1. 2013 Oklahoma ASBO Fall Conference Financial Accounting/OCAS/Audits Nancy Hughes, Executive Director

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

3. DEPENDENT SCHOOL DISTRICT
SOUTH ROCK CREEK
DEPENDENT SCHOOL DISTRICT

4. FARGO PUBLIC SCHOOLS
SMALL SCHOOL DISTRICT

5. HOLDENVILLE PUBLIC SCHOOLS MEDIUM SCHOOL DISTRICT

6. MUSTANG PUBLIC SCHOOLS
LARGE SCHOOL DISTRICT

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

8. 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.

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

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

11. 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)

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

13. 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

14. Financial Accounting Website
FY 2014
OCAS Manual and
Summary Changes
can be found on the
Financial Accounting Website

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

16. 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

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

18. 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

19. 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

20. Beginning Balance Revenue Source 6110 Current Year Revenue
FISCAL YEAR
FISCAL YEAR
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 $
$ ,200.00 $ $
385 $ $ $ $ $
763 $ $
$ ,000.00
764 $ $ $ $ $
765 $ $ $ $ $
766 $ $ $
768 $ $ $ $
769 $ $
Totals CN
$ 4,000.00
$ 3,100.00
$ ,250.00
$ ,850.00
$ 1,850.00

21. 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

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

23. 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.

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

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

26. 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

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

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

29. Questions

30. Financial Accounting/OCAS/Audit
Contact Information
Nancy Hughes, Executive Director
Katherine Black, Financial Specialist-Auditing
Pam Honeysuckle, Financial Specialist
Iona Martin, Financial Specialist