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Managing the Paperwork Division of School Business Information Analysis & Support NCASBO Professional Development August 20, 2003.

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Presentation on theme: "Managing the Paperwork Division of School Business Information Analysis & Support NCASBO Professional Development August 20, 2003."— Presentation transcript:

1 Managing the Paperwork Division of School Business Information Analysis & Support NCASBO Professional Development August 20, 2003

2 Agenda: Who Does What Monthly Calendar Monthly Expenditure Reports Monthly Financial Report (MFR/AFR)

3 Who Does What: l Nancy Harris: l Nancy Harris: General Reporting Issues, Chart of Accounts, MFR/AFR Issues. l Richard Smith: l Richard Smith: Zero-Out, School Bldg Bonds, Datafile, Sales Tax Refunds. l Alice Lambright: l Alice Lambright: State Expenditures & Adjustments. l Barbara Chalk: l Barbara Chalk: Federal Expenditures & Adjustments. l Ally Barfield: l Ally Barfield: UERS Compliance.

4 Agenda: Who Does What Monthly Calendar Monthly Expenditure Reports Monthly Financial Report (MFR/AFR)

5 Monthly Calendar l Month-End Closing - Build MFR File. l Approximately the 3rd working day of the month - Financial & MFR files picked-up. l 4 working days after files are picked-up - Refunds & Adjustments for prior month can be processed.

6 Monthly Calendar l 15th of the month - Cash Zero-Out Posted & netviewed and Monthly Reports netviewed. l 20th of the month – Financial Data Report Card & Project Summary Analysis netviewed. l 20th thru End of Month – LEAS Should Reconcile Monthly Reports.

7 Agenda: Who Does What Monthly Calendar Monthly Expenditure Reports Monthly Financial Report (MFR/AFR)

8 Monthly Expenditure Reports Approximately the 15th of the month: l Cash Zero-Out Reports – l Cash Zero-Out Reports – State and Federal Entries Posted & Reports netviewed. l State Public School Fund 351 –Allotment Balance Reconciliation Report –Certification History Report – 856

9 Monthly Expenditure Reports Approximately the 15th of the month: l Federal Grants Fund 305 –Budget Balance Reconciliation Report – –Cash Balance Report – 314 l School Building Bonds 406 –Allotment Balance Report – 406 – 407 –Project Balance Report – 407

10 Monthly Expenditure Reports Approximately the 20th of the month: l Financial Data Report Card l Financial Data Report Card netviewed –PART 1: –PART 1: UERS Compliance –PART 2: –PART 2: Monthly Cash Zero-Out –PART 3: –PART 3: Expenditure Code Errors l Project Summary Analysis l Project Summary Analysis (Bonds) netviewed

11 Cash Zero-Out Reports State Cash Zero-out Report (JHA360EG) l To notify the LEA of the amount of the monthly cash zero-out for the State Public School Fund(SPSF) and the School Technology Fund(ST). positive negative l If the balance is positive (cash remaining) then we do a negative certification. negative positive l If the balance is negative (cash deficit) then we do a positive certification.

12 Cash Zero-Out Reports Federal Cash Zero-out Report (JHA903EG) l A summary report by program (PRC) to notify the LEA of the amount of the monthly cash zero-out for the Federal funds, by PRC. Cash Advance Account ( ) Cash Account ( ). l The Cash Advance Account ( ) is the mirror image of the Cash Account ( ) Account creditCredit = Positive Balance l Therefore, the Account carries a credit balance. Credit = Positive Balance.

13 Cash Zero-Out Reports Federal Cash Zero-out Report (continued) Account CREDITNEGATIVE l If the balance in the Account is a CREDIT, the zero-out will process a NEGATIVE certification Account DEBITPOSITIVE l If the balance in the Account is a DEBIT, the zero-out will process a POSITIVE certification.

14 State Public School Fund Allotment Balance Report (JHA351EG) PRC l This report is grouped by PRC: l Shows the most recent allotment; beginning YTD transaction balance; current month transactions, including adjustments and refunds by account code; source code of transaction; YTD transactions; and remaining allotment balance. See MFR Report 899. l Used in the reconciliation process. See MFR Report 899.

15 State Public School Fund Certification History Report (JHA856EG) l This report shows you the certifications received for each month, the expenditures recorded for each month, and your ending cash balance for the month. l Used to reconcile the cash certifications which have posted for your LEA. l Should match the Zero-Out Report.

16 Federal Grants Fund Budget Balance Report (JHA305EG) PRC l Report is grouped by PRC. l Shows the most recent budget; current month transactions, including adjustments and refunds; source code of transaction; YTD transactions; and remaining budget balance. See MFR Report 899. l Used in the reconciliation process. See MFR Report 899.

17 Federal Grants Fund Cash Balance Report(JHA314EG) calculated l This report shows the beginning fiscal year cash balance, the certifications recorded, the cash transactions recorded, and the ending calculated cash balance. l Used to reconcile the cash certifications which have posted for your LEA. Asterisk (*) calculated Cash Advance Account l An Asterisk (*) in the Error Flag column: calculated cash balance does not equal the Cash Advance Account balance. l Should match the Zero-Out Report.

18 School Building Bonds MFR (Are covered after MFR reports.)

19 Agenda: Who Does What Monthly Calendar Monthly Expenditure Reports Monthly Financial Report (MFR/AFR)

20 Approximately the 15th of the month: l MFR Revenue & Expenditure Summary l MFR Error Messages Issued l MFR Verification Messages Issued l Information Dropped Per FO Request l Information Dropped – Invalid Data l DBS/MFR Match Report – 899

21 MFR Revenue & Expenditure Summary PRC l Report is grouped by PRC. l Shows all revenue and expenditure codes. l Transactions categorized by Fund: State, Federal, and Local. l For each Fund, shows Total Revenues, Total Expenditures, and any Difference. l Revenues and Expenditures should equal for State and Federal funds. l Are State, Federal, and Local flags set correctly?

22 MFR Error Messages l Lists Account Code and Posting Errors. State and Federal l Edits State and Federal codes against the defined Uniform Chart of Accounts for these funds. Local PurposeObject PRCZero l Edits Local codes against the Uniform Chart of Accounts – Purpose code & Object code must be valid; PRC not equal Zero for expenditures. Correct all items on this report by final 13 th Period reporting. This includes all funds: State, Federal, and Local !

23 MFR Verification Messages l Notification of unusual transactions / conditions. –Expenditure codes with negative balances. –Code notices: Object 421 for State Textbooks. do not valid transactions l Items on this report do not have to be corrected if they are valid transactions. not valid transactions correct your general ledger only l If they are not valid transactions, you need to correct your general ledger only. You do not need to notify DPI of these corrections.

24 Information Dropped Per Finance Officer Request l Includes items that were dropped at the LEA Finance Officers request. l To request that certain funds and/or PRCs be excluded for per-pupil calculations, complete the Funds and/or PRCs to exclude for MFR Process request form located on DPIs website. You may not exclude Fund 1 or Fund 3 codes/PRCs.

25 Information Dropped Due to Invalid Data l Invalid Purpose code transactions. l Invalid Object code transactions. l Invalid PRC code transactions. l Invalid Account code combination transactions. Unresolved Errors on the MFR Error Messages Report.

26 DBS/MFR Match Report MTDYTD DBSDatafileMFRLEA general ledger l Shows the comparison MTD and YTD between the DBS data (Datafile) and the MFR data (LEA general ledger). l Any differences on this report must be reconciled. l Any differences on this report must be reconciled. Monthly is recommended. 899 Report – This is Your Reconciliation Report

27 School Building Bonds l Allotment Balance Report – 406 l Project Balance Report – 407 l Summary Project Analysis – Cash Balance Report.

28 School Building Bonds Allotment Balance Report (JHA406CO) l Shows Current, YTD, and life-to-date (LTD) expenditures for each project by account number. Allotment Balance l The Allotment Balance is the remaining cash allotment after LTD expenditures. Summary Project Analysis – Cash Balance Report l Used in the reconciliation process. See Summary Project Analysis – Cash Balance Report.

29 School Building Bonds Project Balance Report (JHA407CO) l Shows the total amount approved by project, the amount that has been allotted (cash available to draw), and the cash certifications drawn against each projects allotment. l Allotment Balance = Amount of Remaining Cash Available to Draw for each project. l Project Balance = Amount of Funding Available to be Allotted. Summary Project Analysis – Cash Balance Report l Used in the reconciliation process. See Summary Project Analysis – Cash Balance Report.

30 School Building Bonds Summary Project Analysis – Cash Balance Report l Combines information from the 406 and 407 reports. At-A-GlanceAllotment Balance Cash Balance l Shows At-A-Glance Allotment Balance and Cash Balance. l Error Flag ** l Error Flag ** - Expenditures charged to invalid projects or expenditures exceed Total Project Amount. l Use to determine theCash Zero-Out Amount l Use to determine the Cash Zero-Out Amount.

31 MSA Training Schedule 9:00am to 4:00pm October 7, 2003 (Charter Schools) November 17, 2003 (LEAs) January 27, 2004 (LEAs) March 23, 2004 (LEAs)


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