fiscal year end usas checklist quick view checklist detailed summary with links revised june 2014
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Fiscal year end USAS CHECKLIST Quick view checklist & detailed summary with links Revised june 2014. USAS March Release Notes USAS May Release Notes. Usaemsdb – BUILDING PROFILE & CENTRAL OFFICE SQUARE FOOTAGE.

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fiscal year end usas checklist quick view checklist detailed summary with links revised june 2014

Fiscal year endUSAS CHECKLISTQuick view checklist & detailed summary with links Revised june 2014

USAS March Release Notes

USAS May Release Notes

usaemsdb building profile central office square footage
Usaemsdb – BUILDING PROFILE & CENTRAL OFFICE SQUARE FOOTAGE

____ Option 1 - DSTMNT: Central Office Square Feet(Don’t delete MDECA IRN)

____ Option 2 - BLDMNT: Transportation & Lunchroom percentages & square footage fields. *(ESC’s are not required to report this)*

____ Option 3 – BLDRPT:You can generate a building report with this option

Approp– Options to run before adjust

____ NYPINI: Initialize (zero-out) next year proposed field on acct. screen

____ NYPMASS: Mass change next year proposed amts. by percentage

____ NYPMNT: Change next year proposed amts. by $ amount

____ NYPLOAD: Mass change next year propsed amts. via spreadsheet upload

- OR after running ADJUST for June, use IABMASS, IABMNT, or IABLOAD.

Account Maintenance

____ Add start/stop dates to applicable accounts

____ Inactivate accounts as needed via ACTSCN in Reflections or USASWeb

reconcile inacct delact
Reconcile, inacct/delact

____ RECONC: Run report for a listing of uncleared checks (needing to be reconciled)

____ RCNCLE: Reconcile Checks through at least 12/2013

____ INACCT (optional): Inactive budget/revenue accts. Shows prior FY totals

____ DELACT (optional): List deletable accts. Review but do not run step 2 - make accts. inactive instead

____ Run EMISFCAT report to check EMIS fund categories on your cash accounts. Update using ACTSCN/USASWeb

VALACT

____ VALACT: Run to ensure no invalid accts. exist - Fatalsmust be corrected for USAEMS.SEQ to load

____ ACTCHG: Use to change invalid accounts into valid accounts - manual or spreadsheet upload

____ FNDCHG: Use to collapse invalid funds into new funds not yet in system

USACON – A/P FLAG & OPUEDT

____ USACON: Screen 2 - Track Accounts Payable flag – make sure hasn’t been changed to n

- received date field shows on USASWeb invoice screen - must be Y so PAYABL report can be run for auditors

____ OPUEDT / USASWeb-Configuration-Operational Units

- 000 must be reporting district IRN, IRN’s must belong to the district.

- OPU for central office, mark entitiy type C (except community schools)

PODETL & AUTOPOST

____ PODETL/POSUMM: Applicable PO’s – verify paid or cancelled status

- Create cancel invoice to remove encumbrance if necessary

____ Make sure all June batches have been posted to USAS - Contact MDECA to delete old batches

slide4

APPROP/NYPMASS- Fed Project Carryover Balances

____ Federal Project Carryover Fiscal YTD Unencumbered Balances to NY Proposed fields

- budget acct. option, calculate based on C (no %)

- ADJUST moves bal. to Initial Budget field, FYTD unencumbered bal. adds to FYTD expendable fields

ADJBUD/SETBAL & SM12

____ ADJBUD/SETBAL (optional): adjust neg/pos budget amts. to zero, budgets = transactions

- Note: May cause audit repercussions

____ SM12 (optional): Calculate and print SM2 - ADJUST for June will always calc. for the total month

USACERT

____ USACERT: County Auditor’s Office Certificate (Com schools do not need to file)

- Use 2013 for beg year, CERTBAL, AMDCERT, APPRES

SALPRO & AUDITS

____ SALPRO (optional): Salary Proj. Report - proj. salfrom 001 fund by func/obj - based on MTD, at least one reg. payroll for month has to be posted

____ AUDITS (optional): Account Audit Master File - Run at FY End for the State Auditors (optional because auto-posted to MonthlyCD)

June Balancing & Reports

____ Balance and complete June - Do normal month end procedures - Generate month/year end reports -DO NOT run ADJUST yet

create admold backup directory
** Create admold backup directory **

____ USAS_LCL/CPY2ADMOLD: Run this program to copy files in your district’s current

directory to the backup “ADMOLD” directory

- Don’t run more than once – contact MDECA if needed

- Sign into ADMOLD and run reports to compare to current directory

- Username = xxadmold (xx = your 2-digit district abbreviation)

- Password = xx_treas (you will be prompted to enter a new password)

in current from now on some steps done in current directory and some in admold
** in current **(From now on, some steps done in current directory and some in Admold)

ADJUST / FUTPO / HIGHEST NUMBERS ON FILE

____ Log out of ADMOLD and log back into the current directory

____ Run ADJUST to clear the June monthly totals – MonthlyCD will auto-create

____ Run ADJUST again to clear the FY-End totals – Option 2, then choose F

____ View budget records and/or run BALCHK report to verify totals have cleared

____ AUTOPOST/FUTPO: bring FY15 future PO’s into new July month as current PO’s

____ USACERT: Run again if you have amended your approps. since running first time

____ USASDAT/USACON (optional): Change highest Receipt/PO numbers on file - example (15xxxxx)

*JULY PROCESSING MAY BEGIN (in current)*

in admold log out of current and log into your admold directory
** in ADMOLD **(Log out of current and log into your ADMOLD directory)

USAEMSEDT / USAEMS / USAEMS_FTP – FINANCIAL EMIS REPORTING

____ USAEMSEDT: Complete steps 1-4, correct errors before proceeding

- Cash Rec must be in balance with ending cash balance

- Run FINSUMM with Y to ‘Generate FINDET report for comparison’, totals must balance

____ USAEMS: Extracts USAS data in EMIS data file format

- Answer questions, correct errors: USAEMS.SEQ & USAEMS_EMISR.SEQ generated

____ USAEMS_FTP: Send USAEMS.SEQ & USAEMS_EMISR.SEQ to the Data Collector

- Run USAS_LCL/USAEMS_FTP program to send the files (no helpdesk ticket needed)

- The data must be collected/prepared/certified/submitted so the data gets to ODE by 8/20/14.

- The full and correct USAEMS.SEQ file is due by 8/20/14 (Updates can be submitted unitl 9/30/14)

in admold usasaud fiscalcd gaap exp
** in ADMOLD **USASAUD / FISCALCD / GAAP_EXP

____ USASAUD (note date created) - Extracts USAS data for State Auditor & other entities

- FY is 2014, Date range may be left blank, Y to ‘Send data to AOS now’, Disregard files created

____ Run FISCALCD to generate fiscal year end reports to MONTHLYCD in PDF format

- The reports do not appear automatically – FISCALCD must be run

- You will see a prompt about ADJUST – please ignore

____ GAAP_EXP: Run the USAEXP/GAAP_EXP program

- Enter FY and email addresses, GAAPEXP.TXT generated Cash file emailed to addresses entered

- MDECA can run this GAAP_EXP program for you if you prefer

New Documentation: PLEASE SEE LINK: WEBGAAP Access/Upload/Reports

slide9

Pages 1-8 = the USAS FY CHECKLIST.

As per user request, the checklist can be printed, dated, and saved as a reference.

Pages 10 – 29 = the same info, but in a more detailed format with links to handouts

Handouts are also available on our web site under depts, fiscal, fiscal year-end documentation

usaemsdb building profile central office square footage info
Usaemsdb – BUILDING PROFILE & CENTRAL OFFICE SQUARE FOOTAGE INFO

This information has been pre-loaded into the USASEMSDB program. (No need to use Option 4 – DBLOAD.)

This pre-loaded data will be reported under Financial Reporting Period H for FY14.

Verify the info is correct using the options below. Modify or add info for FY14 if necessary. Modifications/additions will be reported as part of the USAEMS.SEQ submission (due by 8/20/14).

____ Option 1 - DSTMNT: Central Office Square Feet.

  • MDECA’S ITC IRN 082719 already entered. Please do not remove!

____ Option 2 - BLDMNT: Transportation & Lunchroom percentages and square footage fields.

*(Note: ESC’s are not required to report building info may be blank.)*

____ Option 3 – BLDRPT:

  • You can generate a building report with this option

See Link: USAEMSDB

approp
approp

____ NYPINI: Initialize (zero-out) next year proposed field on acct. screen

____ NYPMASS: Mass change next year proposed amts. by percentage

____ NYPMNT: Change next year proposed amts. by $ amount

- Run NXTAPP to show summary

- Run BUDWRK/REVWRK, budget & revenue account worksheets

- They include current, 3 years prior, and column for next year proposed

____ NYPLOAD: Mass change next year propsed amts. via spreadsheet upload

- Proposed/temp budget & revenue estimates – use NYPMASS, NYPMNT, or NYPLOAD before running ADJUST for June.

- OR after running ADJUST for June, use IABMASS, IABMNT, or IABLOAD.

- See Links: APPROP Documentation and Appropriation Timelines

- To update via spreadsheet upload, use NYPLOAD/IABLOAD.

- See Link: APPROP using CSV File

account maintenance
Account maintenance

____ Add start/stop dates to applicable accounts

____ Inactivate accounts as needed via ACTSCN in Reflections or USASWeb

reconcile inacct delact1
Reconcile, inacct/delact

____ RECONC: Run report for a listing of uncleared checks (needing to be reconciled)

____ RCNCLE: Reconcile Checks through at least 12/2013

____ INACCT (optional): Inactive budget/revenue accts. Shows prior FY totals

to help determine what accts. to make inactive

____ DELACT (optional): List deletable accts. Review but do not run step 2

to delete – make accts. inactive instead. (Reports can be run to exclude inactives.)

valact
valact

____ Run EMISFCAT report to check the EMIS fund categories on your cash accounts. Make any necessary updates using ACTSCN or USASWeb/Accounts. The category defines the FUND/SCC describing what type of fund it is for EMIS year-end financial data processing and is required for funds that have multiple sources of revenue as defined in the biennial budget.

____ VALACT: Run to ensure no invalid accts. exist

-Fatals must be corrected or will show when USAEMS.SEQ loaded in EMIS

- Warnings can be ignored or corrected if appropriate

- Warnings on required SUBJ or IL should be reviewed and corrected if appropriate, but can usually be ignored.

- Warnings for invalid accts. with zero amounts can be ignored

- Fatals on EMIS fund categories must be resolved, and warnings considered

____ ACTCHG: Use to change invalid accounts into valid accounts

- Can do manually or via spreadsheet upload (option S)

____ FNDCHG: Use to collapse invalid funds into new funds not yet in system

See Links: VALACT, Account Corrections, ACTCHG Upload, ACTCHG CSV Headers,

AOS USAS Manual, EMIS manual subject codes, Expenditure Crosswalk (Revised),

Statewide Expenditure Rankings

usacon opuedt
Usacon & OPUEDT

____ USACON: Screen 2 - Track Accounts Payable set to Y for all MDECA districts

- check to make sure hasn’t been changed to N

- this allows shipment received date field to show on USASWeb invoice screen

- must be Y so PAYABL report can be run for auditors

____ OPUEDT / USASWeb-Configuration-Operational Units

- 000 must be reporting district IRN

- IRN’s must belong to the district

- OPU for central office, mark entitiy type C

- (Community schools should not mark entity type C)

podetl autopost
Podetl & autopost

____ PODETL/POSUMM: Run these reports to verify all PO’s that should be closed

have a completely paid or cancelled status

- Create a cancel invoice to remove encumbrance if necessary

____ Make sure all June batches have been posted to USAS.

- Contact MDECA to delete old batches

approp nypmass
Approp/nypmass

____ Federal Project Carryover Fiscal YTD Unencumbered Balances

- Moves balance to next year’s appropriation (next year proposed field)

- Select budget acct. option

- For Calculate Based On, Enter C (no %)

- Choose account range/wildcard

- ADJUST for June moves this balance to the Initial Budget field

- FYTD unencumbered balance adds to FYTD expendable fields

Some grants can’t be carried over or are limited to certain percentages. Contact AOS.

adjbud setbal sm12
ADJBUD/SETBAL & SM12

____ ADJBUD/SETBAL (optional): These programs will adjust neg/pos budget amts.

to zero, making budgets = transactions

- Note: May cause audit repercussions

____ SM12 (optional): Calculate and print SM2

- ADJUST for June will always calc. for the total month

usacert
usacert

____ USACERT: County Auditor’s Office Certificate

- Use 2013 for beginning year for report

- CERTBAL = Certificate of Available balances

- AMDCERT = Amended Official Certificate of Estimated Resources

- APPRES = Appropriations Resolution Report

(Community schools do not need to file certificate reports)

See Link: USACERT

salpro audits
Salpro & audits

____ SALPRO (optional): Salary Projection Report

- projected salaries from 001 fund by func/obj

- based on MTD info, must be run after at least one reg. payroll for a month

has been posted

____ AUDITS (optional): Account Audit Master File

- Run at FY End for the State Auditors

(optional because automatically posted to MonthlyCD)

june balancing reports
June balancing & reports

____ Balance and complete June

- Do normal month end procedures

- Generate month/year end reports

- DO NOT run ADJUST yet

See Link: USAS Month End Procedures

create admold backup directory1
** Create admold backup directory **

____ USAS_LCL/CPY2ADMOLD: Run this program to copy files in your district’s current

directory to the backup “ADMOLD” directory

- Don’t run more than once – contact MDECA if needed

- Sign into ADMOLD and run reports to compare to current directory reports

- Username = xxadmold (xx = your 2-digit district abbreviation)

- Password = xx_treas (must be lowercase)

- your screen will turn black and you will be prompted to enter a new password

in current from now on some steps done in current directory and some in admold adjust futpo
** in current **(From now on, some steps done in current directory and some in Admold)ADJUST & futpo

____ Log out of ADMOLD and log back into the current directory

____ Run ADJUST to clear the June monthly totals – MonthlyCD will auto-create

____ Run ADJUST again to clear the FY-End totals – Option 2, then choose F

____ View budget records and/or run BALCHK report to verify totals have cleared

____ AUTOPOST/FUTPO: Run to bring FY15 future PO’s into the new July month

as current PO’s (See Link: Future Req’s & PO’s)

____ USACERT: Run again if you have amended your appropriations since running the first time

in current usasdat usacon highest numbers
** in current **USASDAT/USACON – HIGHEST NUMBERS

____ USASDAT/USACON (optional): Change highest Receipt/PO numbers on file

- can change beginning numbers to start with the FY for example(15xxxxx)

*JULY PROCESSING MAY BEGIN (in current)*

slide25
** in ADMOLD **(Log out of current and log into your ADMOLD directory)USAEMSEDT / USAEMS – FINANCIAL EMIS REPORTING

____ USAEMSEDT: Complete steps 1-4: Cash Rec, Fed. Asst. Detail, Fed. Asst. Summary, & Civil Proceedings

- CFDA numbers can be found on ODE and MDECA web sites

- No longer necessary to enter/exit each option (will receive warning if don’t)

- If error report generated, correct errors before proceeding

- Cash Rec must be in balance with ending cash balance

- Run FINSUMM with Y to ‘Generate FINDET report for comparison’

- FINSUMM/FINDET fund totals must balance

____ USAEMS: Extracts USAS data in EMIS data file format

- Answer questions, correct errors before proceeding

- Errors will be generated if ending cash and ending fund balances do not match

- 2 files generated: USAEMS.SEQ & USAEMS_EMISR.SEQ

See Link: USAEMSEDT

in admold usaems ftp
** in ADMOLD **USAEMS_FTP

____ USAEMS_FTP: Send USAEMS.SEQ & USAEMS_EMISR.SEQ to the Data Collector

- You can do this yourself - No need to create a Helpdesk ticket or wait for us to respond

- Run USAS_LCL/USAEMS_FTP program to send the files

- The data must be collected/prepared/certified/submitted so the data gets to ODE by 8/20/14.

- If the treasurer isn’t doing the data collector part, they need to let their EMIS Coord. know

that it needs to be done.

- The full and correct USAEMS.SEQ file is due by 8/20/14

(Updates can be submitted unitl 9/30/14)

in admold usasaud
** in ADMOLD **Usasaud

____ USASAUD (note date created)

- Extracts USAS data for use by the State Auditor and other entities

- FY of extraction is 2014

- Date range may be left blank

- Answer Y to ‘Send data to AOS now’

- Disregard .seq files that are created

in admold fiscalcd
** in ADMOLD **fiscalcd

____ Run FISCALCD to generate fiscal year end reports to MONTHLYCD in PDF format

- The reports do not appear automatically – FISCALCD must be run

- You will see a prompt about ADJUST – please ignore

in admold webgaap access upload reports
** in ADMOLD **webgaap access/upload/reports

____ GAAP_EXP: Run the USAEXP/GAAP_EXP program

- It will prompt for FY and email addresses

- GAAPEXP.TXT generated

- Cash file auto-emailed to email addresses you entered

- MDECA can run this GAAP_EXP program for you if you prefer

New Documentation:

PLEASE SEE LINK: WEBGAAP Access/Upload/Reports

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