Date:
To:
From:
Subject:
September 2013
District Superintendents of BOCES and BOCES State Aid Designees
Andrea Hyary, Bureau Chief
Office of State Aid
Collection of 2013-14 BOCES State Aid Claim and Projections via SAMS
Certified complete submission due Tuesday, October 1st, 2013
Final revisions due no later than Friday, November 1st, 2013
New This Year
- A new data item is being collected in the BOC_MISC_DED_DATA
schema area: Expense Allocated to Other BOCES and Noncomponents. In
SED’s calculation of BOCES aidable expense for allocation
to components for each service, the new item replaces the
sum of 2253 and 2254 revenue codes as a deduction from total
service expense. The impact of this will be fewer edit exceptions
for the totals check edit that compares SED’s calculated
BOCES-level expense for allocation to components to the total
aidable expense amounts you have actually allocated to each
component. BOCES must report this data item where applicable
for both the actual and projected year.
- The Validation Error Report (VER), which shows data from
your loaded xml file that for format or coding reasons was
not accepted into SAMS, has been streamlined; e.g. it no
longer displays errors for data areas not currently in use
by SAMS.
- In conjunction with the BOCES State Aid claim, every BOCES will be required to report whether and when EBALR refunds were/will be paid to component districts, and how the refunds were/will be reported in BOCES SAMS. This information is necessary to ensure that the state share of refunds is recouped where BOCES Aid was paid on the original expense. The requirement will be met by completing a separate form and faxing to the State Aid Office, 518-474-3547, attn: Andrea Hyary. The form will be e-mailed to the BOCES State Aid Designee under separate cover.
Important Reporting Information
- District expenses for BOCES technology
hardware and services purchased with funds received via
the Microsoft settlement agreement / NYS School Technology
Voucher Program (STVP) are not BOCES aidable. Please make
sure that related expenses and revenues are reported in
SAMS in a manner that does not generate aid.
- All 700 – area excess salaries should be allocated to
aidable services as appropriate, or your excess salaries
will be under-reported.
- Capital and lease expense allocated to your components
must exclude any expense that should be allocated to other
BOCES, non-components or any other entity.
- In providing responses
to edits, please refer specifically to EBALR refunds if
such refunds are related at all to the edit exception
- Unapproved Service Expense: a) Report unaidable expense
for any provided aidable service with aid restrictions
in the BOC_UNPRV_PURCH_CMP_DATA schema area and b) report
unaidable expense charged to you for any purchased aidable
service in the BOC_UNPRV_PURCH_CMP_DATA schema area.
- Estimated 2013-14 Excess Salary data should be reported
in the initial SAMS submissions for all 2013-14 contracts
already in place and for any service for which estimated
aidable expense allocations are provided. (Estimates may
be conservative.)
- BOCES Aid will only be paid for expenses associated
with: a) provided services that have been approved
by the BOCES program office as “Active” for the base year,
and appear on the BOCES LAS and b) purchased services
that have been approved by the BOCES program office as
“Active” for the base year, and appear on the providing
BOCES’ LAS.
- Please be certain that a separate PSN is assigned to
each service, including every ‘pass
through’ cross-contracted service; i.e., services
purchased by you on behalf of component districts, not
services purchased by you that are charged to 001 or one
or your BOCES own services.
- Data for “pass through” services purchased via cross
contract must be reported with the same 4-digit State
activity code as the one used by the providing BOCES.
The electronic certification form for the BOCES State Aid Claim must be completed by the BOCES District Superintendent in order to submit the claim. Certifying the State Aid Form Set constitutes the district superintendent’s official submission of the data to SED. The electronic signature is the legal equivalent of a handwritten signature. To certify, the Edit Report must be marked as READY. The BOCES District Superintendent account can not certify and submit the data to SED until the edit report is marked as Ready.
Resource and Contact Information
https://stateaid.nysed.gov/boces/index.htm
Included here: The BOCES SAMS Financial System User
Manual,
instructions for creating Excel spreadsheets from your xml
files, material presented during the August 2013 training webinar.
Report problems and questions via email at omssams@mail.nysed.gov.
This link is available on the top right of the SAMS screen. Please include
your phone number and extension in the e-mail, and please list your
6-digit BOCES code at the beginning of the subject line. Or, contact
Dave Fedorchak or Andrea Hyary at any time: 518-474-2977.
dfedorch@mail.nysed.gov ahyary@mail.nysed.gov
Thank you very much for your ongoing cooperation.