1. Business Services Fiscal Year End Meeting
May 11, 2017 Boyd Arthur’s Auditorium 9:00 AM – 12:00 PM
THE WAYNE COUNTY REGIONAL EDUCATIONAL SERVICE AGENCY
Board of Education • James S. Beri • Kenneth E. Berlinn • Mary E. Blackmon • Lynda S. Jackson • James Petrie • Randy A. Liepa, Ph.D., Superintendent

2. Welcome
Business Service Consultants: • Sharon Bourland Field Services: • Mikki Boury • Becky Meadors • Jewell Clair • Julie Pearson • Brett Forgach CDOT Consultants: • Karen Keliher • Carol McNamara • Peggy Liepa • Sherry Williams • Angela Schulz • Joy Sommers Manager, Business Service Systems: • Bob Gerrity

3. Agenda Welcome Payroll Fiscal Year-End Planning
ACA Tracking and Reporting Updates
Closing Out the Year-Module by Module
Audit Considerations
FID
Things You Didn’t Know About SMART
Website & Workshops
Questions

4. Payroll Fiscal Year-End Planning
First Time Processing? Need to Sign Up for Payroll Workshop
Follow Procedure!!
Refer to Documentation!!!!!!
AE-SCR ALWAYS ‘Y’ for All Frequencies
NEVER change AJ-SCR
Contract Pay Stopped Automatically by HED 005, if Set-Up Correctly!

5. Q & A

6. ACA Tracking & Reporting
Opening 2017 Calendar Year
Roll Forward 2016 Data
1094-C Electronic Filing Status for 2016 6

7. FINANCE MODULE PROCESSING AT YEAR-END

8. Vendor & Ledger
Accounts and Vendors being added after 7/1/2017 are added to 17-18, but available in if selected
Accounts & Vendors can be deleted before close; Vendors will not be carried forward, accounts go away as deleted (no history lost)
Delete using mass capability or run reports in LOGI and delete individually 8

9. LOGI Reports Shared Reports / Fiscal Year End Folder
Vendor YTD and Prior YTD Zero
Accounts Without Activity 2 Years
Check Listing for Auditor
Cash Receipts for Auditor 9

10. Requisitions June 30th 2017
All Requisitions should be approved and turned into a Purchase Order for year by June 30, 2017
Requisitions cannot be used after June 30th, but can be cloned and year changed to
Receipts can be keyed for Purchase Orders in until the year is closed
Check Requests can be entered into and 10

11. Open Purchase Report SMART Transaction Analysis
Select By Purchase Order
Select Status Open
Press the List Button
Sort by PO Number 11

12. July 1st 2017 Only 2017-2018 Year is Available to Use
Next Fiscal Year uses the forecast (proposed) Budget if you are doing Budget checking 12

13. PO Maintenance You can Close a Purchase Order in PO Maintenance for…….
This Year’s PO’s
NFY PO’s 13

14. Purchase Order to Accounts Payable Logic
Check Requests come over to AP in the year they are keyed in the PO System
PO Receipts come over to the batch in the year in which the receipt is dated 14

15. Transaction Analysis
is visible in TA when PO System is Opened, or on 7/1/2017
When the books are Closed, the files are taped and the Fund Balance is calculated. No other updates occur.
Proposed Budget in is the Forecast Budget from 16-17
JE Download and Activity Download comes from TA 15

16. Journal Processing in Both Years
Payroll entries will post to the appropriate year
Payroll Accrual-Hourly and Contract and Benefits Accrual for Teachers; Use Payroll Encumbrance and Hourly Accrual Report (See Documentation)
Do Accruals in and Reversals in 17-18 16

17. Journal Processing 17

18. Prepaid Checks & AP Processing
After 7/1/17 Only Check Processing and Prepaids for 17-18
To Void Checks go to after 7/1/2017
Batches of AP can be posted for both years; Use pull down to select the year 18

19. Accounts Receivable Batches can be Entered for 16-17 and 17-18
Post to correct year for Billing and Cash Receipts by selecting the correct year from the dropdown 19

20. Budget Until Close you are still in 16-17
Update Forecast if working on 17-18
Roll over Original after close 20

21. Fixed Assets Handout takes you Step-by-Step through process
Journals go to Journal Module in SMART to be posted as JE
JE will go to Prior Year if Closed
If redone it overwrites JE if it has not been posted
Adjustments go as soon as you hit Post
Don’t close FA until after Audit 21

22. Fixed Asset Maintenance
Do NOT make assets out of items that are Not in Service – CIP
Only Journal Entry to the books is required
DR CIP, CR Contra Expense
Asset Split and Asset Value Adjustment
Call Consultant with any problems when entering Fixed Assets 22

23. Close When Convenient
Make sure Fringes, Payroll, Cash Receipts, AP, and Original Budget are Correct
15-16 Journals must be done by July 1, 2017
Everything else can be done as a Prior Year Journal Entry 23

24. Close Processing-Before Close
Let RESA Consultant know you want to close
Consultant will check integrity of ledger and work with you to correct any errors
District will run Pre-Close Reports 24

25. Reports to Print Prior to Close
Open PO List
Open Invoice Report
Trial Balance
Payroll Encumbrance
Any other reports your District uses 25

26. Fiscal Close Program
RESA Consultant will have a copy made and run the Close Process
RESA Consultant will Check Integrity and Turn System Back Over to District
Run Post Close Reports 26

27. Reports to Run Immediately Following Close
Open PO Report
Open Invoice Report
Trial Balance Prior Year
Trial Balance Current Year
Budget / Responsibility (Optional)
Financial Statements Prior Year (Optional) 27

28. Record Retention
CutePDF – errors when downloading; Now use Bullzip.com for free
Microfiche cannot be relied upon for Record Retention, or Reports, any longer because it can not be reproduced
EJES Available – use TSO Id
http//host.resa.net:50663/EJESWEB/
Costs for Microfiche have increased to $4.90 per fiche (this amount can rise to $6.19 per fiche based on lowest quantity) 28

29. You’re Back in Business
You are able to work during the Year End Close Process except for approximately 1 hour for RESA to tape and close the books 29

30. Audit Considerations Fixed Asset Schedules
Budget, Vendor, or Ledger Tracking Reports
Comparison of Original Budget to YTD Budget
All Journal Entries done during year – SMART and Audit Extract (EJ’s, FJ’s, ER’s)
GASB 68 Report for Auditors 30

31. Audit Considerations Security Reports GASB 54 Fund Balance Designation
Internal Service Fund for Full Accrual Accounting for District Wide Statements
UAAL Expense should Equal Revenue; verify liability and receivable correct
Asset Impairments 31

32. Audit Considerations DR 11-625-8110-000-000-0000
PAR vs Semi-Annual CERT; single Cost Objective-CERT; Multiple Cost Objective-PAR
Food Service Indirect Costs can only include first $25,000 of Purchase Service Contract (Reference MDE Website)
To Book Indirect Costs to Cafeteria Fund DR
CR Revenue to General Fund
JE to Book Transfer to Cafeteria Fund DR CR 32

33. SMART Audit Extract From Main SMART Menu
Finance / Reports*****(Access)
Audit – Ledger Export to Excel
Provides Extract of Entire Ledger
Original Budget
YTD Budget
Description
YTD Actual
Remaining Balance 33

34. Target Close Date for All Districts July 31, 2017

35. FID
If you use Program or Cost fields for District only, use mass FID update to make them all zeros
New Function code for Pension Liability-594 so make account
FID due 11/1 and consistent with Financials or State Aid Withheld
Use the FID Checkoff List and the Program Manual 35

36. Things You Didn’t Know About SMART

37. Things You Didn’t Know About SMART
PO Module View / District Setup / Available Accounts / Action / Refresh Available
PO Module – User Defaults can be over-ridden by User
A/P Import Batch or Single Invoice; Clone Batch (but not over fiscal year)
JE Import Excel / Consolidate Accounts
Control & Integrity – Close Month
Security Reports – Check for Terminated Employees / Contractors 37

38. Things You Didn’t Know About SMART
SMART Check and Wage Report – 941 Tax Filing Report
PAYVAL – Filtering & Threshold
Benefit – Looks to account active at date of posting
Salary Schedule – Can import from Spreadsheet
Payroll Trailer Checks – Import into A/P
Contact Information on eEmployee
Employee Reclass – Adjust Amounts on Worksheet 38

39. Website & Workshops WWW.RESA.NET Documentation
Workshops

40. Payroll Workshops Class #: Friday, May 19, 2017 Friday, June 9, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, May 26, Thursday, June 15, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, June 2, Friday, June 23, 2017
Please Schedule classes at:

41. ORS Workshops Friday, May 12, 2017 Friday, August 11, 2017
Class #5817:
Friday, May 12, Friday, August 11, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, June 16, Friday, September 8, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, July 14, Friday, October 13, 2017
Please Schedule classes at:

42. REP Workshops Friday, May 19, 2017 Thursday, June 15, 2017
Class #5955: DUE JUNE 30, 2017
Friday, May 19, Thursday, June 15, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, May 26, Friday, June 23, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, June 2, Wednesday, June 28, 2017
Please Schedule classes at:

43. Benefits Workshops Friday, May 12, 2017 Friday, August 11, 2017
Class #5818:
Friday, May 12, Friday, August 11, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, June 16, Friday, September 8, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, July 14, Friday, October 13, 2017
Please Schedule classes at:

44. SMART Salary Schedule Workshops
Class #6061:
Wednesday, August 16, Wednesday, August 30, 2017
9:00AM – 4:30PM :00AM – 4:30PM
Wednesday, August 23, Wednesday, September 6, 2017
Please Schedule classes at:

45. FID Workshops
Class #6060:
Friday, September 22, 2017 Thursday, October 26, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, September 29, 2017 Friday, October 27, 2017
9:30AM – 4:00PM :30AM – 4:00PM
Friday, October 6, Monday, October 30, 2017
Friday, October 13, Tuesday, October 31, 2017
Friday, October 20, Wednesday, November 1, 2017
Please Schedule classes at:

46. Calendar Year End Meeting Boyd Arthur’s Auditorium
Next Client Meeting
Calendar Year End Meeting
Thursday, November 2, 2017
9:00 AM – 12:00 PM
Boyd Arthur’s Auditorium
Always Check the RESA Website for Upcoming Meetings:

47. Q & A