CFIS Reports Training OJFSDA Conference, June 2009 Office of Fiscal & Monitoring Services Bureau of County Finance & Technical Assistance

Agenda CFIS reports Configuration Files SFY 2009 Year-end Reminders

CFIS Reports 1.A - Statement of Financial Mapping 1.C – Statement of Cost Pool Mapping 1.D – Statement of Net Expenditures by Source

CFIS Reports 1.F – Statement of Expenditure Reconciliation CFIS Ledger Over/Under Reconciliation CFIS Budget and Actual Allocated Expenditures Report

1.A -Statement of Financial Mapping Quarterly Unallocated Expenditures Details from 2750, 2820, 2827 Sorted by project then account code

1.A -Statement of Financial Mapping Best Practices The 1.A report’s monthly total amount agrees with the Monthly Financial Reports. This report is a good place to look for raw data entry details like transfers, NRB receipts/expenditures

1.C-Statement of Cost Pool Mapping Quarterly Details cost pools Provides FTE % Shows RMS statistics, program & activity codes IM and SS Allocated Shared cost % is same as IM Combined and SS Apportioned %

1.C-Statement of Cost Pool Mapping No 1.C report for PCSA agencies combined with CDJFS No 1.C report for WIA agencies combined with CDFJS RMS no longer allocated at the state level

1.C-Statement of Cost Pool Mapping Best Practices Check for FTE percentages and RMS statistics – if none exist, make sure correct quarter was uploaded Changes made to RMS statistics – re- allocate and re-upload Each month, re-allocate and re-upload the first month of every quarter after entering new RMS

1.D Statement of Net Expenditures by Source Quarterly Combines 1.A and 1.C reports By fund, then Project and Account Code Shows both Direct & RMS expenditures RMS distinguished by “IM” or “SS”

1.D Statement of Net Expenditures by Source Best Practices Used to find Post Allocated Adjustment detail This is a good place to find CSEA transfer, WIA RMS, Mandated Share Deposits, and Child Welfare Services Details Non-reimbursable expenditures categories

1.F - State Expenditure Reconciliation Quarterly Re-caps the 1.D report by Federal, State, and Local Components

1.F - State Expenditure Reconciliation Best Practices The QuIC+ Expenditure Reconciliation Detail report is a recommended option for deltas.

CFIS Ledger Over/Under Reconciliation Cumulative SFY report Uses “Voucher Accounting Date” – Date draw is requested By Quarter: Jan - Mar (Q3)

CFIS Ledger Over/Under Reconciliation 3 Sections:  State provided information: Budget Reference, Grant Project, Fund, Budget Amount  County Activity: Draw Amount, Expenditures, Revenue, Linked Adjustments  Calculations: Potential Reimbursement, Ceiling Excess, Cash Adjustment, Over/Under

CFIS Ledger Over/Under Reconciliation  The over/under calculation  The over/under calculation: Potential Reimbursement amount - ceiling excess - draws = over/under amount

CFIS Ledger Over/Under Reconciliation Expenditure Linked Adjustments Post-allocated Adjustments County adjustments or configuration file Mandated Share reduction Only Expenditure Reimbursable Amounts shown May not always be zero due to NRB & Mandated Share

CFIS Ledger Over/Under Reconciliation Non-Reimbursable Expenditures include the following: NRB expenditures NRB receipts Children Services Transfer WIA Transfer CSEA Shared Transfer State Advances Beginning with the Quarter 3 (Jan – March) these categories will be separated.

CFIS Ledger Over/Under Reconciliation Best Practice When a funding source is in ceiling excess, check the possibility of these expenditures being allowable under another funding source through the manual linkage process.

CFIS Budget & Actual Allocated Expenditures Cumulative SFY report Provides a budget balance

Configuration Files Configuration files include adjustments from the following: Certification of Funds Certification of Local Match Form 2713 Retroactive coding adjustments

SFY 2009 Year-End Reminders Re-process allocations and re-upload all three months of the quarter for every subset before quarter close Check View Monthly Summary Screen for deltas Submission of the Certification of Funds by the deadline is critical to ensuring expenditures are reported in the applicable quarter. Any cost pool, RMS, or FTE change will affect the Certification of Funds

CFIS Reports Training QUESTIONS & ANSWERS