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How to use the Certified Annual Report (CAR) –
Chart of Account (COA) test site and actual site
Test and actual sites
• COA test site mirrors the actual site– Available year around– Switches to the current fiscal year’s edits after all
the past fiscal year’s CARs have been received and reviewed
– Additional capability of testing individual account codes
• Actual upload site is available in August– All accruals and deferrals should be made prior to
upload
Log in to the Iowa Education Portal:https://portal.ed.iowa.gov/iowalandingpage/Landing.aspx
Go into appropriate application
Test site
• Test early and test often!!!• Testing gives you the opportunity to clean up
incorrect account codes or reconciliations early on.
Test site – testing individual records
Enter up to 5 account numbers & click the Run Test button
OR… upload entire text file
Next screen….
And choose the file to upload….
First time through – answer questions. Edits are based on the answers.
Click on NOT COMPLETE button-Stage1
Stage 1 - Green Complete – can progress through Stages 2, 3 and 4. Stage 1 – Red Not Complete – can progress to Stage 2 only if the edits are due to negative amounts on the balance sheet. Otherwise Stage 1
edits will need to be corrected to progress.
If edits appear in Stage 2, they do not need to be corrected at that point and you can
advance to Stages 3 and 4.
To view edits or warnings – 2 possible buttons to view each screen
Stages 1 & 2 Edits are grouped in 2 ways – by fund and in categories
Stages 3 & 4 Edits are grouped as general edits
Edits vs. Warnings
• Edits are absolutes for every district and must be corrected and eliminated in order to certify the CAR.
• Warnings are not absolutes for every district but apply to most. If a warning applies to the district, it must be corrected and eliminated. If it does not apply, the district must comment as to why it does not apply to the district in order to certify the CAR.
Warnings – Edit Warning to Comment
Individual account vs. entire file• Individual account codes
– Most edit checks to look at the format of an account code are in Stages 1 and 2.
– Progressing to Stages 3 and 4, which are comprised of various reconciling edits, will give edit messages that do not relate to the account number.
• Entire files– Some edits in Stages 3 and 4 cannot be corrected
until all revenues are recorded and accruals/adjustments, deferred inflows and outflows, and end-of-year journal entries are made.
Try, try, and try again!
• Individual account codes– Repeat this process for 1 to 5 account codes at any
time– Completing Stages 1 and 2 determines the validity
of the code• Entire files
– Correct edits and repeat process – Mirrors the actual upload site which is available in
mid-August
Actual CAR upload and reports• Check points
– Bank accounts are reconciled to financials– Using most updated version of financial software– One upload file – all accounts from all funds must
be included in one comma delimited text file– Accounting entries have been made (adjustments,
accruals, deferred inflows and deferred outflows)– Opened CAR reports and verified balances to ledger– Reviewed for accuracy– Report must be completed & certified by Sept. 15th
Actual CAR upload and reports – check reports for accuracy
Report screen below
Navigation of CAR-COA
• Use the buttons across the top of the screen • In CAR, user must complete contact
information before accessing other screens• CAR also has additional report – Nonprofit
School Organizations• In completing a report or certification,
information is only accepted after hitting UPDATE button
Complete 1 report – Nonprofit School Organizations
If not applicable, must still hit Update
Instructions
• Instructions can be found at:Certified Annual Financial Reports (CAR)
• Or navigate by going to https://www.educateiowa.gov/ , A-Z Index, Certified Annual Financial Reports (CAR)
Resources– Use the Department of Education website often at
https://www.educateiowa.gov/ & bookmark !!!– School Business & Finance, Accounting & Reporting,
CAR• CAR Information & Instructions
– School Business & Finance, Accounting & Reporting, Uniform Financial Accounting
• Appendix G: Chart of Account Descriptions• Appendix H: Minimum Chart of Account Quick Reference
Guide• Uniform Financial Accounting Manual – 2004 Edition
– School Business & Finance, Accounting & Reporting, Procedures
• Uniform Administrative Procedures for LEAs (AEAs)
Other tips for using the Department of Education’s website
Use the A-Z Programs List
for finding things quickly
Other tips to using the Department of Education’s website
Quick link to Iowa
Education Portal
Contact Us!!!!
• Denise Ragias – for help with the uploads and reports– Email: [email protected]– Phone: 515-281-4741
• Janice Evans - for help with account codes and journal entries– Email: [email protected]– Phone: 515-281-4740
