Coding updates pursuant to: Ark. Code Ann. § 6-20-2207

 Effective FY ’20

1. Salary Schedules are submitted in cycle 1.  Effective, Cycle 1, Sep, 2019 (FY 20), the base certified salary schedule in eFinance must have the following UNIQUE description (state-wide standardization description) for the certified base salary schedule:         CERTIFIED

   1. NOTE ALL DISTRICTS:  This is the one and ONLY salary schedule that can have this unique “Description.”  The schedule 3-digit ‘code’ remains district defined for this schedule.

      

2. Salary and benefit objects (61000-62999) are not applicable with function range 1990-1998 – Other Instruction Programs.

3. All FY End Activity Fund Balances (7000-7999) will be required to end the fiscal year with positive or 0.00 balance effective FY 19, year ending June 30, 2019.  Individual Activity Funds can no longer end with a negative fund balance.  Revenue accruals will not be allowed to activity funds without written documentation to delete cycle 9 submission error.  A report of revenue accruals to an activity fund will be sent to ADE Fiscal Support Office for review.   There were only about a dozen districts who accrued revenue to an activity fund in the last three years.

4. Object 65190 Student Transportation Purchased from Other Sources. Contracted services provided by persons or agencies other than school districts for transporting students to and from school-related events. (Use with function 2720-2729 only)

5. Title I School Improvement Grants:

   6505*, Revenue 45114 – Title I, School Improvement Grants, Section 1003(a), CFDA # 84.010. (4% set aside.  All expenditures and reimbursements in fund 6505 must be completed by December 31, 2019.  Fud 6505 will be removed from expenditure appendix and Finance Handbook FY ’21

6. New Fund:  6506*, Revenue 45116 – Title I School Improvement, Section 1003, Planning Grant, CFDA # 84.010

7. New Fund: 6507*, Revenue 45117 – Title I School Improvement, Section 1003, Implementation Grant Year 1, CFDA # 84.010

8. New Fund: 6508*, Revenue 45118 - Title I School Improvement, Section 1003, Implementation Grant Year 2, CFDA # 84.010

9. ARMAC:  Beginning the 2019-2020 school year, District ARMAC participant rosters will be reported to the ADE using eFinance job assignment codes. Districts should ensure all job assignments have been indicated in eFinance at least two weeks prior to the beginning of the first day of school and two weeks prior to the beginning of each subsequent quarter. The ADE has added the following job assignment codes to the job assignment table in eFinance for districts to identify ARMAC personnel:

• MAC-C – Use to identify the district ARMAC Coordinator.  (Only ONE (1) person per district may be identified as Coordinator.  ARMAC Coordinators must be employed by the district for which they are designated.

• MAC-P – Use to identify the district personnel designated to participate in the ARMAC Random Moment Time Study (ALL personnel designated to receive ARMAC Moments.)

   

  Complete only the Assignment Code on the assignment screen leaving other fields on this screen blank.  See the ARMAC outline (Job Assignment - ARMAC Job Codes - 5.1 ) with complete instructions and contact information for assistance on the APSCN FMS web page (Menu Path:  Financial Management System – 5.1 Outline>Payroll/Human Resource – 5.1> Job Assignment - ARMAC Job Codes - 5.1)

   

  

  These employees must also have an email address in eFinance on the ‘employee address tab;’ else error:

  Indicated person has “MAC-P’ job code but is missing email address in employee table.

  Indicated person has “MAC-C’ job code but is missing email address in employee table

       10. Effective Cycle 9, August, 2019, all employees with salary charged to fund 1281 or 2281 (object 61000-61999) and function  2180 or function 2143 must a have a ‘license’ for “Licensed Mental Health Counselor” (LMHC).  Cycle 9 will edit for this license.   APSCN has loaded the LMHC ‘type’ in the Licenses Types table in personnel reference tables.   These employees will require the LMHC type be added to employee certifications/licenses (personnel information).

Special Need Rules:

 3.19 “Licensed Mental Health Counselor (LMHC)" is someone who holds a master’s degree from a graduate program in the field of Licensed Mental Health Counseling. They may render mental health care services to individuals, families, or groups. LMHCs use therapeutic techniques to define goals and develop treatment plans aimed toward prevention, treatment, and resolution of mental and emotional dysfunction. Mental Health Professionals are licensed by the specific state boards corresponding with their licensure (i.e., Board of Examiners [LPC, LAC], Board of Psychology [PhD, LPE), Social Work Licensing Board [LCSW, LMSW, LSW], which also monitors professional conduct).

 6.07.11 Employing Licensed Mental Health Counselors

• Update to applicable function range for the following objects:        

  65110 Student Transportation Purchased from LEA within the State. Amounts paid to other school districts within the state for transporting children to and from school and school related events. These include payments to individuals who transport themselves or their own children or for reimbursement of transportation expenditure/expenses on public carriers. Expenditures for the rental of buses that are operated by personnel on the school district payroll are recorded not here but under object 64420 Rental of Equipment and Vehicles. (Used only with function 2720-2729)

  65120 Student Transportation Purchased from LEA outside the State. Expenditures incurred for services provided by a district outside the state to transport students to and from school and school-related events. (Used only with function 2720-2729)

  65190 Student Transportation Purchased from Other Sources. Contracted services provided by persons or agencies other than school districts for transporting students to and from school-related events. (Used only with function 2720-2729)

   

• Temporary employee salary account is not applicable with federal funds.

  61200 Temporary Employees. Full-time, part-time, and prorated portions of the costs for work performed by employees of the school district who are hired on a temporary basis.  (Unallowable w/Federal Funds.)

  61210 Certified. Salaries of Temporary Employees paid to teachers/certified. 

61220 Classified.  Salaries of Temporary Employees paid to instructional aides and assistants.

Paraprofessionals Changes:

• Highly Qualified Paraprofessional qualification continues to be required reporting in cycles 2 and 6. 

• The status is reported on paraprofessional employees in eFinance on the Personnel TAB in the “Employee Type” field. 

• Paraprofessional HQ qualification codes are required for all paraprofessionals who will have a job code of either 758, 759, 760, 761, 762 or 763.          

  • 758 PARAPRO INSTR TITLE I SWD

  • 759 PARAPRO INSTR TITLE I TAR

  • 760 PARAPRO NON INSTRUCTIONAL

  • 761 PERSONAL CARE AIDE

  • 762 PARAPRO INSTR SPECIAL EDU

  • 763 PARAPRO INSTR NO TITLE I

Paraprofessional Qualification – If the job code is for Classified Personnel (listed below) and the individual works in an instructional capacity with students in a Title I School Wide School or with Title I identified students in a Targeted Assistance School,  the employee meets  ESEA paraprofessional qualification standards Y or N (1-8).   One option must be indicated in eFinance in the “Employee Type” field.   Districts are required to have evidence for any of the 'yes' items.

• 1 = Yes, HQ by passing the Praxis Examination for Paraprofessionals (758, 759, 762, & 763)

• 2 = Yes, HQ by having sixty (60) college/university hours on a Transcript (758, 759, 762, & 763)

• 3 = Yes, HQ by having has an Associate’s Degree (AA) (758, 759, 762, & 763)

• 4 = Yes, HQ by having a Bachelor’s Degree (BA or BS) (758, 759, 762, & 763)  

• 5 = No, Not a highly qualified paraprofessional (760, 764)

• 6 = No, In the process of becoming highly qualified paraprofessional (758, 759, 762, & 763)

• 7 = Yes, HQ only works in the preschool and has current CDA (758, 759, 762, & 763)

• 8 = Yes, HQ only works in the preschool and has Certificate of Proficiency or Technical Certificate issued by college (758, 759, 762, & 763)

eFinance Employee Type Table:

Job Code Descriptions for Paraprofessionals:

 NEW:  Job Code Descriptions for Paraprofessionals:

(NOTE:  DESCRIPTION IS NEW FOR EACH JOB CODE)

758 – Paraprofessional Instructional Title I-School-wide 

759 – Paraprofessional Instructional Title I-Targeted Assistance

760 – Paraprofessional Non-instructional aide (playground, cafeteria, etc.)-Qualifier ‘5’ ONLY

761 -  Personal-Care Aide.  Non-instructional, additional trainings required through special education;

762 – Paraprofessional Instructional Special Education (Title I)

763 – Paraprofessional Instructional (Non-Title I)

 Paraprofessionals coded with a job code of 760 cannot have qualifier of 1, 2, 3, 4, 6, or 7.  Job Code 760 with a qualifier other than 5 will get an exception that will prevent the submission of cycle 2 and cycle 6 beginning SIS Year 29 (fiscal year 19).

Highly Qualified Paraprofessional Duties:

Every paraprofessional with a job code qualifier of 1, 2, 3, 4, 6, or 7 (758, 759,761, 762, and 763) must have a minimum of one duty. The duties will pull from the employee personnel screen on the “Other Interests/Preferences” section.  The duties have been down-loaded in the “Other Interests” table in eFinance Personnel reference tables by APSCN/ADE.  To attach duties to a paraprofessional employee record, select the ‘Personnel’ tab.  In the “Other Interests/Preferences” section, select the duties from the drop-down menu selection.  A maximum of six duties may be selected for each employee.  Paraprofessionals may have one or more of the following duties:

NEW:

1.  - Provides one-on-one tutoring

2.  - Assist with classroom management

3.  - Assist with instructional materials organization

4.  - Assist with instruction in the computer lab

5.  - Provides support with instruction in library or media center

6.  - Provides other instructional services

   907 - Serves as translator, bilingual aide or parental involvement professional or parent educator

   Paraprofessionals coded with a qualifier of 1, 2, 3, 4, 6, 7, or 8 must have a highly qualified duty (901-907).  Otherwise, a cycle ERROR will prevent the submission of cycle 2 and cycle 6.

   TUITION EXPENDITURE OBJECTS.  Please review these codes and verify tuition expenditure coding FY 19 and forward.

65600 Tuition. Expenditures to reimburse other educational agencies for instructional services to students residing within the legal boundaries described for the paying school district. (Used only with function 1000 range)

65610 Tuition to Other School Districts (LEAs) (Excluding Charter Schools) Within the State. Tuition paid to other school districts, excluding charter schools, within the state. Include tuition expenditures made to education service agencies. Report tuition to charter schools under object 65640.

65620 Tuition to Other School Districts (Including Charter Schools) Outside the State. Tuition paid to other school districts, including charter schools and education service agencies, outside the state.

65630 Tuition to Private Schools. Tuition paid to private schools within the state and outside the state.

65640 Tuition to Charter Schools within the State. Tuition paid to charter school agencies within the state.

65650 Tuition to Postsecondary Schools. Tuition paid to postsecondary schools within the state and outside the state. (District paying a scholarship for tuition for a student to take a college course.)

65690 Tuition—Other. Includes tuition paid to the state and other governmental organizations (excluding school districts) as reimbursement for providing specialized instructional services to students residing within the boundaries of the paying school district. (For tuition that is for concurrent credit - APPLICABLE FOR CONCURRENT CREDIT – HS AND COLLEGE CREDIT SIMULTANEOUSLY or HS Credit only.    If a district is paying tuition to a college/university for the student’s class which counts towards HS credit for graduation, it should be coded to 65690.

State-wide ‘pay codes’ were reserved in eFinance in FY 19 for the purpose of eliminating non absence leave days (such as leave donation, leave transfers, etc.) as absences if such days are being processed through attendance or payroll to automatically deduct from leave banks.   See the “Non-Absence Leave Days” outline on APSCN web page for details or call APSCN for assistance in this area as needed.  This state-wide designation will eliminate over reporting of ‘employee absences.’