Integrity Rule -10140 impacts students that have a first membership day other than the first 10 instructional days and have an absence value that is equal to their reported FTE on that day. Students in PS, an AOI or an alternative school, where minutes of attendance are reported, must have attendance minutes reported on the first day of their membership.

Example 1: First instructional day is 8/8/22, student begins membership as a new student on 8/30/22. On 8/30/22 the student is marked absent for the entire day. This membership will fail Integrity code -10140.

Solution:  Enrollment begins on the student’s first day of attendance.

Example 2: A student attends an AOI, membership begins on 11/10/2022. No minutes of attendance have been reported for this student’s membership on 11/10/2022. This membership will fail Integrity code -10140.

Solution:  Membership must begin on the first day minutes of attendance are reported.

For additional clarification or questions about your integrity errors, please submit a HelpDesk ticket to School Finance Account Analyst Team. 

The Arizona Department of Education is currently updating systems to implement current law as it pertains to Career and Technical Education Districts (CTEDs) and is sharing a draft guidance document for the new processes to give stakeholders an opportunity to review and ask questions. Full implementation is expected in December 2022 and, until that time, specific details about data collection and submission requirements in the guidance document linked below may be added or revised based on system requirements identified during the implementation process. The guidance document will be finalized through a formal review/approval process. 

Please send any feedback or questions regarding the draft guidance document below to [email protected].  All questions will be compiled and answered in a published FAQ document on the School Finance website.

See updated draft guidance here.

August's data capture for the September 22^nd payment is 8/15/22 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 data capture date for the September payment is Monday, August 15th, at 5:00 p.m. September payment will be based off current-year ADM for school districts and charters.  The calculation of current-year ADM is dependent on a certified calendar for all non-AOI/DRP-only schools.

It is imperative to ensure your calendars have been submitted, certified, and passing integrity by 5pm on August 14, 2022. 

Instructions for certifying a calendar can be found here.

To view all data capture dates for FY23, please click here.

To view our posted guidance "Defining the Instructional Calendar", please click here.

To view the Calendar Integrity Reference Guide, please click here.

To view the slides from the calendar webinar on 7/27/21, please click here.

Reminders regarding calendars:

• Calendars must be submitted, certified, and passing Integrity by 8/14/2022 to avoid Integrity failures which will affect the September payment.
• Calendars can be freely submitted and edited until 8/31, however, each time they are edited they will need to be re-certified.
• After 8/31, a HelpDesk ticket will need to be submitted to request access to edit a submitted calendar (which will require the calendar to be re-certified).

Every new school year, the School Finance Analyst Team observes an increase in duplicate State Student IDs reported. Creation of duplicate student IDs can lead to incorrect funding and be time consuming for districts, charters and the School Finance Analyst Team to resolve. Please read the information below to avoid creating duplicate student IDs this year.

A State Student ID (SSID) is a unique identifier used to report student data to AzEDS. An SSID is also known as an EdFI ID, SAIS Number or AzEDS ID.  To prevent creating a duplicate SSID, please ensure you are researching the student’s ID history.  

If a new student is enrolling in your charter or district, review the student’s records thoroughly to determine if an SSID has been previously assigned. If a student has previously been educated in an Arizona public school they will have an SSID assigned.

Per A.R.S § 15-828 an acceptable document to enroll a student includes:

1. A certified copy of the pupil's birth certificate.

2. Other reliable proof of the pupil's identity and age, including the pupil's baptismal certificate, an application for a social security number or original school registration records and an affidavit explaining the inability to provide a copy of the birth certificate.

3. A letter from the authorized representative of an agency having custody of the pupil pursuant to title 8, chapter 2 certifying that the pupil has been placed in the custody of the agency as prescribed by law.

If your Student Information System (SIS) searches SSIDs but multiple possible SSIDs are returned, utilize the AzEDS Identity Tool to validate you are choosing the correct SSID. Do not select an SSID in your SIS without further research. If multiple SSIDs populate, please report the IDs via Help Desk so the duplicate SSIDs can be retired.

If you are still uncertain about which SSID to select, review the student’s records if applicable. The Official Notice of Pupil Withdrawal Form will have the SSID listed on the form from the previous school.

If no results are returned for assigning an SSID from your SIS, please ensure you have exhausted all possible resources before assigning a new SSID. 

• Review students records

  • Verify the name was reported correctly

  • Check for misspellings, multiple last names, name order, hyphenation, etc.

• Utilize the AzEDS Identity Tool

• Contact the student’s previous school for additional information. Contact your SIS for additional support

• Create a HelpDesk ticket to request assistance on choosing the correct SSID

If you previously encountered problems submitting the Vehicle Inventory report, the window has been extended to 8/15/22. It is imperative that ALL districts offering transportation submit Vehicle Inventory data or TSL WILL NOT be calculated for FY23.

The Transportation and Vehicle Inventory application is accessed through ADEConnect.

The FY23 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 8/15/22. 

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 window for districts to submit transportation Vehicle Inventory data will close on Friday, 7/15/2022. 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 FY23 calculation of TSL is dependent on Vehicle Inventory data being submitted during the current window which closes on 7/15/22. 

  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 window to submit Charter Estimated Counts for FY23 is now open and accessible via ADEConnect. The deadline to submit Charter Estimated Counts is 7/1/22 at 4:30 pm.

Please note that payment and data capture dates have moved up for FY 2023 and the full list of FY 2023 payment and data capture dates is available in the Hot Topic below. 

2023 Monthly Payment and AzEDS Processing Schedule

To access the application a user must be assigned the role "Charter Estimated Counts - Charter User" in ADEConnect to gain access to this application. The role can be assigned by an Entity Administrator. To find your Entity Administrator, please go to https://home.azed.gov/PublicSite/ and search by Entity ID, CTDS, or Entity Name.

A training on this new application can be viewed here under Charter Estimated Counts Application. Additional information can be found in this Hot Topic. To view the Charter Estimated Counts user manual, click here. 

Any questions you have after reviewing the recorded training session and manual should be submitted via HelpDesk.

The window to submit Charter Estimated Counts for FY23 is now open and accessible via ADEConnect.

To access the application a user must be assigned the role "Charter Estimated Counts - Charter User" in ADEConnect to gain access to this application. The role can be assigned by an Entity Administrator. To find your Entity Administrator, please go to https://home.azed.gov/PublicSite/ and search by Entity ID, CTDS, or Entity Name.

A training on this new application can be viewed here under Charter Estimated Counts Application. Additional information can be found in this Hot Topic. To view the Charter Estimated Counts user manual, click here. The deadline to submit Charter Estimated Counts for the July 22nd payment is 7/1/22 at 4:30 pm.

Please note that payment and data capture dates have moved up for FY 2023 and the full list of FY 2023 payment and data capture dates is available in the Hot Topic below. Please note that payment and data capture dates have moved up for FY 2023 and the full list of FY 2023 payment and data capture dates is available in the Hot Topic below.

/finance/fy-2023-monthly-payment-and-azeds-processing-schedule

Any questions you have after reviewing the recorded training session and manual should be submitted via HelpDesk.

June's data capture for the June 30^th payment is 6/7/22 at 5pm.

Please ensure data is reconciled and free of integrity errors prior to 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 

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.