The purpose of this memo is to provide specific information regarding federal grant reimbursement payments to close out fiscal year 2022-23 and begin fiscal year 2023-2024. The schedule presented here follows the same procedures from the prior year.

Please make note of the dates below.

NO REIMBURSEMENTS IN JULY OR AUGUST:

• No regular payments will be processed in July or August for FY23 or FY24 due to the many expenditure revisions districts have in federal funds during period 13.

• Grant programs related to pandemic funds will continue on monthly payment schedule (second Saturday of each month) during the summer term.

REVENUE ACCRUAL TO CLOSE FY23:

• 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 FY23, leave the balance in the federal fund for rollover as a “beginning balance” in FY24.

REVERSE REVENUE ACCRUAL IN PERIOD 1 OF FY24:

• ADE will require district “accruals” to be reversed in period 1 of FY24 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 FY23 payments and FY24 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 FY24 WILL BE ON SEPTEMBER 16, 2023:

• The final FY23 payments and the first FY24 payments will be made from the district warehouse load on September 16, 2023.

FINAL FY23 REIMBURSEMENTS RECEIVED BY DISTRICTS BY SEPTEMBER 30, 2023:

• ADE will make final FY23 payments based on beginning balance and negative revenue in the FY24 fund balance report for periods 1-3 (data through September 16, 2023).

• Districts must reverse revenue accruals before the September 16, 2023, data pull.

• ADE plans to process this payment during the week of September 18, 2023.

• This will be the final payments in AASIS for FY23 expenditures.

FIRST FY24 REIMBURSEMENTS RECEIVED BY DISTRICTS BY SEPTEMBER 30, 2023:

• ADE will make the first FY24 payments based on YTD expenditures from the same fund balance report on the September 16, 2023, data pull (data through September 16, 2023) following the final FY23 payments.

REMAINING FY24 REIMBURSEMENT SCHEDULE:

• The reimbursement schedule will revert back to the normal routine beginning in October 2023.

• Routine district warehouse data pulls will be done on the second Saturday of each month beginning October 14, 2023.

• 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 January 13, 2024. All expiring funds must be liquidated before this date.

For questions regarding the federal grant reimbursement procedures, contact the Federal Finance Unit.