Action 11.
Regular Board of Supervisors Meeting - 10:00 am
County Schools
- Meeting Date:
- 11/18/2025
- Title:
- Indirect Cost Reimbursement to Bisbee Unified School District
- Submitted By:
- Kimberly Madden, County Schools
- Department:
- County Schools
Presentation:
Recommendation:
Document Signatures:
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
Jacqui Clay
TITLE
of PRESENTER:
of PRESENTER:
Cochise County School Superintendent
Mandated Function?:
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Information
Agenda Item Text:
Approve reimbursement to the Bisbee Unified School District, in the amount of $51,312.27, for an indirect cost billing error and resulting overpayment made in Fiscal Year 2023.
Background:
In FY23, Bisbee USD was incorrectly billed $54,548.72 for indirect costs. The correct amount should have been $3,236.45. This discrepancy—caused by a calculation error—was not identified by either our office or Bisbee USD until March of this year. As a result, the district is owed a reimbursement of $51,312.27.
To prevent similar errors, we have implemented a series of safeguards, including a final review by the Deputy Superintendent before bills are issued. These measures have been effective—no further incidents have occurred since their adoption.
To prevent similar errors, we have implemented a series of safeguards, including a final review by the Deputy Superintendent before bills are issued. These measures have been effective—no further incidents have occurred since their adoption.
Department's Next Steps (if approved):
The Schools Office will initiate a requisition to issue a reimbursement check to Bisbee USD.
Impact of NOT Approving/Alternatives:
The only alternative is to apply a credit to Bisbee USD’s future indirect cost billings. However, this method would take years to fully refund the district, which is not a favorable option.
To BOS Staff: Document Disposition/Follow-Up:
There are no documents to sign, we only need approval to initiate the reimbursement.
Fiscal Impact
- Fiscal Year:
- 2026
- One-time Fixed Costs? ($$$):
- 51,312.27
- Ongoing Costs? ($$$):
- 0
- County Match Required? ($$$):
- 0
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- 0
Fiscal Impact & Funding Sources (if known):
The revenue we collect from school districts for indirect costs is deposited into the county's general fund.
Attachments
No file(s) attached.