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RE: ACTION REQUIRED TO AVOID OVERPAYMENT DEDUCTIONS FOR TRANSPORTATION AID ON SCHEDULE J CONTRACT EXPENSE
On April 1, 2009 a letter was sent to district State Aid Designees advising them to update all Schedule J contract information in SAMS for the 2005-06, 2006-07, 2007-08 and 2008-09 Claim Years (See http://stateaid.nysed.gov/trans/schjwebnote2009.htm). On May 15, 2009, Karen Corbin, Office of State Aid, sent a follow-up email to the State Aid designee of all districts that had not responded to the April 1st request (see below). As of Tuesday, June 2, 2009 your district had not submitted the required revisions to one or more of the claim years noted above.
Please complete the SAMS Schedule J processing as requested in the April 1, 2009 letter as soon as possible. Failure to do so will result in State Aid deductions from future State Aid payments. Specifically, please be advised that on June 19, 2009, any remaining unapproved transportation contract expenses shown on the Schedule J for the 2005-06, 2006-07, 2007-08 and 2008-09 claim years will appear as deductions on the Transportation Aid output reports (for 2005-06 see TRA entry #95, for 2006-07 see TRA entry #111, & for 2007-08 & 2008-09 see TRA entry #115); pursuant to NYS Education Law, State Aid can only be paid for transportation contracts approved by the State Education Department.
Districts that are in contact with the Pupil Transportation Unit (Bill Demski) to resolve the unapproved contract issues and have legitimate reasons why transportation contracts for one or more school years remain unapproved by SED will not have their Transportation Aid reduced at this time provided the corresponding Schedule J is properly indicated with a “2” and submitted as a SAMS revision (a “2” means the district has already contacted Bill Demski in the Pupil Transportation Unit and disputes the approved contract list.).
The following web link http://stateaid.nysed.gov/trans/schjwebinst.htm provides detailed instructions for updating the Schedule J with approved contract numbers. Please read these instructions carefully before contacting the Office of State Aid and/or the Pupil Transportation Unit with questions.
Thank you for your prompt attention to this matter.
State Aid Office
Below was sent to selected State Aid Designees on 5/15/09 via email
On April 1, 2009 a letter was sent to districts advising them to update all Schedule J contract information in SAMS for the 2005-06, 2006-07, 2007-08 and 2008-09 Claim Years. As of Tuesday May 12, 2009 your district had not submitted any revisions to one or more of the claim years noted. Please log into SAMS and process the Schedule J(s) by Monday June 1, 2009. For your convenience I am including a link to our letter and also a link to the instructions for completing the Schedule J process. If you have any questions please feel free to contact me by return email or by phone.
http://stateaid.nysed.gov/trans/schjwebnote2009.htm
http://stateaid.nysed.gov/trans/schejwebinst.htm
Karen Corbin