Refunds to DOE - State and Federal

Districts are required to use this form when sending a refund of state aid or federal aid to the Division of Finance. Any payments not accompanied with this form will be returned to the district.

If the refund is for state aid programs mail the check and the form to:

STATE AID REFUND
NEW JERSEY DEPARTMENT OF EDUCATION
OFFICE OF SCHOOL FINANCE
DIVISION OF FINANCE
PO BOX 500
TRENTON, NEW JERSEY 08625-0500

STATE AID REFUND FORM

If the refund is for federal aid programs mail the check and the form to:

FEDERAL AID REFUND
NEW JERSEY DEPARTMENT OF EDUCATION
OFFICE OF BUDGET AND ACCOUNTING
PO BOX 500
TRENTON, NEW JERSEY 08625-0500
MAKE CHECKS PAYABLE TO: TREASURER, STATE OF NEW JERSEY

FEDERAL AID REFUND FORM

Do not combine federal and state refunds in a single check.  Please send separate checks for state and federal refunds.

Federal Law Title 34 CFR 80.21(i) requires any interest earned by LEAs on federal dollars be promptly, but at least quarterly, returned to the United States Department of Education (USDE) if the amount is in excess of $100. Agencies may keep interest amounts up to $100 per year for administrative expenses.

When returning interest payments to NJDOE follow the same procedure used when returning federal refunds.  To ensure proper posting of interest payments, in addition to including the project or contract number, identify the payment as "Federal Interest Returned."

FORM INSTRUCTIONS:

The form is an excel spreadsheet. You can open the spreadsheet within your web browser or you can save the file to your computer. Some of the data entry fields are drop-down boxes to aid with data entry. When the field has a drop-down box, you will see a down arrow on the right side of the field when it is selected. See below.

Drop down box:

Refund Image 1 

Select from the list:

Refund Image 2

 

Complete a check voucher for each check sent to the Division of Finance. If you are sending one check that is for more than ten districts, programs, or program years then use more than one check voucher.

Check Voucher Definitions

  1. Name on Check: Enter the name of the organization that is sending the check. This is a drop-down box. If your district or school is not on the list, you may type the name of the organization that is sending the check (i.e. Shared Services, Education Services Commission).

  2. Check Number: The check number of the check that is being mailed to the Division of Finance.

  3. Total Amount of Check: The total dollar amount of the check that is being mailed to the Division of Finance. This total may include refunds from multiple districts, programs, or program years.

  4. Date of Check: The date that the check was issued.

  5. Descriptions: If the check is for multiple districts, programs, projects/contracts, or fiscal years, complete a separate line for each district, program, project#/contract# (if applicable), and year.

District: This is a drop down box. You must select from the list of school districts and charter schools.

Program Descriptions: Select from the list of state aid and federal aid programs. If the program is not listed call the Office of School Finance for state aid refunds or the Office of Budget and Accounting for federal aid refunds.

Project #/Contract# (if applicable): The Project # or Contract # of the program to which the payment applies.

Fiscal Year or Program Year: This is a drop-down box. Select the fiscal year or program year to which the payment applies. For instance, if the refund is for unexpended 2003-04 Teacher Quality Mentoring then you must select "2003-04" as the Fiscal Year regardless of the current year.

Amount: Enter the amount that applies to the specific program, district, and year. The sum of this column should equal "TOTAL AMOUNT OF CHECK" in Item #3. When a voucher with multiple items extends to more than one page, Item #5 totals of all pages summed together must equal the check amount in Item #3. Checks that do not agree with the accompanying voucher totals will be returned to the district, along with the voucher, for correction.

QUESTIONS?

For questions regarding state aid refunds:

Nonpublic/Chapter 192/193 – Call 609-984-5902

Other State Aid Categories – Call 609-777-4488

For questions regarding federal aid refunds call 609-777-0583