USAS March Release Notes USAS May Release Notes

1. Fiscal year endUSAS CHECKLISTQuick view checklist & detailed summary with links Revised june 2014 USAS March Release Notes USAS May Release Notes

2. 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

3. 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

4. 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

5. ** 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)

6. ** 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)*

7. ** 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)

8. ** 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

9. 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

10. 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

11. 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

12. Account maintenance ____ Add start/stop dates to applicable accounts ____ Inactivate accounts as needed via ACTSCN in Reflections or USASWeb

13. 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.)

14. 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

15. 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)

16. 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

17. 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.

18. 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

19. 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

20. 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)

21. 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

22. ** 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

23. ** 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

24. ** 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)*

25. ** 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

26. ** 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)

27. ** 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

28. ** 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

29. ** 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