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USBE staff: $4 million for LEA financial-system upgrades largely obligated; API pilots this year, USIMS set as 2026 record
Summary
USBE Financial Operations staff reported that $4 million in grants for LEA financial-system upgrades has been obligated and 32 LEAs have submitted reimbursements; about $1.2 million has been reimbursed. Staff outlined API pilot testing with major SIS vendors in 2024 and said USIMS will be the sole source of record in 2026.
At a USBE Financial Operations meeting, staff said the $4,000,000 appropriation for local education agency (LEA) financial-system upgrades has been largely obligated and that 32 LEAs have submitted reimbursement requests so far.
"We have had 32 LEAs submit reimbursements under the $4,000,000 that was provided for LEA financial systems upgrades," said Todd (meeting participant), who gave the grants update. He added that the office has "reimbursed or are in the stages of reimbursing $1,200,000" to date.
The update matters because some LEAs that applied later may not have access to funds already obligated. Meeting participants asked whether the office should set a deadline to re-release unused funds; Todd proposed outreach to awardees and floated candidate dates, including November 2024 or an initial goal of June 30, 2025, while allowing extensions for districts with documented plans.
Staff also described technical work to connect vendor student-information and finance systems to the state's API. "We are communicating with vendors such as Tyler Technologies, Skyward, Pelorus, Link and TOPS Technology (working with Academica West)," Don (staff member) told the group. He said pilot submissions are scheduled in calendar year 2024, parallel runs will follow in 2025, and "we're scheduled in calendar year 2026 to solely use USIMS as the source of record for financial submissions."
The finance API has been published to some districts that run their own financial information systems (for example, Davis and Central Utah), and those districts have begun technical testing, staff said. Participants agreed it would be reasonable to tie the period of fund availability to when LEAs must use USIMS to submit financial data, to reduce later disputes over eligibility.
On next steps, Todd agreed to send the group two lists: one of LEAs that have been reimbursed and another of those that have applied and been awarded funds but not yet submitted reimbursements. A participant noted this is likely the last convening of the group unless new issues arise.
The meeting closed after brief logistical remarks and follow-up commitments; staff will circulate the requested award and reimbursement lists and pursue outreach to LEAs that have not yet submitted reimbursement requests.
