Calendar of Important Dates/Deadlines
and
Rolling Submissions

ASAP/Rolling Submissions
Due dates that vary from district to district and should be submitted "asap" in order to avoid loss and ensure aid begins as early as statute allows.

Calendar of Important State Aid Dates/Deadlines: 7/1/13-6/30/14

January | February | March | April | May | June | July | August | September | October | November | December

June/July 2013
Date What is Due and Relevant Links Comment Category Contact
Jul. 2013 Release of SAMS Schedule F6 report of bus purchase borrowings The statewide average interest rate based on prior year borrowings will be tied to all assumed amortizations of transportation capital expense that begin in the current aid year and will also be tentatively applied to amortizations beginning in the projected aid year. For Your Information Only State Aid
Louise Gallerie
(518) 474-2977
State Aid E-Mail Directory
Jul. 2013 Release of BOCES: SA-156 (Attendance for Students with Disabilities and Equivalent Attendance) BOCES provide to districts Districts need for September filing of district Form A in SAMS   State Aid
David Fedorchak
(518) 474-2977
State Aid E-Mail Directory

Jul. 2013

SAMS Release Memo SAMS (State Aid Management System) software is available. Read SAMS release memo for important information.   State Aid
Dave Fedorchak
(518) 474-2977
State Aid E-Mail Directory
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August 2013
Date What is Due and Relevant Links Comment Category Contact
Aug. 2013 BOCES SAMS Release Memo BOCES SAMS (State Aid Management System) software is available. Read BOCES SAMS release memo for important information.   State Aid
Dave Fedorchak
(518) 474-2977
State Aid E-Mail Directory
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September 2013
Date What is Due and Relevant Links Comment Category Contact
Sept. 1, 2013 BOCES: SA-111 Annual Financial Report (Paper Copy) Pursuant to General Municipal Law, Section 30   David Fedorchak
(518) 474-2977

State Aid E-Mail Directory
Sept. 1, 2013 Report of 2012-13 Bus borrowings per Education Law requirement

Schedule F6
SAMS Log On
Pursuant to 3602(7)e districts are required to submit information related to borrowings for the purchase of buses to the department by Sept. 1, 2013 even if other SAMS forms are not completed.   State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
Sept. 1, 2013 Report of 2012-13 School construction debt (Bonds and BANS) per Education Law requirement

SA-132 (PDF Icon 1,006 KB)
SA-135 (PDF Icon 311 KB)
The statewide average interest rate based on prior year borrowings will be the rate for all prospective assumed amortizations of capital projects with Commissioner's Approval Date during the prior aid year as well as the preliminary rate for projects with Commissioner's Approval Date during the current aid year.   State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
Sept. 3, 2013 School Districts: SAMS State Aid claims and projections

SAMS Release Memo

SAMS Log On
No aid will be paid until Forms A, FB, FT and ST-3 have been certified by the Superintendent. Statutory Data File Transmission pursuant to NYSEL 3601 State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Sept. 16, 2013 2nd report of EPE (Employment Preparation Education) contact hours (for 2012-13 aid year)

EPE Application
Final payment up to the maximum apportionment will be paid after October 1 based on these claims. If claims exceed the maximum statewide apportionment, aid will be prorated.

This form must be submitted to claim EPE hours through June 30, 2013.
  Adult Education and Workforce Development Team
(518) 474-8940

Adult Education and Workforce Development Web site
Sept. 30, 2013 Required Limited English Proficiency Plan and related requirements.

Commissioner's Regulation Part 154 Information
    Office of Bilingual Education
(518) 474-8775

Bilingual Education Web site
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October 2013
Date What is Due and Relevant Links Comment Category Contact
Oct. 1, 2013 BOCES: SAMS State Aid Claim and Projections     State Aid
Dave Fedorchak
(518) 474-2977

State Aid E-Mail Directory
Oct. 15, 2013 2012-13 STAC (System to Track and Account for Children) forms for the November 15 statutory data file transmission of aids and projections to the Division of Budget and the Legislature

STAC Instructions for Online Processing
STAC and Special Aids office is responsible for processing requests for reimbursement for the costs of providing services for certain students, including students with disabilities. Processed STAC data is transmitted to State Aid for incorporation in Private and Public High Cost Excess Cost Aid calculations. Statutory Data File Transmission STAC
(518) 474-7116

STAC Web site
Oct. 15, 2013 Independent Audit Report (except Big 5 Districts) to the Office of Audit Services
Submission Includes: Audit Report; Management Letter; Board Resolution

(Due Oct. 15th unless this date falls on the weekend, in which case the due date is Monday following the 15th.)
Statutory "30 day" grace period begins.   Office of Audit Services
John Cushin
(518) 473-4516

State Aid E-Mail Directory
Oct. 15, 2013 Complete and accurate SA-139 Forms must be received in the Office of State Aid in order to guarantee that the project will be included in the November 15 statutory data file transmission of aids & projections to the Division of Budget and the Legislature. SA-139 Forms received after this date may be included in this file transmission, but are not guaranteed to be included.

Form SA-139 (PDF Icon 122 KB) Request for Building Project Data and Instructions

Important Notice on SA-139
Prospective projects potentially eligible for initial Building Aid payments in 2014-15 will have their initial year of payments deferred to July 2015 of the 2015-16 aid year if complete & accurate SA-139 was not received at SED in time to be included in the frozen data file created in November 2013.   State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
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November 2013
Date What is Due and Relevant Links Comment Category Contact
Nov. 1, 2013 Revisions to data in time for the November 15 statutory data file transmission of aids and projections to the Division of Budget and the legislature

SAMS Release Memo

SAMS Log On
School districts and BOCES should review all data and submit identified revisions or corrections to SED. Inaccurate or no data for a district will appear on Executive Budget computer run in January if SAMS forms sets are missing or are incomplete or cannot be "cleaned". Statutory Data File Transmission State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Nov. 15, 2013 SED transmits aids and projections to the Division of Budget and the Legislature. The Governor's Executive Budget proposal for the following year is usually based on the district data on this file.   For Your Information Only State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Nov. 22, 2013 SAMS changes to State Aid Claim data to ensure that changes are accepted by State Aid and on file Dec 1.

SAMS Log On
The Dec. 1 file freezes total General Aids payable to a district between Jan. and May, based on the lesser of the district's data on file as of 12/1 or the apportionment as reported in the school aid computer listing entitled "SA1314". Aid will be recalculated before the June payment.   State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
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December 2013
Date What is Due and Relevant Links Comment Category Contact
TBD BOCES: SA-116A rent claim form due (Excel)
    State Aid
(518) 474-2977

Office of Facilities Planning
518-474-3906
Facilities Planning Staff Directory
Dec. 3, 2013 SED freezes General Aid for January through May payments.   For Your Information Only

State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
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January 2014
Date What is Due and Relevant Links Comment Category Contact
Jan. 1, 2014 Big 5 Districts Independent Audit Reports

One month grace period starts. State Aid is withheld if report is not submitted.   Office of Audit Services
John Cushin
(518) 473-4516

State Aid E-Mail Directory
Jan. 15, 2014 BOCES and district data changes in time for the February 15 statutory data file transmission of aids and projections to the Division of Budget and Legislature

SAMS Log On
The enacted State Budget for the following year and projections of next year's state aid usually are based on the district data on the Feb. 15th file. Statutory Data File Transmission State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Jan. 15, 2014 Submit 2012-13 school year STAC forms in time for the February 15 statutory data file transmission of aids and projections to the Division of Budget and the Legislature

STAC Instructions for Online Processing
STAC and Special Aids are responsible for processing requests for reimbursement for the costs of providing services for certain students. Processed STAC data is transmitted to State Aid for incorporation in Excess Cost Aid calculations. Statutory Data File Transmission STAC
(518) 474-7116

STAC Web site
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February 2014
Date What is Due and Relevant Links Comment Category Contact
Feb. 15, 2014 SED transmits aid and projections to the Division of Budget and the Legislature. The enacted State Budget for the following year and projections of next year's state aid usually are based on the district data on this file.   For Your Information Only State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
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March 2014
Date What is Due and Relevant Links Comment Category Contact
TBD BOCES: SA-109 Capital Construction claim form (Excel)
    State Aid
(518) 474-2977

State Aid E-Mail Directory
Mar. 1, 2014 1st report of EPE (Employment Preparation Education) contact hours (for 2012-13 aid year)

EPE Application
Up to 25% of the total appropriation will be paid after April 1 based on these claims. If claims statewide exceed 25%, aid will be prorated.

This form is used to determine the EPE hours through December 31, 2012 that will be claimed for EPE aid and to project total EPE hours through June 30, 2014.
  Adult Education and Workforce Development Team
(518) 474-8940

Adult Education and Workforce Development Web site
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April 2014
Date What is Due and Relevant Links Comment Category Contact
Apr. 1, 2014 State Budget is due to be enacted. State Aid (SA) computer runs are sent to all districts. Superintendents are asked to disseminate this material to the State Aid designee.   For Your Information Only State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Apr. 15, 2014 BOCES and district data changes in time for the May 15 statutory data file transmission of aids and projections to the Division of Budget and Legislature

SAMS Log On
June General Aid (districts) and BOCES Aid payments are based on data included in this frozen file. Statutory Data File Transmission State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Apr. 15, 2014 Changes to ST-3 and/or Form A Sched. C items affecting 2013-14 Textbook/Software/
Library Aid.

SAMS Log On
There is a statutory freeze of Textbook/Software/Library Aid on April 30, of the current aid year.   State Aid
(518) 474-2977

State Aid E-Mail Directory
Apr. 2014 Property Tax
Report Card for inclusion in the SED compilation
Property Tax Data Overview

SAMS Log On
(Form available Spring 2014)
Contact Management Services for exact due date.

SED is required by law to compile this data submitted by school districts and make it publicly available at least 10 days prior to the statewide uniform voting day. For more information:
  Office of Education Management Services
Stephen McNally
(518) 474-6541
Apr. 30, 2014   SED freezes 2013-14 Textbook/Software/Library Aids pursuant to Education Law Sections 701, 711 and 751. For Your Information Only State Aid
(518) 474-2977

State Aid E-Mail Directory
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May 2014
Date What is Due and Relevant Links Comment Category Contact
May 15, 2014 SED transmits aid and projections to the Division of Budget and the Legislature. June General Aid (districts) and BOCES Aid payments are based on data included in this frozen file. For Your Information Only State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
May 2014 Administrative Salary Disclosure for inclusion in the SED compilation

Administrator Salary Disclosure

SAMS Log On
(Form available Spring 2014)
Contact Management Services for exact due date.

SED is required by law to prepare a statewide compilation of the salaries and other personnel costs of certain school administrators and make it available to all interested parties.
  Office of Education Management Services
Stephen McNally
(518) 474-6541
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June 2014
Date What is Due and Relevant Links Comment Category Contact
Jun. 2014 2014-15 Final tuition will be available in June 2014

Charter School Tuition
Final charter school tuition per pupil for the following year is published on the State Aid Web site.   State Aid
(518) 474-2977

State Aid E-Mail Directory
Jun. 30, 2014 Submit Final Cost Reports for capital projects to the State Aid Office

Final Cost Report Due Dates

Memo Chapter 97 Guidance

For projects approved by the Commissioner before July 1, 2011, districts will lose all State Aid for a capital project if the FCR is submitted late.

Past due final cost reports must have been received in the State Aid office at SED by 12/31/12 or all Building Aid paid will be recovered and future payments will cease.


  Facilities Planning
(518) 474-3906

Facilities Planning Staff Directory
Jun. 30, 2014 Submit 2012-13 school year STAC verifications to receive all 2013-14 private and high cost public excess cost aid by September 2014

STAC Instructions for Online Processing
    STAC
(518) 474-7116

STAC Web site
Jun. 30, 2014 School District and BOCES: Report all changes to 2012-13 aid claims to affect September final payment of 2013-14 aid

SAMS Log On
    State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Jun. 30, 2014 School Districts and BOCES: Report all changes to 2012-13 aid claims in order to receive prior year adjustments

SAMS Log On
Prior year supplemental payments will be added to the queue and paid as funds become available.   State Aid
(518) 474-2977

State Aid Staff Directory by Assignments

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ASAP/Rolling Submissions

Due dates that vary from district to district and should be submitted "asap" in order to avoid loss and ensure aid begins as early as statute allows

ASAP/ Rolling Submissions
WHAT IS DUE FORM/LINKS COMMENT CONTACT
Submit transportation contracts to the Office of School Operations and Management Services Transportation Contracts Links

Pupil Transportation Services Web site
Contract information must be submitted within 120 days of start of service. School Operations and Management Services
(518) 474-6541

Submit SA-16
(Bus Purchase Approval)
to the Office of State Aid
SA-16 (PDF Icon 124 KB)

Transportation Information Web site
Aid starts 12 months after the purchase order date. Aid payments may be delayed if form is not submitted.

To avoid delayed aid payments and inaccurate projections, districts should submit SA-16 bus purchase approval forms in a timely manner, with all items completed and including required documentation.
State Aid
Louise Gallerie
(518) 474-2977



State Aid E-Mail Directory
Submit Transportation Leases to the Office of School Operations and Management Services Bus Lease Information

Pupil Transportation Services Web site
Aid on leases begins 12 months after the lease begins. School Operations and Management Services
(518) 474-6541
Submit SA-139 to the Office of State Aid

(*SA-139 is also the official application for EXCEL Aid)
SA-139 (PDF Icon 122 KB)

EXCEL Program Information
Please be aware of the importance of a timely, complete and accurate submission. Regular Building Aid payments may be deferred if form is not submitted. The "SA-139 receive date" is the date the SA-139 submission is considered complete and accurate and able to be entered on our State Aid system. This date is extremely important because it may affect when aid payments begin.



For EXCEL projects,please note the following regarding the SA-139 submission since the EXCEL amount cannot be changed once it is SED certified to DASNY:
-SED certification to DASNY of EXCEL request could be delayed if the SA-139 submission is not a complete and accurate submission.

-EXCEL Supplemental to building aid SA-139s should be initially submitted without EXCEL, in order to avoid deferral, if the EXCEL amount to be requested is not known for certain when contract is signed.

-EXCEL In Lieu of Building aid projects are not subject to deferral since no regular building aid is paid for these projects. Rather,the only aid generated for an in lieu of building aid EXCEL project is the EXCEL aid paid by DASNY. In this case, the SA-139 should be submitted when the EXCEL amount to be requested is known for certain.

State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
Submit request to OSC for reduction in district full value if the Courts have ordered reductions in assessment of district property. School District Assessment Adjustment Form Please contact Ed Burgess at the Office of the State Comptroller to obtain this form and report these adjustments. Office of the State Comptroller
Ed Burgess
(518) 408-4019
Submit Final Cost Reports for capital projects to the State Aid Office Final Cost Report Due Dates

Memo Chapter 97 Guidance
(pdf 91 KB)



For projects approved by the Commissioner before July 1, 2011, districts will lose all State Aid for a capital project if the FCR is submitted late.

Past due final cost reports must have been received in the State Aid office at SED by 12/31/12 or all Building Aid paid will be recovered and future payments will cease.


Facilities Planning
(518) 474-3906

Facilities Planning Staff Directory
Submit STAC forms, AVLs' etc. STAC Web site STAC data is pulled into the State Aid system on or about the 20th of each month. STAC
(518) 474-7116

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Last Updated: July 30, 2013