SAMS Schedule J Instructions

  1. Log into SAMS.
  2. Select the relevant Claim Year and click Set Value in the blue area on top of the form.
  3. On the gray menu bar select Forms then select Revision Data which will open the form tree, select Form F and Schedules (2005-06 Claim Year only) or Form FT Transportation (All other Claim Years) and then select Schedule J - Contract Bus Expense.
  4. Once in the Schedule J form, click on the "Show Approved Contracts" link (located directly above contract claim #1 on Schedule J) to view the list of approved transportation contracts. The list will contain only approved contracts for the claim year you have selected. This list will appear in a separate window to allow users to "copy and paste" the contract numbers into the Schedule J form.
  5. All contracts without an approved contract number will display a red warning symbol on Schedule J next to Column A. Match each approved contract in the list to the appropriate contract claim line on Schedule J and either manually enter or electronically "copy and paste" the approved contract numbers exactly as they appear on the list. After an approved contract number is entered on the line and the form is saved, the warning symbol will disappear.
  6. Be sure to review and enter the contract data for the 2004-05, 2005-06, 2006-07 and 2007-08 school years in the appropriate SAMS Schedule J Claim Year (e.g. enter 2004-05 school year contracts in the 2005-06 Claim Year Schedule J). If working in multiple years, please be careful to use the correct approved contract list for the claim year form into which you are entering contract numbers.
  7. After the contracts are entered you will need to use the dropdown box at the bottom of the form and select either "1" indicating you agree with the data or "2" indicating you disagree with the list of approved contracts and have contacted Bill Demski of the Pupil Transportation Unit. After selecting your choice save your changes. (Only contact Bill Demski if you disagree with what is in the list of approved contracts (see # 9 below), he can not assist you with the completion of, or problems with, the Schedule J).
  8. After completing the Schedule J and saving the changes, select Forms on the gray menu bar then select Revision Data which will open the form tree, select Form F and Schedules (2005-06 Claim Year only) or Form FT Transportation (All other Claim Years) and then select the Form F/FT Change Submission Form, in the change submission form select Submit Changes to submit the revision to State Aid. Failure to select a "1" or "2" will cause the revision to be rejected. Unapproved contract claims displaying the warning symbol will be deducted from the total claim once the district is in agreement with the claim and selects "1".
  9. If a 2004-05, 2005-06, 2006-07 or 2007-08 contract submitted to SED for approval is missing from the Approved Transportation Contracts lists please check any correspondence you received from the Pupil Transportation Unit to see if there are outstanding issues with that contract or if it was disapproved. If you did not receive a problem letter or disapproval of that contract or you feel a disapproval was in error, please select "2" in the dropdown at the bottom of the form, submit your revision and then contact Bill Demski in the Pupil Transportation Unit at (518) 474-6541 or bdemski@mail.nysed.gov.
  10. 2005-06 and 2006-07 Claim Year revisions can only contain changes to the contract number (Column A) or the contractor name (Column B), no monetary changes to Schedule J can be accepted in those years because the Statute of Limitations has passed.
  11. 2007-08 Claim Year revisions may contain monetary changes to the claims only through June 30, 2009, if you make any claim amount changes you must make sure that the ST-3 and Schedule J are equal, if not you must also revise and submit the ST-3. This type of change will be worked as a prior year revision and Aid on this change will be paid when funds are available.
  12. 2008-09 Claim Year revisions that contain monetary changes to the claims through June 30, 2009 will be considered as a current revision, if you make any claim amount changes you must make sure that the ST-3 and Schedule J are equal, if they are not equal you must also revise and submit the ST-3. If the change is received by June 30, 2009 it will be considered a current revision to be included in the calculation of final adjustments. If changes are received between July 1, 2009 and June 30, 2010 the change will be worked as a prior year revision and Aid on this change will be paid when funds are available.

Note: If your district has more contracts than Schedule J could accommodate and you reported combined contract expenses on a single line, please contact Louise Gallerie in the State Aid Office at lgalleri@mail.nysed.gov or (518) 474-2977 for further instructions.

If you have technical difficulties entering contract numbers or submitting the form, please contact the State Aid office at 518-474-2977.

Last Updated: May 3, 2017