Business office: audit timeline, missing approved salary schedule and pending Title grant raise questions
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Summary
Executive Director of Business Operations told the board auditors will review fiscal years and noted the district lacks an approved 2024-25 salary schedule; the Title grant application was not finalized by the Sept. 30 deadline and the district has no award letter, staff said.
The School City of East Chicago's executive director of business operations reported to trustees on Oct. 14 that the district faces multiple administrative matters tied to an upcoming audit and federal Title grant deadlines.
Mr. Simmons, executive director of business operations, said state auditors would review several funding streams and that an approved salary schedule for 2024-25 has not been adopted. "So now the audit team is gonna be here, and we still will not have an approved salary schedule," he said during the meeting.
Trustees asked whether the auditors would review payroll and salary schedule documentation; Simmons confirmed payroll and salary documentation are typical audit targets. Board members asked for a list of forthcoming RFPs and for an update on Title grants.
On Title grants, Simmons said the district submitted a pre-grant and that a final submission had a Sept. 30 deadline that the district did not meet. He told the board he did not have an award letter and could not confirm an allocation amount. When asked where staff being paid from Title positions were currently charged, Simmons said: "We are paying the payroll up under the Title at this time. So we have always went to the next title number as of July 1, anticipating that we would get the grant." He added that if federal funds do not arrive the district will move expenses to the Education Fund and later charge-back to the Title grant if awarded.
Trustees pressed for a presentation from the district's Title coordinator; trustee Chelsea Smith (named in meeting discussion) said the Title specialist should appear at a future meeting to explain deadlines and impacts. Trustees also asked about nonpublic (parochial/private) schools that receive services through Title allocations; Simmons said the district would advance services and then charge the Title grant if and when federal funding arrives.
Why this matters: Audits commonly require verification of salary schedules, payroll entries and grant compliance. Lack of an approved salary schedule for the audited year can complicate audit findings and require follow-up. Missing or delayed Title awards can affect how the district budgets and accounts for staff who are funded in whole or in part by federal grants.
Next steps: Trustees requested the business office provide the RFP list and have the Title coordinator appear at a future meeting. The audit will proceed on the schedule shared by auditors; staff said they would bring further detail to the board as documents become available.