Chief School Administrators. Dale M. Dennis, Deputy Commissioner Division of Fiscal and Administrative Services

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1 TO: FROM: Chief School Administrators Dale M. Dennis, Deputy Commissioner Division of Fiscal and Administrative Services Craig Neuenswander, Director School Finance SUBJECT: Special Education Transportation Expenses DATE: April 18, 2018 As you recall, the Legislature requires all special education state aid payments to be deposited in the school district s general fund budget for school districts that receive special education payments. The money would then be transferred from the general fund to the special education fund. We are in the process of collecting Special Education transportation costs. Instructions for completing the Form 308 web application are attached. The transportation expenses should include costs through June 30, Please complete the Form 308 online and submit to KSDE no later than May 10, All districts must submit the Form 308, even if there are no special education transportation expenses to claim. The vehicle depreciation screen will include all special education, regular route and activity vehicles used for transportation, as submitted on the Annual Statistical Report (18E). The Form 308 will be the master list of all vehicles used for student transportation purposes, and will be used to populate the Annual Statistical Report to be released late July, due August Please add all new student transportation vehicles acquired by the district on the vehicle depreciation screen. Your June 1, 2018 special education payment will include 80% of the transportation expenses you claim, catastrophic aid entitlement, Medicaid state aid replacement, in addition to your teacher entitlement and payments you receive on behalf of a special education coop/interlocal, less your October 15, December 15, March 15, and April 15 payments, and any overpayments. WE HIGHLY SUGGEST THAT YOU CAREFULLY REVIEW THE SPECIAL EDUCATION TRANSPORTATION EXPENDITURES TO ENSURE THAT ALL EXPENDITURES ARE CORRECT AND NOT DUPLICATED. For assistance, Rose Ireland rireland@ksde.org at 785/ , Sara Barnes (sbarnes@ksde.org) at 785/ , or Craig Neuenswander (craign@ksde.org) at 785/

2 FORM 308 KSDE WEB APPLICATION SUBMIT NO LATER THAN: May 10, 2018 Locate and open your web browser. Cut and paste in, or type in the following Internet address: Enter your User Name and Password on this login screen. If you are unable to login, please click the Forgot Your Password? link or contact the Help Desk at Click Lea Forms, then choose Special Education Transportation (Form 308) to begin the application. Click Create New Report for 2018 to start your report.

3 Enter the appropriate contact information for your district. There is a separate screen for the special education transportation expenditures and the vehicle depreciation schedule. Complete all information for each screen and select <Save>. The application will recognize your entry was saved. Data should be saved frequently to reduce risk of losing data (session timeouts may vary due to inactivity). To navigate between the two screens, use the <Previous Screen> or <Next Screen> button located at the top of the form. IMPORTANT: After completing the Depreciation Schedule screen, you must return to the Form 308 (expenditures) and click the Accumulate Depreciation button. This will pull the total depreciation costs to Line 7. When submitting to KSDE, an error will display if Line 7 does not match the total depreciation on the Depreciation Schedule screen. Note: Accumulate Depreciation must be selected after all buses have been entered on the Depreciation Schedule screen. (see next screen)

4 ALL VEHICLES (including special education vehicles, regular route and activity vehicles) owned by the district for pupil transportation must be entered on the Vehicle Depreciation Schedule screen. This screen is prepopulated from data entered on the Annual Statistical Report (18E), and will be used to populate your E open late July, due August You must <Save> after each bus is entered. Reminder: Don t forget to return to the expenditure form <Previous Screen> and click the <Accumulate Depreciation> button after all buses have been entered to update depreciation costs on Line 7. You will need to <Save> on the expenditure form prior to <Submit to KSDE>. (see screen shot of Results of Completeness error list below). Important: To ensure you receive full entitlement for all special education transportation reimbursements, please review your total expenditures prior to submitting to KSDE to confirm they are correct and not duplicated. If you are a sponsoring district of a coop, all expenditures of the participating districts must be combined and submitted on behalf of the sponsoring district.

5 Note: All errors must be resolved before submitting (see below). - If the status is Stop, take action to correct. If the status is a Warning, report can be submitted without correction After all expenditures have been reviewed for accuracy and all errors resolved select Submit Report.

6 Printing / Submitting to KSDE To print a copy of the Special Education Transportation report, click on Print Report menu. A print report screen will appear; click Print Section. You may be prompted to <Open>. From the File menu, click Print. Note: Only vehicles used for special education transportation will print. All vehicles will be printed at the time the 18E is completed later this year. Please contact the School Finance office for assistance: 785/ Rose Ireland rireland@ksde.org 785/ Sara Barnes sbarnes@ksde.org 785/ Craig Neuenswander craign@ksde.org ###