FY2021 Financial Management Calendar Dated 7-9-20 (Word)



JULYDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides *Local tax reports as requiredKrystal Smith – 502-564-3846, ext. 4425*Prove encumbrancesKDE MUNIS Support & Guides*Review AccumulatorsTyler Technology’s MUNIS Support*Reconcile fixed asset module to G/L moduleKDE MUNIS Support & Guides*Begin New Year Processing – Roll Accounting Period (BGL-2)KDE MUNIS Support & Guides*Begin processing New Year P.O.’sKDE MUNIS Support & Guides*Close Fiscal Year, which includes budget completions (BGL- 2)KDE MUNIS Support & Guides*Continue Preparing for Year End Close (BGL- 2)KDE MUNIS Support & Guides*Local district tax levies as available (July - Oct)Krystal Smith – 502-564-3846, ext. 4425*Mass Post AccrualsTyler Technology’s MUNIS Support*Perform depreciation once a year, if done in JulyKDE MUNIS Support & Guides*Perform Step IncreaseKDE MUNIS Support & Guides*Run the Annual Financial ReportKDE MUNIS Support & Guides*Update Job/Salary Records for New Year Grants & Extra Service1stBond of Depository due to KDE, Division of District SupportJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 44621stFidelity (Performance) Bond due to KDE, Division of District SupportJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462JULY (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS1stIDEA Special Education Personnel Data due to KDE, Office of Special Education and Early Learning (OSEEL)Chris Thacker – 502/564-4970, ext. 41321stSet Holding-year open flag on 1st working day (BGL-2) KDE MUNIS Support & Guides1stSuperintendent Contracts due to KDE, Division of District Support (July 1-August 31)Carol Buell – 502/564-3846, ext. 44383rdSubmit tentative Title I, Part A report to GMAP.Brenda Considine – 502/564-3791, ext. 40454thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 44258thCertification of Transportation Mileage – Bus Use Report due to KDE, Division of District SupportKaren Conway – 502/564-3846, ext. 4435Jana Cox – 502/564-3846, ext. 440910thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides 20thCERS Annual Report due to CERSKDE MUNIS Support & Guides25thTax Collector’s Report and Reconciliation due to KDE, Division of District SupportJana Cox – 502/564-3846, ext. 440925thCDIP Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thMath Achievement Fund Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thRead to Achieve Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementLeesa Unger – 502/564-1979, ext. 434025thUnaudited Annual Financial Report (AFR) & Balance Sheet Report (under General Ledger YE) due to KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 443531st941 Report to IRS due quarterlyTyler Technology’s MUNIS Support31stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support31stUnemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterlyKDE MUNIS Support & Guides31stGenerate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarterKDE MUNIS Support & GuidesAUGUSTDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Local district tax levies as available (July – Oct)Krystal Smith – 502-564-3846, ext. 4425*Receive Certified Property Assessment and Tax Rate (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Schedule Tax Rate Hearing If Required (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Submit Levied Tax Rates to KDE, Division of District Support (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Begin Preparing Working Budget (STW GL-4)KDE MUNIS Support & Guides*KRS 160.463 - publish a notice of the Annual Financial Statement (AFR) & the School Report Card in the Newspaper or on the WebsiteSteve Lyles – 502/564-3846, ext. 44161stAnnual Incident Report due to KDE, Division of District SupportMonica Napier – 502/564-5279, ext. 44364thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thBus Inventory request from the districts to update for depreciationCarl Meehan – 502/564-5279, ext. 444215thTRS Retiree Re-employment Report (Form 30) due to TRS through Pathway employer portalLucas Hosley – 502/848-854431stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS SupportAUGUST (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS31stIDEA B Maintenance of Fiscal Effort (MoFE) Eligibility, due to KDE, Office of Special Education and Early LearningJonathan Compton – 502/564-4970, ext. 412631stSuperintendent Compensation Survey due to KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 443831stSuperintendent Contracts due to KDE, Division of District Support (July 1 –August 31)Carol Buell – 502/564-3846, ext. 4438SEPTEMBERDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides *State tax mailed*Local district tax levies as available (July – Oct)Krystal Smith – 502-564-3846, ext. 4425*Receive Certified Property Assessment and Tax Rate (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Schedule Tax Rate Hearing If Required (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Submit Levied Tax Rates to KDE, Division of District Support (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Verify transportation codes at least once a semesterRonda Devine – 502/564-5279, ext. 4444*Continue Preparing and Finalizing Working Budget (STW-GL-4)KDE MUNIS Support & Guides*LEA to receive Tentative State SEEK Projection for Current Year from KDE, Division of District SupportChay Ritter – 502/564-3846, ext. 44534thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides 15thAdjustments to School Council Allocations for Changes in Salary and EnrollmentAshlie Cox – 502/564-3791, ext. 404615thPrepare PSD (PR-STW-4) and CSD (PR-STW-10) - Employees on staff as of September 15thKDE MUNIS Support & Guides30thPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support30thDistrict Funding Assurances for Improvement Planning due in the GMAP (Grant Management Application and Planning System)Nicole Crosthwaite – 502/564-1979, ext. 4328SEPTEMBER (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS30thFederal Cash Request Statement of Assurance due in GMAP (Grant Management Application and Planning System)Ken Greene – 502/564-1979, ext. 433530thTechnology Activity Report (MUNIS) due to KDEKDE MUNIS Support & Guides30thDigital Readiness Survey due to KDE, Office of Education Technology. 701 KAR 5:110Mike Leadingham – 502/564-2020, ext. 220230thWorking Budget Report due to KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 443530thFlexible Focus Grants final report with encumbrances due to KDE, Division of Budgets and Financial Management. Followed by final report with encumbrances zeroed out as soon as invoices are paid.Nicole Crosthwaite – 502/564-1979, ext. 432830thThe district must obligate at least 85% of the total allocated Title I, Part A funds. A maximum of 15% carry over limitation into the next fiscal year.Brenda Considine – 502/564-3791, ext. 4045Thelma Hawkins – 502/564-1979, ext. 4361OCTOBERDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*State tax mailed*Local tax reports as requiredKrystal Smith – 502-564-3846, ext. 4425*Prove encumbrances for quarterKDE MUNIS Support & Guides*Reconcile fixed asset module to G/L moduleKDE MUNIS Support & Guides*Review AccumulatorsTyler Technology’s MUNIS Support*Local district tax levies as available (July – Oct)Krystal Smith – 502-564-3846, ext. 4425*Receive Certified Property Assessment and Tax Rate (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Schedule Tax Rate Hearing If Required (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Submit Levied Tax Rates to KDE, Division of District Support (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Initiate Annual Needs Assessment for Next School Year *Make offers of coverage for health insurance according to ACA guidelines. (Using Period Records)Division of District SupportKDE Munis Support & Guides *Open Enrollment for Health InsurancePersonnel Cabinet, Kentucky Employees Health Plan1stDetermine DropoutsDavid Curd – 502/564-9853, ext. 47441stNotification on Motor Vehicle Rate due to Revenue CabinetGlyndon Woosley – 502-782-96671stPSD’s and CSD’s due to KDE, Division of District Support (MUNIS Guides for PSD and CSD)Carol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 4435OCTOBER (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS1stRequest for Financial Audit Report Extension due to KDE, Division of District SupportKim Carter – 502/564-3846, ext. 4440Becky Walsh – 502/564-3846, ext. 44104thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides25thCDIP Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thMath Achievement Fund Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thRead to Achieve Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementLeesa Unger – 502/564-1979, ext. 434030thBus Inventories due from Local Districts to KDE, Division of District SupportCarl Meehan – 502/564-5279, ext. 444230thMath Achievement Fund Beginning of the Year Data collection into IC due to KDE, Division of Program StandardsErin Chavez – 502/564-2106, ext. 414530thRead to Achieve Beginning of the Year Data due to KDE, Division of Program StandardsWhitney Hamilton 502/564-2106 ext. 413531stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support31st941 Report to IRS due quarterlyTyler Technology’s MUNIS Support31stGenerate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarterKDE MUNIS Support & Guides31stUnemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterlyKDE MUNIS Support & GuidesNOVEMBERDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Receive Certified Property Assessment and Tax Rate (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Schedule Tax Rate Hearing If Required (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Submit Levied Tax Rates to KDE, Division of District Support (Aug.-Dec.)Krystal Smith – 502-564-3846, ext. 4425*Begin Preliminary Budget Development for Next School Year KDE MUNIS Support & Guides*Continue Annual Needs Assessment for Next School Year*Post auditor adjustments & send new AFR to KDE, Division of District Support, District Financial Management BranchDMFB – 502-564-3846Kim Carter, ext. 4440,Jackie Chism, ext. 4445,Gail Cox, ext. 4462,Becky Walsh, ext. 44101stGrowth Factor Report due to KDE, Division of District SupportBrad Kennedy – 502/564-5279, ext. 44171stKISTA Bond Sale for new buses paperwork due to KDE, Division of District SupportCarl Meehan – 502/564-5279, ext. 44421stTransportation Growth Factor Adjustment Form due to KDE, Division of District SupportKaren Conway – 502/564-3846, ext. 44351stDropout Report due to KDE, Division of Accountability Data and AnalysisDavid Curd – 502/564-9853, ext. 47441stRetention Report dueWindy Newton – 502/564-5130, ext. 4063NOVEMBER (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS1stSubmit Title I Comparability Report to GMAP.Brenda Considine – 502/564-3791, ext. 40451stA list of all nonresident students not under a Non-Resident Contract for the school year should be filed with the local board. 702 KAR 7:125 (8)Ronda Devine – 502/564-5279, ext. 44444thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thAudited Annual Financial Report (AFR) & Balance Sheet (under General Ledger YE) Report due to KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 443515thDistrict Financial Audit Report due to KDE, Division of District SupportKim Carter – 502/564-3846, ext. 4440Becky Walsh – 502/564-3846, ext. 441015thSchool Bus Purchase Authorization Form due to KDE, Division of District SupportCarl Meehan – 502/564-5279, ext. 444230thPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS SupportDECEMBERDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Receive Certified Property Assessment and Tax Rate (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Schedule Tax Rate Hearing If Required (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Submit Levied Tax Rates to KDE, Division of District Support (Aug - Dec)Krystal Smith – 502-564-3846, ext. 4425*Complete Annual Needs Assessment for Next School Year*Continue Budget Development for Next School Year Draft BudgetKDE MUNIS Support & Guides*Confirm/Adjust KDE Estimates of District Data for Next Year’s Forecast SEEK Calculation Chay Ritter – 502/564-3846, ext. 4453*Begin Working on Salary ScheduleTyler Technology’s MUNIS Support*Prepare for W-2 ProcessingTyler Technology’s MUNIS Support*Prepare for ACA ReportingKDE MUNIS Support & Guides*Process Insurance Open Enrollment file in time for first January payroll.KDE MUNIS Support & Guides1stState Preschool Enrollment Count as of Dec 1st due to KDE, Division of IDEA Implementation and Preschool, School Readiness BranchAndrea Bartholomew – 502/564-4970, ext. 47224thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 4425DECEMBER (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS10thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thIDEA B Child Count as of Dec 1st due to KDE, Office of Special Education and Early Learning (OSEEL)Amy Patterson – 502/564-4970, ext. 451331stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS SupportJANUARYDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Review AccumulatorsTyler Technology’s MUNIS Support*Local tax reports as requiredKrystal Smith – 502-564-3846, ext. 4425*Prove encumbrances for quarterKDE MUNIS Support & Guides*Reconcile fixed asset module to G/L moduleKDE MUNIS Support & Guides*Verify transportation codes at least once a semesterRonda Devine – 502/564-5279, ext. 4444*Process W-2’sTyler Technology’s MUNIS Support*Process 1095’sKDE MUNIS Support & Guides*Process 1099’sTyler Technology’s MUNIS Support4thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thKEES Report for Fall Graduates due to KHEAARoxanne Lewis – 502/696-739725thCDIP Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thMath Achievement Fund Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 4332JANUARY (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS25thRead to Achieve Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementLeesa Unger – 502/564-1979, ext. 434030thMath Achievement Fund Mid-Year Data collection into IC due to KDE, Division of Program StandardsErin Chavez – 502/564-2106, ext. 4145 30thRead to Achieve Mid-Year Data due to KDE, Division of Program StandardsWhitney Hamilton 502/564-2106 ext. 413531stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support31st941 Report to IRS due quarterlyTyler Technology’s MUNIS Support31stGenerate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarterKDE MUNIS Support & Guides31stUnemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterlyKDE MUNIS Support & Guides31stFinalize Draft Budget and reviewed by Local Board KDE MUNIS Support & GuidesFEBRUARYDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Forecast Ending Growth Factor Balance for Board*Any Revisions of Staffing Policy or Guidelines Shall be Adopted by the Board and must be submitted to KDE, Division of Consolidated Plans and Audits, by May 1stAshlie Cox – 502/564-3791, ext. 4046*Prepare Staffing Allocations for School CouncilsAshlie Cox – 502/564-3791, ext. 40461stNon-Resident contracts should be approved by the local board for the following school year. 702 KAR 7:125 (8)Ronda Devine – 502/564-5279, ext. 44441stTransition due in Infinite Campus on the Graduation TabScott U’Sellis – 502/564-4286, ext. 42254thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides28thPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS SupportMARCHDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides1stState Preschool Enrollment Count as of March 1st due to KDE, Division of IDEA Implementation and Preschool, School Readiness BranchAndrea Bartholomew – 502/564-4970, ext. 47221stTentative Staffing Allocations due to School CouncilsAshlie Cox – 502/564-3791, ext. 40464thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides31stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support31stSchool Nutrition Programs Financial ReportingDSCN – 502/564-562531stSubmit state funded preschool application to GMAP.Andrea Bartholomew – 502/564-4970, ext. 4722APRILDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Local tax reports as requiredKrystal Smith – 502-564-3846, ext. 4425*Prove encumbrances for quarterKDE MUNIS Support & Guides*Reconcile fixed asset module to G/L moduleKDE MUNIS Support & Guides*Review AccumulatorsTyler Technology’s MUNIS Support*KISTA Bus Sale (Old buses) Resolution Adopted by Local BoardCarl Meehan – 502/564-5279, ext. 4442*Begin preparing Tentative Budget (STW GL-6)KDE MUNIS Support & Guides*Finalize EOY Projection on GF*LEA to Receive Notification from KDE, Division of District Support of Final State SEEKChay Ritter – 502/564-3846, ext. 4453*School-Level Spending per Student calculations and data entry into School Report Card.Jessi Carlton – 502/564-3930, ext. 24681stBegin Indirect Cost AdjustmentsKaren Conway – 502/564-3846, ext. 44534thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides25thCDIP Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 4332APRIL (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS25thMath Achievement Fund Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementShelby Power – 502/564-1979, ext. 433225thRead to Achieve Quarterly Expenditure Report due to KDE, Division of Budgets and Financial ManagementLeesa Unger – 502/564-1979, ext. 434030thPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support30th941 Report to IRS due quarterly by the end of the monthTyler Technology’s MUNIS Support30thGenerate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarterKDE MUNIS Support & Guides30thUnemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterlyKDE MUNIS Support & Guides30thKRS 161.011 - Notice of non-renewal for classified staff by May 15th Matt Ross – 502/564-1976, ext. 432130thKRS 161.750 (2) - Notice of non-renewal for certified staff by May 15th Matt Ross – 502/564-1976, ext. 4321MAYDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*State tax mailed*Approve Salary Schedule at Board Meeting*Audit Contract Approved by BoardKim Carter – 502/564-3846, ext. 4440 Becky Walsh – 502/564-3846, ext. 4410*Begin processing Next Year P.O.’s (Optional)KDE MUNIS Support & Guides*Clean-up Purchase Orders for Year EndKDE MUNIS Support & Guides*Complete Creation of Fund 2 Accounts for the Next YearKDE MUNIS Support & Guides*Continue Preparing and Finalizing Tentative Budget Carol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 4435*Technology Leases Over $100,000 due to KDE, Division of School Technology Planning and Project ManagementMelissa Moore – 502/564-2020, ext. 24381stIndirect Cost Adjustments due to KDE, Division of District SupportKaren Conway – 502/564-3846, ext. 44531stSafe Schools Data verification window opens.Windy Newton – 502/564-5130, ext. 40631stSalary Supplement Applications for National Board Certification Reimbursement due to KDE, Division of District SupportJana Cox – 502/564-3846, ext. 44091stStaffing Allocations Final Due to School CouncilsAshlie Cox – 502/564-3791, ext. 40464thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 4425MAY (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS10thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thKRS 161.760 (3) - Notification of Certified Staff Reduction of Duties 90 Days before School Starts for Students or by May 15th, whichever is earlierMatt Ross – 502/564-1976, ext. 432129thAudit Acceptance Statements electronic submission due to KDE, Division of District SupportGail Cox – 502/564-3846, ext. 4462Jackie Chism – 502/564-3846, ext. 444529thFinancial Audit Contracts due to KDE, Division of District SupportKim Carter – 502/564-3846, ext. 4440Becky Walsh – 502/564-3846, ext. 441030thFY Deadline Submission of Capital Funds Request to KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 4438 Krystal Smith – 502-564-3846, ext. 4425 Jana Cox – 502/564-3846, ext. 440930thMath Achievement Fund Year-End Data collection into IC due to KDE, Division of Program StandardsErin Chavez – 502/564-2106, ext. 414530thRead to Achieve End-of-Year Data due to KDE, Division of Program StandardsWhitney Hamilton 502/564-2106 ext. 413530thTentative Budget due to Local Board and KDE, Division of District SupportCarol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 443531stPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support31stIDEA B Maintenance of Fiscal Effort (MoFE) Compliance, due to KDE, Office of Special Education and Early LearningJonathan Compton – 502/564-4970, ext. 412631stCertification of transportation for daily trips for pupils attending KSD/KSB due to KDE, Division of District Support Carol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 443531stCertification of transportation for home trips for Resident pupils of KSD/KSB due to KDE, Division of District Support Carol Buell – 502/564-3846, ext. 4438Karen Conway – 502/564-3846, ext. 4435JUNEDATEMONTHLY REPORTS & PROCESSESCONTACTS*Add new, remove retired and adjust assetsKDE MUNIS Support & Guides*Federal Cash Requests due to KDE, Division of Budgets and Financial ManagementKen Greene – 502/564-1979, ext. 4335*Federal Reimbursement of Health Benefits file and payment due to KDE, Division of District Support within 30 days after last payrollJackie Chism – 502/564-3846, ext. 4445Gail Cox – 502/564-3846, ext. 4462*Federal tax call in*KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)KDE MUNIS Support & Guides*State tax mailed*TRS Pathway file submission and remittance due 15 days after each payrollKDE MUNIS Support & Guides*Continue Processing Next Year P.O.’s (optional)KDE MUNIS Support & Guides*LEA to Receive Forecast State SEEK for Next School YearChay Ritter – 502/564-3846, ext. 4453*Perform depreciation once a year, if done in JuneKDE MUNIS Support & Guides*Prepare for Fiscal Year End Close – (BGL-2)KDE MUNIS Support & Guides1st2020-2021 Consolidated Application due in GMAP; Title II, Part A - Supporting Effective InstructionTodd Davis 502/564-6592 ext. 45371st2020-2021 Consolidated Application due in GMAP; Title IV, Part A - Student Support and Academic EnrichmentLalah Brewer – 502/564-4772, ext. 40284thSEEK EFT due by the 4th working day of each month to districtsKrystal Smith – 502-564-3846, ext. 442510thKRS START file submission and remittance due by 10th day of following monthKDE MUNIS Support & Guides15thKRS 161.760 (1) - Notification of Reemployment of Certified Staff with best estimate of salary no later than 45 days before School Starts for Students or by June 15th, whichever is earlierCassie Trueblood – 502/564-4606, ext. 215215thKRS 161.760 (1) - Requires Salary Notification to Certified Staff no later than 45 Days before School Starts for Students or by June 15th, whichever is earlierCassie Trueblood – 502/564-4606, ext. 2152JUNE (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS15thSEEK At Risk ADM data pulled by KDE, Division of District Support, from ICLaura Loman – 502/564-5279, ext. 448530thPerform Month-End Process for prior month including full tables validation.Tyler Technology’s MUNIS Support30th2020-2021 Consolidated Application due in GMAP; Title I, Part ABrenda Considine – 502/564-3791, ext. 404530th2020-2021 Consolidated Application due in GMAP; Title I, Part D Neglected and DelinquentWes Blake – 502/564-3791, ext. 4031Monica Shack – 502/564-3791, ext. 405230th2020-2021 Consolidated Application due in GMAP; Title III - English Language LearnersJessica Sanderson – 502/564-3791, ext. 4004Erin Sudduth – 502/564-3791, ext. 402130thAmended School Calendar (current year) due to KDE, Division of District SupportRonda Devine – 502/564-5279, ext. 444430thAmendments to the original Non-Resident Contracts is due to the local board. 702 KAR 7:125 (8)Ronda Devine – 502/564-5279, ext. 444430thOriginal School Calendar for upcoming school year due to KDE, Division of District SupportRonda Devine – 502/564-5279, ext. 444430thSuperintendent’s Annual Attendance Report (SAAR) due to KDE, Division of District SupportBrad Kennedy – 502/564-5279, ext. 441730thTransportation Adjustment Form EOY Report due to KDE, Division of District SupportKaren Conway – 502/564-3846, ext. 443530thKEES Report due to KHEAARoxanne Lewis – 502/696-739730thVocational Transportation – Reimbursement for transporting Vocational Students due to KDE, Division of District SupportKaren Conway – 502/564-3846, ext. 443530thPreschool Performance Report due to KDE, Division of IDEA Implementation and Preschool, School Readiness BranchAndrea Bartholomew – 502/564-4970, ext. 472230thSpecial Education Indicator 11 and 13 Data Collection Form due to KDE, Office of Special Education and Early Learning (OSEEL)Amy Patterson – 502/564-4970, ext. 4513JUNE (continued)DATEMONTHLY REPORTS & PROCESSESCONTACTS30thSpecial Education Discipline Data due to KDE, Office of Special Education and Early Learning (OSEEL)Amy Patterson – 502/564-4970, ext. 451330thSpecial Education Exiting data verification due to KDE, Office of Special Education and Early Learning (OSEEL)Amy Patterson – 502/564-4970, ext. 451330thSafe Schools Data Report verification window closes; KDE will extract data July 1.Windy Newton – 502/564-5130, ext. 4063TABLE COLOR CODE:Annually - WHITEMonthly - YELLOWQuarterly - GREENMultiple Months - ORANGENOTE: NEW! KDE has created a shared calendar for the Financial Management Calendar with two different viewing options (see links below). Financial Management Calendar.ics (Outlook Desktop version)Financial Management Calendar.hmtl (Online version)KDE updates only specific Kentucky MUNIS documents. General MUNIS documents are available at the MUNIS knowledge base on the Tyler Technologies website. Additional important deadlines are available at the following links: Pupil Transportation Year Round CalendarImportant Due Dates for Superintendents This document along with other information have been provided on the following website:Financial Management Calendar, Financial Management Manual, Insurance Guidelines and Finance NewslettersKentucky Department of EducationOffice of Finance and OperationsDivision of District SupportDistrict Financial Management BranchUpdated: 7/9/20 KDE USE: F:\audits_trans\audits\Financial Management Calendar\FY2021 FMC ................
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