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2024-25 AP Processing Schedules & Month End Close Calendar

[Calendar Description automatically generated]Dear School Business Professionals,
In order to assist each district in planning for the new fiscal year (2024-25) we have updated our SBAS website calendars with the new 2024-25 Accounts Payable Processing Schedules<sbasweb.sbceo.org/purchasing/accounts-payable-processing> and the 2024-25 Month End Close Calendar<sbasweb.sbceo.org/finance/month-end-close-calendar>.
Annually, we share information related to commercial warrant review services provided by SBCEO. Please review the information on our website<sbasweb.sbceo.org/purchasing/accounts-payable-processing> related to audit services provided by our office as well as district responsibilities.
If you have any questions, please contact Alejandro Baeza (805-964-4711 ext. 5372).
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
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Posted on

2023-24 Fiscal Year End Close Calendar

Dear School Business Professionals,
In support of our districts, the SBCEO Team would like to keep you informed of the Fiscal Year-End (June 30) process and how it may impact various aspects of our regular procedures. Please review the following key reminders below:
Fiscal Year-End Calendar
* Please carefully review the Fiscal Year-End Close Calendar posted here<sbas.sbceo.org/Escape/FiscalYearEndCloseCalendar20232024.pdf> on our SBAS website to verify that all your year-end processing deadlines are met.
Year-End Close Manual
* The Fiscal Year-End Close Manual <sbas.sbceo.org/Escape/DistrictFiscalYearEndCloseManual202324.pdf> is available to assist with the closing process on the Year-end close<www.sbceo.org/domain/293> website.
Accounts Payable (A/P)
* Warrant Cancels and Cancel/Reissues – The last day for warrant cancel requests is June 24th at 5 p.m. No straight cancels will be processed between June 25th through the closing of your district’s 2023-24 general ledger. Note: Regular cancel/reissue requests will still be processed after this date.
* Next Fiscal Year A/P Processing – Please note that your District’s AP Schedule may shift due to the July 4th Holiday. Be sure to review your district’s currently posted AP calendar here<sbasweb.sbceo.org/purchasing/accounts-payable-processing> and the impact the July 4th Holiday may have on your AP submission and delivery schedule. We anticipate posting the new District AP Calendars for next year by June 30 (an email reminder will be sent when these are posted on the website).
Accounts Receivable (A/R)
* Deposits – Treasury deposits for the current (2023-24) fiscal year are due to our office no later than 8 a.m. on June 26th. Any deposits received by our office after that date and time will be posted in the next fiscal year (2024-25). Note: The County Treasurer’s Office will accept deposits at their locations in Santa Maria and Santa Barbara until 10 a.m. on June 28th. If you choose to make a deposit during the June 26-28 window, we advise that you re-confirm with the County Treasurer’s office directly to verify their deposit procedures and cutoff times.
If you have any questions or concerns, please feel free to contact any one of our finance team members for further clarification and/or guidance.
Alejandro Baeza – ext. 5372 Daisy Lazaer – ext. 5295 Chris Rhodes – ext. 5226 Lydia Barcos – ext. 5357 Kaylyn Fierro – ext. 5260
Regards, School Business Advisory Services Team Santa Barbara County Education Office
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox.
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Posted on

P-Annual Attendance Reminder – DUE JULY 8

[A picture containing text, electronics, computer, displayDescription automatically generated]Attendance Reporting Reminder: P-Annual Attendance Reports must be certified by the district no later than Monday, July 8, 2024.
The Principal Apportionment Data Collection (PADC) Web Application<pas.cde.ca.gov/> is now available for reporting 2023-24 Annual Principal Apportionment data.
The following 2023-24 Annual data is due:
* Attendance * Necessary Small School * Adults in Correctional Facilities * Special Education Local Plan Area (SELPA) Average Daily Attendance Allocation * Infant Funding * Audit Adjustments to CALPADS Data Additionally, the system is open for prior year corrections (PYC) data for the 2023-24 P-2, 2022-23 P-2, and 2022-23 Annual reporting periods. All PYC are due to SBAS by Tuesday, September 24, 2024. Please be sure to select one of the following from the drop down when reporting data corrections:
* 2023-24 P-2 Correction for AN * 2022-23 P-2 Correction for AN R2 * 2022-23 AN Correction for AN R2
To report PYC data for 2021-22, please email CDE at PADC@cde.ca.gov<mailto:PADC@cde.ca.gov> for information on how to submit the data.
Resources for data reporting and certification are posted on the PADC website under the Data Collection tab<www.cde.ca.gov/fg/aa/pa/index.asp?tabsection=4>.
The PADC User Manual (v 2023-24 1.00)<www.cde.ca.gov/fg/aa/pa/documents/padcmanual2324v1.docx> may be used in reporting data for the above-mentioned data entry screens for 2023-24.
The SBAS 2024-25 Attendance Reporting Calendar will be updated once CDE provides dates which is anticipated by the end of June.
Reminders:
* Read the User Manual thoroughly for step-by-step instructions and tips for specific data entry screens. * Make sure to save all data before navigating to the next record or tab within a data entry screen; verify all data saved correctly before validation and data certification. * If the system generates a blank page, do not refresh the browser. Instead, close the application and re-open it to continue. * If you experience technical difficulties, please call, or email the Principal Apportionment Section at 916-324-4541 or PADC@cde.ca.gov<mailto:PADC@cde.ca.gov>. * Prior year corrections (fiscal year 2020-21 and prior) should continue to be submitted through the PADC desktop software for each applicable year. The desktop software can be downloaded from the PADC web page<www.cde.ca.gov/fg/sf/pa/>.
Questions that are not addressed through the resources listed above should be directed by phone or email to the Principal Apportionment Section at the contact information below: Principal Apportionment Section 916-324-4541 PASE@cde.ca.gov<mailto:PASE@cde.ca.gov> Regards, School Business Advisory Services Team Santa Barbara County Education Office
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox.
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Posted on

Reminder: 2024 Governing Board Member Elections for School Districts

**** Please read email below from the County of Santa Barbara Elections Division***********
Good Afternoon District Secretary,
This email serves as a reminder of the upcoming consolidation deadline for School and Special Districts for the November 5, 2024, Presidential General Election. The District Request for Consolidated Election Services Form, District Consolidated Election Services Packet, Current District Boundary Map and Copy of the District’s Order of Election must be filed with the County of Santa Barbara Elections Division by Wednesday, July 3, 2024. Please email the completed paperwork to the County of Elections Division at candidatefiling@countyofsb.org<mailto:candidatefiling@countyofsb.org>.
Please reply to confirm that your district has received this email.
CANDIDATE FILING UPDATE: An initial draft of the School and Special District’s Candidate Filing Guide has been posted to the Election Division website, found here: www.countyofsb.org/793/Candidate-Filing. The final draft of the guide will be posted following Wednesday, July 3, 2024, and prior to the opening of candidate filing on Monday, July 15, 2024.
Sincerely,
Candidate and Voter Services Clerk-Recorder, Assessor, and Registrar of Voters County of Santa Barbara T 805-696-8957|E candidatefiling@countyofsb.org<mailto:candidatefiling@countyofsb.org>|W www.SBCVOTE.com<www.sbcvote.com/>

Original email from SBCEO below:
Action Item for your Upcoming Board Meeting…
Dear Superintendents, Presidents, and School Business Officials,
It is a General Election Year! Our webpage, Elections for School Districts, (located under Governance on the School Business Advisory Services website) has a wealth of information and all the form documents you will need to prepare for the upcoming election. The link to the webpage is below:
SBAS Elections Website Page – Elections for School Districts<sbasweb.sbceo.org/governance/elections-for-school-districts> <--click here. Districts will find the following Governing Board Member General Election information needed for this upcoming election: * General Election Calendar * Notification to 'consolidate' Governing Board Member Elections * Governing Board members Terms Expiring in December 2024 * Order of Elections Fillable Form (needs to be prepared and adopted by your board by June 28) <-- Action Item Feel free to share this information with your assistant or others at your organization that may need this information. Thank you for your assistance in preparing the documents needed. If you have any questions, please contact me at (805) 964-4711 ext. 5700 or Amada Dulay (805) 964-4711 ext. 5201. We are here to help you through this process. Sincerely, Steve Torres Associate Superintendent, Administrative Services Santa Barbara County Education Office (805)964-4711 ext.5700 (805)699-0649 cell
Posted on

Release Review 24.02

June 6, 2024 Release Review Webinar ERP CA Release Review 24.02<myfrontline.zoom.us/webinar/register/WN__YDcOEraQOeX0I0NKI3v2Q> 10:00 – 10:45AM PTFree Join the ERP for California Product Team for the latest system updates, including new items coming soon in 24.02! Key highlights include the ability to handle 1099 Corrections, the transfer of Vendor Management to the Web version, and the inclusion of even more reports now accessible through the Web. Register<myfrontline.zoom.us/webinar/register/WN__YDcOEraQOeX0I0NKI3v2Q>
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox.
To unsubscribe, click here<mailto:sbasfinance@sbceo.org?subject=Unsubscribe>
Posted on

Escape Production System updated

Hello all,

Please take note, as of 06/5/2024 . . .

…we have updated Escape Production to v24.02

* New Report: Leave17 – Substitute Information from Leave Batches!

* Optimize Employee Management Search Performance

* Pay Compute: If an assignment is ended early, the correction adjustment will now use the appropriate salary schedule
Please see the release notes while logged into Escape (Frontline ERP for California Desktop):
Online Resources > Release Information
Regards,
School Business Advisory Services Team Santa Barbara County Education Office

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