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Home > Rules & Legislation > Letters from the Commissioner > Administrative Letter 039

FY 2009-2010 Budget Reporting – Due September 18, 2009

ADMINISTRATIVE LETTER: 39
POLICY CODE: DB


TO:         Superintendents of Schools
FROM:    Susan A. Gendron, Commissioner of Education
DATE:     February 27, 2009
RE:         FY 2009-2010 Budget Reporting – Due September 18, 2009

The MEDMS Financial System is now ready to accept your FY 2009-2010 budget data. In addition to the MEDMS files, school administrative districts, community school districts and regional school units are also required to submit a spreadsheet supplement to the MEDMS Financial System, to provide detail of the budget’s local share as assessed to each member town. The spreadsheet is available at:

http://www.maine.gov/education/forms/misteam/efm46/46menu.htm

All school units (municipal, school administrative districts, community school districts, regional school units and alternative organizational structures) are required to submit FY 2008-09 and FY 2009-10 referendum results data on the “Referendum Results Report” available at this link:

http://www.maine.gov/education/forms/misteam/efm46/referendumresultsreport.xls

The following additional documents are available to assist you in your budget process at this link:

http://www.maine.gov/education/forms/misteam/efm46/46menu.htm

For use by school administrative districts, community school districts and regional school units:

    • Summary of Approved General Fund Budget and Report of School Appropriations (required to be filed with your MEDMS Financial System Budget submission).
    • School Appropriations Amounts by Month for Fiscal Year 2009-2010 (sample form for monthly assessment amounts).
    • Assessment of School Administrative District Tax (sample form for assessments for member municipalities).
    • Assessment of Community School District Tax (sample form for assessments for member municipalities).
    • Assessment of Regional School Unit Tax (sample form for assessments for member municipalities).

For use by all school administrative units:

    • Checklist of data points to review prior to submission of MEDMS Financial System required files
    • Suggested Articles to Appropriate Monies for School Budgets for the Fiscal Year
    • Year-End Balances (explanation and sample calculation of the penalty for unallocated balances in excess of 3%).

Transaction coding updates to the model charts of account and the MEDMS Financial System are available at:

http://www.maine.gov/education/data/handbook/charts/december2008codingupdates.pdf

Statutory information pertaining to budgets may be accessed as follows:

http://janus.state.me.us/legis/statutes/

General budget statutes are located in 20-A M.R.S.A. §15690 through §15694. Budget statutes specific to school administrative districts may be found in 20-A M.R.S.A. §1302 through §1309. Budget statutes specific to community school districts may be found in 20-A M.R.S.A. §1701 through §1701-C. Budget statutes specific to regional school units may be found in 20-A M.R.S.A §1482 through §1488.

The following deadline must be met by filing the following information with the Department of Education, School Finance and Operations Team:

Within 30 days of the passage of your budget but no later than September 18, 2009:

  1. Completion of the following FY 2009-2010 budget files in the MEDMS Financial System:
    • Budget Revenue
    • Budget Expenditure
  2. For school administrative districts, community school districts and regional school units only, a completed "Summary of Approved Budget and Report of School Appropriations" spreadsheet for 2009-2010. (This spreadsheet may be uploaded to the MEDMS Financial System as a supplementary document).
  3. A copy of the vote declaration to show that the budget was passed. (If available in electronic format, these documents may be uploaded to the MEDMS Financial System as a supplementary document).
  4. A copy of the corresponding warrant or resolution. (If available in electronic format, these documents may be uploaded to the MEDMS Financial System as a supplementary document).
  5. Completion of the “Referendum Results Report” for FY 2008-09 and 2009-10. (This spreadsheet may be uploaded to the MEDMS Financial System as a supplementary document).


If you have questions or need clarification regarding the FY 2009-2010 budget filing requirements, please contact Joanne Allen at joanne.allen@maine.gov or Karla Miller at karla.miller@maine.gov