Prosser district races to correct coding errors after OSPI apportionment cut
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Summary
District business staff reported coding errors in teacher grade-level assignments lowered the K–3 ratio on OSPI’s apportionment report, reducing near-term funding; Benton County offered short-term support while staff submit corrections to recover funds by March.
Drew, the district's business operations lead, told the board the district has received August–December budget status reports showing accounts payable and payroll below projections but that an enrollment/coding discrepancy on the state apportionment report has reduced funding.
"We were able to keep that AP number under what was projected about a 114,000 less than what was projected," Drew said, while explaining the district must correct teacher coding so the K–3 ratio reflects actual staffing and not an apparent shortage. He said the district will submit corrected files to OSPI and aims to have the apportionment trued up by the March payment.
Drew and other staff described the problem as misclassified grade-level codes for teachers, which led the state report to calculate a higher student-to-teacher ratio. "So they look at that and say, you're not 17 to 1 like we like you to be. You're actually closer to 20 to 1," he said. The board discussed plans to submit an initial correction and verify specialist and TK codes to restore funding.
Benton County treasurer Ken Spencer told the board the county will provide short-term support while district staff make the corrections. "We decided to help you on a short term basis," Spencer said, praising district staff for coordinating with county staff and attending monthly troubleshooting meetings.
Board members pressed for clarity on the size and timing of the shortfall and were told staff estimate a substantial month-over-month cash-flow effect; Drew described an approximately $700,000 difference referenced in cash-flow lines for January but said the amount is recoverable if corrections are accepted by OSPI in time. Staff said the March apportionment should reflect corrected levels; if not, the next correction opportunity would be in June.
The board did not take new fiscal actions at the meeting beyond approving routine vouchers and agreeing to continue close staff-county coordination. The district also discussed options to display budget-to-actual comparisons and to include TK lines in future reports so board materials match OSPI reports.