USAS Generic Fiscal Year-end Closing Procedures 2009

2 Disclaimer These are generic procedures intended for use by ITC’s in creating their own local procedures. Districts should use the procedures provided to them by their ITC.

3 Pre-Closing Procedures The following steps must be completed prior to closing for fiscal year-end.

4 Building/Central Office Profile Information The District Financial General Information and Building Financial information must be entered through EMIS Web. This data will be reported under Financial Reporting Period H for FY09.  The transportation and lunchroom percentages and correct square footage fields are found on the “Building Financial (DM) “ option under the “District Data” tab.  Central Office Square Footage is found on the “District Financial (DD) “ option under the “District Data” tab.

5 EMIS Web Application District Financial Information (DM) The transportation and lunchroom percentages and correct square footage fields are found on the “Building Financial (DM) “ option under the “District Data” tab.

6 EMIS Web Application District Financial Information (DD Central Office Square Footage is found on the “District Financial (DD) “ option under the “District Data” tab.

7 VALACT  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 Warnings associated with accounts for an invalid account with zero amounts can be ignored These accounts can be deleted once considered deleteable by DELACT

8 EMIS Fund Categories  VALACT Lists errors for invalid fund categories Lists warnings for funds that should have an EMIS category but don’t  EMISFCAT report Lists all funds and associated fund category  Enter * if no appropriate code exists

9 EMIS Fund Categories

10 Prepare for EFM Reporting  Check Operational Units Check IRN and Entity Type Use OPUEDT to change; OPULST for report

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

12 EFM Reports  Same format used by ODE  Ensure Building Expenditures report (EFMRP1) looks reasonable  Use Inclusion/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 Available on ODE website; Search for “EFM Handbook”

13 Appropriations  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

14 Appropriations  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

15 Accounts Payable Tracking  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

Month-end Closing

17 Month-end Closing  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 USAEMSEDT should balance with FINSUMM

18 Month-end Closing 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

19 Month-end Closing Generate any month-end reports desired Minimum reports recommended are: BUDSUM, APPSUM, and REVSUM Detailed PODETL FINSUMM & FINDET RECLED Detailed CHEKPY Cash Reconciliation (USAEMSEDT or 4502 Option1) May be generated via MONTHLYCD Generates standard set of monthly reports  TRANADV Can be made available via secure web site Can be archived to CDRom

Fiscal Year-end Closing

AUD_4502 / OLD_4502  4502 is no longer legally required Keeping it on menu renamed to OLD_4502  New program USAEMSEDT 4 options that are still required Cash Reconciliation, Federal Assistance Detail, Federal Assistance Summary, and Civil Proceedings  Run one or the other, not both

USAEMSEDT Processing *** Main Menu *** 1 - Cash Reconciliation 2 - Federal Assistance Programs - Summary 3 - Federal Assistance Programs - Detail 4 - Civil Proceedings 5 - Exit Program ***System Manager Only*** 6 - Change flags Enter option : _

23 Fiscal Year-end Closing  Complete any of the USAEMSEDT options that have not been completed 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

24 Option 1 - Cash Reconciliation  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 = CSHREC.TXT

25  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 USAEMS will generate error if not in balance Option 1 - Cash Reconciliation Total entered in option 1 Total on the account file

26 Option 2 – Summary Federal Assistance Programs FEDSUM.TXT  Federal Assistance Summary  Asks the following information:  Source Document – FINSUMM for federal funds only, plus any other federal assistance received

27 Option 3 – Detail Federal Assistance Programs FEDDET.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 Bulletin Reporting Federal Student Loans – Adult Ed. 

28 Option 3 – Detail Federal Assistance Programs  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

29 Option 4 – Civil Proceedings CVLPRC.TXT  Enter data for any law suits during reporting period

30 EMIS Financial Data Reporting  Data is then reported to ODE via EMIS reporting Reporting period H Data types consist of:  Financial district and building profile records  Cash, Budget, and Revenue accounts  Operational Unit Codes as set up in OPUEDT  Data entered in USAEMSEDT (or OLD_4502)  Capital Assets

31 Capital Assets EISEMS Extracts data from EIS Creates EISEMS.SEQ to load into EMIS OR Enter capital asset information via EMISWeb Original Cost and Depreciation by Asset Class Beginning Balance, Additions, Reductions Complete now to include with USAS data Or, complete later and re-submit all period H data -

32 USAEMS Extracts data from various USAS files and puts it into EMIS file layouts Extracted from the account, OPU, and 4502 data files  Will check that all necessary funds are coded with a valid EMIS Fund Category  New check added to check that Cash Reconciliation balances Stored on USAEMS.SEQ file Fiscal agents for ITC’s need to run again and enter just funds for ITC

USAEMS 33

34 USASAUD  Run the USAS Auditor Extraction program Extracts information from the account, vendor, check, and receipt data files for auditing purposes Creates ACCTAUD.SEQ, VENDAUD.SEQ, & TRANAUD.SEQ files Also creates FINSUMM report by fund Answer “Y” to “Send data to AOS now”; Sends above files electronically to AOS via Also creates ACCTAUD, VENDAUD, and TRANAUD text files Details information sent to AOS via the sequential files

35 Fiscal Year-end Reports  Generate any fiscal year-end reports desired May be generated via FISCALCD Generates standard set of fiscal year reports  4502 Reports are all gone/replaced with USAEMSEDT output reports  TRANADV added Can be made available via secure web site Can be archived to CDRom

36 Fiscal Year-end Copy  Make a copy of the USAS files to use for archival purposes ITC specific procedure No changes from last year

37 ADJUST  Run ADJUST selecting month-end option  Run ADJUST again selecting Year-end and Fiscal options  Are now ready to begin processing for July

38 Fiscal Yearend ADJUST  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

39 Fiscal Yearend ADJUST  Vendors Fiscal-to-date amount cleared  USASDAT/USACON Current Fiscal Year updated SM2/ADJUST monthly access flags cleared

Post-Closing Procedures

Capital Assets 41  Complete submission of Capital Assets information if not already completed  via EISEMS or EMISWeb  Must be to ODE before 09H period closes

42 GAAP Conversion  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

43 USAEXP/GAAP_EXP 2009

WEB - GAAP  Legacy Cash Reports Reports have been added to the Web-GAAP program that are similar (but not identical to) to many of the 4502 exhibits and statements. Districts are encouraged to use the Web-GAAP system if they wish to create any of these reports they want, due to the 4502 report being taken off USAS completely for FY2010. If the district is currently on Web-GAAP and would like to use the legacy cash reports option they will need set up an account (if they do not already have one). If the district is not currently on Web-GAAP and would like to be please contact a member of the GAAP Team for more information. 44

Web- GAAP 45

WEB - GAAP  GAAP URL h.us/gaap h.us/gaap  GAAP Wikki 

Web- GAAP 47

WEB - GAAP Log into system 1 st time - will be asked to edit profile Select entity and fiscal year  Open New Fiscal Year (if not already in list)  Upload Cash Data (GAAPEXP file from USAS)  Map Funds; Identify Major Funds (Optional) Will carry forward from prior year Generate Reports (“Legacy Cash Reports” option)  CPA Firms may do these steps 48

49 Web - GAAP

50

51

Upload Cash Data 52

Mass Mapping of Funds 53

Maintain Fund Codes 54

55

56

57

58

USAS Fund Type Changes FY10  Fund 017 Moved from Agency to Capital Projects  Funds changed to allow multiple fund types 006-either Special Revenue or Enterprise 008-either Permanent or Private Purpose Trust MUST enter fund type in cash account for these funds for fy ‘10 59

60 END