The purpose of this memo is
to provide specific information regarding federal grant reimbursement payments
to close out fiscal year 2020-21 and begin fiscal year 2021-22. The schedule
presented here follows the same procedures from the prior year.
ESSER FUNDS
To help address urgent needs of schools during the summer, ADE Finance will gather finance data for ESSER I, ESSER II, ESSER II Supplemental, and ESSER III according to the normal warehouse pull schedule (second Saturday of each month) for July and August 2021. These two summer pulls will occur on July 10, 2021 and August 14, 2021 for reimbursement payments to SOFs 6780, 6781, 6794, and 6795.
For all other funds, please make note of the
dates below.
DISTRICT WAREHOUSE DATA
PULL JUNE 12, 2021:
• ADE will conduct the last
data pull to the district warehouse for FY20 payments on June 12, 2021.
REIMBURSEMENTS RECEIVED BY
DISTRICTS BY JUNE 30, 2021:
• Districts must receipt
all prior month revenue (i.e. May reimbursements) by June 12, 2021.
• ADE plans to process the
June payments by June 25, 2021, by reimbursing the negative balance from the Cognos
fund balance report provided the prior month revenue has been receipted.
NO REIMBURSEMENTS IN JULY
OR AUGUST:
• No payments will be
processed in July or August for FY21 or FY22 due to the many expenditure
revisions districts have in federal funds during period 13.
REVENUE ACCRUAL TO CLOSE FY21:
• Accrue only the amount
needed to reach a zero ending balance. Do not accrue the full remaining
allocation unless it is needed to reach a zero ending balance.
• If a fund has a positive
ending balance at the close of FY21, leave the balance in the federal fund for
rollover as a “beginning balance” in FY22.
REVERSE REVENUE ACCRUAL IN
PERIOD 1 OF FY21:
• ADE will require district “accruals”
to be reversed in period 1 of FY22 in order to see the “negative revenue”
in each fund in the Cognos report. Do not receipt the revenue to the receivable
account. Reverse the exact accrual entry which will reflect negative revenue in
period 1 until the funds are received and receipted.
• This is necessary for ADE
to make the required distinction between FY21 payments and FY22 payments.
• The reversal of the
accrual to the revenue account is also necessary in order for ADE to determine
from the fund balance report that funds are received and receipted.
FIRST DISTRICT WAREHOUSE
DATA PULL IN FY22 WILL BE ON SEPTEMBER 11, 2021:
• The final FY21 payments
and the first FY22 payments will be made from the district warehouse load on
September 11, 2021.
FINAL FY21 REIMBURSEMENTS
RECEIVED BY DISTRICTS BY SEPTEMBER 30, 2021:
• ADE will make final FY21
payments based on beginning balance and negative revenue in the FY22 fund
balance report for periods 1-3 (data through September 11, 2021).
• Districts must reverse
revenue accruals before the September 11, 2021, data pull.
• ADE plans to process this
payment during the week of September 13, 2021.
• This will be the final
payments in AASIS for FY21 expenditures.
FIRST FY22 REIMBURSEMENTS
RECEIVED BY DISTRICTS BY SEPTEMBER 30, 2021:
• ADE will make the first FY22
payments based on YTD expenditures from the same fund balance report on the
September 11, 2021 data pull (data through September 11, 2021) following the
final FY21 payments.
REMAINING FY22
REIMBURSEMENT SCHEDULE:
• The reimbursement schedule
will revert back to the normal routine beginning in October 2021.
• Routine district warehouse
data pulls will be done on the second Saturday of each month beginning October
9, 2021.
• Districts must receipt all
prior month revenue by the routine data pull in order for current
reimbursements to be processed.
• If a district does not
receipt all prior month revenue by the data pull date for a given month that
fund’s reimbursement will be held until the data reflects the receipts and a
new data pull is done (usually the next month).
• Positive ending balances
for more than two months must be returned to ADE. The funds will be credited
back to the district’s available allocation and can be re-used through the
period of availability.
• The last data pull before
the end of the grant liquidation process will be December 11, 2021. All
expiring funds must be liquidated before this date.
For
questions regarding the federal grant reimbursement procedures, contact the
Federal Finance Unit.