2013 Oklahoma ASBO Fall Conference Financial Accounting/OCAS/Audits Nancy Hughes, Executive Director

SCHOOL AWARD IN FINANCIAL REPORTING FY 2011 OUTSTANDING SCHOOL AWARD IN FINANCIAL REPORTING

DEPENDENT SCHOOL DISTRICT SOUTH ROCK CREEK DEPENDENT SCHOOL DISTRICT

FARGO PUBLIC SCHOOLS SMALL SCHOOL DISTRICT

HOLDENVILLE PUBLIC SCHOOLS MEDIUM SCHOOL DISTRICT

MUSTANG PUBLIC SCHOOLS LARGE SCHOOL DISTRICT

OCAS Why use OCAS? IT’S THE LAW!!!! Oklahoma State Statute 70 §5-135.2 Oklahoma Administrative Code Title 210:25

OCAS OCAS is an accounting system unique to Oklahoma however it is also a larger accounting system instituted by the United States Department of Education (USDE)/National Center for Education Statistics; each state has developed its own system that adheres to national standards.

OCAS SDE receives financial transactions from: School districts Charter schools Virtual schools Inter-locals.

OCAS SDE reports financial transactions to United States Department of Education’s National Center for Education Statistics US Census Bureau

OCAS National Center for Education Statistics reports Oklahoma’s transactions to the various departments at the USDE to determine Oklahoma’s Funding for Federal Programs. (Example, Title I funding) US Census Bureau reports transactions by individual Oklahoma district to various departments at the USDE to determine Funding. (Example, Impact Aid)

OCAS SDE also reports financial transactions to: Governor’s Office Legislature State Auditor and Inspector’s Office News Media Professional Organizations General Public

The Expenditure line is 27 digits which includes: OCAS Dimensions Expenditures (27) FY Fund Project Reporting Function Object Program Subject Job Class Oper’l Unit XX XXX XXXX Revenue (17) FY Fund Project Reporting Source of Revenue Program Oper’l Unit XX XXX XXXX The Expenditure line is 27 digits which includes: Fiscal Year, Fund, Project Function, Object, Program Subject, Job Class, Oper’l Unit of Site Code The Revenue line is 17 digits which includes: Source, Program, Oper’l Unit

Financial Accounting Website FY 2014 OCAS Manual and Summary Changes can be found on the Financial Accounting Website http://ok.gov/sde/financial-accounting

FY 2013 OCAS REVIEW PROBLEMS Administrative Cost Special Education Maintenance of Effort NCLB Maintenance of Effort Negative encumbrances or warrants

Negative Fund Balances Negative Revenue Negative Fund Balances (This is usually because the beginning balance is not recorded) All funds have a beginning balance properly coded Superintendent salary/benefits balances with School Personnel Records

Capital Expenditures in General Fund (Must be approved by State Board) Coding to object code 890 Function 5200 balances with revenue source 5120-5190 5600 and 6200 have a zero balance. (These are correcting entry codes)

Education Flex Benefit Allowance Errors 331 – Certified - Salary in Lieu of Benefit 332 – Support – Salary in Lieu of Benefit 334 – Certified – Benefit Election 335 – Support – Benefit Election

Child Nutrition Expenditures and Revenue Project Codes 000 – Local 385 – State 763 – Federal Lunch 764 – Federal Breakfast 765 – Special Milk 766 – Summer Food Services 768 – Fresh Fruit/Vegetable

Beginning Balance Revenue Source 6110 Current Year Revenue FISCAL YEAR 2012-2013 FISCAL YEAR 2013-2014 Project Number Beginning Balance Revenue Source 6110 Current Year Revenue Current Year Expenditures Ending Balance Move FY 13 ending balance to FY 14 beginning balance + - 000 $ 1,000.00 $ 500.00 $ 1,200.00 $ 300.00 $ 300.00 385 $ 500.00 $ 400.00 $ 700.00 $ 200.00 $ 200.00 763 $ 600.00 $ 700.00 $ 1,000.00 764 $ 200.00 $ 300.00 $ 450.00 $ 50.00 $ 50.00 765 $ 100.00 $ 200.00 $ 150.00 $ 150.00 $ 150.00 766 $ 300.00 $ 100.00 $ 250.00 768 $ 800.00 $ 900.00 $ 500.00 $ 500.00 769 $ 700.00 $ 600.00 Totals CN $ 4,000.00 $ 3,100.00 $ 5,250.00 $ 1,850.00 $ 1,850.00

OCAS Revenue and Expenditures with FINANCIAL REPORTS THAT SHOULD BALANCE OCAS Revenue and Expenditures with Estimate of Needs or New School Budget Act School District Audit

OCAS Revenue and Expenditures with Federal Claims Submitted FINANCIAL REPORTS THAT SHOULD BALANCE OCAS Revenue and Expenditures with Federal Claims Submitted s

BIGGEST PROBLEM July 15th – 34 Schools Locked Financial Transactions July 31st – 145 Schools Locked Financial Transactions August 15th – 213 Schools Locked Financial Transactions 336 Schools, Charters, Virtuals, or ILC’s waited until the last two weeks in August to Submit and Lock Financial Transactions.

FY 14 Changes Fund Code 25 Municipal/County Tax Levy Project Code 384 REAC3H Coaches 554 21st Century Community Learning Centers Special Projects

FY 14 Changes Function Code Investments Physical Therapy Visually Impaired/Vision Services 2135 Occupational Therapy

FY 14 Changes Object Code Other Benefits – Certified Personnel 284 Other Benefits-Non Certified Personnel TRS Offset for Certified Staff 880 Student Aid Payments/Scholarships Donations 890 Refund of Prior Years Revenue

FY 14 Changes Program Code 21st Century Community Learning Grants Subject Code Added some Career Tech Codes Re-defined some subject codes

FY 14 Changes Job Code Added special education job codes Revenue Code Deleted codes that are no longer valid and re-defined other codes

Questions

Financial Accounting/OCAS/Audit Contact Information 405-521-2517 Nancy Hughes, Executive Director Nancy.Hughes@sde.ok.gov Katherine Black, Financial Specialist-Auditing Katherine.Black@sde.ok.gov Pam Honeysuckle, Financial Specialist Pam.Honeysuckle@sde.ok.gov Iona Martin, Financial Specialist Iona.Martin@sde.ok.gov