1. End of Year Financial Report Training provided through MARS
Completing the DESE
End of Year Financial Report
Training provided through MARS
12/2/2018

2. Overview of Training Sessions
Day 1 (Half Day)
Introductory session in June (today) that provides an overview of:
DESE End of Year (EOY) Report and Chart of Accounts
Identification of Reports needed to complete the EOY
Recommended process for completing the EOY (Notebook)
Day 2 (Full Day)
Hands-On session (September ) that guides Business Managers through the steps of completing the EOY
Proposed outline for completing EOY
Details on EOY data provided by DESE
Entering and editing district data
Steps to review, check and audit EOY upon completion
12/2/2018

3. Training Session Details
Day 1 (Half Day)
Overview of End of Year (EOY) Report
DESE Chart of Accounts
Primary Documents needed to complete EOY
Steps to take to complete EOY
Notebook toolkit
Budget Reports
Creating your District’s Notebook and preparing for the EOY Report Release (Aug/Sept)
12/2/2018

4. Emails During the Summer 10 emails are sent to participants
Guidance is given on what the EOY preparer should be doing each week of the summer
for help or call for assistance
12/2/2018

5. Training Session Details
Day 2 (Full Day)
Scheduled after release of EOY Reports from DESE
Review outline for doing the End of Year Report
DESE Information
Explain how to use the Excel End of Year Spreadsheet
Review printing
Review checking budget sub totals and totals
Begin entering Schedule 3
Work on entering data into spreadsheet
Follow outline for completing End of Year Report
What are auditors looking for
Wrap Up
12/2/2018

6. Operating Districts Schedule 7 – Pupil Transportation
Schedule 1 - Part I Revenue
Local/State Aid/ Grants/Revolving and Special Funds
Schedule 1 – Part II Expenditures (all accounts 1000 – 9000)
School Committee Expenditures
Federal/State Grants and Special Funds
City/Town Expenditures (Municipal Districts)
Schedule 2 – Regional School Assessments
Schedule 3 – Instructional Expenditures
Schedule 4 – Special Education
Schedule 7 – Pupil Transportation
Transportation, both costs and pupil riding data
Schedule 19 – Next Year’s Financials
Budget
School Committee Appropriation
Estimated Revenues
Estimated Regional Assessment
Appropriation City/Town (Municipal Districts)
Current Year Net School Spending
12/2/2018

7. Non Operating Districts
Schedule 1
Tuition
Transportation
Capital debt
Schedule 7
Note: reimbursement of transportation costs for out of district vocational based on Schedule 7 submission
Transportation, both costs and pupil riding data
Schedule 19
Do not duplicate financial information reported by member regional school district
12/2/2018

8. General Items Modified accrual (expenditures and encumbrances)
Revenues and expenditures reported by funding source
Edit instructions reconcile data reported
Non net school spending items highlighted
Ordered by expenditure classifications
12/2/2018

9. found on “Edits” Worksheet (tab)
Run Edits
Check data entry by running the EDIT function
Click Button
“Run Edit Program”
found on “Edits” Worksheet (tab)
12/2/2018

10. COMMENTS, REPORTS
Comments Tab: include comments, explanations, problems
Reports Tab
Net School Spending Compliance FY13, FY14
Three year Comparative Data
Average Teacher Salary
12/2/2018

11. Edits Hit “run edits” macro on “edits” sheet
Helps to find discrepancies in report
Helps with reconciling data across different schedules, and
Helps DESE in their EOY review process
12/2/2018

12. Resources Available List of contacts
School finance regulations and guidelines
Instructions for preparation of end of year financial report are included in report on facing page
School Finance Web Site -
Select “School Finance” from Select Program Area dropbox
doe.mass.edu
Go to Accounting & Auditing section – left menu
12/2/2018

13. Audit Requirement
FY 2014 EOY Report will be audited by Independent Public Accountants (CPAs) when they conduct the A-133 Single Audit for your City, Town or Regional School District.
12/2/2018

14. ESE CONTACTS
Jay Sullivan Roger Hatch Christine Lynch Hadley Brett Cabral Elena DeMelin Lynn McKnight Melissa King
12/2/2018

15. Contact Info for MARS EOY Training Facilitators
Stephen Hemman Executive Director, Mass. Association of Regional Schools (MARS) Cell: Website: Mark D. Abrahams President, The Abrahams Group Website: Brian G. McDermott Educational Consultant Mark Morris Business Manager Southeastern Regional Vocational-Technical High District
12/2/2018