As a reminder, starting in FY2024, School Finance collects and maintains school district and charter contact information through the Contact Information tab within the School Finance Budget System.

Within the Budget System, Contact Information can be updated at any time by clicking on the indicated tab:

Please review this tutorial video on updating contact information. If you have any additional questions, please reach out to the School Finance Budget Team at [email protected].

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School Finance has posted the BUDG-25 reports for all school districts to the School Finance website. The FY24 May BUDG-25 reports have been calculated using the FY24 May BSA-55 information.

 The FY23 Over-Expenditures have been included in the Unrestricted Capital (UNR) and Maintenance and Operations (M&O) funds. FY24 FRPL Add-On ADM is also 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 May “PDF” button. The May BSA-55 report will appear.

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

Thank you!

The Auditor General has published preliminary budget form packets for FY25. These packets can be accessed for school districts via this link and for charter districts via this link.

Please note that School Finance will not open the School Finance Budget System window to submit these files until June 15th. When the Budget System is available to submit FY25 budget forms, School Finance will post an additional Hot Topic.

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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.

The School Finance Analyst Team has noticed a data trend: an increase in duplicate State Student I.D.s reported every new school year. Creating duplicate student I.D.s can lead to incorrect funding and pose a significant challenge for districts, charters, and the School Finance Analyst Team to resolve. To avoid such complications, it's crucial to familiarize yourself with the guidelines below and ensure we don't create any duplicate student I.D.s.

As a member of your school staff, you play the most vital role in preventing the creation of duplicate State Student I.D.s. Remember, a State Student ID (SSID) is a unique identifier that reports student data to AzEDS. It's also an EdFI ID, SAIS Number, or AzEDS ID.  

If a new student is enrolling in your charter or district, you must thoroughly review the student's records to determine if an SSID already exists in AzEDS. All students educated in an Arizona public school will have an SSID assigned. 

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

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 under Title 8, chapter 2, certifying that the pupil has been placed in the agency's custody as prescribed by law.

If your Student Information System (S.I.S.) 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 S.I.S. without further research. If multiple SSIDs populate, please report the I.D.s via the Help Desk application so the duplicate SSIDs can be retired.

If you are still trying to decide which SSID to select, review the student's records, if applicable. The Official Notice of Pupil Withdrawal Form will list the SSID from the previous school.

If no results return for assigning an SSID from your S.I.S., please ensure you have exhausted all possible resources before assigning a new SSID. 

• Review student's records.
  • Verify the student's name.
  • 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 S.I.S. for further support.
• Create a Help Desk icket to request assistance in choosing the correct SSID.

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. 

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 the actual registration of pupils before the beginning of the school year. 

The Charter Estimated Counts application will open for data submission on 05/31/2024. The deadline to submit Charter Estimated Counts is 07/1/2024. 

• Charters can be paid based on Charter Estimated Counts for the first two payments of the year.
• Payment 3 will be based on FY2025 AzEDS ADM data.
• Charter Estimated Counts cannot be revised after the 7/1/2024 deadline.

Click here to review the full Charter Estimated Counts memo.

Click here to review the new Charter Estimated Counts manual.

If additional assistance is needed, please submit a HelpDesk ticket.

As mandated by A.R.S. § 15-1042(B), all Local Education Agencies (LEAs) are required to submit data electronically to receive funding. As part of this process, LEAs must create an instructional calendar for each school site. The Superintendent or authorized representative must certify that each calendar has met the minimum instructional time requirements defined in A.R.S. § 15-901. LEAs must enter the instructional calendars in student information systems (SIS) for submission to AzEDS. AzEDS will be available for FY 2025 instructional calendars and student data transactions beginning on 6/1/2024.

If the instructional calendar deadline has not been met, the initial release of state aid will be delayed.

Click here to review the full calendar memo. 

Click here to review the Calendar Integrity Reference Guide. 

If additional assistance is needed, please submit a HelpDesk ticket.

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!