1. USAS Closing Procedures NWOCA Calendar Year-end 2014 1

2. When closing for the calendar year, please use the USAS CYE Closing Checklist. This Powerpoint is just a supplement to the actual checklist Both the Checklist and Powerpoint presentation is available online on the NWOCA Fiscal Services Public Wiki under “2014 Calendar Year End Closing Materials” 2

3.  Check 1099 vendor data with Datatrieve report VENSSN  Check that all vendors flagged to receive 1099’s are accurate and have a social security or tax ID number  Check that YTD amounts for 1099 vendors are accurate  Check for vendors that have not been flagged 3 Preliminary Calendar Year-End Closing

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5.  Option 5  Check that all vendors that should be are flagged  Review list for any vendors that should get 1099 5 VENSSN - Verify 1099 Vendors

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7. 7 *Make sure Vendor Name, 1099 ID# (SSN#), and 1099 Type is valid/legal* (look up in USASWEB/Vendors to view details of each 1099 vendor) NOTE: There will be a charge for 1099 reprints so please be sure your 1099 vendors are correct and complete before printing them

8.  “Sole Proprietors: You must show the individual’s name on the first name line; on the second name line, you may enter the ‘doing business as (DBA)’ name. You may not enter only the DBA name. For the TIN, enter either the individual’s SSN or the EIN of the business (sole proprietorship). The IRS prefers that you enter the SSN.”  “Limited Liability Company (LLC): For a single-member LLC (including a foreign LCC with a U.S. owner) that is disregarded as an entity separate from its owner under Regulations section 301.7701-3, enter the individual’s name only on the first name line and the LLC’s name on the second name line. For the TIN, enter the individual’s SSN (or EIN, if applicable). If the LLC is a corporation, partnership, etc… enter the entity’s EIN. 8 From the IRS 2013 General Guidelines for 1099s,…..

9. Vendor Names 9 If the vendor uses a different name for 1099 reporting, enter the 1099 reportable name on the “2 nd Name” field on the Vendor Record Enter the digits 1099: followed by the IRS-1099 name. The F1099 program will strip off the “1099:” and use the name following it as the primary name on the 1099 reporting form and submission file

10. 10 To display individual’s name on 1099 but keep business name as the first line on PO, enter 1099:individual’s name on the 2 nd name field of the vendor record. PO will display: The 1099 will exclude the first name, and strip the “1099:” from the second name field, using the 2 nd name as the name on the printed 1099 (below)

11.  “2014 General Instructions for Certain Information Returns” (Forms 1097, 1098, 1099, 3921, 3922, 5498 and W-2G” http://www.irs.gov/pub/irs-pdf/i1099gi.pdf Includes more general information on when/where to file, correcting returns on paper form, guidelines on recipient names and taxpayer identification numbers (TINs), payments to corporations/partnerships and how to get tax help or forms and publications  “2014 Instructions for Form 1099-MISC”  http://www.irs.gov/pub/irs-pdf/i1099msc.pdf http://www.irs.gov/pub/irs-pdf/i1099msc.pdf Details specific instructions on the 1099-MISC form 11 1099 Vendors

12.  Enter all transactions for the current month  Perform Bank Reconciliation from the USAS User Guide “USAS Useful Procedures” chapter (section 12.5)  USAEMSEDT– Cash Reconciliation – Option 1  Run BALCHK and outstanding PODETL reports  MTD, FTD, YTD expended amounts on BALCHK are identical  MTD, FTD, YTD received amounts on BALCHK are identical  BALCHK current encumbered totals agree with outstanding PODETL encumbered amount. If they don’t, run FIXENC. 12 Month-End Closing  Proceed with closing out for the month of December as you would any other month.

13.  Run FINSUMM selecting “Y” to generate FINDET at the same time. The current fund balances should be identical on each report.  Optional…..Run SM2CALC option (if tracking SM12 figures). SM2CALC calculates SM2 for month… you may print the resulting report  Perform the monthly COPY routine from your “B” account by typing in MONTHEND at the MENU prompt  VERY IMPORTANT!! Watch copy process to make sure no errors are displayed. 13 Month-End Closing

14.  From your “B” Account, run MONTHLYCD to generate December’s reports. You will be prompted whether you want to generate the report NOW or LATER. NOW would cause reports to run immediately whereas LATER will run them overnight. We recommend LATER to relieve load on the system during the day. Upon completion, you will receive an email message in your “B” account stating they are finished; Access the reports from NWOCA’s MONTHLYCD website https://nwoca.org/fiscdrom/index.html by clicking on your district’s link https://nwoca.org/fiscdrom/index.html 14 MONTHLYCD

15. 15 This procedure will generate a standard set of Monthly reports for later archival on CD- Rom. Continue? (Y/N ): Y Start NOW or LATER? Job MONTHLYCD (queue OECN$BATCH, entry 430) holding until 03-OCT-2006 18:00 Please wait for this procedure to complete before running ADJUST to close for the month. Since you chose the LATER option, you will need to wait until tomorrow before running ADJUST. You will receive an email notification when the procedure has completed. We recommend using the LATER option if at all possible to relieve load on the system during the day. After receiving the email message that the procedure has completed, please use the DAS- designated URL to access the reports. You will be prompted for a username/password to access the web site. Please contact your DAS to set up a username/password to access the web site as well as others at your district who wish to access the reports on the web site. Please ignore this paragraph because you are running MONTHLYCD from your “B” account instead of your live data

16. After receiving the email message that MONTHLYCD has completed for the month, please access December’s link from your district’s MONTHLYCD website to confirm that the reports are there and the data is correct. 16

17.  Generate any additional month-end reports from your “B” account  Run ADJUST from your NORMAL account and select “month-end”  You must NOT be running any other programs from your normal account during this process.  You have completed the monthly closing. You may continue on with the calendar year-end closing. 17 Month-End Closing

18.  Generate any additional CYE reports (i.e. WORKCOMP)  Perform a Calendar Year End COPY Routine.  From your NORMAL account enter the command CALCOPY from the MENU prompt  Run the program F1099 program  If you are ready to process your 1099s, run F1099 from your NORMAL account.  If you are NOT ready to process your 1099s, continue with the rest of the closing procedures and when you are ready, run the F1099 program from your B account.  Contact NWOCA by E-Mail (mail_staff_fis@nwoca.org) or Unicenter within 48 hours of running the F1099 program to print the 1099’s.mail_staff_fis@nwoca.org NOTE: There will be a charge for 1099 reprints so please be sure your 1099s are complete before printing them. 18 Calendar Year-End Closing

19. F1099 Program 19 District Information: 1. Federal EIN : 346400770 2. District name line 1 : SARA'S TEST FILES 3. District name line 2 : TESTING 4. District Address line 1 : P.O. BOX 434 5. District City, State, Zip : SAMPLE OH 43532 6. District Telephone Number : 419-533-5011 Reporting Requirements: 7. Minimum Amount to Report: 600.00 8. Minimum Royalty Payment to Report: 10.00 9. Report vendors with no ID number : N 10. Utilize check name, address: N Tape Submission Information: 11. Create Tape File : Y 13. Payer Name Control : 12. Payment Year : 2014

20.  From Normal account, run VENHIRE, then VHRESET  Resets all vendors flagged as “Reported” to “Reportable”  Last Reported Date will be left as is for historical tracking purposes 20 Calendar Year-End Closing

21. 21  For your NORMAL account, run ADJUST again  Select “Year-End” and run for “Calendar”  You must NOT be running any other programs from your normal account during this process  You may begin processing for January Calendar Year-End Closing

22.  District runs the F1099 program which generates the following:  F1099.TXT – report of 1099 vendors sorted by miscellaneous income type  F1099.DAT – file containing the 1099 data that is to be used with laser-generated forms  F1099.FRM – file containing vendor 1099 information to be printed on blank pin-fed 1099 forms  F1099.TAP – tape file containing the vendor 1099 information to be sent to the IRS 22 NWOCA 1099 Procedures

23.  After NWOCA receives email that the district has completed the F1099 program, we check to see that the F1099 files were created completely during the district’s F1099 run.  We rename the files to a different extension in order to save them for later use.  We take the F1099.DAT file and merge it with EDGE software designed to generate 1099 forms to print on self- sealing 1099-MISC laser forms. 23 NWOCA 1099 Procedures

24.  After the 1099s are printed and the district copy of the 1099 is made, we run the 1099s through an envelope sealer to seal the 1099s.  Each district will receive the following packet:  Copies of each 1099 (1099 vendor copy and district copy)  The VENDOR copy is sealed and ready for postage and mailed out  The DISTRICT copy is an 8 ½ x 11 print-out (two vendors printed per page)  The F1099.TXT report  Instructions on how to distribute the 1099s 24 NWOCA 1099 Procedures

25.  NWOCA fiscal department will charge $4.00 for each W2 or 1099 that needs to be re-printed  If you have specific questions about a vendor/1099, review the 1099 Guides on-line, or contact the IRS or your tax advisor/legal counsel.  Questions? 25 Further 1099 information

26. Q: I’m not ready to run my 1099s yet. Can I still close December, run CYE ADJUST and do my 1099s later? A:Yes. When you are ready to run your 1099s, you MUST run them from your B account! NOTE: They have to be run from your B account before you run MONTHEND copy for January. CYE FAQ’s 26

27. Q:What if I need to make changes to my vendors before I run F1099 in my B account? A:You must log into USASWEB using your B account username and password. When doing so, you may have to select between your B account and your live data. If you see the following screen, click on the down arrow to select the B account. CYE FAQ’s 27 NOTE: If the changes warrant the vendor to be updated in the live files as well (address change, tax ID #, etc), please make sure to log into your live account and update the vendor data.

28. Q: I forgot to run CYE ADJUST and have been processing in January. Can I still run CYE ADJUST in my live files? A:No! Manual intervention must be done from NWOCA’s fiscal staff to adjust your CTD amounts on both the account and vendor file. Please contact NWOCA. If you aren’t sure you ran it, you can confirm by running a BUDSUM, including CTD expended amounts. At the beginning of a calendar year, your CTD and your MTD expended should match. If your CYTD amounts are much higher than MTD, it’s a good indication you did not run CYE ADJUST. CYE FAQ’s 28

29. Q: I forgot to run WORKCOMP at calendar year-end time. Can I run it from my B account? A:It depends on what month your “B” account is in..  If your “B” account still contains your December date, yes, you can run WORKCOMP from your B account.  If your “B” account contains January or later months data, then you must contact NWOCA and we will copy your CYE data to your “D” account and you can run it from there. CYE FAQ’s 29

30. Q: I forgot to report a 1099 vendor. Can I update the vendor in my B account and re-run F1099 from my B account? A:It depends:  If your B account still contains December data and NWOCA _has not_ submitted your 1099 data to the IRS yet, then YES, you can log into your B account, update the vendor, and re-run F1099 from your B account. Please notify us afterwards so we can print the 1099 and replace your saved 1099 data with the information from your B account. NOTE: Please update the vendor’s 1099 status in your live files so that a 1099 is not accidentally missed in future years CYE FAQ’s 30

31.  If your B account no longer contains December’s data, but NWOCA _has not_ submitted your 1099 data to the IRS yet, you must contact NWOCA. We can copy your CYE data to your D account. You will log into your D account, update the vendor, and re-run F1099 from your D account. PLEASE compare the F1099.TXT report from your D account with your prior F1099.TXT report to verify the vendor data matches (with the exception of the new one). If so, please notify us afterwards so we can print the 1099 and replace your saved 1099 data with the 1099 data from your D account. I forgot to report a 1099 vendor. Can I update the vendor in my B account and re-run F1099 from my B account? (cont…) 31

32. I forgot to report a 1099 vendor. Can I update the vendor in my B account and re-run F1099 from my B account? (cont…) 32  If your B account no longer contains December’s data and NWOCA has submitted your 1099 data to the IRS, you must issue a paper 1099 to the vendor and also report the vendor to the IRS manually. The instructions for filing paper 1099 forms are contained in the "General instructions for Certain Information Returns" http://www.irs.gov/pub/irs-pdf/i1099gi.pdf on IRS website. Since NWOCA sends them electronically, we do not supply paper copies of 1099s or FORM 1096 (required to be included with the 1099 form). Please contact your nearest IRS office to ask where you can access copies of these.http://www.irs.gov/pub/irs-pdf/i1099gi.pdf

33. Q: I created a 1099 to a vendor by mistake. Can I remove the 1099 type on the vendor and re-run F1099 in my B account? A:It depends:  If your B account still contains December data and NWOCA _has not_ submitted your 1099 data to the IRS yet, then YES, you can log into your B account, update the vendor, and re-run F1099 from your B account. Please notify us afterwards so we can replace your saved 1099 data with the 1099 data from your B account. NOTE: Please update the vendor’s 1099 status in your live files so that a 1099 is not accidentally generated in future years. CYE FAQ’s 33

34.  If your B account no longer contains December’s data, but NWOCA _has not_ submitted your 1099 data to the IRS yet, you must contact NWOCA. We can copy your CYE data to your D account. You will log into your D account, update the vendor, and re-run F1099 from your D account. PLEASE compare the F1099.TXT report from your D account with your prior F1099.TXT report to verify the vendor data matches (with the exception of the missing one). If so, please notify us afterwards so we can replace your saved 1099 data with the 1099 data from your D account. I created a 1099 to a vendor by mistake. Can I remove the 1099 type on the vendor and re-run F1099 in my B account? 34

35. I created a 1099 to a vendor by mistake. Can I remove the 1099 type on the vendor and re-run F1099 in my B account? 35  If your B account no longer contains December’s data and NWOCA has submitted your 1099 data to the IRS, you must file a corrected return on paper form to the IRS. The instructions for filing a corrected return on paper 1099 forms is contained in the "General instructions for Certain Information Returns" http://www.irs.gov/pub/irs-pdf/i1099gi.pdf on IRS website. Since NWOCA sends them electronically, we do not supply paper copies of 1099s or FORM 1096 (required to be included with the 1099 form). Please contact your nearest IRS office to ask where you can access copies of these.http://www.irs.gov/pub/irs-pdf/i1099gi.pdf

36.  For December release, we added new warnings to VALACT regarding OPUs. Near the end of the financial manifest period, ODE implemented warnings on OPUs against certain function and object codes. We have now implemented those same warnings in USAS. For certain function and object codes, the OPU should be an OPU tied to a specified building and not the district-wide OPU. The account validation details are in Chapter 6.3 Expenditure Record in the EMIS manual Miscellaneous Update 36

37.  Funds 494, 504, and 532 were removed as valid funds per the AOS USAS Manual Appendix A  A problem was corrected in the EISCD program which caused an incomplete label for the EIS801 official audits report on the EISCDROM website Miscellaneous Updates 37

38. The Civil Rights Data Collection (CRDC) is a biennial (i.e., every other school year) survey required by the U.S. Department of Education’s Office for Civil Rights (OCR). Schools districts received an email from OCR last May about the CRDC. Detail information regarding this reporting can be found at: http://www2.ed.gov/about/offices/list/ocr/data.html?src=rt/Security/Home.aspx Section XII of the collection includes data about school expenditures. Please refer to the Civil Rights reporting instructions on their website. USPS has a CRDC report that should provide information regarding staff reporting below, however Lines 40 and 44 deal with non-personnel expenditures. 38 CRDC

39.  USAS does not contain a report for non-personnel expenditures but we believe your latest 2014H_EXPND_AMT_BY_CAT CSV file on your EMIS Web Reports should be a good starting point. The expenditure categories used by ODE already breaks out most of what is needed for the Civil Rights reporting and the amounts are already allocated out to the school by IRN when necessary.  On our WIKI page https://wiki.nwoca.org/display/fiscal/Home. We have provided a procedure to pull this CSV into EXCEL, then sort and filter to include certain categories and account dimensions for non-personnel expenditures. https://wiki.nwoca.org/display/fiscal/Home CRDC Non-Personnel Expenditures 39