USAS FY 2015 Fiscal Year-End Procedures North Coast Council NCC Fiscal Team Amy Palmer Matthew Gregory Deb Carroll Connie Enders

 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 15H closes Closing date has not been determined at this time….8/31/15???? 2

 Data is to be reported to ODE via EMIS-R ◦ Reporting Period H  Data types consist of:  Cash, Budget, and Revenue accounts  Operational Unit Codes  Data entered in USAEMSEDT  Data entered in USAEMSDB  Capital Assets 3

Data Sources: Some of the data for financial reporting will be pulled directly from district’s live USAS data, while other portions will be pulled from EMIS-R “flat files” (i.e USAEMS_EMISR.SEQ).  Live USAS data includes:  Cash, Expenditure, Revenue Accounts  Account data will be pulled either from the current year data or from account history data depending on the timing of when the EMIS-R data collection is run.  Operational Units 4

 Flat Files data includes: ◦ USAEMS_EMISR.SEQ generated from USAEMS  Cash Reconciliation  Federal Assistance Summary and Detail  Civil Proceedings  District and Building Profile information  Capital Assets  EISEMS.SEQ or file exported from EMIS-FFE 5 USAEMSEDT data USAEMSDB data

The following steps must be completed prior to closing for fiscal year-end 6

The District Financial General Information and Building Financial information must be entered through USAEMSDB Data is reported for Financial Reporting Period H for FY15 7

8 USAEMSDB program Option 1: Central Office Square Footage ITC IRN – East/Valley View (095893) West/Elyria (085589) East (095893) -- West (085589)

9 The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option 2 - BLDMNT , , , , , ,

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

 Run VALACT to check for any invalid accounts in your master account files ◦ All Fatal errors must be corrected prior to closing ◦ Use ACTCHG to change to valid accounts ◦ 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 ◦ ANY AND ALL WARNINGS SHOULD BE INVESTIGATED !!! 11

“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) 12

“Function must be defined at a higher level of detail” The same message 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; may use ACTCHG to make the necessary updates 13

“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 14

“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. Will display in VALACT as a warning, however, message should be addressed 15

◦ “ 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 16

Check cash account for EMIS Fund Categories EMISFCAT Report Lists all funds and associated fund categories VALACT Lists errors for invalid fund categories Lists warning for funds that should have an EMIS category Enter * if an appropriate code does not exit Make changes in ACTSCN or in USASWeb 17

18 F7 Help will display available codes for the current fund. Can also be found in Chapter 5 of the EMIS Guide.

19 EMIS Fund Categories

 Check Operational Units ◦ If 000 OPU is used it must be reporting district IRN  Mostly an issue with ITCs ◦ Check IRN and Entity Type ◦ Use USASWeb/ Operational Units to query all the OPUS or use OPUEDT to change; and make modifications if needed ◦ OPULST for report 20

 Check Operational Units ◦ Check IRN and Entity Type ◦ Use USASWeb/ Operational Units to query all the OPUS; and make modifications if needed 21

 Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP (NYPMASS, NYPMNT, and NYPLOAD) ◦ Must be completed PRIOR to running Fiscal Year-End ADJUST The GAAP Original Budget field will be set during adjust  IABMAS, IABMNT or IABLOAD, also part of APPROP, may be used AFTER closing the fiscal year 22

 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 23

24 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

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Use USACERT/AMDCERT to generate your amended certificate (Optional) Reports on menu to assist in checking appropriations against estimated revenue APPR_RCVBL 26

June 2015

Follow the normal process for closing out the month Enter all current month transactions Autopost all FY15 batch files Reconcile USAS with bank and generate Cash Reconciliation in USAEMSEDT (required for June) BALCHK totals should be in balance for Rev & Exp Encumbered amounts should balance with PODETL FINSUMM and FINDET totals should be identical Cash Reconciliation should balance with FINSUMM SM12 will generate automatically during adjust (if you make manual changes please recalculate prior to running ADJUST) 28

◦ Generate/print and/or archive any month-end customized reports you may need. ◦ Generate a standard set of reports during adjust.  Includes Reports listed on Page 4 of the closing checklist MONTHLYCD CAN BE USED 29

June 2015

31 Fiscal Year End - USAEMSEDT *** Main Menu *** ***Run the report option in each feature to verify current data*** 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 : _

32 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

33  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 Option 1 - Cash Reconciliation Total entered in option 1 Total on the account file

34 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 Important

FEDDET.TXT ***Run the report option in each feature to verify current data***  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. Such as 006 or 4XX 35 Option 3 – Detail Federal Assistance Programs

36 Option 3 – Detail Federal Assistance Programs 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 in the AOS USAS Manual on the AOS Website

37 Option 4 – Civil Proceedings CVLPRC.TXT  Enter data for any law suits during reporting period ◦ Must Go into Option 4 Even if your district has NO Civil Proceedings

◦ 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 38

 Once USAEMSEDT and USAEMSDB data is entered and verified, run USAEMS  USAEMS must be run BEFORE you run ADJUST ◦ USAEMS collects the data ODE will receive  when routine is completed ◦ Wait for verification from NCC before continuing  Don’t forget – you will need to FTP (use USASEMS_FTP) the USAEMS_EMISR.SEQ file into the EMIS-R Data Collector (see EMISR Data Collector handout) 39

40 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! Full output file is USAEMS.SEQ Partial output file is USAEMS_EMISR.SEQ Processing Completed!

◦ Generate/print and/or archive any year-end customized reports you may need  Suggest running SRTCMP and/or WORKCOMP  Notify to have your SRTCMP or WORKCOMP placed on ◦ Generate/print any needed GAAP reports  Reports can be created in archives if needed  East/Valley View Fiscal_Sel  West/Elyria History ◦ MONTHLYCD and FISCALCD will generate a standard set of reports during adjust 41

Before you run ADJUST No other programs should be running (even payroll) and all users should be logged off the system or at a menu prompt Payroll must be closed first – do NOT proceed unless payroll is closed Do not run in background Display users in USAS and USASWeb Myusers East/Valley View Checkusers West/Elyria Run ADJUST twice Month Ending June Year End(choose F for fiscal year) 42

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 when this completes Wait until you receive back acknowledgement from financial before continuing FISCAL CD Copy Wait for that reports copied before continuing ◦ Fiscal Year End Adjust 43

 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  Vendors ◦ Fiscal-to-date amount cleared  USASDAT/USACON ◦ Current Fiscal Year updated ◦ SM2/ADJUST monthly access flags cleared 44

 Run ADJUST selecting month-end option  Run ADJUST again selecting Year-end and Fiscal options ◦ to CONFIRM you have a good  Now ready to begin processing for July 45

 Unique identifier in Receipt description line ◦ 2 place identifier ◦ Can use xx or 15 or district choice (xxJune FY15 reimbursement) ◦ RCPTSEL report to identify potential Accounts Receivable ◦ Useful in GAAP reporting 47

 By now you should have uploaded your USAEMS_EMISR.seq file into the Data Collector (using USAEMS_FTP)  Run through the Data Collection Process to ◦ Upload File ◦ Collect and Prepare Data ◦ Review Error Reports and Data ◦ Certify and Submit ◦ ODE reports located in EMIS Reports on NCC Fiscal home page  EMIS Reports for 2015H  (2015H_FIN_EXPND_AMT_BY_CAT_2015XXXX.PDF) (2015H_FIN_EXPND_AMT_BY_CAT_2015XXXX.PDF)  (2015H_EXPND_AMT_BY_CAT_2015HXXXX.CSV ) (2015H_EXPND_AMT_BY_CAT_2015HXXXX.CSV )  Refer to handout on EMIS-R 48

 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 into EMIS-R  For details see EMISR Overview handout Must be to ODE before 15H period closes (TBD) 49

 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 ◦ Contact to establish an (if you do not already have one) ◦ Add new capital assets records ◦ Export your data file and upload into the Data Collection ◦ Process and Submit for EMIS 50

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

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 Notify 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 auditor does not currently have an account:  AOS staff will need to contact AOS  Independent Auditor – Notify NCC to have SSDT create an account 53

54 WEB – GAAP Cash Legacy Reports  Legacy Cash Reports ◦ To create reports reference Legacy Reports on NCC’s Fiscal Page  Run USAEXP Data Export and load into Web-GAAP

 GAAP URL  GAAP Wiki php?title=Main_Page 55  NCCOHIO.ORG Main_page

 Run USACERT/CERTBAL (optional) to obtain a certificate of unencumbered balances 56

June 2015

 Finish all current year processing. Items received on or prior to June 30 th should be added to EIS for FY2015.  Any items received after June 30 th can continue to be added to the EIS pending file for FY2016.  Districts with a life limit specified for capitalization criteria may want to run an EIS304 Brief Asset listing to verify items meeting the dollar capitalization criteria also have a valid Life Limit. 58

 When all items have been entered, run the recommended list of reports (this includes all necessary GAAP schedules).  Suggested reports list: EIS GAAP Report Document on NCC Fiscal page 59

 Capital Asset Reporting will open with Period H  Close date is to be announced  Be prepared to have data submitted by the end of July ◦ EISEMS will need to be run prior to EISCLS ◦ Inventory does not need to be completed/closed prior to FYE ◦ Print or save files as PDF (save on your PC or in central area) 60

Date: 04/23/10 Sampleville Schools Page: Time: 9:24 am Summary of Changes in Governmental Activities (EISEMS) Balance at Additions (acquisitions, Reductions (dispositions, Balance at 07/01/2009 transfers in, + adjust.) transfers out, - adjust.) 06/30/ Governmental Activities (G fund type only) Nondepreciable Capital Assets (EIS103 amounts) Land NDL (01xx if deprec is “N”) 1,027, (1,014,877.15) 12, Construction in Progress NDC (08xx) Total Nondepreciable Capital Assets 1,027, (1,014,877.15) 12, Depreciable Capital Assets (EIS103 amounts) Land Improvements DLI (01xx) 446, , (8,778.50) 442, Building and Building Improvements DBI (02xx) 10,342, ,342, Furniture, Fixtures, and Equipment DFE (03xx) 2,122, , (557,500.03) 1,577, Vehicles DVE (04xx) 1,206, (17,536.05) 1,189, Infrastructure DIN (05xx) Books DBK (06xx) 758, (758,194.89) Total Depreciable Capital Assets 14,875, , (1,342,009.47) 13,551, Less Accumulated Depreciation (EIS104 amounts) Land Improvements LLI (01xx) (175,112.84)(22,344.20) 0.00 (197,457.04) Building and Building Improvements LBI (02xx) (5,524,403.53)(216,442.00) 0.00 (5,740,845.53) Furniture, Fixtures, and Equipme LFE (03xx) (1,383,016.04)(105,491.46) 495, (993,474.58) Vehicles LVE (04xx) (735,298.17)(55,548.16) 17, (773,368.59) Infrastructure LIN (05xx) Books LBK (06xx) (723,298.57) , Total Accumulated Depreciation (8,541,129.15)(399,825.82) 1,235, (7,705,145.74) Depreciable Capital Assets, Net 6,334, (381,859.93)(106,200.24) 5,846, (Total Dep Cap Assets + Total Accum Dep) Governmental Activities Capital Assets, Net 7,362, (381,859.93)(1,121,077.39) 5,859, (Total Nondep. Cap Assets + Net Deprec Cap Assets) =============== =============== =============== =============== 61

Run closing program EISCLS Updates life to date depreciation for FY being closed Copies files to history Updates FY closed file on the EISMNT/DATSCN Updates beginning bal for new FY and creates a report of beginning balances by fund, function and asset class 62

63 Questions?