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Welcome to the Fifth Installment of
FYI
• Our Intent and Purpose
– Strategic Plan Outreach and Mentorship Effort
for New and Newer PASBO Members in all
aspects of School Business Management
– Use PASBO Experts to Help New Entrants
– Continuing Series
• No July Program
• Thursday, August 7, 9:00 a.m.
• Who Are You?—Let’s Find Out
2
Today’s Agenda
1.
What's Due
– Calendar of State and Federal Reports
2.
3.
From the Experts
PASBO Tools You Can Use
– Resources to Help You
4.
Your Questions Answered
– An Open Forum for Your Questions About Topics Covered
and Uncovered!
3
Before We Start
• The due dates on the calendar are
intended as a guide not as
absolute deadline dates.
• The calendar is a work in progress
and will be modified throughout
the year.
• This is not an “official” calendar
although it has been reviewed by
PDE.
4
Sources of Filing and Reporting Info
• PIMS Data Collection Calendar
 http://www.portal.state.pa.us/portal/server.pt/community/pimspennsylvania_information_management_system/8959
• Comptroller Forms
 http://www.portal.state.pa.us/portal/server.pt/community/forms
_and_procedures/13472
• Food Service Calendar
 http://www.portal.state.pa.us/portal/server.pt/community/natio
nal_school_lunch/7487/activity_calendar/964588
5
New Hire
1-Jun Report
Monthly Report of New Hires
HR
Dept. of Labor
& Industry
NSL Report on
1-Jun PEARS
Reimbursement for Lunches
Monthly Served each Month
Food
Service
CN PEARS
Resolution
declining slot
7-Jun money
Copy of resolution declining slot
Annual money
Finance PDE
Upload NPAS
10- Reports and
Jun Send On-line
Report of Wages & Retirement
Monthly Contributions
Finance PSERS/NPAS
10Jun 2030
Quarterly Reconciliation of cash on hand
Finance Comptroller
10Jun Annual Budget
Make PDE-2028 available for
Annual public inspection
20Jun Annual Budget
Deadline to publish intent to adopt
Annual final budget notice
Finance
21Jun
Quarterly PSERS Q1 Employer Payment
PSERS
30Jun
30Jun
30Jun
30Jun
30Jun
30Jun
30Jun
30Jun
30Jun
018h
Health Inspection Report-Food
Annual Nutrition Program Sponsors
Service PEARS
General fund annual budget and
Annual Homestead Resolution Adoption Finance PDE
PDE-2028
EOY CATS
Reporting
Annual Prepare and submit CATS reports
PDE
Dept. of Labor &
Report of Unemployment Comp.
Dept. of Labor
Industry UC-2
Quarterly Wages
Finance & Industry
Earned Income
Report of Local Wage Tax
Local EIT
Tax
Quarterly Withholdings
Finance Collector
IRS- 941
Quarterly FICA & Federal Income Tax
PA Department
of Revenue
Quarterly Report of State Tax Withholdings
Social Security & Medicare
PDE-339 (Act 29) Quarterly Contributions
PSERS Deposit of Employer Retirement
Employer
Quarterly Due
30- All Federal Grant
Submit all grant reporting for
Jun reporting
Quarterly Federal programs.
Finance IRS
Finance
Finance
Finance PSERS
FAI
Today’s Expert, Jeffrey Ammerman
• Previous business manager at State
College Area SD, South Middleton
SD, and Philipsburg-Osceola Area SD
• Worked in the Business Office at
Tuscarora Intermediate Unit
• Answer Man: Part of his role at
PASBO is to answer questions and
provide technical information to
members
• jammerman@pasbo.org, 717-5409551
Validating and Submitting Your
Budget
•
•
•
•
Validation Errors
FTP Submission
Paper submission
PDF submission to House and Senate
10
Check for Validation Errors
• Validating performs the dual function of checking
for mathematical accuracy and ensuring the
compliance of data with Department of Education
guidelines.
• On the Main Menu screen, click the View / Run
Validations button.
• Click the Run Validations button at the bottom of the
Validation Errors screen.
• If there are any discrepancies in the budget, the
corresponding validation will be displayed. The
section of the database where the error is located
and the corresponding numbers will be displayed for
use in correction of the error.
• Some validation errors allow the user to enter a
justification; if the data entered is correct, and the
validation cannot be cleared, enter the justification in
the field provided.
• The validations screen can be printed for use in
checking the errors by clicking the Print button at the
bottom of the screen.
• Return to the Main Menu screen to access the
appropriate section to correct the displayed errors.
• After the data has been changed, return to the
Validations section of the database and re-run the
validations by clicking the Run Validations button.
Validations must be re-run every time data has
changed.
• Continue this process until all validations have been
cleared, or justifications have been entered for
allowable errors.
• Note: Do not return your data file to the Division of
Subsidy Data and Administration with unjustified validation
errors. It will be returned to you for correction. Any
returned budget will be considered not submitted and will
be subject to delinquent status if not returned by the
deadline.
13
14
• In order to properly submit a budget to PDE, both of
the following steps must be performed:
Upload the budget data file to the FTP site
Mail the required hardcopy pages
• Failure to send both parts of the budget is considered
an incomplete submission and may result in failureto-file subsidy forfeitures of $300/day if past the due
date
• Upload the budget data file to the FTP site
• 1. On the Main Menu, click the “Create Data File to
Submit” button. A submission copy of the budget
data will be made in the folder
C:\GFBudget15\FTP_Upload, with the correct file
name for your institution type. When created, the file
name will look like this:
• sdgfb15_123456789_Type_v1.mdb. This is the file
that must be uploaded.
16
17
• Highly recommend using Internet
Explorer
• ftp://ftp.state.pa.us/
• Click either File, Login As… or View,
Open FTP Site in Windows Explorer,
then File, Login As…
• Login with the credentials found on
the appropriate screen within the
PDE-2028
19
20
• Open Windows Explorer (Start, Programs,
Accessories) and go to folder
C:\GFBudget15\FTP_Upload
• Right-click on the file
sdgfb15_123456789_Type_v1.mdb and
choose Copy.
• Go back to the FTP site and right-click in the
blank window; choose Paste. A pop-up should
appear showing the file transfer.
• An automatic e-mail will be generated to the
LEA‟s Penn*Link address verifying successful
upload of a file. This only confirms that a file
containing a valid AUN has been uploaded.
• Mail the signed paper copy in time for PDE
receipt within 15 days of adoption
• The Print button labeled Pages for PDE
(Full GFB) will print the necessary pages.
The Cover Sheet must have original
signatures and dates to be considered
correctly submitted. Mail to:
Pennsylvania Department of Education
Bureau of Budget and Fiscal Management
Division of Subsidy Data and Administration
333 Market Street, 4th Floor
Harrisburg, PA 17126-0333
• Also submit a PDF copy via email to
the House and Senate by September
15 (ignore the paper submission
instructions to the House and Senate
that were part of the PDE 2028
instructions)
• House email address:
HREC@pahousegop.com
• Senate email address:
senedcomm@pasen.gov
Other Items Around Budget
Adoption
• Homestead/Farmstead Exclusion Resolution
• Annual Tax Levy of all taxes with Installment Payment
dates for Real Estate Taxes
• Examples at www.pasbo.org/act1info
• Update tax rates at using Internet Explorer
http://munstatspa.dced.state.pa.us/MunicipalTaxInfo.
aspx
• Should be updated for known rates by June 15
• Update Real Estate Tax Rate if not adopted by June 15
as soon as it is adopted
24
State Budget Update
• House starting
with a base line
of FY 2013-14
• Middle ground—
Gov’s proposal v.
slash/burn
versions
• The Question
Marks…
• New revenues?
• Pension collars
tapered?
• On time?
A “must attend” for all people
new to a position in school business.
School Operations Academy
July 24-25, 2014
Penn State Conference Center
State College, PA
Tracks in Business, Facilities, Food Service and Transportation will
help you to:
- learn proven techniques from experienced practitioners
- gain ideas to create efficiencies and reduce costs
- exchange challenges and solutions with your peers
- build a network of contacts across the state
Treasure Trove of Act 1 Resources
• http://www.pasbo.org/act1info
There’s a doc for that…
at the Electronic Resource Center
www.pasboerc.org
Delivering Best Practices and Good Ideas
The PASBO State Budget Blog
• Invitation only site related to the State Budget
• If you have not yet signed up, please send an email to
jammerman@pasbo.org
• Sign-up is easy
• Try to send out messages when updates occur, but
check once a week just in case
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Time for Questions!
Send text questions using the
“Chat” function at the left side
of your screen.
Type message in box and click
“Enter” to send.
Thank you for your
participation!
CPE and CEU Credits are not available for this forum.