The School District — including all offices and summer school programs — will be closed on Friday, July 3.
The Child Accounting Division is responsible for all mandated reports to the State regarding child accounting practices. The Division makes payments to other educational entities for students placed by social service agencies for special education, behavioral health, prevention/intervention and incarceration programs to promote the educational growth and well being of Philadelphia’s students. The Division of CA performs residency verification for students educated outside the city boundaries mandated by the Pennsylvania Department of Education. This division also supports the Charter School office by processing all Charter School payments.
Division Of Child Accounting
The Division of Child Accounting has 3 main functions:
The residency verification
Invoice Analysis and Payments
Charter School Payments
Review a list of PDE Reports
The Division of Child Accounting
Residency unit is responsible for compliance with the PDE-4605 form also known as “Determination of Residence for Students in Facilities or Institution in Accordance with the Section 1306 of the school code,” as mandated by the PA Department of Education. The CA staff contacts the parent to verify that the child is still a Philadelphia resident, then based on the results, the SDP responds to the inquiries from outside institutions or school districts to ensure written signed verification is made and payment is pending.
The Child Accounting division makes several attempts to contact parents to verify the residency of their children to be in compliance with the state’s mandate. Click on Verification Process to understand the steps that it takes to obtain verification.
1306 Invoice Payments are for out of district students; students who are residing in “children’s institutions” whose parents are not residents of the school district in which the institution is located. The resident district is responsible for the input, analysis, error reduction, and record maintenance of invoices for Special Education 1306 out of district placed students, using the Out of District Placed Students Application (ODPSA). OSF monitors the programs and bills for these students.
Payments are made to all Pennsylvania school districts and IUs who submit proper invoices and documentation. They include the following Intermediate Units and School Districts:
IUs: Bucks, Chester, Colonial Northampton, Delaware, Lancaster, Lebanon, Luzerne, Montgomery, Northeastern and Northwest Tri-County counties.
School Districts: Abington, Avonworth, Bethlehem Area; Canon-McMillan, Carbondale, Central Bucks, Centennial, Chester Upland, Colonial, Conrad Weiser, Derry Township, East Stroudsburg Area; Easton Are; Fox Chapel Area; Franklin Area; Grove City Area; Hazlton Area; Hatboro, Horsham, Lakeland, Mt. Lebanon, Marple Newtown, Norristown Area; Pennsbury, Pleasant Vally, Radnor Township, Rose Tree Media, Salisbury Township, Shamokin Area; Springfield Township, Tyrone Area; Upper Dublin, Upper Merion,Waynesboro Area; Western Wayne, West Chester Area; and Wilson Area.
Our processes serve over 8,000 “Out of District Placed” students of which approximately 1,100 are students with disabilities. These out of district placed students are placed in educational institutions outside of Philadelphia by the Philadelphia Department of Human Services, Community Behavioral Health, or the Juvenile Justice System but remain legal residents of Philadelphia.
Within Pennsylvania we work with over 400 Provider locations across the Commonwealth and with nearly 60 Charter Schools.
Charter School Payment: payment and analysis calculates the annual payment rate, makes monthly payments to Philadelphia and non Philadelphia charters and submits State reports to assure recovery of up to 30% of the charter school expenditures from PDE. Payment is made to Charter schools for over 30,500 students.
Obtaining Verification/4605 Form Process
The 4605 form is entered into system, letter is prepared for verification to parents or legal guardian
Letter is sent for verification, and/or seek correction to data. Letters are sent Wednesday mornings.
Await letter response while making calls to parents. If phone number is available, one of two attempts are made of non-automated phone calls, one during morning, or one in afternoon. If available, message is left on machine. If phone is active and there is no answer or it constantly rings busy, auto-dialer call is placed.
Run open report and follow-up. 2nd letter is sent, auto-dialer call is placed and 2nd manual call.
For returned/undeliverable letters, DISCLAIM unless there is a forwarding address (resend).
Run 31-45 day report and make decision, acknowledged or disclaimed.
4605 forms are placed with decisions in “OUT MAIL,” ASAP.
If second letter is verified step 7 is followed and provider is informed of ACKNOWLEDGEMENT.
If contacted by host district or IU, provider, parent, guardian, or other interested parties with new or updated information, update ODPSA database and decision is modified if appropriate.