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State Board Awards

Criteria and Points. 1.No salary audit exceptions as of 9/30 (2)2.No state or federal position overdrafts as of state closeout (2)3.No overspent state dollar allotments (2)4.Underspent state dollar allotments <.1% (2)5.SPSF zero-out 3% of MTD expenditures for 9 months or more (2)6.7 or mo

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State Board Awards

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    1. State Board Awards Alexis Schauss Section Chief Information Analysis and Support

    2. Criteria and Points 1. No salary audit exceptions as of 9/30 (2) 2. No state or federal position overdrafts as of state closeout (2) 3. No overspent state dollar allotments (2) 4. Underspent state dollar allotments <.1% (2) 5. SPSF zero-out 3% of MTD expenditures for 9 months or more (2) 6. 7 or more months with no invalid expenditure codes (1) 7. 10 or more months with no UERS data errors (1)

    3. SBE Awards FY 2003 Point Distribution

    5. Salary Audit Exceptions 59 LEAs Status is determined as of Sept. 30th Licensure Exceptions Keeping a minimal backlog helps Licensure departments stay current. Better reporting for the NCLB highly qualified requirements and in/field – out/field reporting

    6. Salary Audit Exceptions Financial If exceptions are cleared during the fiscal year the LEA has more flexibility in using available funds Once the FY is closed you may be in jeopardy of paying both underpays and overpays. Eg. State Budget Office does not allowed to net errors after the FY close, even if they are between State PRCs 1% Penalty is assessed after the 90 day period.

    7. Salary Audit History

    8. Position Overdrafts 60 LEAs If overdrafts are cleared during the fiscal year the LEA has more flexibility in using available funds from dollar allotments Once the fy is closed you must repay the overdraft from Local Funds. After the 90 day period is ended, a 1% penalty is assessed based on the average State salary for that position.

    9. Position Overdrafts As of 12thpp 2004, LEAs had overdrawn 650 months. This equates to over $3 million. As of 12thpp 2003, LEAs had overdrawn 590 months.

    10. Overspent Dollar Allotments 79 LEAs During the year overdrafts can be covered by other allotments. (LEAs are required to do this within 5 days) After year end, the only option is to refund the state 1% penalty is assessed monthly

    11. Underspent dollars 2 LEAs It is to the advantage of the LEA to spend all their State dollars.

    12. Zero Out 76 LEAs There is a legal requirement from the Federal Gov. that DPI can not hold more than 3 days of cash. "Procedures for minimizing the time elapse between the transfer of funds from the U.S. Treasury and disbursement by grantees must be followed whenever advance payment procedures are used." "Grantees must monitor cash draw-downs by their sub-grantees to assure that they conform substantially to the same standards of timing and amount as apply to advances to the grantees." (34 CFR Part 80.20(7)) DPI must apply the following funding techniques as part of an agreement with the U. S. Treasury and the State of North Carolina: "The State shall request funds such that they are credited to a State account not more than two business days prior to the day the State makes a disbursement. The amount of the request shall be the amount the State expects to disburse." (Agreement Between the State of North Carolina and the United States Department of the Treasury, Section 7.2)

    13. Zero Out DPI does allow for emergency cash requests. It has been evident that some LEAs are using this more frequently than may be necessary. The zero out is not a cash management tool. 6/30 zero out was $23m but $8m was requested to be pulled back on 6/29.

    15. Invalid Expenditure Codes 101 LEAs All expenditures that are posted at DPI must have a valid account string. Local expenditures must have a valid purpose-object combination.

    16. Invalid Expenditure Codes If an invalid expenditure code is used, DPI accountant assigns it to the closest valid account. If the LEA does not agree with the change, a 202 will have to be prepared. Invalid codes show up on the monthly report card from datafile, error list MFR/DBS difference report and on the MFR error report.

    17. Invalid Expenditure Code Currently, the system will show a warning when a invalid code is entered. As this is sometimes ignored, there is talk of making this a warning that can not be overrided. Other talk is to not accept invalid codes and therefore the cash would be zeroed out at the month end and the LEA would be at risk of bouncing checks.

    18. Data Errors 83 LEAs Most Common: AP Payroll Installments

    19. UERS Data Errors Accounts Payable If AP is coded to a liability code at DPI instead of an expenditure, DPI will skip the record, understate the expenditure and zero out the cash AP is coded to a salary expense eg.travel reimbursement is coded to a salary code.

    20. UERS Data Errors Salary Missing data eg. No days employed

    21. UERS data Errors Installments Check to see if the person on installments has the installment flag at the appropriate time. These flags tell us where the dollars belong ie. which fiscal year. For a position allotment if there is no indicator, we take MOE from the allotment and this causes an over draft. It will also show as an overpaid in the salary system.

    22. Need Help? Salary Exceptions and Position Overdrafts Marie Houston and Sherry Peele Zero Out Richard Smith UERS Reporting and Invalid Codes Ally Barfield or Nancy Harris

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