Year-End Reporting Presented by State Controller’s Office Division of Accounting and Reporting Jocelyn Roubique, Sandi Rowland & Martin Raygoza State Government Reporting Section

Introduction What we will cover:  Changes  Deadlines  Required Reports  Award for Excellence in Financial Reporting  Common Reporting Problems

Changes to Year-End Reporting n Reminders  Be sure to include an address for the fund contact on the Certification Letter  Additional blank forms available on the SCO web site. cwww.sco.ca.gov/ard/state

Changes to Year-End Reporting Cert Letter  Be sure to include a mailing address and the name of the Campus Director Deficit Footnote  Non-Governmental Cost Funds reporting a negative (deficit) fund balance must provide a footnote on the Post-Closing Trial Balance (Report No. 8) explaining the negative (deficit) fund balance.

Changes to Year-End Reporting n Budgetary/Legal Basis Year-End Reporting Instruction Manual n Revisions should be sent on a hardcopy Report 1 or Report 3, not a new SAM99 n

Mailing of SCO Documents to Agencies - Pg. 8

AGCY FUND FY REFITEM CA PR ELE CMP TSL T SRCFUND ACCOUNT PRIOR YEAR ACCRUAL PRIOR YEAR ADJUST SCO CHANGE AMOUNT A A C D C D F F C D F F D C D Q R C D C D C D C PROG ID: R003P14B DATE: 06/30/2006 S T A T E C O N T R O L L E R S O F F I C E * PRIOR YEAR ACCRUALS SUMMARY REPORT * PAGE NO: 374 Prior Year Accrual Summary

Due Dates for Accounting Documents

Due Dates for Year-End Reports - Pg. 9 n July 31, 2006  General Fund c0001  Feeder Funds c0081, 0084, 0085, 0086, 0088, 0089, 0090, 0091, 0094, 0097  Special Fund for Economic Uncertainties c0374, 0375, 0377 Note: Files are considered “Received” when they are readable and able to be downloaded into SCO’s systems.

Due Dates for Year-End Reports - Pg. 9 n August 21, 2006  All Other Funds  All Other Special Reports cReport 14 – Bank and/or Savings & Loan Accounts Outside of the State Treasury System cReport 18 – Statement of Changes in General Fixed Assets cReport 19 – Statement of Fixed Assets Account Group cReport 22 – Statement of Contingent Liabilities

Compliance If you cannot comply with due dates, contact:  Martin Raygoza or  Sandi Rowland For additional copies of Report Forms:  Revisions to Y/E reports should be submitted by September 29, After this date, please contact:  Jocelyn Roubique,

FTP Reports (File Transfer Protocol) When FTP Reports are sent to Teale Data Center you must notify these individuals via  Rod Renteria  Esther Setser  Sandi Rowland  Martin Raygoza

Filing Reports Mail Reports to: State Controller’s Office Division of Accounting and Reporting State Government Reports PO Box Sacramento, CA Hand Deliver Reports to: State Controller’s Office Division of Accounting and Reporting State Government Reporting 3301 C Street, Suite 700 Sacramento, CA

Required Reports Reports Included in SAM 99 Governmental Cost Funds & Bond Funds n Report 1 - Report of Accruals n Report 2 - Accrual Worksheet n Report 3 - Adjustments to Controller’s Accounts n Report 4 - Final Statement of Revenue & Final Reconciliation of Revenue n Report 5 - Final Reconciliation of Controller’s Accounts with Final Budget Report n Report 7 - Pre-Closing Trial Balance n Report 8 - Post-Closing Trial Balance n Report 9 - Statement of Operations n Report 15 - Reconciliation of Agency Accounts with Transactions per State Controller n Report 20 - Statement of Financial Condition

Required Reports Governmental Cost Funds & Bond Funds Required Hard Copy n Report 14 - Report of Bank and/or Savings Accounts Outside of the treasury System  One per Campus n Report 18 - Statement of Changes in General Fixed Assets n Report 19 - Statement of General Fixed Assets  One per Campus n Report 22 - Statement of Contingent Liabilities

Required Reports Non-Governmental Cost Funds n Report 3 - Adjustments to Controller’s Accounts n Report 7 - Pre-Closing Trial Balance n Report 8 - Post-Closing Trial Balance n Report 9 - Statement of Operations n Report 20 - Statement of Financial Condition n Report 22 - Statement of Contingent Liabilities

Budget Letter B UDGET L ETTER TO:Agency Secretaries Department Directors Departmental Budget Officers Departmental Accounting Officers Department of Finance Budget Staff FROM:DEPARTMENT OF FINANCE This Budget Letter reminds State departments of the year-end financial reporting deadlines for the fiscal year YEAR-END FINANCIAL REPORTING DEADLINES Departments must submit the appropriate year-end reports to the State Controller’s Office (SCO) and the State Treasurer’s Office according to the following schedule: Government Code Section authorizes the State Controller to withhold any or all operating funds from a department if that department fails to submit complete and accurate financial reports, as NUMBER: DATE ISSUED: May 3, 2006 SUPERSEDES: BL SUBJECT: YEAR-END FINANCIAL REPORTING REQUIREMENTS REFERENCES: SAM SECTIONS 7900 July 31, 2006 General Fund Feeder funds (0081, 0084, 0085, 0086, 0088 through 0091, 0094, 0095, and 0097) Economic uncertainty funds (0374, 0375, and 0377) August 21, 2005 All other funds “...Preparation of Past Year Budget Documents Past year expenditure and revenue amounts posted on budget documents must reconcile with amounts reflected in year-end financial reports submitted to the SCO. For the General Fund, Finance compares amounts on budget documents to SCO data from year-end reports and asks departments to explain major differences. For all other funds, Finance designates an administering organization. This administering organization prepares the Governor’s Budget Fund Condition Statement and must reconcile differences between the SCO Annual Report and the Governor’s Budget. Departments must provide a written explanation of differences to their Finance budget analyst and to the SCO, Division of Accounting and Reporting...” “...Preparation of Past Year Budget Documents Past year expenditure and revenue amounts posted on budget documents must reconcile with amounts reflected in year-end financial reports submitted to the SCO. For the General Fund, Finance compares amounts on budget documents to SCO data from year-end reports and asks departments to explain major differences. For all other funds, Finance designates an administering organization. This administering organization prepares the Governor’s Budget Fund Condition Statement and must reconcile differences between the SCO Annual Report and the Governor’s Budget. Departments must provide a written explanation of differences to their Finance budget analyst and to the SCO, Division of Accounting and Reporting...”

Certification Letter - Pg. 15 Must include:  Date  Campus Name & Number  List of Funds and Fund Numbers Submitted  List of Reports Submitted Within Each Fund cIf nothing reported, note it on the cert letter.  Contact Person, Phone Number, and Address for Each Set of Reports/Funds  Campus mailing address and name of campus Director  Signed Certification Statement (Page 17)  Maximum two pages in length cSubmit multiple certification letters to ensure two page limit

Award for Excellence in Financial Reporting

STATE CONTROLLER’S OFFICE (SCO) AWARD FOR ACHIEVING EXCELLENCE CHECKLIST AGENCY NO. FUND NO. GOVERNMENTAL AND NONGOVERNMENTAL COST FUNDS: 1. Date reports received: ______/______/2006 July 31, General Fund, SFEU and Feeder Funds August 21, All Other Funds 2.An accurate certification letter was received. 3.Required reports were received or noted on certification letter. 4.Revised reports were not submitted after due dates. True? 5.Authorized report format was used. 6.Debits equal credits. 7.Is total error rate less than or equal to 2%? Cursory Errors:__________ Error Suspense Errors:__________ Total Errors:__________ Divided By Total Entries:__________ Equals Error %:__________ Possible Errors YesNo * counts as 1 error per infraction** counts as 1 error for all infractions

Notes/Other Errors:______________________________________________________________________________ ______________________________________________________________________________ 8.(Governmental Cost/Bond Funds) Prior year accruals are within 10% of expenditures and revenues realized in the current year? Prepare accrual worksheet after year-end report is completed. 9.The ending fund balance in the Annual Report is within $100,000 of the ending fund balance in the Governor’s Budget Fund Condition Statement? GAAP CRITERIA: 10.Date GAAP information received: ___/___/2006 September 1 st – GAAP adjustments, Proprietary fund statements, Note information, Statement of Changes in Assets and Liabilities, any additional information. 11.Date Audits received: ___/___/2006 October 1 st – If a draft was provided on October 1 st then final will be due on October 15 th. YesNo OTHER CRITERIA: (Complete only if items 1 through 7 above are marked Yes) N/A STATE CONTROLLER’S OFFICE (SCO) AWARD FOR ACHIEVING EXCELLENCE CHECKLIST Continued

CSU Award for Excellence Statistics Prior Year Comparison

CSU Award for Excellence Statistics

Common CSU Reporting Problems Fund 0001  Accruals for appropriation accounts exceeded the balance available in the account (1 report)  Reports received after due date (1 report)  Prior Year accruals did not match current year expenditures and/or revenues (21 reports)  Revenue entries coded as general ledger entries (5 reports)  Miscellaneous problems cWrong type of account picked up by SAM99, accrual picked up for FY 05/06, and encumbrance done to wrong account and encumbrance entry not initiated. n Timely & accurate reports - Certificate of Excellence to be issued for 3 reports.

Common CSU Reporting Problems Fund 0498  Prior Year accruals did not match current year expenditures and/or revenues (16 reports)  Accruals for appropriation accounts exceeded the balance available in the account (1 report)  Revenue entries coded as general ledger entries (14 reports)  Miscellaneous problems cWrong fiscal year used on revenue entries (2 reports) n Timely & accurate reports - Certificate of Excellence to be issued for 2 reports.

Common CSU Reporting Problems Fund 0574  Prior Year accruals did not match current year expenditures and/or revenues (6 reports) n Timely & accurate reports - Certificate of Excellence to be issued for 10 reports. Fund 0576  Revisions received after deadline (1 report)

Common CSU Reporting Problems Fund 0942  When there is no information to report, don’t put the General Ledger account number with a zero (1 report) n Timely & accurate reports - Certificate of Excellence to be issued for 8 reports. Fund 0947  Wrong account number used (1 report) Fund 6028  Wrong account number was used to accrue PMIA interest (1 report)  Two detail accounts were missing the “task” number (1 report) n Timely & accurate reports - Certificate of Excellence to be issued for 22 reports.

Common CSU Reporting Problems Fund 6041  Debits did not equal Credits, due to revenue accounts being coded as general ledger accounts (23 reports)  Wrong account number was used to accrue PMIA interest (1 report)  Wrong account number was used for a claim schedule that wasn’t filed - used 1110, instead of 3010 (1 report)  Fund was not included in Certification Letter (1 report)

Common CSU Reporting Problems - Report 14

n Report 14 (STD 445)   Instructions are included on the form  Include campus number and name  Please submit report 14 (this should be a summary of report 14A, 14B and 14C)  Be sure to include Met West Investment accounts n “Authority” Column  Cite the specific State Code or DOF approval date  All citations will be verified/audited  Education Code Section cMost trusts, loan/scholarship program funds, facility use fees, services, etc. n “Purpose” Column  Provide detailed information to support authority for account

Proposed SAM 99 Edits  General Ledger Accounts 1410 & 3114 do not have a subsidiary the same as the fund they are posted to Example: Fund Invalid Valid Fund Invalid Valid  Encumbrances reported for assets and liabilities do not exceed the related accruals  Encumbrances reported for each appropriation account do not exceed the accrual  Reverted appropriation accounts have accruals posted only when revived by SCO in current year  Flags should be entered on these accounts

SCO Contact List For CSU Analysts n Section Manager  Jocelyn Roubique c n Other SCO-CSU Staff  Carlos Diaz, Supervisor c  Sandi Rowland c  Martin Raygoza c

State Government Reporting Section Jocelyn Roubique, Manager State Controller’s Office Division of Accounting and Reporting State Government Reporting Section