ODEExcess Cost Calculation

Data Collection DetailsWebinar 2-11-2015

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Jackie McKim, Research AnalystSarah Drinkwater, Assistant Superintendent

Understand the Excess Cost requirement in IDEA

Understand the difference between Excess Cost and Maintenance of Effort (MOE)

Ability to submit the Excess Cost calculation via the ODE District Website

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Session Objectives

Definition

Difference from Maintenance of Effort (MOE)

Data Collection

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Excess Cost

• Sec. 300.16 Excess costs.• Excess costs means those costs that are in

excess of the average annual per-student expenditure in an LEA during the preceding school year for an elementary school or secondary school student, as may be appropriate, and that must be computed after deducting . . .

• (Authority: 20 U.S.C. 1401(8)) 4

Excess Cost - Definition

Excess Cost v. Maintenance of Effort (MOE)

Excess CostSpending on Special

Education students compared to non-Special Education students

By grade rangeExpenditures compared in

same yearhttp://www.ode.state.or.us

/search/page/?=371

MOE• Spending only on Special

Education students

• At district level

• Expenditures compared to prior year

• http://www.ode.state.or.us/search/page/?=3069

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Collection Window: January 22 through March 9, 2015

Forms/Documents available at http://www.ode.state.or.us/search/page/?=371:Excess Cost Template (Excel)Excess Cost Q&A (Word)SECC Data for Excess Cost Calculations (Word)

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Excess Cost Data Collection

• http://www.ode.state.or.us/search/page/?=894

• Fiscal Calendar 2014-15

• Special Education Finance Q&A

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Special Education Funding Webpage

None – same as last year

Keep in Mind:• Based on clarification from the Office of

Special Education Programs (OSEP):• Child Count (SECC) data is from 2014-15. • All other data is from 2013-14.

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Major Changes

Complete tabs in order of numbering:1. Revenue - Enter funding sources in yellow

cells

2. Expenditures – Enter funds expended in yellow cells

3. Combined – Enter data in yellow cells only as indicated by text boxes (e.g. SECC data)

4. ODE Final Submission – Calculated submission data (no data entry)

Caution: Worksheets are not protected. 9

Excess Cost Template

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IDEA Excess Cost Calculation 14-15 Data CollectionForm: 2014-15 Excess Cost Template (Excel)

Tab: 4. ODE Final Submission

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To Access the IDEA Excess Cost Calculation 14-15

1. Log on to the district website at https://district.ode.state.or.us

2. Select Consolidated Collections

3. Click on Institution Collections ►IDEA Excess Cost Calculation 14-15 ► Submission / Maintenance

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Take Note…

When you are entering the numbers from the “ODE Final Submission” tab, you will only enter the “Total Expenditures less Capital Outlay & Debt in Audit Year” once.

The second occurrence of that line item is on row 22 (elementary) or 58 (secondary) and is left out of the web submission.

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Excess Cost Web Submission Screen

Once data is entered click Save. Only “error free” records will be saved.

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Excess Cost Calculation Errors

Error value, field, and descriptions provide information for correcting record.

Error comments are provided next to each line in error.

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Excess Cost Calculation Errors

Once lines are corrected, click “Save” to update record.

To add another record, click the green plus mark to access a new submission screen.

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Excess Cost Submission

Once all entries are complete, go to the Status Tracking screen and click on the black arrow to the left of the IDEA Excess Cost Calculation 14-15 line. A verification window will open directly beneath the collection line.

Click on the Verify Submission button to complete the submission process.

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Excess Cost Submission

You will receive a “Verification record inserted.” message and the submitters name and date verified will be inserted on the collection line.

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Review

Data :• SECC from 2014-2015 (i.e. 12/1/14) • Expenditures from 2013-14

Forms:• Instructions/Template (Excel)• Excess Cost Q&A (Word)• Instructions to get SECC Data (Word)

• Questions?

Jackie McKim: jackie.mckim@state.or.us or 503-947-5629

Sarah Drinkwater: sarah.drinkwater@state.or.us or 503-947-5702

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Contacts