1. FIRMS SUBMISSIONS Roberta McNiel Year-End Legal Training May 2010

2. SOURCES FOR PROCESSING and SUBMISSIONS GUIDANCE Legal Manual, Chapter 3 FIRMS Data Submission Guide (http://www.calstate.edu/es/intranet/applications/fob/fi rms/documents/new_firms_submissions.pdfhttp://www.calstate.edu/es/intranet/applications/fob/fi rms/documents/new_firms_submissions.pdf 2008/2009 legal basis reporting presentation (see FIRMS) http://www.calstate.edu/SFSR/y-e- r_instructions/2008-2009/presentations.shtml May 20102Year-End Legal Training

3. AUTOMATED FIRMS EDITS Automated FIRMS edits detailed in Data Validation section of the FIRMS Data Submission Guide Two new edits effective beginning with the 3 rd quarter submission: Interagency transactions Negative cash balance May 2010Year-End Legal Training3

4. INTERAGENCY TRANSACTIONS EDIT Verifies due to/from and transfers in/out transactions against CO’s interagency transactions table Checks transactions between CO/campus and between campuses Confirms state agency code, state fund code, CSU fund code, object code and amount reported by campus match CO’s table For transfers in/out, error in all quarters; for due to/from, warning first 3 quarters, error in 4 th May 2010Year-End Legal Training4

5. INTERAGENCY TRANSACTIONS EDIT (cont) Edit also checks “other” interagency transactions on CO table: “Other” = Transactions recorded in object codes other than those assigned to transfers and due to/from Compares “other” object codes present in CO table to campus-submitted value for same object code, state fund and CSU fund May 2010Year-End Legal Training5

6. INTERAGENCY TRANSACTIONS WARNING MESSAGES WARNING-W0784A-A No matching campus ITT record found for object code %s WARNING-E0784B-A CO ITT and campus record sum firms amount do not balance WARNING-E0784C-A No matching CO ITT record found for campus interagency record May 2010Year-End Legal Training6

7. INTERAGENCY TRANSACTIONS ERROR MESSAGES ERROR-E0784A-A No matching campus ITT record found for object code %s ERROR-E0784B-A CO ITT and campus record sum firms amount do not balance ERROR-E0784C-A No matching CO ITT record found for campus interagency record May 2010Year-End Legal Training7

8. INTERAGENCY TRANSACTIONS EDIT MESSAGE – ADDITIONAL INFORMATION For each identified discrepancy, edit report will present a comparison of the values that must agree (state fund, CSU fund, object code and amount) as reported by campus and CO May 2010Year-End Legal Training8

9. NEGATIVE CASH BALANCE Checks for abnormal balance in cash accounts Warnings in all quarters May 2010Year-End Legal Training9

10. NEGATIVE CASH BALANCE WARNING MESSAGES WARNING-W0579C-A Within each CSU FUND the sum of the object code 101100 may not be negative. Please review and correct it before your next data submission. WARNING-W0579A-A Within each STATE FUND the sum of object codes 101001,101002 and 101003 may not be negative. Please review and correct it before your next data submission. May 2010Year-End Legal Training10

11. NEGATIVE CASH BALANCE WARNING MESSAGES (cont) WARNING-W0579B-A Within each STATE FUND the sum of each object code 101001, 101005, 101006, 101007, 101008, 101009 and 101003 may not be negative. Please review and correct it before your next submission. May 2010Year-End Legal Training11

12. MANUAL EDITS – PRE-CLOSE FILE Will continue to be performed by CO at the end of the 3 rd and 4 th quarters and will include: Check of balances in object code 690003, RMP Expenditure Offset, in General Fund (0001) and Trust Fund (0948) to ensure either: They net to zero at the campus level if there are no SWAP transactions They net to zero at the system-wide level if there are SWAP transactions May 2010Year-End Legal Training12

13. PRE-CLOSE MANUAL EDITS (cont) Check of type codes associated with governmental and nongovernmental accounts receivable to ensure: Object code 103003, Accounts Receivable – Revenue, carries a “G” Object code 103004, Accounts Receivable – Operating Revenue, carries a “P” or “F” May 2010Year-End Legal Training13

14. PRE-CLOSE MANUAL EDITS (cont) Check of all abnormal balances Campuses will be required to provide a written explanation for each abnormal balance in sufficient detail to allow the CO to evaluate its propriety May 2010Year-End Legal Training14

15. MANUAL EDITS – POST-CLOSE FILE CO will confirm the following: That campuses are closing revenue and expense accounts to the correct equity account for each state fund That campuses have brought CSU funds 421 and 422 to zero as these funds will be deactivated on July 1, 2010 May 2010Year-End Legal Training15

16. NEW and DEACTIVATED OBJECT CODES and CSU FUNDS Refer to Chapter 3 in the Legal Manual for a complete list of newly created and deactivated object codes and CSU funds. Manual provides reason for creation or deactivation. May 2010Year-End Legal Training16

17. FIRMS SUBMISSION DATES For campuses: 4 th quarter legal submission - JULY 15, 2010 Final GAAP submission – NOVEMBER 4, 2010 For auxiliaries: Legal submission – JULY 30, 2010 IPEDS data submission (GAAP) – OCTOBER 29, 2010 May 2010Year-End Legal Training17

18. www.calstate.edu May 201018Year-End Legal Training