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March 3, 2010
BOCES State Aid Designees
BOCES SAMS Project Team
Additional guidance regarding Schedule 4 SAMS XML Transmissions
Following are several reminders and clarifications regarding the SAMS XML submission of Schedule 4 service-related data in general, and Administration and Career and Technical Education (CTE) data in particular:
Actual expenditures, revenues and transfers for every Schedule 4 PSN must be reported as part of the Schedule 4 XML transmission; i.e., Schedule 4 expenditures included in the XML transmission should reflect no State Aid-related deductions. SAMS will automatically exclude from the aid calculation services that are entirely unaidable. Expense deductions for services that are partially aidable should be reported by the BOCES in other areas of SAMS, as appropriate. For example, full expenditure, revenue and transfer data must be submitted for every 300 level itinerant PSN, even for special education itinerant services that are never aidable. Based on information stored in database tables, SAMS will automatically exclude these services from the aid calculation.
All service-related Schedule 4 data records must be submitted with a PSN and an activity code.
All Schedule 4 financial data records for provided services must be submitted with a PSN and the corresponding activity code that displays on the approved List of Active Services (LAS) for the appropriate school year (e.g., 2008-09 school year for 2009-10 State Aid claim.) For provided services, SAMS will be validating the submitted PSN/activity code combinations against the provider BOCES LAS in the SAMS Coser system.
All Schedule 4 financial data records for cross-contracted services must be submitted with the purchaser’s PSN and the appropriate activity code. The PSN and activity code must represent a valid combination; e.g. , data for a purchased 200 level service must be submitted with an activity code that is associated with a 200 level PSN on the criteria guidelines listing.
In addition, all purchasing BOCES’ Schedule 4 financial data records for cross-contracted services must be submitted with the provider’s PSN and the activity code that corresponds to that PSN on the provider’s approved List of Active Services (LAS) for the appropriate school year (e.g., 2008-09 school year for 2009-10 State Aid claim.) SAMS will not accept purchasing BOCES’ financial data records for cross-contracted services if the provider BOCES PSN/activity code combination does not represent a service approved by the BOCES program office and on their LAS.
The activity code “1000” must be used for all financial data records submitted for “001 Administration” on Schedule 4. This is an instance where account codes and activity codes will not match; account codes should not be changed to 1000.
The activity code 1900 must be used for all financial data records submitted for “002 Capital Expenditures” on Schedule 4.
As you are aware based on your transition to the SAMS Coser approval system, the BOCES program office created new activity codes for CTE services to facilitate that conversion. These are the activity codes that are associated with all CTE PSNs on your LAS. These are also the activity codes that must be used in the XML transmission of all Schedule 4 financial data records for CTE services (100 level PSNs):
- 3000: All General Occupational Education PSNs
- 3001: All Special Education Occupational Education PSNs
- 3002: All Summer Occupational Education PSNs
- 3003: All Multi-Occupational Education PSNs
- 3004: All Adult Occupation Education PSNs
- 3005: All Vocational Assessment Occupational Education PSNs
- 3006: Other Occupational Education PSNs
BOCES will still submit a separate expenditure data record for each of their 3010 through 3980 activities; however, in the XML submission, the 3010 through 3980 code should be the “account code,” and one of the above 3000-3006 codes should be the “activity code” for the record. All the revenue and transfer data records for the PSN also should use the same 3000-3006 activity code. The new 3000-3006 activity codes should only be used for 100-level CTE services, not for 300-level CTE services provided on an itinerant basis. (This coding adjustment is necessary to create the one to one relationship between PSN and activity code needed to facilitate aid calculation at the PSN level for CTE services.)
Please report CTE services provided on an itinerant basis with 300 level PSNs and the appropriate criteria guidelines activity / account code, not the 3000-3006 codes described above. For itinerant service data records, the activity code and account code should match; for example, 3110 should be the activity code submitted with all records (expenditures, revenues, transfers) any Agriculture service provided on an itinerant basis with a 300-level PSN. 3110 should also be the account code submitted with expenditure records for that service. (Note: For this service, the LAS should show a 300-level PSN and 3110 as the activity code.)