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: 7/1/22-6/30/23
January | February | March | April | May | June | July | August | September | October | November | December
| Date | What is Due or Available and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Jul. 2022 | 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 | Ian Hobbs (518) 474-2977 State Aid E-Mail Directory |
| Jul. 2022 | 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. 2022 | 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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Aug. 2022 | 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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Sept. 1, 2022 | 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, 2022 | Reporting of 2021-22 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, 2022 even if other SAMS forms are not completed. | Jeremy Bollam (518) 474-2977 State Aid E-Mail Directory |
|
| Sept. 1, 2022 | Reporting of 2021-22 School construction debt (Bonds and BANS)
per Education Law requirement. Important Reminder for SA-132/SA-135 SA-132 (  1,006 KB) SA-135 ( 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 Caylyn Agans (518) 474-2977 State Aid E-Mail Directory |
|
| Sept. 2, 2022 | School Districts: SAMS State Aid claims and projections. SAMS Release Memo SAMS Log On |
No aid will be paid until Forms A, 180 Day Calendar, 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, 2022 | Districts should apply for a waiver from the 2023-24 aid year interest rate reduction on a schedule included in 2022-23 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 Caylyn Agans (518) 474-2977 State Aid E-Mail Directory |
|
| Sept. 15, 2022 | 2nd report of EPE (Employment Preparation Education) contact hours
(for 2021-22 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, 2022. |
Adult Education and Workforce Development Team (518) 474-8940 Adult Education and Workforce Development Web site |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Oct. 1, 2022 | BOCES: SAMS State Aid Claim and Projections. | State Aid Ashley Weil (518) 474-2977 State Aid E-Mail Directory |
||
| Oct. 1, 2022 | 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 ( 122 KB) |
Prospective projects potentially eligible for initial Building Aid payments in 2022-23 will have their initial year of payments deferred to July 2023 of the 2023-24 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 2021. | State Aid Caylyn Agans (518) 474-2977 State Aid E-Mail Directory |
|
| Oct. 15, 2022 | 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. 19, 2022 | 2020-21 and 2021-22 enrollment Private and Public 10-Month service approvals for the November 15 statutory data file transmission of aids and projections to the Division of the Budget and the Legislature. STAC DSPRV Instructions: (PDF) STAC DSPUB Instructions: (PDF) |
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 30, 2022 | 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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Nov. 15, 2022 | 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. (Due Nov. 15th unless this date falls on the weekend or a holiday, in which case the due date is last business day prior to Nov. 15th.) |
For Your Information Only | State Aid (518) 474-2977 State Aid Staff Directory by Assignments |
|
| Nov. 20, 2022 | 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 "SA2223". Aid will be recalculated before the June payment. | State Aid (518) 474-2977 State Aid Staff Directory by Assignments |
|
| Nov. 30, 2022 | 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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Jan. 1, 2023 | 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, 2023 | 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, 2023 | 2020-21 and 2021-22 enrollment Private and Public 10-Month service approvals for the November 15 statutory data file transmission of aids and projections to the Division of the Budget and the Legislature. STAC DSPRV Instructions: (PDF) STAC DSPUB Instructions: (PDF) |
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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Feb. 2, 2023 | 1st report of EPE (Employment Preparation Education) contact hours (for 2022-23 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, 2022 that will be claimed for EPE aid and to project total EPE hours through June 30, 2023. |
Adult Education and Workforce Development Team (518) 474-8940 Adult Education and Workforce Development Web site |
|
| Feb. 15, 2023 | 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. (Due Feb. 15th unless this date falls on the weekend or a holiday, in which case the due date is last business day prior to Feb. 15th.) |
For Your Information Only | State Aid (518) 474-2977 State Aid Staff Directory by Assignments |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Apr. 1, 2023 | 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, 2023 | 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, 2023 | Changes to ST-3 and/or Form A Sched. C items affecting 2022-23 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 Jeremy Bollam (ST-3) Erica Rizzo (Form A, Sch. C) (518) 474-2977 State Aid E-Mail Directory |
|
| Apr. 2023 | Property Tax Report Card for inclusion in the SED compilation Property Tax Data Overview. SAMS Log On (Form available Spring 2023) 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, 2023 | SED freezes 2022-23 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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| May 2023 | Administrative Salary Disclosure for inclusion in the SED compilation. Administrator Salary Disclosure SAMS Log On (Form available Spring 2022) |
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 3, 2023 | 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 3, 2023 | 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, 2023 | SED transmits aid and projections to the Division of Budget and the Legislature. (Due May 15th unless this date falls on the weekend or a holiday, in which case the due date is last business day prior to May 15th.) |
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 |
| Date | What is Due and Relevant Links | Comment | Category | Contact |
|---|---|---|---|---|
| Jun. 2023 | 2023-24 Final tuition will be available in June 2023 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, 2023 | 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. 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. |
Facilities Planning (518) 474-3906 Facilities Planning Staff Directory |
|
| Jun. 30, 2023 | Verify 2021-22 school year STAC records on EFRT to receive 2022-23 Private and Public Excess Cost aid by September 2023. STAC DSPRV Instructions: (PDF) STAC DSPUB Instructions: (PDF) |
STAC (518) 474-7116 STAC Web site |
||
| Jun. 30, 2023 | School District and BOCES: Report all changes to 2022-23 aid
claims to affect September final payment of 2021-22 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, 2023 | School Districts and BOCES: Report all changes to 2022-23 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 |
|
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
| 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. PLEASE DO NOT SUBMIT ANY PAPER SA-16 FORMS FOR ANY BUSES PURCHASED AFTER 6/30/17 |
Jeremy Bollam (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 ( 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 Caylyn Agans (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 Mary Berghela at the Office of the State Comptroller to obtain this form and report these adjustments. | Office of the State Comptroller Mary Berghela (518) 473-1198 |
| Submit Final Cost Reports for capital projects to the State Aid Office | Final Cost Report Due Dates
|
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 |
Last Updated:
August 24, 2022