Kansas State Department of Education KSDE FaceBook link KSDE Twitter link Contact KSDE

Categorical Aid Reimbursement

The purpose of state special education funding is to supplement Federal allocations under the Individuals with Disabilities Education Act (IDEA), which currently funds approximately 19% of the total cost of providing special education and related services to eligible students.  The Kansas Legislature has attempted to add to this limited Federal funding by allocating state funds in terms of a percentage of "excess costs", defined as the amount over and above the average cost of educating a student who is not receiving special education services.  In most recent years, reimbursement to LEAs has been approximately 92% of excess costs.  In addition to Federal Aid and State Categorical Aid, LEA's transfer the additional amount needed to cover the cost of special education from the LEA general fund.

The 92% figure includes reimbursement of medical-related services provided to Medicaid-eligible students received in the previous year.  No margin of error exists for students whose parents do not grant consent for the school to release personally identifiable information in order to bill Medicaid, for billing errors, or for claims denied that were valid.

FY2017 Special Education Reimbursement Guide (PDF)
FY2016 Special Education Reimbursement Guide (PDF)
FY2015 Special Education Reimbursement Guide (PDF)
Payment Information (School Finance)

Categorical Aid Personnel System (CAPS)

You need something other than District Read Only to create ID numbers for non-KSDE licensed staff. The district special education director or superintendent will approve access.
User Guide (getting staff ID numbers only) (PDF)
File Specifications for Staff ID Assignment Upload (PDF)
Blank Staff ID Assignment upload .csv file (can open in spreadsheet, contains header row) (.csv)
Excel file to pull numbers out of batch upload results (.xlsx)
Records created in CAPS can be modified by CAPS users, if a record was created by Teacher Licensure, the following form must be submitted to update names: Form to update KSDE licensure name or address (PDF)

For assistance or questions, please contact Evelyn Alden ealden@ksde.org, 785-296-3868

Catastrophic Aid

Non-Public Equivalency Contracts-Special Teacher Reimbursement

Contract FY (Word) (PDF)
Contract Revision FY (Word) (PDF)
Formula Memo FY 2017 (PDF)

Vacancy Reports

To address the Special Education personnel shortage, the exact number and type of unfilled budgeted positions in the State is reported by districts.  This information is used in reports required by the Federal Government, planning by the legislature, universities and colleges, the State Board of Education, and local education agencies.

Personnel Vacancy Report by LEA (PDF)
Personnel Vacancy Report by Area (PDF)
Kansas Education Employment Board

Personnel Web-Special Teacher Reimbursement

The guidelines for Categorical Aid are always found in the Reimbursement Guide, at the top of this page. These are forms and helpful guides and information for the program.

Form-Educational Interpreter Prof Dev Plan (Word) / (PDF) Send (scan/email) to Evelyn when complete
Form-Hand Approval Request (Word) Send to Evelyn when complete

Guide-Begin Year Setup (PDF)
Guide-Personnel Web User Guide (PDF)

Info-KSDE Endorsements/Categorical Aid Chart (PDF)
Info-Interpreters and Categorical Aid FAQ (PDF)
Info-Special Teacher claiming Calendar/Timeline (PDF)
Info-Waivers and Provisionals Tip Sheet (PDF)
Info-Which Kansas License works in which Early Childhood Education Setting for Categorical Aid? (PDF)
Info-Webinar 8-6-2015 (PDF)


License Lookup-BSRB (SW) (external link)
License Lookup-KBHE (OT, PT) (external link)
License Lookup-KDADS (SL, RD, AU) (external link)
License Lookup-KSBN (NU) (external link)
License Lookup-KSDE
Link-Authenticated Applications
Link-Waiver Information page(Teacher Education/Licensure)

Questions on Specific Topics:
Catastrophic Aid or Non-Public Equivalency Contracts

Mason Vosburgh

Special Teacher Reimbursement and CAPS
Evelyn Alden

Transportation Reimbursement
Sara Barnes
Copyright 2017 by Kansas State Department of Education | 900 SW Jackson St. | Topeka, KS 66612 Privacy Statement  |  Terms Of Use  |  System Maintenance Notices  |  Open Records (PDF)
The Kansas State Department of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. (more information...)