USAS FYE Closing Procedures North Coast Council June 13,

Pre-Closing Procedures The following steps must be completed prior to closing for fiscal year-end. 2

EMIS-R/Data Collector The financial data submission process will be done through EMIS-R and will be under district control rather than ITC control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat file, run the data collection process, and submit the data to ODE. (7/1 – 9/30) Must be sent to ODE before period 13H closes 3

District/Building Financial Data The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY13. The Building General Information Building General Information– Financial (DM) District General Information—Financial (DD) are no longer reported to ODE. All elements on these records have been reorganized for inclusion in the Organization General Information (DN) record Note: 4

USAEMSDB - DSTMNT 5 Central Office Square Footage and ITC IRN are found in the USAEMSDB program option 1 - DSTMNT

USAEMSDB - BLDMNT 6 The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option , , , , , ,

USAEMSDB - BLDRPT 7 A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB option 3 - BLDRPT

VALACT Should be run to check for any invalid accounts that may need to be fixed prior to closing for the fiscal year. All Fatal errors must be corrected prior to closing Use ACTCHG to possibly correct to valid accounts. ACTCHG should be run in batch and overnight so all users are OUT. NCC should be notified when a batch is created and will be run overnight. Batch time should be 11:00 PM This program creates a report of invalid accounts with an explanation as to why the accounts are considered invalid ◦ WARNING messages will not cause any problems when trying to run year-end programs like USAEMSEDT or USAEMS ◦ FATAL messages will prevent the USAEMS sequential file from being created 8

Possible VALACT messages “Invalid Fund Per Current Blue Book Standards” ◦ The Fund is no longer valid in USAS.  WARNING will precede the message if there was no activity against the fund; you can choose to ignore the warning.  FATAL will precede it if there is any activity against the fund; it will cause errors when running USAEMS  Invalid Fund messages are mainly associated with grant funds so if AOS does not assign a new fund number to replace the invalid one, you can FNDCHG it to a miscellaneous account (499/599 with a unique SCC) 9

Possible VALACT Messages “Function must be defined at a higher level of detail” ◦ The same applies for receipt or object codes ◦ The dimension (function, receipt or object code) is no longer valid in USAS; AOS has defined it to a higher level of detail  WARNING will precede the message if no activity against this code; you can choose to ignore the warning.  FATAL will precede it if there is any activity against the code; need to use ACTCHG to make the necessary updates 10

Possible VALACT Messages “Invalid object per the current blue book standards. “ ◦ The same applies for function or receipts codes ◦ The dimension (function, receipt or object code) is no longer valid in USAS  WARNING will precede the message if no activity against this code; you can choose to ignore the warning.  FATAL will precede it if there is any activity against the code; need to use ACTCHG to make the necessary updates 11

Possible VALACT Messages “ODE requires SUBJ or IL to be entered for this func/obj in most cases” ◦ according to EMIS requirements (chapter 4 of ODE's EMIS Guide), ODE wants a subject or instructional level on certain types of accounts. Rule of thumb: if it’s a high school or middle/junior high class where teachers teach specific courses, a subject code should be provided. If it’s an elementary, then an instructional level should be provided. However, ODE states that there are cases where this doesn't apply and it is okay in those cases not to provide the subject or IL code. So since it is not enforced, it will display in VALACT as a warning. 12

Possible VALACT messages ◦ “A Valid EMIS category should be entered for this fund”  WARNING will precede this message if “*” entered in the EMIS Fund Category for a fund that requires an EMIS Category code. Intended for you to verify (double-check) that there isn’t an existing code that should be used. If no proper code exists, the * should be used.  WARNING will also precede message if EMIS Fund Category is blank for a fund that requires an EMIS Category code and there is no activity against this code; Even though a warning, strongly advise to enter a fund category (or an *) to that cash account.  FATAL will precede this message if the EMIS Fund Category is blank for a fund that requires a fund category code and there is activity against this fund. Must enter a fund category to the cash account 13

EMIS Fund Categories Check cash account for EMIS Fund Categories ◦ EMISCAT Report  List all funds and associated fund categories VALACT ◦ Lists errors for invalid fund categories ◦ Lists warnings for funds that should have an EMIS category but don’t Enter (*) if no appropriate code exists Make changes in ACTSCN or USASWeb 14

EMIS Fund Categories 15

EMIS Fund Categories 16

EFM REPORTING – OPU’s Check Operational Units ◦ Check IRN and Entity Type ◦ All OPU’s must be an IRN within your district ◦ Use OPUEDT to change; OPULST for report 17

Operational Units Check Operational Units ◦ Check IRN and Entity Type ◦ Use USASWeb/ Operational Units to query all the OPUS; and make modifications if needed 18

EFM_LOCAL Due to the New Expenditure Standards. SSDT removed the EFM from the Fiscal Year End Procedures. EFM has also been removed from the FiscalCD. 19

Appropriations Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP prior to running Fiscal Year-end ADJUST. Note: Alternatively, IABMASS, IABMNT, or IABLOAD (also part of APPROP) may be used after closing the fiscal year 20

Appropriations NYPINI… NYPINI…clears out anything currently in the next year proposed fields NYPMASS… NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen NYPMNT… NYPMNT…enter next year proposed amounts individually NYPLOAD… NYPLOAD…upload next year proposed amounts via a spreadsheet file 21

Accounts Payable Tracking Provides ability to track items received this fiscal year but not paid for until after July 1 in the next fiscal year. The track accounts payable flag in USASDAT/USACON should be set to “Y” if you are using APE Enter “Received Date” when invoicing Will default to invoice date if not entered PAYABL report is usually run during the month of August 22

Accounts Payable Tracking in USASWeb 23

Month-end Closing 24

Month-end Closing Follow normal process of closing out for the month ◦ After all transactions have been entered, reconcile USAS with the bank ◦ BALCHK totals should be in balance  Ensures all underlying accounts are in balance with the associated cash account ◦ Current encumbered from BALCHK should balance with PODETL ◦ Cash Reconciliation from USAEMSEDT should balance with FINSUMM 25

Month-end Closing ◦ FINSUMM needs to balance with FINDET  Figures are coming from 2 completely different areas  FINSUMM pulls amounts from the account file  FINDET pulls amounts from the detailed transaction files  If the 2 do not balance, means something did not get completely updated during processing ◦ Run SM2 CALC option if tracking SM2 figures  Review report for accuracy  Optional – also runs automatically as part of ADJUST 26

Month-end Closing ◦ Generate any month-end reports desired ◦ Minimum reports recommended are:  BUDSUM, APPSUM, and REVSUM  Detailed PODETL  FINSUMM & FINDET  RECLED  Detailed CHEKPY  Cash Reconciliation (USAEMSEDT) ◦ May be generated via MONTHLYCD  Generates standard set of monthly reports  Can be made available via secure web site  Can be archived to CDRom 27

Fiscal Year-end Closing 28 June 2013

Fiscal Year-end Closing Complete rest of USAEMSEDT options ◦ Each option must at least be entered and exited even if there is nothing to enter ◦ Each data entry option has the ability to generate a report  Can be very useful to generate the report to see what has been carried over from the prior year for each option 29

USAEMSEDT Processing *** Main Menu *** 1 - Cash Reconciliation 2 - Federal Assistance Programs - Summary 3 - Federal Assistance Programs - Detail 4 - Civil Proceedings 5 - Exit Program ***System Manager Only*** 6 - Change flags Enter option : _ 30

Option 1 - Cash Reconciliation Enter all Bank and ending balances Enter any deposits in transit Enter outstanding checks Enter any adjusting entries List investments ◦ Bonds & notes ◦ CD’s ◦ Securities ◦ Other investments List cash on hand (ex: petty cash) Output file = CSHREC.TXT 31

Option 1 - Cash Reconciliation Figures entered must balance with the Current Fund Balance as reported on the FINSUMM ◦ Not in balance if the following is displayed when exiting option 1 ◦ USAEMS will generate error if not in balance 32 Total entered in option 1 Total on the account file

Option 2 – Summary Federal Assistance Programs FEDSUM.TXT Federal Assistance Summary Asks the following information: Source Document – FINSUMM for federal funds only, plus any other federal assistance received 33

Option 3 – Detail Federal Assistance Programs FEDDET.TXT Contains an initialization option ◦ Deletes prior year information for 5xx funds ◦ Creates new records based on current year figures found on the account file for 5xx funds ◦ CFDA # for each record created will need to be entered ◦ Records for any funds other than 5xx will also need to be manually entered or updated 34

Option 3 – Detail Federal Assistance Programs Suggested Source Documents ◦ ODE Web site summary report of amount of Federal Contributions received from ODE ◦ CFDA #’s are listed on the printout from the ODE website and are in AOS USAS Manual 35

Option 4 – Civil Proceedings CVLPRC.TXT Enter data for any law suits during reporting period 36

USAEMS ◦ Extracts data from the USAEMSEDT and USAEMSDB programs and stores it in a flat-file layout that can be loaded into EMIS-R  Will check that all necessary funds are coded with a valid EMIS Fund Category  Checks that Cash Reconciliation balances  Output data will be stored on a USAEMS_EMISR.SEQ file  Fiscal agents for ITC’s… waiting to hear back from ODE regarding possible changes… 37

USAEMS 38 USAEMS - Extract financial data into EMIS-R detail file format. Are you extracting for an Information Technology Center? (Y,N,?) _ District IRN: District Name: SAMPLEVILLE SCHOOLS Is this correct? (Y,N,?) _ Enter Fiscal Year: ____ Continue, Re-enter, or Exit? (C,R,E,?) _ Processing, please wait! EMIS-R output file is USAEMS_EMISR.SEQ Processing Completed!

USASAUD Run the USAS Auditor Extraction program ◦ Extracts information from the account, vendor, check, and receipt data files for auditing purposes  Creates ACCTAUD.SEQ, VENDAUD.SEQ, & TRANAUD.SEQ files  Also creates FINSUMM report by fund ◦ Answer “Y” to “Send data to AOS now”; Sends above files electronically to AOS via ◦ Also creates ACCTAUD, VENDAUD, TRANAUD text files  Details information sent to AOS via the sequential files ◦ Send to other entities 39

USASAUD 40

Fiscal Year-end Reports Generate all fiscal year end reports: This is a list of the minimum report listings recommended for retention on a fiscal basis for USAS users: USARPT/BUDSUM using YTD (or split) Budget Summary – All funds USARPT/APPSUM using YTD (or split) Appropriation Summary – All funds USARPT/REVSUM using YTD option Revenue Summary – All funds Detailed PODETL – Purchase Order Detail Report for Outstanding PO FINSUMM and FINDET reports RECLED Reports – all funds, all options Detailed Check Register for the Month Cash Reconciliation Report using the cash rec (option 1) of the USAEMSEDT. 41

Fiscal Year End Once USAEMSEDT and USAEMSDB data is entered and verified, run USAEMS USAEMS must be run before you ADJUST NCC when routine is completed ◦ Wait for verification before continuing ◦ Don’ forget – you will need upload the USAEMS file into the EMIS-R Data Collector (cover in post processing) 42

ADJUST Processing Before you run ADJUST No other programs should be running and all users should be logged off the system or at a menu prompt Do not run in background MYUSERS will display users in USAS and USASWeb Run ADJUST twice Month Ending June Year End(choose F for fiscal year) 43

ADJUST What routines run during adjust? Fiscweb Monthly Files Copy, Monthly Web Reports Copy - Wait for that reports copied before continuing Month-End Adjust USASAUD Completes Fiscal Files Copy into History NCC when this completes Wait until you receive acknowledgement from financial before continuing FISCAL CD Copy Wait for that reports copied before continuing ◦ Fiscal Year End Adjust 44

Fiscal Yearend ADJUST Accounts ◦ Amounts moved to USAHIST file ◦ Current fund balance moved to July 1 st Cash Balance ◦ Future Year Encumbered added to Future Encumbered then cleared ◦ Future Year Requisitioned added to Requisitioned Amt then cleared ◦ Next Year Proposed moved to Initial Budget/Rev. and then cleared ◦ Current encumbrances moved to Carryover Encumbrances ◦ Fiscal-to-date amounts cleared ◦ Calculated fields recalculated ◦ GAAP Original fields set to new expendable/receivable 45

Fiscal Yearend ADJUST Vendors ◦ Fiscal-to-date amount cleared USASDAT/USACON ◦ Current Fiscal Year updated ◦ SM2/ADJUST monthly access flags cleared ◦ IF you have run SM2CALC prior to running ADJUST, and changes are made, be sure to re-calculate so that the correct amounts are on the Web Reports. Once the calculate option is run, Adjust will not re-calculate the SM2 46

Post-Closing Procedures 47

EMIS-R The financial data submission process will be done through EMIS-R and will be under district control rather than ITC control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat file, run the data collection process, and submit the data to ODE. Must be sent to ODE before period 13H closes 48

Capital Assets Compile your capital assets information ◦ EIS DISTRICTS  Follow the “EIS Closing Procedures” handout through running EISEMS and uploading the data into EMIS-R ◦ NON-EIS DISTRICTS  Enter your capital asset information into EMIS-FFE and upload file to EMIS-R  Must be to ODE before 13H period closes 49

Not using EIS (Inventory) For districts who DO NOT use EIS for their capital assets, information will be entered into EMISFFE (EMIS Flat File Editor) Please refer to the “Capital Asset Reporting for Non-EIS Districts” handout for more information Procedure ◦ Add new capital assets records ◦ Export your data file and upload into the Data Collection ◦ Process and Submit for EMIS 50

GAAP Conversion Run USAEXP/GAAP_EXP option to create necessary files for GAAP reporting ◦ Can be run either before or after closing out ◦ Creates file (GAAPEXP.TXT) to be uploaded into WebGAAP ◦ s GAAPEXP.TXT to specified address for uploading into WebGAAP 51

USAEXP/GAAP_EXP 52

Access to Web-GAAP (handout) Notify fiscal support to set up district or auditor access ◦ Access now assigned by FISCAL YEAR  Update (9 month) or Read-Only Access ◦ Auditor must currently have AOS account for us to assign access to your district files. If they do not currently have an account:  AOS staff will need to contact AOS  Independent Auditor – Notify NCC to have SSDT create an account 53

WEB – GAAP Cash Legacy Reports 54 Legacy Cash Reports To Create Reports : Contact NCC to obtain Web-GAAP account Reference Legacy Reports on Web Documents Run USAEXP Data Export and load into Web-GAAP Documentation on GAAP WIKI

WEBGAAP GAAP URL GAAP Wiki 55