you experienced difficulties or system issues when submitting Vehicle Inventory Data during the original submission window, you can submit corrections during this window.

Please note:  Any changes to FY22 Vehicle Inventory Data may affect the FY23 Transportation Support Level (TSL).  If the total miles reported in the Vehicle Inventory does not equal or exceed the mileage reported in the FY22 Route Mileage data, TSL will be negatively impacted.

Charters do not need to submit the Vehicle Inventory Report.

The following resources have been created to assist in submitting transportation data: 

Transportation Data Submission Video

Transportation Manual 

Transportation FAQ

Hot Topic 5/5/22, Hot Topic 6/16/22

Please review these resources prior to submitting your transportation data. If additional assistance is needed, please submit a HelpDesk ticket.

March's data capture for the April 21st payment is 3/15/23 at 5pm. 

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

INTEG15 – ensure data is free and clear of membership ADM Integrity errors

STUD10 – validate all students are listed in AzEDS

ADM15 – ensure all students expected to generate funding are indicated as fundable

ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

If you’ve experienced closures due to winter weather, please review this Hot Topic regarding calendar revisions.

The following videos provide general information related to the data reconciliation process:

Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg

Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI

Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.