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Site Based Expenditures Report

The Every Students Succeeds Act (ESSA) contains a short but significant provision requiring LEAs (Local Education Agencies) to report district-level expenditure data and, for the first time, school-level expenditure data. This reporting began with FY19 data and is reported each year on the Illinois Report Card. LEAs are required to report actual personnel and non-personnel expenditures of both site-specific and district centralized expenditures. Expenditures will be shown at the site level and must be disaggregated by source of funds (federal vs. state/local).

Menu Path

Fund Accounting > State > State - IL > Site Based Expenditures Report

Submission Period

Annually (July 1 to August 14. Edits to submissions may be made until August 31.)

Selection Rule

Annual Site-based expenditure Information is extracted based on the Reporting Structure and Crosswalks set up for the selected reporting period.

Setup

Before loading the fiscal year financial data table and generating the files to be submitted to the Department of Education, you must define relationships between organizations and accounts used in the Fund Accounting system and state account codes. This only needs to be done once, unless a relationship changes.

Set up the following:

Reporting Structure

Before running the Site Based Expenditures Report for the first time, provide some detail about the accounting structure. For each level of accounting, you need to specify the level and the starting and ending positions.

This setup is the same as the IL Budget Form and IL Annual Financial Report. If you completed the setup for either of these reports, it does not need to be done for the year you are processing.

You can define your district's reporting structure on the IL Site Based Expenditures Report - Setup - Reporting Structure page.

  1. Select Setup > Reporting Structure.

  2. Filter records using the following criteria:

    • Year

    • State Level Title

    • Local Organization Level

    • Starting Position within level

    • Ending Position within level
      To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Data Crosswalk

Set up crosswalks for any district Fund, Account, Program, Location, or Function that does not exactly match those used by the ISBE in the IL Budget Form.

This setup is the same as the IL Budget Form and IL Annual Financial Report. If you completed the setup for either of these reports, it does not need to be done for the year you are processing.

You can set up crosswalks for the following on the IL Site Based Expenditures - Setup - Data Crosswalk - Account page:

  • Account

  • Function

  • Fund

  • Program

  • Location

  1. Select Setup > Data Crosswalk.

  2. Select the Crosswalk Type, then select a Year.

  3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Field Descriptions

The following table describes the fields for the following crosswalk types:

  • Account

  • Function

  • Fund

  • Program

Field

Description

Year

The fiscal year for which the crosswalk data applies.

District Type

Either School District or Joint Agreement.

If your accounting system is used for both School Districts and Joint agreements, you will create separate crosswalks for each.

Original Account / Function / Fund / Program

The local value. Note that the name of this field is based on the Crosswalk Type selected.

State Account / Function / Fund / Program

The value defined by ISBE and used in the Budget Form. You may map multiple district values to the same state value. Note that the name of this field is based on the Crosswalk Type selected.

The following table describes the fields for the Location crosswalk type:

Field

Description

Year

The fiscal year for which the crosswalk data applies.

Location

The value defined by ISBE and used in the IL Budget Form. You may map multiple district values to the same state value. Note that the name of this field is based on the Crosswalk Type selected.

Site Code

The local value. Note that the name of this field is based on the Crosswalk Type selected.

Centralized

To be selected if the location account is a district centralized account.

Crosswalk Scenarios

For each district account, there are three possible scenarios for crosswalk setup:

  1. One district account exactly matches one state account. No crosswalk entry is needed.

  2. One district account maps to one state account. Enter one row for that account. For example, if the account designated '1110' by the state is called 'R1110' by the district, you crosswalk account R1110 to state account 1110.

  3. Multiple district accounts map to a single state account. Enter a row for each district account that rolls up into the state account. For example, if the district has accounts 2000 and 2001, and then both roll up to the district account 2000, you would enter two rows – one row mapping account 2000 to state account 2000, and another row mapping account 2001 to state account 2000.

    In this case, it is necessary to map the district account to the same value in the state account (e.g., district account 2000 to state account 2000). Once a crosswalk is provided to a state account, the software will only look for accounts explicitly mapped to that state account.

Federal Funding

Before running the Site Based Expenditures Report for the first time, provide some detail about federal funding. For each level of the reporting structure defined with a State Level Title of Federal, you need to specify the level and the starting and ending position.

This setup is the same as the IL Annual Financial Report. If you completed the IL Annual Financial Report setup, it does not need to be done for the year you are processing.

You can define your federal funding structure on the IL Site Based Expenditures - Setup - Federal Funding page.

  1. Select Setup > Federal Funding.

  2. Filter records using the following criteria:

    • Year

    • Level Value
      To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Exclusions

To exclude levels, create exclusion records.

This setup is the same as the IL Annual Financial Report. If you completed the IL Annual Financial Report setup, it does not need to be done for the year you are processing.

You can define your exclusion levels and values on the IL Annual Financial Report - Setup - Exclusions page.

  1. Select Setup > Exclusions.

  2. Filter records using the following criteria:

    • Year

    • Exclusion Level

    • Level Value
      To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Copy

Use the Copy option to copy all Setup and Crosswalk data from one year to another year. This action will need to be performed when transitioning to a new year of Site Based Expenditures Report processing.

  1. Select Setup > Copy.

  2. To copy profile and crosswalk data from one year to another, select the Year to Copy and Year to Create. Click Copy.

Purge

Use the Purge option to delete the Setup and Crosswalk data for a selected year. This could be useful for deleting unwanted data from past years or for removing erroneously entered data. You cannot recover the data that has been deleted.

  1. Select Setup > Purge.

  2. Select the Reporting Year. Click Submit.

Create File

  1. From the menu, select Fund Accounting > State > State - IL > Site Based Expenditure Report.

  2. Select the Reporting Year and File Format.

  3. Click Create, then click Yes.
    If any errors were encountered, an error message appears. Click OK.

    Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

  4. Save the file and click OK.

  5. Navigate to the folder containing the report file.

  6. Inspect the files. Update data, if needed.

  7. Repeat steps 2-6 until all required data is included.

Follow the state's submission procedures.

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