USAS FYE Closing Procedures

1. USAS FYE Closing Procedures North Coast Council June 13, 2013

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

3. 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

4. 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:

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

6. USAEMSDB - BLDMNT The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option 2. 111111 46,280 10.04 9.27 111112 56,600 11.66 12.56 111113 69,535 12.50 11.27 111114 218,770 30.36 30.19 111115 100,610 24.79 22.34 111116 67,360 10.65 14.37

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

8. 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

9. Possible VALACT messages “Invalid Fund Per Current Blue Book Standards” • The Fund is no longer valid in USAS.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)

10. 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

11. 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

12. 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.

13. 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

14. 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

15. EMIS Fund Categories

16. EMIS Fund Categories

17. 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

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

19. 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.

20. 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

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

22. 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

23. Accounts Payable Tracking in USASWeb

24. Month-end Closing

25. 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

26. 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

27. 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

28. Fiscal Year-end Closing June 2013

29. 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

30. 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 < 5>: _

31. 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

32. 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 Total entered in option 1 Total on the account file

33. 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

34. 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

35. 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

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

37. 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…

38. USAEMS USAEMS - Extract financial data into EMIS-R detail file format. Are you extracting for an Information Technology Center? (Y,N,?) <N> _ District IRN: 999999 District Name: SAMPLEVILLE SCHOOLS Is this correct? (Y,N,?) <Y> _ Enter Fiscal Year: <2013> ____ Continue, Re-enter, or Exit? (C,R,E,?) <C> _ Processing, please wait! EMIS-R output file is USAEMS_EMISR.SEQ Processing Completed!

39. 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 email • Also creates ACCTAUD, VENDAUD, TRANAUD text files • Details information sent to AOS via the sequential files • Send email to other entities

40. USASAUD

41. 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.

42. Fiscal Year End • Once USAEMSEDT and USAEMSDB data is entered and verified, run USAEMS • USAEMS must be run before you ADJUST • Email 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)

43. 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)

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

45. Fiscal Yearend ADJUST • Accounts • Amounts moved to USAHIST file • Current fund balance moved to July 1st 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

46. 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

47. Post-Closing Procedures

48. 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

49. 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 • https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login Must be to ODE before 13H period closes

50. 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