Presentation on theme: "How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site."— Presentation transcript:
How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site
Test and actual sites COA test site mirrors the actual site – Available year around – Switches to the current fiscal years edits after all the past fiscal years CARs have been received and reviewed – Additional capability of testing individual account codes Actual upload site is available in August – All accruals and deferrals should be made prior to upload
Log in to the Iowa Education Portal: https://portal.ed.iowa.gov/iowalandingpage/Landing.aspx https://portal.ed.iowa.gov/iowalandingpage/Landing.aspx
Go into appropriate application
Test site Test early and test often!!! Testing gives you the opportunity to clean up incorrect account codes or reconciliations early on.
Test site – testing individual records
Enter up to 5 account numbers & click the Run Test button
OR… upload entire text file
First time through – answer questions. Edits are based on the answers.
Click on NOT COMPLETE button-Stage1
Stage 1 - Green Complete – can progress through Stages 2, 3 and 4. Stage 1 – Red Not Complete – can progress to Stage 2 only if the edits are due to negative amounts on the balance sheet. Otherwise Stage 1 edits will need to be corrected to progress.
If edits appear in Stage 2, they do not need to be corrected at that point and you can advance to Stages 3 and 4.
To view edits – 2 possible buttons or drop-down menu (hit GO)
Edits are grouped in 2 ways – by fund and in categories
Individual account vs. entire file Individual account codes – Most edit checks to look at the format of an account code are in Stages 1 and 2. – Progressing to Stages 3 and 4, which are comprised of various reconciling edits, will give edit messages that do not relate to the account number. Entire files – Some edits in Stages 3 and 4 cannot be corrected until accruals, deferrals, and end of the year journal entries are made.
Examples of edits after all 4 stages
Try, try, and try again! Individual account codes – Repeat this process for 1 to 5 account codes at any time – May only want to do Stages 1 and 2 which determine the validity of the code Entire files – Correct edits and repeat process – Mirrors the actual upload site which is available in August
Actual CAR upload and reports Check points – Bank accounts are reconciled to financials – Using most updated version of financial software – One upload file – all accounts from all funds must be included in one comma delimited text file – Accounting entries have been made (adjustments, accruals, and deferrals) – Opened CAR reports and verified balances to ledger – Reviewed for accuracy – Report must be completed & certified by Sept. 15th
Actual CAR upload and reports – check reports for accuracy
Navigation of CAR-COA Use the Dropdown menu on each page to navigate through the application: choose page and hit GO button In completing a report or certification, information is only accepted after hitting UPDATE button
Complete 1 report – Nonprofit School Organizations If not applicable, must still hit Update
Instructions Instructions can be found at: Certified Annual Financial Reports (CAR) Or navigate by going to https://www.educateiowa.gov/, A-Z Index, Certified Annual Financial Reports (CAR) https://www.educateiowa.gov/
Resources – Use the Department of Education website often at https://www.educateiowa.gov/ & bookmark !!! https://www.educateiowa.gov/ – School Business & Finance, Accounting & Reporting, CAR CAR Information & Instructions – School Business & Finance, Accounting & Reporting, Uniform Financial Accounting Appendix G: Chart of Account Descriptions Appendix H: Minimum Chart of Account Quick Reference Guide Uniform Financial Accounting Manual – 2004 Edition – School Business & Finance, Accounting & Reporting, Procedures Uniform Administrative Procedures for LEAs (AEAs)
Other tips for using the Department of Educations website Use the A-Z Programs List for finding things quickly
Other tips to using the Department of Educations website Quick link to Iowa Education Portal
Contact Us!!!! Denise Ragias – for help with the uploads and reports – – Phone: Janice Evans - for help with account codes and journal entries – – Phone: