FY20 IDEA Excess Cost System now Available in IWAS
The FY2020 IDEA – Excess Costs system is now available through IWAS. The information below provided by the IDEA grant team should be shared with staff who work directly with the IDEA grants
New for FY 2020:
- School districts will now complete the excess cost requirement in IWAS. The system includes the same information as the previous excel worksheets. A review checklist is included which follows a similar format as other IWAS systems.
- The new system will show up for the program administrator but others needing access to the excess cost system will need to “sign up for new systems” in IWAS. The system is listed under active grants and it is titled “IDEA Excess Costs”.
- State approved charter schools will continue to complete an excess cost worksheet that will be emailed to the State Approved Director of Special Education.
Excess Cost General Information:
- All Illinois school districts and state charter schools must submit excess cost information to the Illinois State Board of Education. As a reminder school districts will complete the Excess Cost System in IWAS and charter schools will complete the Excess Cost Worksheet.
- Expenditures – The excess cost calculation is specific to district FY19 expenditures (not revenue, not budgets). Districts must use the expenditures section of the Annual Financial Report (AFR) to complete the worksheet.
- Data Sources: Calculation of the FY20 IDEA Excess Cost requires the following:
- FY19 Total Student Enrollment (October, 2018 Fall Enrollment) – available on the IDEA grant webpage
- FY19 Annual Financial Report
- Current # of Students with IEPs (December 1, 2019 Child Count, less PreK)
- FY19 # of Students with IEPs - available on the IDEA grant webpage
- FY19 IDEA Excess Cost worksheet. The instructions and the excel worksheet will direct users to the required data sources.
- Local Records
Resources:
- In addition to the instructions, other excess cost resources are available on the IDEA grant webpage, including an IDEA excess cost webinar. The instructions and the IWAS system will direct users to the required data sources. The IDEA excess cost instructions and resources are available on the IDEA grant webpage at https://www.isbe.net/Pages/IDEA-Part-B-Grant-Program-Information.aspx .
Excess Cost Timeline:
- The excess cost system in IWAS (school districts) and the excess cost worksheet (state-approved charters) must be completed and submitted to the IDEA grant coordinators no later than February 28, 2020.
- IDEA grant coordinators are available to questions as districts work through this process. Please direct questions to your IDEA grant coordinator by telephone (217/782-5589) or email: Kimberly Beachy – kbeachy@isbe.net; Mandi Richards – marichar@isbe.net; Todd Williams - todwilli@isbe.net
Helpful IWAS Information:
- The IWAS system will have spaces where districts will enter information, spaces that will contain prepopulated information and spaces that will calculate when users select the “Save Page” option. Districts must enter their excess cost information in the white spaces. The yellow boxes will contain prepopulated information (including district FY19 total student enrollment and FY19 students with IEP’s) and all blue boxes will show calculations when the page has been saved.
* Districts who completed the Excel Worksheet from the website: Please be sure to use the version dated 1/28/2020 (date is found in upper left corner of spreadsheet). This document contains the updated formulas and will provide the correct calculations. Please input the information from the worksheet into the Excess Cost IWAS Application. Excel Worksheets will not be accepted.
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* When completing the IWAS Excess Cost system. it is imperative that all three calculation pages are saved in order, from left to right, after all data has been input and adjustments have been made. This is necessary due to the nature of the calculation process. The three pages that must be resaved, in order, before submission are: |
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1. |
Total Expenditures |
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2. |
IDEA and ESEA Title Expenditures |
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3. |
Excess Cost Calculations |
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Thank you,
Sara Friedrich
Program Specialist II
Illinois State Board of Education
Special Education Departments
100 N. 1st Street
Springfield, IL 62777
(217) 782-5589
sfriedri@isbe.net