FISCAL YEAREND

New Hire Reporting Changes Required modifications to USASCN/VENSCN  Hire Date Changed to Date Payments Begin  New Field added for Last Reported Date  New Field added for Length of Contract in Months  The New Hire SSN field can now contain the FEIN 2

 Audits Report Updated to show changes to new fields  The Vendor1 report will now display new fields  VENHIRE programs, options and reports have been updated to handle new reporting requirements 3

 Changes Made to the USASWEB Configurations/Preferences Module now Audited  The Configurations Module will now enforce the correct format of requisition numbers  GAAP Original Amounts Moved from the 2 nd screen to the 1 st screen 4

 A warning was added to VALACT that will state that Fund 588 is being removed after fiscal year 2008  An error was being generated when attempting to use same invoice number for multiple items on a purchase order when using Autopost/Other. This has been corrected. 5

The following steps must be completed prior to closing for fiscal year-end. 6

◦ The Building Profile and Central Office square footage should have been entered Prior to May 30, ◦ Building profile information entered in EMSFCN/EMSMBP or EMSGCN/EMSMBP*  Building square footage  Bussing %’s (use T1 report)  Lunchroom %’s (use CN-7 report) ◦ Central office square footage entered in EMSFCN/EMSMDR or EMSGCN/EMSMDR* 7 *Available on EMIS Web Application

 Check Operational Units ◦ Check IRN and Entity Type ◦ Use OPUEDT to change; OPULST for report 8

◦ Run EFM_LOCAL to generate EFM reports  Select “U” to use USAS data 9 U = USAS data instead of EMIS data

 Same format used by ODE  Ensure Building Expenditures report (EFMRP1) looks reasonable  Use Inclusion and Exclusion reports, to verify totals as needed on EFMRP1  Reports are ESTIMATES only at this point ◦ ADM will change and affect prorations done  See EFM Handbook”. for specifications on ODE websiteEFM Handbook 10

exclusions = expenditures not related to pupils; detailed on the exclusion reports (detailed & summary) Total should match FINSUMM

Takes the totals shown on the EFMRP1 (total expenditures as seen on previous slide) divided by the ADM for each individual building as well as the district as a whole to come up with the expenditures per pupil.

Calculating what % of the total expenditures for the building is made up of administration, operations support, pupil support, etc. Takes the sub-total for each category on EMSRP1 divided by the total expenditures for the building.

 VALACT should be run to check for any invalid accounts that may need to be fixed prior to closing. ◦ ACTCHG or FNDCHG can be used to correct invalid accounts ◦ Warnings on required SUBJ or IL should be reviewed and the account corrected if appropriate. Review Chapter 4 of the EMIS Manuel for questions concerning SUBJ or ILReview Chapter 4 of the EMIS Manuel for questions concerning SUBJ or IL ◦ Warnings associated with accounts for an invalid account with zero amounts can be ignored  These accounts can be deleted once DELACT determines that they are able to be deleted. 14

 VALACT ◦ Lists errors for invalid fund categories  Change on March release: If the cash account has all zero dollar amounts, it will issue a warning. Otherwise, it will issue a fatal error ◦ Lists warnings for funds that should have an EMIS category but don’t  EMISFCAT report ◦ Lists all funds and associated fund category  Enter * in CASHSCN if no appropriate code exists 15

16 Hitting F7 will display available codes for the current fund. Can also be found in Chapter 5 of the EMIS Guide. No updates since last year.

 Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP prior to running Fiscal Year-end ADJUST. Note: Alternatively, IABMASS, IABMNT, or IABLOAD (also part of APPROP) may be used after closing the fiscal year 17

 NYPINI…  NYPINI…clears out anything currently in the next year proposed fields  NYPMASS…  NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen  NYPMNT…  NYPMNT…enter next year proposed amounts individually  NYPLOAD…  NYPLOAD…upload next year proposed amounts via a spreadsheet file 18

 Track Accounts Payable flag in USASDAT should be set to “Y”. ◦ APE still uses this however, USASWEB/AP Invoice does not look at this flag ◦ Recommend that districts leave this flag set to “Y” year-round ◦ Provides the ability to track items received this fiscal year but not paid for until after July 1 in the next fiscal year.  PAYABL report usually run the month of August 19

 May begin to enter data into 4502 options 1 through 9 20

 Follow the normal process of closing out for the month ◦ After all transactions have been entered, reconcile USAS with the bank  BALCHK totals should be in balance  Ensures all underlying accounts are in balance with the associated cash account  Current encumbered amounts from the BALCHK should balance with the amounts reported on the PODETL  Cash Reconciliation from 4502 should balance with FINSUMM 22

 FINSUMM needs to balance with FINDET  Figures are coming from 2 completely different areas  FINSUMM pulls amounts from the account file  FINDET pulls amounts from the detailed transaction files  If the 2 do not balance, means something did not get completely updated during processing ◦ Run SM2 CALC option if tracking SM2 figures 23

◦ Generate any month-end reports desired ◦ Minimum reports recommended are:  BUDSUM, APPSUM, and REVSUM  Detailed PODETL  FINSUMM & FINDET  RECLED  Detailed CHEKPY  Cash Reconciliation (4502 Option1) ◦ Most reports are generated via MONTHLYCD **Can be used to archive to a CD 24

 Complete any of the 4502 data entry options that have not been completed (options 1–9) ◦ Each option must at least be entered and exited even if there is nothing to enter ◦ Each data entry option has the ability to generate a report  Can be very useful to generate the report to see what has been carried over from the prior year for each option 26

 Enter all Bank and ending balances  Enter any deposits in transit  Enter outstanding checks  Enter any adjusting entries  List investments ◦ Bonds & notes ◦ CD’s ◦ Securities ◦ Other investments  List cash on hand (ex: petty cash)  Output file = 4502CR.TXT 27

 Figures entered must balance with the Current Fund Balance as reported on the FINSUMM ◦ Not in balance if the following is displayed when exiting option 1 ◦ Calculate option will not run if not in balance  Will state: “User must process Cash Reconciliation data before Calculating” 28 Total entered in option 1 Total on the account file

Statement J / 4502BO.TXT Enter amount due at the beginning of the fiscal year Enter total redeemed Suggested source = board minutes 29

Statement K / 4502SN.TXT  Enter amount being paid by the district during the fiscal year being reported  Used for GAAP statements 30

Statement L / 4502LN.TXT  Enter the amount to be re-paid by the district outside the fiscal year being reported 31

Statement M / 4502RM.TXT  Add all bonds, notes, and state loans together to enter one dollar amount per year ◦ Fiscal year  (starting with next fiscal year) ◦ Total principal ◦ Total interest  Source documents ◦ Statement M from the previous fiscal year ◦ Board minutes for new issues 32

Statement N / 4502MD.TXT  Enter Tax Valuation Assessed/Tax Receipts/Other  Enter Tax Rates 33

34  Real Property Assessed  As of 6/30 of year prior to reporting year  Personal Property Assessed  As of 6/30 of reporting year  Source Documents Tax Duplicate Rate History from your County Auditor Tax Receipts are from the settlement sheets received from the County Auditor ADM,#Employees-for St. S

 Assessed = Millage rate assessed against taxable table  Adjusted=Tax rate adjusted for Tax Reduction Factors and Homestead/Rollback ◦ R/A=Residential/Agricultur al ◦ C/I=Commercial/Industrial  Source is the county auditor 35

4502FS.TXT  Federal Assistance Summary  Asks the following information:  Source Document – FINSUMM for federal funds only, plus any other federal assistance received 36

4502FD.TXT  Contains an initialization option ◦ Deletes prior year information for 5xx funds ◦ Creates new records based on current year figures found on the account file for 5xx funds ◦ CFDA # for each record created will need to be entered ◦ Records for any funds other than 5xx will also need to be manually entered or updated 37

 Suggested Source Documents ◦ ODE Web site summary report of amount of Federal Contributions received from ODE ◦ CFDA #’s are listed on the printout from the ODE website and are in AOS USAS Manual 38

Statement R / 4502CP.TXT  Enter data for any law suits that are pending against the district 39

 Uses the following to accumulate and calculate totals for the statements and schedules: ◦ All data entered in options 1-9 ◦ FTD estimated and actual expenditures and receipts ◦ Cash Balances ◦ Encumbrances  Builds sequential file 4502.SEQ  Warnings and errors may be generated ◦ Warnings can be ignored, errors must be corrected and option 10 re-run 40

 Option 11…generates unrounded version of the reports ◦ Generated from the 4502.SEQ file  4502.TXT  4502SC.TXT  Summary Combining Statements for Ex 2&3  2 Copies Recommended 41

 Option 12…optional reports ◦ Budget vs. Actual worksheets  Should be printed if on GAAP ◦ Summaries of Exhibits 4 and 5  Requested by auditors ◦ 4502SR.TXT 42

 Option 13… provides the ability to individually print selected exhibits and statements from the full report 43

 Option 15…generates rounded version of the report ◦ Generated from the 4502.SEQ file  4502TAP.TXT  4502TSC.TXT  Summary combining statements for Ex 2&3  2 Copies Recommended

◦ Extracts data from various USAS files and puts it into EMIS file layouts  Extracted from the account, OPU, and 4502 data files  Accounts extracted based on “Include SM1/SM2” flag in CASHSCN  Will check that all necessary funds are coded with a valid EMIS Fund Category  Stored on USAEMS.SEQ file  once USAEMS has been complete so that we can load your file into EMIS and submit your 45

 4502 data is then reported via EMIS reporting ◦ Reporting period H ◦ July 25 th deadline ◦ September 26 Last Processing of Period H 46

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 Run the USAS Auditor Extraction program ◦ Answer “Y” to “Send data to AOS now”; ◦ Sends TRANAUD.SEQ and 4502 Exhibits 2 & 3 electronically to AOS via ◦ Extracts information from the account, vendor, check, and receipt files for auditing purposes  Creates ACCTAUD.SEQ, VENAUD.SEQ, and TRANAUD.SEQ as well as the ACCTAUD, VENAUD, and TRANAUD text files 48

 Run USAEXP/GAAP_EXP option to create necessary files for GAAP reporting ◦ Can be run either before or after closing out ◦ Creates file (GAAPEXP.TXT) to be uploaded into WebGAAP ◦ s GAAPEXP.TXT to specified address for uploading into WebGAAP 49

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 CPA firm may also request you to your 4502 in PDF format ◦ At your MENU> prompt, enter: VFC2PDF 4502.TXT 4502.PDF ◦ File Transfer the.PDF file to your PC.  Using Reflections to file-transfer, you must use “image” option for.PDF files  Using WS-FTP to file-transfer, you must use “binary” for PDF files  Using Fetch (MACs) to file-transfer, you must use “Automatic” for.PDF files ◦ Access your and attach the.PDF to your message 51

 Generate any fiscal year-end reports desired  Run USAS_FYBCK (Users may not access USAS files during the backup procedure- including certain payroll screens) Do Not Proceed until this is accomplished  Run FISCALCD (before adjust) 52

 Run ADJUST selecting month-end option answering Y to run MonthlyCD (Verify Reports are there before proceeding)  Run ADJUST again selecting Year-end and Fiscal options answering N to run MonthlyCD  Ready to begin processing for FY

Answer Y when adjusting Month and N when adjusting Year End

 Accounts ◦ Amounts moved to USAHIST file ◦ Current fund balance moved to July 1 st Cash Balance ◦ Future Year Encumbered added to Future Encumbered then cleared ◦ Future Year Requisitioned added to Future Req. then cleared ◦ Next Year Proposed moved to Initial Budget/Rev. and then cleared ◦ Current encumbrances moved to Carryover Encumbrances ◦ Fiscal-to-date amounts cleared ◦ Calculated fields recalculated ◦ GAAP Original fields set to new expendable/receivable 55

 Vendors ◦ Fiscal-to-date amount cleared  USASDAT/USACON ◦ Current Fiscal Year updated ◦ SM2/ADJUST monthly access flags cleared  4502 ◦ Bonds and Short & Long Term Notes information reset  Beginning Amount set equal to Ending Amount  New Issues and Amount Redeemed cleared 56

Questions? 57