LEA FORMS MILL RATE FORM. Due December 15, User s Guide

Transcription

1 Kansas State Department of Education LEA FORMS MILL RATE FORM Due December 15, User s Guide Please Note: This help resource may refer to screen elements by their color and may be best viewed in full color. KSDE Web Application Log In The Kansas State Department of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the nondiscrimination policies: KSDE General Counsel 900 SW Jackson, Topeka, KS , Mill Rate Form User s Guide:

2 Revision History Date Reason for Changes Author Version 11/14/18 Rolled Over to Collection Christie Wyckoff Mill Rate Form User s Guide:

3 Table of Contents Revision History... 2 Table of Contents... 3 Part I: Introduction... 4 Part II: About this Manual... 4 Part III: Important Terms... 5 Part IV: Accessing the Mill Rate Form via KSDE Web Apps... 6 Current Users... 6 New Users... 8 Part V: Logging into the Mill Rate Form Part VI: Navigating the Mill Rate Form Main Page Administrative Data Mill Rate Form Results of Completeness Check/Submit Report Part VII: Printing Mill Rate Form Part VIII: KSDE Contacts Mill Rate Form User s Guide:

4 Part I: Introduction Welcome to the Mill Rate form. This web form collects actual mill rates as determined by the County Clerk, based upon taxes to be levied for the current school year. The final mill rates for the current school year shall be submitted by each LEA through the KSDE Authentication Web Applications, after mill rates have been certified to the district through the County Clerk. For your reference only, the current year Budgeted Rate has been loaded to the web form based on the USD budget data submitted to the Kansas Department of Education in the fall. The budgeted mill rate is merely an estimate by the district; please ensure the Final Rate has been entered on the web form as determined by each district s County Clerk. This manual should give you a jump-start on the basics of the Mill Rate form. Part II: About this Manual This User s Guide will describe how to: Navigate through the Mill Rate form. Answer questions on how to complete the Mill Rate form and the purpose behind the collection. Compare budgeted mill rates to the final mill rates as certified through the County Clerk. Submit to KSDE. We have also included some notes and tips that highlight important topics. NOTE: The Notes box will mention items that require special attention. TIP: The Tip box will contain recommendations as the user works through the Mill Rate form. 4 Mill Rate Form User s Guide:

5 Part III: Important Terms Are you new to the vocabulary of the Mill Rate form? KSDE has created a glossary of terms to help clarify words and phrases that may be unfamiliar to you. Term Mill Rate Assessed Valuation Levy Fund Meaning This is a mathematical procedure to determine property taxes for each levy fund. One mill is one dollar of property tax levied against $1,000 of assessed valuation. Assessed valuation is computed by taking the market value of the property and multiplying it by the appropriate assessment factor for that classification of property. Note: Market value and assessed value of farm land is different for each type of property and can be obtained from your local County Assessor s Office. School districts are authorized to levy property taxes for selected funds: General, Supplemental General, Adult Education, Capital Outlay, Declining Enrollment, Cost of Living, Special Liability, School Retirement, Extraordinary Growth, Bond & Interest, No Fund Warrant, Special Assessment, Temporary Note, Historical Museum, Public Library Board, Public Library Board Employee Benefits, Recreation Commission, and Recreation Commission Employee Benefits. 5 Mill Rate Form User s Guide:

6 Part IV: Accessing the Mill Rate Form via KSDE Web Apps Current Users If you already have access to KSDE Web Applications, log in and make sure you have LEA Forms in your list of Web Applications. 1. Go to: 2. Log In and click on Accept. 3. Check to see if you have LEA Forms if your list of web applications. If you do not, click on Manage My Account. 4. If your account has district level access, LEA Forms will be available to add to your current account. Scroll down the list of applications (in alphabetical order, to check the box next to LEA Forms and then select District Administrator. Note: Tip: If you do NOT see LEA Forms in the list of web applications available to you, you will need to register as a New User. If you must register for a new username and password, take a minute to note what current Web Applications you are registered for and what user level you are for each. Then, when you re-register for a new username and the LEA Forms application, you can also check the web applications you were already registered for and have all web applications you use available to you under your new username and password. 6 Mill Rate Form User s Guide:

7 5. Scroll down to the bottom and fill in the three fields under In Case You Forget Your Password. 6. Click on Submit. Once this happens, our IT department will the contact denoted as Superintendent on the Directory Updates web application for approval. 7. Once the Superintendent approves the request, it will go back to our IT department and they will get your new registration approved, and a confirmation will be sent to you to let you know you can now access the web applications you registered for. 8. You will then be able to go to: and sign in. You should then see all web applications you had registered and been approved for. 7 Mill Rate Form User s Guide:

8 New Users Individuals who do not have access to KSDE web applications will need to register for access. 1. Go to: 2. Click on Register 3. Enter in the required information. a. Make sure to select your district from the Organization drop down list. b. Make sure to select All Buildings in the Building drop down list. This will then populate a list of applications below to sign up for. Note: If you select a specific building instead of All Buildings, the LEA Forms application will NOT populate in the list of applications. 8 Mill Rate Form User s Guide:

9 TIP: Do not use spaces when defining your username login ID. When creating your password keep in mind the password requirements shown on the screen. You will need to remember the username, password, security question/answer, and birth date that you entered. KSDE does not store this information for you. c. Scroll down and Check LEA Forms, and make sure that District Administrator is highlighted as your user level. d. If there are any other applications you would like to register for, please go through and check those as well as highlighting the requested user level for each one. 4. Click on Submit. Once this happens, our IT department will the contact denoted as Superintendent on the Directory Updates web application for approval. 5. Once the Superintendent approves the request, it will go back to our IT department and they will get your new registration approved, and a confirmation will be sent to you to let you know you can now access the web applications you registered for. 6. You will then be able to go to: and sign in. You should then see all web applications you had registered and been approved for. TIP: If you forget your KSDE web applications password, click on the link that says Forgot Your Password? on the Authentication screen. You will be prompted to supply the answer to a security question, type in your birth date, and enter a new password. If your security question answer and birthday match what you originally entered when you registered for KSDE web application access, then your new password will be activated. Keep in mind that KSDE does not know your password, so you are responsible for managing and remembering it. 9 Mill Rate Form User s Guide:

10 Part V: Logging into the Mill Rate Form The Mill Rate Form is available to users registered for the LEA Forms web application. Log into KSDE web applications, click on Accept, and then click on LEA Forms. NOTE: Some of the applications may be grayed out. This means that they are either not active applications, or that you have not yet been approved for access to those applications. Verify if your Superintendent has approved your request. Additionally, the numbering of applications is unique to each individual user. After clicking on the link for the LEA Forms, you will see the LEA Forms you have access to, listing the new Mill Rate Form. Click on Mill Rate Form to begin. 10 Mill Rate Form User s Guide:

11 Part VI: Navigating the Mill Rate Form Main Page This is the first screen that will appear after entering the report. From here you should click Create New Report for Once you create the report, the next time you log in, if you have not submitted yet and are In Progress, you will receive the following screen. Click on Select next to 2019 to continue on the current years report. You can click Select next to any previous years to view the information that was submitted for each respective year. TIP: The KSDE Applications link (top left corner) allows you to go directly to your authenticated home page. The Logoff link allows the user to exit the application at any time. 11 Mill Rate Form User s Guide:

12 Administrative Data The first screen users will see is the Administrative Data Screen. District data is populated from the Directory Updates Web Application, Central Office Data Screen. If any of that information is incorrect, you will need to update in the Directory Updates web application. Users are required to enter contact information for this report, including name, position, and phone number. Once entered, click on the save and next screen button to proceed. TIP: You should not use the Refresh, Back, or Forward browser buttons with the Mill Rate Form. There are menus/buttons on every page for easy navigation to other screens. 12 Mill Rate Form User s Guide:

13 Mill Rate Form This screen lists all levy funds, in addition to the fund number as referenced on the USD Budget and the Budgeted Rates as published in the USD budget. Final mill rates should be entered for each applicable fund as certified by the County Clerk. You may need to contact your County Clerk and request they send you the final certified mill rate for all funds for your district. Do not enter budgeted mill rates in the final rate column. The County Clerk should have sent the final mill rates to your office. Once you have entered in your rates and click Save, there may be an error list as shown below. These errors must be corrected before you can save this screen. 13 Mill Rate Form User s Guide:

14 Results of Completeness Check/Submit Report Paying close attention to details will help ensure your mill rate data entry is as accurate as possible. If there are any errors that have a status of Stop, you must correct them before you can submit. When the report is accurate, and all Stop errors have been rectified, you can click on Submit Report. NOTE: If an error in data entry is discovered after submitting the report to KSDE, you must contact KSDE to reopen the report. Please call School Finance at Mill Rate Form User s Guide:

15 Part VII: Printing Mill Rate Form The Print Report menu allows users to print the Mill Rate Form. Select the Excel Report check box to have the report populate in Excel. Otherwise, it will populate as a PDF. Click the Print Section button to get the prompt to Open or Save the file. Part VIII: KSDE Contacts For questions concerning the Mill Rate Form, contact School Finance staff: Christie Wyckoff Sara Barnes Rose Ireland Craig Neuenswander cwyckoff@ksde.org sbarnes@ksde.org rireland@ksde.org craign@ksde.org For questions concerning username and passwords, contact: KSDE Help Desk: HelpDesk@ksde.org 785/ Mill Rate Form User s Guide: