Important State Aid 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: 7/1/18-6/30/19
January | February | March | April | May | June | July | August | September | October | November | December

June/July 2018
Date What is Due or Available and Relevant Links Comment Category Contact
Jul. 2018 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
OMS SAMS
(518) 474-2977

State Aid E-Mail Directory
Jul. 2018 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.   Districts should contact their BOCES with questions regarding these counts
Jul. 2018 SAMS Release Memo



SAMS (State Aid Management System) software is available. Read SAMS release memo for important information.   State Aid

State Aid E-Mail Directory
Top of Page
August 2018
Date What is Due and Relevant Links Comment Category Contact
Aug. 2018 BOCES SAMS

BOCES SAMS Release Memo
BOCES SAMS (State Aid Management System) software is available. Read BOCES SAMS release memo for important information.   State Aid
Ashley Weil
(518) 474-2977
State Aid E-Mail Directory
Top of Page
September 2018
Date What is Due and Relevant Links Comment Category Contact
Sept. 1, 2018 BOCES: SA-111 Annual Financial Report. Pursuant to General Municipal Law, Section 30.   State Aid
Ashley Weil
(518) 474-2977
State Aid E-Mail Directory
Sept. 1, 2018 Reporting of 2017-18 bus borrowings per Education Law requirement.

Information Regarding Schedule F6 Filing

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, 2018 even if other SAMS forms are not completed.   State Aid
OMS SAMS
(518) 474-2977

State Aid E-Mail Directory
Sept. 1, 2018 Reporting of 2017-18 School construction debt (Bonds and BANS) per Education Law requirement.

Important Reminder for SA-132/SA-135

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. 4, 2018 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. 4, 2018 Districts should apply for a waiver from the 2019-20 aid year interest rate reduction on a schedule included in 2018-19 SAMS Form FB. A waiver from the interest rate reduction may be granted by SED if the district can demonstrate that it is precluded by state or federal law, rule or regulation from refinancing. If the waiver is approved, the interest rate applied to the assumed amortization will not decrease in the implementation aid year.   State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
Sept. 15, 2018 2nd report of EPE (Employment Preparation Education) contact hours (for 2017-18 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, 2018.
  Adult Education and Workforce Development Team
(518) 474-8940

Adult Education and Workforce Development Web site
Top of Page
October 2018
Date What is Due and Relevant Links Comment Category Contact
Oct. 1, 2018 BOCES: SAMS State Aid Claim and Projections.     State Aid
Ashley Weil
(518) 474-2977
State Aid E-Mail Directory
Oct. 15, 2018 2017-18 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 Medicaid 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 Excess Cost Aid calculations. Statutory Data File Transmission STAC
(518) 474-7116

STAC Web site
Oct. 15, 2018 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.
State Aid is withheld after grace period until the report is received.
  Office of Audit Services
(518) 473-4516

Audit Services Web site
Oct. 15, 2018 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.
Important Notice on SA-139

SA-139 (PDF Icon 122 KB)
Prospective projects potentially eligible for initial Building Aid payments in 2019-20 will have their initial year of payments deferred to July 2020 of the 2020-21 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 2018.   State Aid
Louise Gallerie
(518) 474-2977

State Aid E-Mail Directory
Oct 30, 2018 Revisions (NOT original submissions) 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
Top of Page
November 2018
Date What is Due and Relevant Links Comment Category Contact
Nov. 15, 2018 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. 21, 2018 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 "SA1819". Aid will be recalculated before the June payment.   State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Nov. 30, 2018 Required English Language Learner Plan and related requirements.

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

Office of Bilingual Education Web site
Top of Page
December 2018
Date What is Due and Relevant Links Comment Category Contact
Top of Page
January 2019
Date What is Due and Relevant Links Comment Category Contact
Jan. 1, 2019 Big 5 Districts Independent Audit Reports
Due Jan. 1 unless this date falls on the weekend, in which case the due date is the Monday following Jan. 1.
Statutory "30 day" grace period begins.
State Aid is withheld after grace period until the report is received.
  Office of Audit Services
(518) 473-4516

Audit Services Web site
Jan. 15, 2019 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, 2019 Submit 2017-18 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 Medicaid 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 Excess Cost Aid calculations. Statutory Data File Transmission STAC
(518) 474-7116

STAC Web site
Top of Page
February 2019
Date What is Due and Relevant Links Comment Category Contact
Feb. 2, 2019 1st report of EPE (Employment Preparation Education) contact hours (for 2018-19 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, 2018 that will be claimed for EPE aid and to project total EPE hours through June 30, 2019.
  Adult Education and Workforce Development Team
(518) 474-8940

Adult Education and Workforce Development Web site
Feb. 15, 2019 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
Top of Page
March 2019
Date What is Due and Relevant Links Comment Category Contact
Top of Page
April 2019
Date What is Due and Relevant Links Comment Category Contact
Apr. 1, 2019 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, 2019 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, 2019 Changes to ST-3 and/or Form A Sched. C items affecting 2018-19 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
John Cushin (ST-3)
Dianne Bittermann (Form A, Sch. C)
(518) 474-2977

State Aid E-Mail Directory
Apr. 2019 Property Tax
Report Card for inclusion in the SED compilation
Property Tax Data Overview.

SAMS Log On

(Form available Spring 2019)

Ed Management Services Property Tax Report Card
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.
  Office of Education Management Services
(518) 474-6541
Apr. 30, 2019   SED freezes 2018-19 Textbook/Software/Library Aids pursuant to Education Law Sections 701, 711 and 751. For Your Information Only State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Top of Page
May 2019
Date What is Due and Relevant Links Comment Category Contact
May 2019 Administrative Salary Disclosure for inclusion in the SED compilation.

Administrator Salary Disclosure

SAMS Log On
(Form available Spring 2019)
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

(518) 474-6541
May 1, 2019 BOCES: SA-116A Rent Claim form (SAMS) due and accompanying SAMS revisions. To receive current year aid on rent expense, BOCES must revise the SAMS rent claim to match the SA-116A rent claim.   State Aid
Ashley Weil
(518) 474-2977

Office of Facilities Planning
518-474-3906
Facilities Planning Staff Directory
May 1, 2019 BOCES: SA-109 Capital Construction claim form (SAMS) due and accompanying SAMS revisions. To receive current year aid on capital expense, BOCES must revise the SAMS capital claim to match the SA-116A capital claim.   State Aid
(518) 474-2977
State Aid E-Mail Directory
May 15, 2019 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
Top of Page
June 2019
Date What is Due and Relevant Links Comment Category Contact
Jun. 2019 2019-20 Final tuition will be available in June 2019

Charter School Tuition
Charter school tuition per pupil for the following year is published on the State Aid Web site.   State Aid
Storme Sing-Wai
(518) 474-2977
State Aid E-Mail Directory
Jun. 30, 2019 Submit Final Cost Reports for capital projects to the State Aid Office

Final Cost Report Due Dates

Memo Chapter 97 Guidance
For all 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.



  Facilities Planning
(518) 474-3906

Facilities Planning Staff Directory
Jun. 30, 2019 Submit 2017-18 school year STAC verification records to receive 2018-19 Private and Public Excess Cost aid by September 2019.

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

STAC Web site
Jun. 30, 2019 School District and BOCES: Report all changes to 2018-19 aid claims to affect September final payment of 2018-19 aid.

SAMS Log On
Aid increases generated by submissions after 6/30 will be added to the prior year queue and paid as funds become available.   State Aid
(518) 474-2977

State Aid Staff Directory by Assignments
Jun. 30, 2019 School Districts and BOCES: Report all changes to 2017-18 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

Top of Page

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. Office of Education Management Services

(518) 474-6541
Applications for Bus Purchase Approval in SAMS New SAMS bus purchase approval system is available. See link below for more info:

Transportation Information Web site
Aid starts 12 months after the purchase order date; however, aid start may be delayed if bus purchase approval application is not received at SED within one year of the PO date.

Watch for communication from the State Aid Office about the release of a new automated bus purchase approval system in SAMS.

PLEASE DO NOT SUBMIT ANY PAPER SA-16 FORMS FOR ANY BUSES PURCHASED AFTER 6/30/16
State Aid
OMS SAMS
(518) 474-2977

State Aid E-Mail Directory
Submit Transportation Leases to the Office of Education Management Services

Bus Lease Information


Pupil Transportation Services Web site
Aid on leases begins 12 months after the lease begins.

Only Leases approved by Management Services will be aided.
Office of Education 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





Smart Schools Bond Act 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.

Smart Schools Bond Act revenue must now be reported on this form in a new method of financing line for this purpose.

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
Chapter 97 Guidance
(pdf 91 KB)

Smart Schools Bond Act Information

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.

For all projects aided via Capital Outlay Exception Aid districts will lose all State Aid for a capital project if the FCR is submitted late.

For all projects receiving EXCEL Supplement to Building Aid or EXCEL in lieu of building aid, districts will lose all Building Aid and all EXCEL aid if the FCR is submitted late.

Smart Schools Bond Act revenue must now be reported on FCR source of funds page.
Facilities Planning
(518) 474-3906

Facilities Planning Staff Directory
Submit STAC approval records, verification records, etc. STAC Web site STAC data is pulled into the State Aid system approximately the 20th of each month. STAC
(518) 474-7116

Top of Page

Last Updated: August 7, 2018