Kansas State Department of Education

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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.

FY2016 Special Education Reimbursement Guide (PDF)
FY2015 Special Education Reimbursement Guide (PDF)
FY2014 Special Education Reimbursement Guide (PDF)
Payment Information (School Finance)

Catastrophic Aid

Non-Public Equivalency Contracts-Special Teacher Reimbursement

Contract FY 2015 (Word) (PDF)
Contract Revision FY 2015 (Word) (PDF)
Formula Memo FY 2015 (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

Personnel Web is the reporting system for the special teacher reimbursement portion of categorical aid.  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) Send 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/Personnel Web Chart (PDF)
Info-Interpreters and Categorical Aid FAQ (PDF)
Info-Personnel Web Calendar/Timeline (PDF)
Info-Waivers and Provisionals Tip Sheet (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-Personnel Web System
Link-Waiver App (Teacher Education/Licensure)

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

Mason Vosburgh

Special Teacher Reimbursement
Evelyn Alden

Transportation Reimbursement
Sara Barnes

Team Pages

Main Team Page
Early Childhood
Special Education
Title Services
Reports and Collections
Fact Sheets
Kansas Multi-Tier System of Supports (MTSS) (external link)
Kansas’ Technical Assistance System Network (TASN) (external link)

(Kansas Residents Only)

Problems with this page contact:
Evelyn Alden

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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...)