Chapter 3301-40 Rules on Nonpublic Schools Administrative Cost Reimbursement

3301-40-01 Purpose.

Pursuant to the provisions of section 3317.063 of the Revised Code, annual reimbursement to each chartered nonpublic school shall be made for the actual mandated service administrative and clerical costs incurred by such school during the preceding school year in preparing, maintaining, and filing reports, forms, and records, and in providing such other administrative and clerical services that are not an integral part of the teaching process as may be required by state law or rule or by requirements duly promulgated by city, exempted village, or local school districts.

The mandated service costs reimbursed shall include, but are not limited to, the preparation, filing and maintenance of forms, reports, or records and other clerical and administrative services relating to state chartering or approval of the nonpublic school, pupil attendance, pupil health and health testing, transportation of pupils, federally funded education programs, pupil appraisal, pupil progress, teacher certification, unemployment and workers' compensation, transfer of pupils, and such other education related data which are now or hereafter shall be required of such nonpublic school by state law or rule, or by requirements of the state department of education, other state agencies, or city, exempted village, or local school districts.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82

3301-40-02 Eligibility.

Only nonpublic schools chartered by the state board of education shall be eligible to receive administrative cost reimbursement pursuant to the provisions of section 3317.063 of the Revised Code.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82

3301-40-03 Procedures.

(A) A nonpublic school requesting administrative cost reimbursement shall submit an application to the Ohio department of education in the form and at such time as the superintendent of public instruction shall require.

(B) A nonpublic school requesting administrative cost reimbursement shall maintain at least the following records in support of a claim for reimbursement:

(1) A separate account or system of accounts for the expenses incurred in rendering the required services for which reimbursement is sought. These shall include accounts for salaries and fringe benefits.

(2) A time record for each employee involved in providing services for which reimbursement is requested. This record shall clearly indicate the amount of time devoted to each service and shall be certified by the employee and by the employee's supervisor.

(3) Salary records for each employee involved in providing services for which reimbursement is requested. These records shall show gross salary, payroll deductions, and net salary by payroll period.

(4) A voucher file to include all paid vouchers, in whole or in part, used to substantiate costs included in the request for reimbursement.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82, 1/31/04, 9/22/2007

3301-40-04 Employees.

(A) The required services for which nonpublic schools are reimbursed for administrative costs shall be performed by school employees. Any reimbursement shall be made on the basis of the salary and fringe benefits of the employee actually performing he service.

(B) Employee services shall be performed in accordance with the state law or rule, or school district requirements which mandate that such services be performed.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82, 1/31/04

3301-40-05 Reimbursement.

(A) Upon approval of the required application for reimbursement by the Ohio department of education, reimbursement payments to nonpublic school for administrative costs pursuant to section 3317.063 of the Revised Code shall be paid to, and in the name of, the nonpublic school as chartered by the state board of education.

(B) Reimbursement payments to a nonpublic school shall not exceed an amount for each school year equal to an amount specified in section 3317.063 of the Revised Code.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82, 1/31/04, 9/22/2007

3301-40-06 Audit.

The superintendent of public instruction may, from time to time, review any and all accounts and records of a nonpublic school which have been maintained pursuant to section 3317.063 of the Revised Code and rule 3301-40-03 of the Administrative Code in support of an application for reimbursement, for the purpose of determining the costs to such school of rendering the services for which reimbursement is sought. If after such review it is determined that any school has received funds in excess of the actual cost of providing such services, said school shall immediately reimburse the state in such excess amount.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82, 9/22/2007

3301-40-07 Appeals.

Any nonpublic school may appeal the findings of a review conducted by the superintendent of public instruction pursuant to the provisions of rule 3301-40-06 of the Administrative Code to the state board of education within thirty days after receipt of said review, and the state board of education shall hear such appeal pursuant to the provisions of Chapter 119. of the Revised Code.

R.C. 119.032 review dates: 06/13/2011 and 06/13/2016
Promulgated Under: 119.03
Statutory Authority: 3301.07 , 3317.063
Rule Amplifies: 3317.063
Prior Effective Dates: 6/1/82, 9/22/2007