Categorial Aid Reimbursement

The purpose of state special education funding (K.S.A 72-3422 ) is to supplement 92% of the excess cost incurred by local education agencies (LEA) for the provision of special education and related services to eligible students. However the Kansas Legislature has not provided sufficient funding to meet this requirement. LEA’s must transfer additional amounts, as necessary, from the General Funds in order to cover remaining costs of special education.

15 minute video summary of categorical aid (Vimeo link)

Special Education Reimbursement Guide

The Special Education Reimbursement Guide is revised yearly after a commentary period, generally around April. Mid-year revisions are only made when required by regulatory changes. The previous year's guide is available due to state audits taking place after the close of the fiscal year. The rules contained within a Guide apply to that fiscal year.

FY2026 Special Education Reimbursement Guide
FY2025 Special Education Reimbursement Guide (revised 4/9/25)

ESY Policy FY23 (ESY 2022) through FY26 (ESY 2025) (revised with clarifications 10/5/23)

Licensure Documents for Categorical Aid Reimbursement

Specific licensure requirements are contained in the Reimbursement Guide.  The help sheets and forms below are supplementary information that can be revised as needed.

Forms:
Hand Approval Request (fillable PDF) Email to Evelyn when complete - full requirements in Reimbursement Guide
Hand Approval Request for Special Education Administrators (fillable PDF) Email to Evelyn when complete - full requirements in Reimbursement Guide

KSDE Information:
Types of Teaching Licenses for Waivers and Substitutes
        Contains the type (PROF, INITCH, etc.) of license that may apply for standard waivers and act as substitutes for maximum reimbursement.
Waivers and Provisionals Tip Sheet
        Created by Teacher Licensure, this summarizes information about special education provisional licenses and waiver submission.
Waiver Information page (Teacher Education/Licensure)
KSDE License Lookup     (Reading the KSDE License Lookup-Tip Sheet (PDF) )
        The public license lookup for KSDE and a tip sheet pointing out important features of the lookup.

Sign Language Interpreter Information:
KSDE Interpreter Resources (Sensory Losses Page)
Interpreters and Categorical Aid FAQ
        Summary of interpreter information for categorical aid.

Personnel Categorical Aid (PCA)-Special Teacher Reimbursement

PCA (part of the Kansas Grants Reporting System (KGRS)) is used for claiming reimbursement from State Categorical Aid for staff used to provide special education and related services. This is the current special teacher reimbursement system.

KSDE Web Applications - to access this and many other KSDE programs

Guides:
PCA User Guide (PDF)
     Getting Access (PDF)
     Staff ID Searching/Creating/Modifying (PDF)
 Error Checking: Errors, Discrepancies, and Substitutes (PDF)

PCA listserv
Information concerning updates, issues, and deadline reminders.
To sign up, send to Evelyn Alden
  Subject line: PCA Listserv
  Body of message: Email address, First Name, Last Name, LEA Number

For assistance or questions, please contact Evelyn Alden 785-296-3868.

Catastrophic Aid

NPE and catastrophic aid reporting requirements are found in the Data Dictionary, instructions for NPE and catastrophic aid data entry are found in the SPEDPro User guide. Both documents may be found on the MIS and Student Data page.


Catastrophic Aid questions: Mason Vosburgh

Non-Public Equivalency Contracts-Special Teacher Reimbursement

NPE and catastrophic aid reporting requirements are found in the Data Dictionary, instructions for NPE and catastrophic aid data entry are found in the SPEDPro User guide. Both documents may be found on the MIS and Student Data page.


Non-Public Equivalency Contract questions: Mason Vosburgh.

Time and Effort Information

Calculators section in Fiscal Auditing

Transportation Reimbursement

School Finance Guidelines and Manuals Page (check here for the most current version of transportation documents)

Transportation Reimbursement questions: RoseMary Ireland.

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.

For more information, please contact:

Evelyn Alden
Public Service Administrator
(785) 296-3868