MERCED COUNTY OFFICE OF EDUCATIONccsesa.org/wp-content/uploads/2015/08/Merced-2015-16-Year-End-… · INTRODUCTION The Year End Closing manual was prepared to assist the Local Education

MERCED COUNTY OFFICE OF EDUCATION

2015-16 YEAR-END WORKSHOP

TABLE OF CONTENTS

Table of Contents

To Merced County School Districts _____________________________________________________ 1

Dates for Year-End __________________________________________________________________ 2

Tips for AR, CL and 2016-17 Posting ____________________________________________________ 3

Accounts Receivable (AR) ____________________________________________________________ 4

Current Liabilities (CL) ______________________________________________________________ 10

Purchase Orders (PO) _______________________________________________________________ 17

Checklist for Year-End Closing ________________________________________________________ 24

STRS On-Behalf ___________________________________________________________________ 29

Interest Earned ___________________________________________________________________ 30

Cash Reconciliation ________________________________________________________________ 39

Actuals Sweeper __________________________________________________________________ 41

QSS Actuals Download ______________________________________________________________ 52

Supplemental Forms Checklist ________________________________________________________ 58

Indirect Costs Rates ________________________________________________________________ 63

Common Coding/Reporting Issues ____________________________________________________ 64

Audit Costs – SACS Function Code _____________________________________________________ 69

Attendance Form __________________________________________________________________ 70

Due to/from Example ______________________________________________________________ 72

Education Protection Account ________________________________________________________ 73

Temporary Interfund Cash Transfer ____________________________________________________ 77

Contact Information________________________________________________________________ 79

Notes ___________________________________________________________________________ 80

TO MERCED COUNTY SCHOOL DISTRICTS

Page 1

To Merced County School Districts

INTRODUCTION The Year End Closing manual was prepared to assist the Local Education Agencies (LEAs) with the year-end closing process and remind LEAs of key items. Whenever appropriate, sample items, screen shots or website links are presented to provide various accounting concepts and further information. This manual should not be used as a comprehensive all-inclusive guide for your organization.

If you have any questions regarding the materials presented herein, please feel free to contact the following individuals:

Name Title Phone Email

Cecilia Belmontes Director 209-381-6726 [email protected]

Cheryl Phan Senior District Fiscal Services Officer

209-381-6728 [email protected]

Dan Silveira Senior District Fiscal Services Officer


Kim Freitas Senior District Fiscal Services Officer


Kim Norrell Fiscal Analyst 209-381-6724 [email protected]

Nicole Hair Fiscal/Payroll Specialist 209-381-6756 [email protected]

DATES FOR YEAR-END

Page 2

Dates for Year-End

June 06 MCOE Summer Hours: 7:30 am-5:00 pm Monday-Thursday and 7:30 am-11:30 am Friday June 24 CDE certifies the 2015-16 P-2 apportionments June 27 Warrant Register deadline to MCOE NO LATER THAN 5:00 pm June 29 Fund Transfer deadline to MCOE NO LATER THAN 12:00 pm June 30 Deposit deadline to County Treasurer NO LATER THAN 11:00 am June 30 Resolution Authorizing MCOE to create Budget Transfers and Income/Expense Transfers

due to MCOE --- for Direct Service Districts only June 30 Financial System down at 3:30 pm June 30 2016-17 EPA Spending Determinations must be posted to District websites. July 1 Adopted 2016-17 LCAP and Budgets due to MCOE District Services July 1 First Deferred Payroll due to MCOE; Pay date 7-6-2016 July 1 C/L Supplemental Payroll due to MCOE; Pay date 7-8-2016 (charged to 2015-16) July 4 MCOE office closed – Holiday July 5-8 MCOE Regular Hours – 7:30 am – 4:30 pm July 8 P-Annual J-18/19 ADA due to MCOE July 8 C/L EOM Payroll due to MCOE; Pay date 7-22-2016 (charged to 2015-16) July 10 Cash Management Data Collection Reporting Period 1 begins for 2016-17 July 27 Last day for accounts payable warrants July 29 Last day to mass close purchase orders/liquidate encumbrances for 2015-16 July 31 Cash Management Data Collection Reporting Period 1 ends August 5 Summer Hours Ends for MCOE August 11 MCOE – District Services closed 7:30 am – 1:00 pm August 15 MCOE will notify district of LCAP and budget approval/disapproval August 15 2015-16 LCFF State Aid Accrual posted to financials August 15 County Accounts Receivable and Current Liabilities posted to districts statements August 16 First CBO meeting for 2016-17 – VTD End of Year Workshop August 29 Last day for accounts payable warrants August 31 Last day to submit to MCOE any 2015-16 Cash Transfers-(balanced within the funds) August 31 District Accounts Receivable and Current Liabilities should be completely posted August 31 District balances resources and setup Deferred Revenue (if any) August 31 SACS forms completed including SEMB and SEMA, Special Ed Excess Cost Calculation September 5 MCOE office closed – Holiday September 8 MCOE Cash reconciliation should be completed September 9 The Revised Adopted 2016-17 Budget is due to MCOE (if original budget was disapproved) September 15 Fiscal Year 2015-16 Unaudited Actuals & Gann Limit due to MCOE September 28 Last day for accounts payable warrants September 30 2015-16 EPA Expenditures posted to all District websites

TIPS FOR AR, CL AND 2016-17 POSTING

Page 3

Tips for AR, CL and 2016-17 Posting

Funds that were supposed to be received/posted

on or before June 30, 2016

enter AR in 2015-16 & post receipt to AR in 2016-17 (Instructions provided in this manual)

Funds received

on or after July 1, 2016

enter deposit (DC) in 2016-17 fiscal year

Supplies and services received on or before June 30, 2016

enter CL in 2015-16 & pay CL in 2016-17

(Instructions provided in this manual)

Supplies and services received on or after July 1, 2016 enter payment in 2016-17 fiscal year

ACCOUNTS RECEIVABLE (AR)

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Accounts Receivable (AR)

TO SET UP AN AR

Select AR (No Invoicing) Option

Select Add


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1) Confirm that Accrual is selected

2) Enter your reference number, description, account number and dollar amount

3) Select to save

and stay to enter more A/R’s or to save and close the window

Note Receivable Number


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TO POST RECEIPTS TO AR

3) Click on

the to search AR’s or enter your receivable number to bring up payment screen

1) Make sure you are in the “new” fiscal year

2) Select Post Receipts

Select Add


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REMINDER: Only post an amount to an Accounts Receivable if the money is in hand and do not post an amount if a Transfer (TF) has been done.

3) When finished select Save and Close

1) Select Partial or Final Receipt Type

2) Enter the amount and description

Note that the receipt is posted correctly


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RUN AN AR HISTORY REPORT

Select Finance Job Menu

Select Receivables History Report


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REMINDER: Be sure to take your AR deposit to the Treasury in the same month the AR was posted.

1) Enter Receivable number(s)

2) Click on Submit Job

CURRENT LIABILITIES (CL)

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Current Liabilities (CL)

TO SET UP A CL WITHOUT A PO

Select Accounts Payable

1) Select Set Up Payables

2) Then click on the add icon


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1) Enter Date and Description

2) Enter PO or ref. number

3) Enter vendor number or use lookup. (Tab to continue to account line)

4) Enter account number and dollar amount.

5) Once all info below is entered hit the save and return icon

Note payable number


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TO SET UP A CL WITH A PO This process is used when goods or services have been received but were not paid for as of June 30.

2) Enter the amount you would like to liquidate

1) Select Liability option

3) When finished click Save and Return

Verify your information is correct.


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Select Finance Job Menu

Select Create Estimated Payables/Liabilities (creates report)


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(You can run the PO to Liability report and update as many times as needed.)

1) Select “N” to produce report only. Review report for accuracy.

2) When finished click Submit

1) Select “Y” to update and produce report with Estimated Payable (EP) number.

2) When finished click Submit

Note the EP number to pay the liability in FY 15-16


Page 15

TO PAY A CL Remember to be logged into the current/new year.

1) Select Payables Payment

3) Double click on payable to pay

Click on the add icon

2) Enter payable number in Range, Quick Pay or select search for list of CL’s.


Page 16

1) Select Partial or Final Payment

2) Enter date and description

3) Enter your batch number

4) Enter your payment amount

5) Apply use tax here if applicable

6) When all info below is entered click the save and return icon

Note the payment posted and current balance

PURCHASE ORDERS (PO)

Page 17

Purchase Orders (PO)

TO ROLL PO TO THE NEXT FISCAL YEAR Use this process when goods and services have not been received by June 30 but expect to in the new fiscal year.

Select Purchase Order

Select Add


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1) Select “R” to roll

2) Enter amount to be rolled

3) When finished click Save and Return

Verify your information is correct


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Select Roll POs to Next Fiscal Year (creates report)

1) Select “N” to produce report only. Review report for accuracy.

2) Change to “Y” if you use FY in your account string

3) When finished select Submit


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1) Select “Y” to update

2) When finished select Submit

Note Purchase Order number remains the same in the new fiscal year.


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CLOSING A PO You would use this process if goods and services have not been received by June 30th and you do not expect to receive them in the new fiscal year.

Select Accounts Payable

1) Select PO Payments

2) Enter your purchase order number or click on the search icon to find purchase order

3) Once you find your purchase order, double click on the line to open it


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Select add icon

1) Select the Close option from the list

2) Enter your invoice date and description

3) Select your open batch

4) Note that with the C - Close option, it will automatically enter the amount in the liquidate section

5) Select Save and Return when finished


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To close a Purchase Order after July 1st, please send an email to [email protected].

Verify the information is correct. You can change the PO from this screen

CHECKLIST FOR YEAR-END CLOSING

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Checklist for Year-End Closing

Email districts and/or schools the following reminders:

Request and process all reimbursements, i.e. purchases, travel and conferences, mileage, etc.

Date stamp packing slips when items are received, or when mileage, travel, etc. expenses were incurred

Confirm with districts if processing current liability payroll

Confirm use tax liability reconciliation & transfer was completed and paid

Obtain the following:

Cash-on-hand awaiting deposit (cash/checks received on or before June 30th but not

deposited to County Treasurer)

Stores inventory as of June 30th

Vacation balances as of June 30th (number of hours for each employee as of June 30th)

Provide districts with lock-out date (usually end of July)

Email Year-End Transportation Information request form

Liability account reconciliations (Example: Insurance - RS 0100, object 9554 )

Clear out holding accounts (Resource 0100, object 9XXX)

Clear any remaining prior year A/R, A/P, C/L, Due To and Due From

Determine if need to re-establish; provide necessary back-up

Account reconciliations - Review, clear and back-up any additional Liability/Asset accounts with balances (i.e. stale dated warrants/payroll related issues)

Review Account Coding

Run detailed GL for object 6XXX and function 8500 separately

??-????-?-6???.??-????-????-???-???-???

??-????-?-????.??-????-8500-???-???-???

Determine if item(s) should be capitalized - Is it truly a capital asset?

Review revenue accounts for all funds; run detailed GL report (object 8???)

Review Cafeteria Fund (FD 13) revenues; run detailed GL: 13-????-?-8???...

Review debt service payments - Objects 7438 and 7439 - Are they following payment schedule?

For Federal programs, make sure overages are transferred to another complementary program

- No unrestricted contributions (object 8980) to Federal resources

Review Program Revenues & Expenditures

Examples:

Title I, Part A meets 15% carryover limit (if current year award is $50,000 or greater)

Or applied for wavier

Federal Special Ed (RS 3310) current year award amount 100% expensed

No unrestricted contributions (object 8980) to Federal Special Ed (RS 3310)


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All other resources meet required expenditure amount, carryover limitations

Transportation -Meeting maintenance of effort (MOE)? Verify that the district expended at least the amount of state revenue received for that purpose in 2012-13

Meet all other MOEs

Special Ed MOE - SEMA and SEMB

No Child Left Behind MOE (NCLB)

Special Ed Excess Cost: Complete preliminary calculation using MCOE, Special Ed's worksheet

Lock out district and/or A/P clerks/technicians from entering any more A/R's, A/P's and C/L's

Email [email protected] to lock out district

Prepare Reclassification Entries

Examples:

Balance State Special Ed (RS 6500) & Federal Special Ed - PL94142 (RS 3310)

Transfers of Direct Costs (object 57XX) must balance to zero ($0)

Charge transportation expenses for field trips, athletic miles and other miles (RS 0823)

Correct statutory benefits OBJECT code for cell phone and/or mileage stipends paid to classified employees using object 5900, 5230, or any other non 2XXX stipend (Check RS 0823-Transportation) Example: Classified PERS is 3202 and not 3201, Classified SS is 3302 and not 3301

All other resources balance, i.e. no negative fund balances & deferred revenue programs balance to zero ($0)

Indirect Cost Application - Charge I/C at LEA rate or maximum per program

- Example: Title III max is 2% including admin costs (cannot charge I/C if part of consortium, only lead LEA can charge I/C)

Encroachment Transfers

Special Education (RS 6500)

Overspent State programs

Program Contribution Transfers

REAP-Flex Transfers

Ongoing & Major Maintenance: Restricted Maintenance Account (RS 8150)

If applicable, Special Education (RS 6500), enter and confirm object 8980 transfer

Deferred Revenue & A/R Setup

Book receivables based upon entitlement & grant letters & current year expenditures

Print ARS 100 and attach backup

Print PCL 100 and attach backup

mailto:[email protected]


Page 26

Fill out reimbursement forms: Migrant Ed, Immigrant Ed, Limited English, etc.

- Migrant Ed due to Peggy LaRocque before end of July

Post Inventory Adjustments/Stores Adjustments/Prepaid Expenses

Post Cash Collections Awaiting Deposits

Recognize E-rate reimbursements, rebate, or discounts: Debit expenditure account, Credit Other Local Revenue

FEDERAL INTEREST ALLOCATION

- Resources must be completely BALANCED and FINALIZED before completing, i.e. all reclassification transfers have been entered, indirect cost have been charged, account receivables or deferred revenue have been posted, resource is balanced, etc.

Complete Preliminary SACS Upload

Run SACS Technical Review Checks to identify any objectionable account combinations

Make appropriate corrective entries

Book STRS On-behalf expenses to resource 7690, object 3101 by FUND, GOAL and FUNCTION

Book STRS On-behalf revenues to resource 7690, object 8590, by FUND

- Use STRSONBEHALF.XLSM workbook and STRS On-Behalf amounts provided by MCOE

Re-review FAR 300 By Resource - After all TV's, TF's, A/R's and C/L's have been entered

ALL programs and resources are balanced

No negative fund balances

Appropriate carryovers

Review FAR 300 by Fund and by Major Object Code (1XXX, 2XXX, 3XXX, etc.)

No negative budget to actual by major object

Enter budget transfers as needed

- For districts that have LPS (Linger, Peterson, Shrum) as auditors, 7XXX object codes can NOT be NEGATIVE by detail line, i.e. objects 7438, 7439, 7350, 7612, 7615, 7616, etc. can NOT have a NEGATIVE budget balance.

Complete a pre-final download to SACS - do not approve transfers, yet

RE-RUN Technical Review Checks until no more errors/kick-outs/exceptions

Vouch SACS fund forms to FAR 300 (recommend SACS format)

Prepare Supplemental Forms

- Check supplemental forms early, especially CEA form, Special Ed and NCLB MOE, ICR


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- Complete a preliminary review/check of supplemental forms before approving TV’s and TF’s

- Run Technical Review Checks for any errors; ALL fixable exceptions must be corrected before completing final download

- Once preliminary review of supplemental forms are complete and district has passed all supplemental

requirements, approve TV’s and TF’s

A-Attendance

L-Lottery Report

CEA-Expense Formula/Min. Classroom Compensation

NCMOE-NCLB MOE

GANN-GANN Limit

PCRAF-Program Cost Report Allocation Factors

PCR-Program Cost Report

ICR-Indirect Cost Rate Worksheet

SIAA-Summary of Inter fund Activities

DEBT-Schedule of Long-Term Debt Liabilities

SEMA and SEMB -Special Ed MOE

ASSET-Schedule of Capital Assets

CAT-Categorical Schedule

CA-Financial Report

APPROVE all transfers - BT, TV, TF, JE, etc.

Complete FINAL download to SACS - ALL transfers (BT, TV, TF, JE, etc.) must be APPROVED!

Tie SACS fund forms to FAR 300 report

Enter Components of Ending Fund Balances for both Unaudited Actuals and Adopted Budget

Review and confirm all that is applicable:

Non-spendable: Revolving Cash, Stores, Prepaid Expenditures, All Others - Enter manually

Restricted - Fills automatically, see 3rd tab "Restricted Detail" for listing of positive resource balances

Committed - Enter manually

Assigned - Enter manually

Unassigned / Unappropriated:

Reserve for Economic Uncertainties - Enter manually

Unassigned / Unappropriated Amount - Calculates automatically

Double check SACS financials and print/pdf fund forms and supplemental forms

Do not forget to open and save fund Form 01

Check all SACS fund forms against FAR 300 report

Check Components of Ending Fund Balances for Unaudited Actuals and Adopted Budget

Check supplemental forms – Remember, you will need to open and save each form


Page 28

Run final Technical Review Checks (should be clean before completing an official export)

Prepare board packets - Due to MCOE September 15

Multi-year projections

Financials, narrative, tables

Power Point Presentation

Email official SACS export to MCOE, District Services Email all SACS forms in PDF to MCOE, District Services

Original Certifications need to be sent to MCOE, District Services

Email official SACS export to district's auditors and cc district

Save copy of official SACS export in district folder/directory

Provide hard copies of SEMB, SEMA and Excess Cost Calculation to Katherine Weimer

Email official SACS export to Katherine Weimer

SEMB (Actuals to Budget) due approx. September 15

SEMA (Actuals to Actuals) due approx. September 15

Excess cost calculation due approx. September 15

- MCOE, Special Ed Dept. will provide actual due dates

- Can scan, pdf. and email reports to [email protected]

GASB 34 - GASB 34 notes available upon request

Vacation Accrual Balances - Obtain confirmation from Superintendent

Long Term Debt Balances - Double check numbers; enter amount Due in 1 Year

Fixed Asset Worksheet Update

Conversion Entries

MD & A Tables

MD & A Narrative

Email SACS export with conversion entries, GSA, GSNA, etc. to district's auditors

Email MD & A to district's auditors

Run, pdf, and email requested reports to district's auditors

STRS ON-BEHALF

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STRS On-Behalf

● Please note that you will need the STRSONBEHALF.XLSM workbook, the SACS Download file and the STRS On-Behalf amounts in order to proceed:

● Open the STRSONBEHALF.XLSM workbook and select the tab named “Import Selection”.

1) Click on “Select and Load File” and locate the SACS Download file you will be using. 2) Once you have loaded the file, Select a Dataset 3) Enter your STRS on-Behalf amounts then click on “Run Extraction and Analysis”

● On the STRSONBEHALF.XLSM workbook, select the “Journal Entry” Tab

4) Post this journal entry in QSS. Prior to finishing your Unaudited Actuals forms.

3

1

2

4

INTEREST EARNED

Page 30

Interest Earned

CDE LETTER

INTEREST EARNED

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INTEREST ALLOCATION DAILY CASH BALANCES (GLD330) Used for general interest allocation, including Federal Interest Allocation

The Average Daily Cash Balance (GLD330) report was written to integrate the Federal Interest Allocation guidelines into the QSS software. These instructions will cover:

• Federal interest allocation calculation • Instructional Materials interest allocation* • Special Education interest (reportable to MCOE Special Education)

* This can also be used to calculate interest on TRAN proceeds assuming the proceeds are tracked in a separate fund/resource. Please note it is recommended you maintain TRAN proceeds in a separate fund to help document utilization of the cash if you wish to track actual interest received from the proceeds.

INTEREST EARNED

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SPECIAL EDUCATION INTEREST ALLOCATION (Reportable to MCOE Special Education SELPA) – as requested from Special Education

The Special Education SELPA requests interest totals by resource for reporting purposes separate from the Federal Interest Allocation process. The following resources are samples of what may be requested:

• 3310 & 3311 (combined) – IDEA Basic Local Assistance & Private School ISP (SAMPLE) • 3315 – IDEA Preschool Grants • 3320 – IDEA Preschool Local Entitlement

Read the report the same as Federal Interest. Report to Special Educ. SELPA. Do not transfer, do not pay.

INTEREST EARNED

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FEDERAL INTEREST ALLOCATION The Federal Interest Allocation guidelines operate with the following assumptions:

• Reimbursement-based and Child Nutrition resources are excluded from the calculation • Applicable Federal resources are netted together to create Daily Cash Balance, a figure used in the

calculation • For calculation purposes, Daily Cash Balance cannot be negative (less than $0)

Note: Calculate interest only for periods where all entries have been completed and approved--including end of year close before calculating 4th quarter interest allocation.

1. Enter the date range. For example, we are paid interest on a quarterly basis, so the example uses: From Date: 07/01/20XX To Date: 09/30/20XX

2. Enter the Interest Rate received for this period. This example uses: Interest Rate: 1.1234

3. Make sure the correct Report Format is selected for this purpose. You want:

2. Enter Interest Rate Note: Interest rate truncates to 4 decimal places

You can find the interest rate by looking at the Quarterly Report or Object 8660 in the General Ledger.

1. Enter quarter start & end dates

4. Turn off .DIF file

h

3

INTEREST EARNED

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Federal – Non-reimbursement 4. Leave the rest of the options as they are prefilled. Note: You may wish to turn off the “.DIF” file.

(recommended)

5. Press Ctrl+S ( ) to run the report.

Do not sort by Fund/Resource

INTEREST EARNED

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After the job processes, you should be able to see two items in your Print Manager. Note: If you turned off the “.DIF” file earlier, you will only see one item in the Print Manager, “Daily Cash Balances”.

In this example, the first line, Daily Cash Balances, is the actual report. The second line, Daily Cash Balances (.dif file), is an Output File that you can use to easily copy the information into Excel.

Since it isn’t necessary for our immediate process, we won’t go into the Excel export other than to say select the Daily Cash Balances (.dif file) in Print Manager and click Ctrl-L ( ).

Reviewing the Report (sample report is from a previous year)

There are a couple of different sections of the report that you should be aware of. A. summary/total B. calculation C. resource detail

A. Summary/Total

The total column demonstrates the net daily cash balance across all applicable Federal Resources. This section is only informational. 99 School District Daily Cash Balances GLD330 07/26/11 11:15 PAGE 1 Sample Interest 07/01/2011 - 09/30/2011 FUND :01 GENERAL FUND/COUNTY SSF Non-reimb Total Federal -----------------------------------------------------------------------------------20110701..........9110:9110 350,133.93 350,133.93 20110702..........9110:9110 350,133.93 350,133.93 20110703..........9110:9110 350,133.93 350,133.93 20110704..........9110:9110 350,133.93 350,133.93 20110705..........9110:9110 350,133.93 350,133.93 20110706..........9110:9110 350,133.93 350,133.93 20110707..........9110:9110 350,133.93 350,133.93 20110708..........9110:9110 350,133.93 350,133.93 20110709..........9110:9110 380,169.93 380,169.93

INTEREST EARNED

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20110710..........9110:9110 380,169.93 380,169.93 20110711..........9110:9110 380,169.93 380,169.93 20110712..........9110:9110 380,169.93 380,169.93

B. Calculation The calculation section applies the calculation formula as defined in the CDE guidance. The “Interest Due” is the amount payable to the state for the period. Total of Daily Balances 31,176,715.84 Average Daily Balance 338,877.35 Annual Interest 3,347.77 Daily Interest 9.17 Interest Due 843.64

C. Resource Detail The state requires a list of resources included in the calculation as back-up for the payment. You can find your list of resources by browsing the column headings of section. The first column is a total column that ties back to the summary section. The columns following are the actual daily cash balances by resource. Any resource included in this list has been included in the calculation. Non-reimb Non-reimb T1PTA BG ARRA ME-REG/S Federal 3010 3011 3060 ------------------------------------------------------------------------------------------ 20110701*.........9110:9110 350,133.93 -298,170.43 127,275.00 -2,360.53 20110702*.........9110:9110 350,133.93 -298,170.43 127,275.00 -2,360.53 20110703*.........9110:9110 350,133.93 -298,170.43 127,275.00 -2,360.53 20110704*.........9110:9110 350,133.93 -298,170.43 127,275.00 -2,360.53

Continue through the report to find all of the resources included in the calculation: Non-reimb SE ARRA SE ARRA SE ARRA TCHQUALT (Continued) 3313 3319 3324 4035 --------------------------------------------------------------------------------------------- 20110701*.........9110:9110 84,633.00 4,948.00 7,274.00 -65,228.38 20110702*.........9110:9110 84,633.00 4,948.00 7,274.00 -65,228.38 20110703*.........9110:9110 84,633.00 4,948.00 7,274.00 -65,228.38 20110704*.........9110:9110 84,633.00 4,948.00 7,274.00 -65,228.38

Review this list. Report any resources that should be included or excluded immediately to District Services. Please note that there are three different reviews in which the Federal interest calculation will be audited—the yearly audit, CPM review, and through specialized audits through the state. We want to keep the resources included/excluded up-to-date to prevent any future problems.

Tota

l

Tip: * means this is detail

area

INTEREST EARNED

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Additionally, go back to the Sort/Rollups tab and add “Resource” so you receive the calculated interest for the individual resources.

INTEREST EARNED

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To submit to the State: 1. Identify the payment as “Federal Interest Returned”

2. Include a warrant for total allocated interest (don’t forget to keep the $500/year for administrative

expenses)

3. List of programs included in the calculation, including the PCA number. Tip: Find PCA numbers on your audit report or through the CDE SACS Query: http://www2.cde.ca.gov/sacsquery/querybyresource.asp

4. Mail to: California Department of Education

Cashiers Office P.O. Box 515006

Sacramento, CA 95851

Please note that we are required to remit interest allocation payments to the state on a regular basis, at least quarterly. Since we receive interest on a quarterly basis, this calculation/remittance should be completed quarterly.

Note: $500 was deducted from the calculation for administrative expenses (once a year deduction).

Federal Interest Returned

Included in this calculation:

PCA# Program 15005 Title I 24997 ARRA SFSF ($80.23 interest) 25152 Education Jobs ($150.18 interest) 14341 Teacher Quality

Sample School District #123456789 123 Sesame Street 9/30/2011 Merced, CA 95341

Pay to the Order of: California Department of Education $343.64

Three Hundred, forty-three dollars and 64 cents

Do not show individual interest amounts for each

program

1

2

3

CASH RECONCILIATION

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Period Ending:

Denomination Type Count Amount$20.00 Bill

10.00 Bill5.00 Bill2.00 Bill1.00 Bill0.50 Coin0.25 Coin0.10 Coin0.05 Coin0.01 Coin

1

Date Amount

2

1+2

Reimbursable Vouchers on Hand

Reconciled by:

District

Cash On Hand

Petty Cash Reconciliation

Payee

Total Cash on Hand

Total Vouchers on Hand

Total Petty Cash

Purpose

Cash Reconciliation

SAMPLE PETTY CASH RECONCILIATION

CASH RECONCILIATION

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Period Ending:

1

2

Amount

3

4

Amount

5

Sum (1to5)

9130

Items and Explainations

Total Revolving Cash *

Total Other Items

Total Unreimbursed Checks

Checking Account Balance

Cash on Hand

Checks Written that have not been reimbursed by Commerical Warrant

Other Items (e.g. Voided Checks)Deposits in Transit

Revolving Cash Fund Custodian

* This amount must agree with the amount in 9130, Revolving Cash and the amount on

This must agree with the name on fi le in the Commerical Warrant Audit Unit.

Check Number Payee

DistrictRevolving Cash Reconciliation

Purpose

SAMPLE REVOLVING CASH RECONCILIATION

ACTUALS SWEEPER

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Actuals Sweeper

CORRECT ACCOUNT LINES AND CONSOLIDATE USE TAX Using QSS to Correct Account Lines

A fast and easy way to correct account lines is through the Actuals Sweeper program. This is especially useful when you have multiple account lines that have similar incorrect coding.

The Actuals Sweeper program can be found on the Finance Job Menu:

The combination represented below of Goal 0000 and Function 1000 is not a valid SACS combination. The correct account string would be Goal 1110 and Function 1000. The correction to the series of these account lines can be done in the Actuals Sweeper program.

Current bad accounts in use:

01 – 3010 – 0 – 1900.00 – 0000 – 1000 – 000 – 000 – 000 01 – 3010 – 0 – 3101.00 – 0000 – 1000 – 000 – 000 – 000 01 – 3010 – 0 – 3311.00 – 0000 – 1000 – 000 – 000 – 000 01 – 3010 – 0 – 3501.00 – 0000 – 1000 – 000 – 000 – 000 01 – 3010 – 0 – 3601.00 – 0000 – 1000 – 000 – 000 – 000

ACTUALS SWEEPER

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In the Actuals Sweeper program, enter the following options:

a. The “Date:” field is the ending date range you want to return transactions from. It is implied that all transactions starting at the beginning of the year through this date will be returned. 07/01/20xx - 06/30/201xx of the following year.

b. “Update Mode” replaces the “Report Only” option. Check your results before creating the transfer by submitting the job with the box unchecked first. An unchecked box is the equivalent to running Report only in the traditional screens.

c. Enter the correction under Target Account. In this case, we only want to change the GOAL on our account code; we want the rest of the account to remain untouched. So, we only enter the corrected GOAL.

a

b

c

ACTUALS SWEEPER

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This screen allows you to select the accounts you want to change.

Note 1: If Object is not being entered in the wildcard selection area, then enter the Object Range 1000 – 8999 in the range selection area. Failure to do so may result in selection of Balance Sheet Accounts.

Note 2: After June 30, you cannot go back to prior year and create a transfer across funds. (A Due to/Due from would need to be setup. Please consult with the County Office if you have questions.)

d

d

ACTUALS SWEEPER

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Once the selection screen is complete, run and review the report to confirm the results are what you intended. Check thoroughly for Balance Sheet accounts (Object 9xxx). These Objects should rarely be moved with this procedure!!!

Re-run the report in “Report only” mode until you get your desired results.

ACTUALS SWEEPER

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Once the report is accurate, go back into the Account Sweeper program and repeat the process with a (to Update) on the first entry screen.

When the program runs, it will create an Import GL Transaction report with a TF number on the upper left corner of the page.

Note: This process will always create a TF–even if the transfer does not cross funds.

Alternatively, you can use the Grid/Import feature in QCC GL Transactions if you would like to convert the transfer to a TV transaction type. If you decide to take this step, don’t forget to delete your original TF and approve your own TV.

e

e

ACTUALS SWEEPER

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Run/print a standard TF report (in QCC) using the TF number on the Import GL Transaction report. In Print Manager, print both the TF and updated Import GL Transaction reports. Keep the updated Import GL Transaction report and send the TF report to the Fiscal Analysts at the County Office for processing.

CONSOLIDATE USE TAX USING QSS 1. Run reports:

a. Run a FAR300 (in QCC) • Break by Resource • Select Object 9550

b. Run Use Tax Report (in QCC) Note: If there was a change in the sales tax rate during the fiscal year, then run two reports, one before the rate change and one after the rate change. (i.e. run one report with the dates 7/1/20XX through 12/31/20XX and the second report with the dates 1/1/20XX through 6/30/20XX of the following year)

c. Request cafeteria meal sales information from the Cafeteria Manager or Cafeteria Bookkeeper.

Report should cover period reflected on the Sales and Use Tax return and should show separate amounts collected for adult/staff and student sales.

2. Reconcile the reports: The total dollar amount on the FAR300 for all Resources should match the total dollar amount on the Use Tax Report under the UT-amount column.

If there is a difference, run a Detailed General Ledger (GLD110) across all Funds, Object 9550. Match this report against the individual dollar amounts on the Use Tax report until the outstanding items are found.

TIP: Things that can cause the two reports to be out of balance… • Journaling Use Tax after the warrant was issued (to add Use Tax) • Canceled warrants • Unresolved prior year balances • Corrected GL coding errors

3. Once the two reports are reconciled, use the Actual Sweeper program to move the balance of Object 9550 to a single Fund and Resource for payment.

ACTUALS SWEEPER

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4. Actuals Sweeper program for Use Tax Consolidation Note: If this procedure is being performed after the transfer cutoff date, Object 9550 balances may only be moved within the same Fund. Before the transfer cutoff date, the balance of Object 9550 can be consolidated into a single Fund. For example, Cafeteria (FD 13) can be consolidated with the General Fund (FD 01).

Before Transfer Cutoff After Transfer Cutoff

01-0000-0-9550--- $25.00 01-0000-0-9550--- $25.00

01-3010-0-9550--- 12.00 01-3010-0-9550--- 12.00

13-5310-0-9550--- 15.00 13-5310-0-9550--- 15.00

01-0000-0-9550--- $52.00 01-0000-0-9550--- $37.00

13-0000-0-9550--- $15.00

5. Consolidate Use Tax BEFORE transfer cutoff date:

a. Enter 6/30/20XX to consolidate Use Tax for the entire year. b. Run in Report only mode first. c. “Target account” designates where the use tax transactions will be transferred to. You can

consolidate all Use Tax into FD 01 if the transaction is entered and approved prior to the transfer cutoff date.

a

b

c

d

ACTUALS SWEEPER

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d. Leave “Break by Fund:” unchecked.

6. Consolidate Use Tax AFTER transfer cutoff date:

a. Enter 6/30/20XX to consolidate Use Tax for the entire year. b. Run in Report only mode first. c. “Target account” designates where the use tax transactions will be transferred to. If

consolidating Use Tax after the transfer cutoff date, leave “??” in the FD Target Account field to retain activity in the originating fund.

d. Check “Break by Fund:” in order to create one consolidating transfer per fund. This eliminates the need to run the Actuals Sweeper multiple times to consolidate activity inside multiple funds.

a

b

c

d

ACTUALS SWEEPER

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Click on the “Accounts” tab to continue.

e. Enter “9550” to select all of the use tax activity to be consolidated.

Click or press Ctrl + S to continue.

The resulting Import GL Transaction Report will be created in the print manager to review.

Note: It is normal for this report total to differ from the total dollar amount owed for use tax. For example, this report will not show amounts already sitting in Fund 01, Resource 0000.

e

ACTUALS SWEEPER

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Once the report is accurate, go back into the Account Sweeper program and repeat the process with a (to Update) on the first entry screen.

When the procedure has been updated, the resulting Import GL Transaction Report will show a TF number on the upper left corner of the page. Note: This will create a TF transaction even though you may not have crossed funds.

b

b

ACTUALS SWEEPER

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To double-check the new TF transaction, run a FAR300 with the following options:

• Break by Fund/Resource • Select Object 9550 • Both approved and unapproved transactions

The total amount sitting in 01-0000-0-9550 plus any amounts sitting in other funds object 9550 (not transferred into the General Fund) should equal the total dollar amount owed per your reconciliation. These are the account line and amounts you will pay on the warrant to the Board of Equalization.

Go into the Maintain GL Transaction and print out a TF report using the TF number on the Import GL Transaction report. You must remit this report to the County Office for approval. Note: The County Office must approve this transaction even if this transaction does not cross funds.

QSS ACTUALS DOWNLOAD

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QSS Actuals Download

1. Log into new budget year (if working on year end 2015-16 log into 2016-17).

2. Select the Finance Job Menu in QCC. Expand the General Ledger Reports / Processes folder. Expand the SACS folder. Select SACS Actuals Export.


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3. Input the “User Title:” of your choosing. The “Budget FY:” should read new budget year not your closing year. Enter J201 for the “Export File.”

4. Budget sources will prefill with appropriate information – NO need to change the pre-filled values.

5. For Unaudited Actuals Sources: change the “Source GL” from “W” to “G – General Ledger”, and the “Source Year:” to whatever your closing year is. The “From Date:” and “To Date:” will automatically update to “07/01/20XX” and “6/30/20XX” when you tab out of the Source Year field.

6. Click on Accounts tab to continue.

3

4

5


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7. Select the accounts to include in file (recommend “?” to select all):

8. Press Ctrl-S to launch job, or click on:

Please note that the job must complete prior to continuing with step 9. Monitor the progress through the Print Manager. When you can open the file, the job is complete and you may continue.


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9. Expand the Print Manager / Job Menu / Utilities folder. Select Upload/Download Files (QSSXFR).

10. On the Transfer Rules tab, select rule 03 – Dwnld Bdgt/Actls Data

11. Under “Server File Name” change “di” to your district number. In this example, the district number is 99.

10

12 11


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12. Click on button at the end of Local File Name to designate a save location. In this example, we’re saving at C:\Temp\

13. Click on the Open button to return the location back to your transfer window.


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14. Press the F2 key to launch job, or click on: Note the “Total lines received” changed from 0. In this example, it changed to 23 (your count will be higher).

15. Import into current SACS software.

SUPPLEMENTAL FORMS CHECKLIST

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Supplemental Forms Checklist

TIPS:

Check supplemental forms early

• CEA form, Special Ed and NCLB MOE, ICR (not too high or too low, 4-8%) o If the district does not pass any of the supplemental forms, research possible options and solutions

• Complete a preliminary review/check of all Supplemental forms before approving TV’s and TF’s • Run Technical Review Check for errors • Look at last year’s Supplemental forms (good source of information and backup) • Always run and rerun Technical Review Checks after making changes • Pages are linked and dependent on other pages • Once preliminary review of Supplemental forms are ok and district has passed all supplemental requirements,

approve TV and TF’s • When completing final download and importing to SACS:

o Double check SACS Fund Forms o Open an Save Fund Form 01 o Review Supplemental forms, open and save o Run final Technical Review Checks

Remember to keep copies of all back-up with each individual supplemental form

Completing Supplemental Forms for EOY:SACS software --> Forms --> Supplementals

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1. Form A - Average Daily Attendance - Suggested items/back-up needed

a. Current year P-2 and P-Annual ADA reportsb. Prior year P-2 ADA report to compare which is greater, current year or prior yearc. Form ADA from recently Adopted Budgetd. MCOE operated P-2 ADA and P-Annual for District Funded County Program ADA

- Enter data as needed - Save, print or pdf, close


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2. Form L - Lottery - Check numbers, make sure there are no expenditures in gray areas - Save, print or pdf, close

3. Form CEA - Current Expense Formula / Minimum Classroom Compensation - Must meet minimum percentage required:

Passing? • Elementary SD= 60% • Unified SD = 55% • High SD = 50%Yes No - If meeting %, save, print or pdf, and close

- If not meeting %, check if can apply/add to "Reductions (Overrides)" column (4b) - See Note 2 and * (asterisk) on CEA form

- If still not meeting %, check if district can be exempt:

Yes No

(a) An elementary school district--twenty-eight (28) pupils. (b) A high school district--twenty-five (25) pupils.

- If not exempt, apply for waiver:a.

b. Serious hardship to district

4. Form NCMOE - No Child Left Behind Maintenance of Effort - Enter data as needed - Verify meeting MOE - Save, print or pdf, close

5. Form GANN - Appropriations - Review form and enter data as needed

Suggested reports:1. FAR 300 for object 3311 and 3312 for ALL FUNDS (object 331?, and remove sort by fund)

- Need to run twice: - For Actuals, use expenses in current end-of year actuals - For 20XX/20YY Budget, use what's currently budgeted in NEW fiscal year adopted budget

- Enter Contact Name and Phone Number on bottom - Save, print or pdf, close

* Should be a separate itemized item on board agenda and separate from Unaudited Actuals

(c) A unified school district--twenty-eight (28) pupils in respect to grades kindergarten through 8, inclusive; and twenty-five (25) pupils in respect to grades 9 through 12, inclusive."

- If applying for waiver, provide MCOE request for waiver and all back-up to prove why CEA requirement should be waived

* Important reminder: Pass resolution approving the GANN limit

If no, exempt?

Payment of classroom teacher salaries are in excess of those paid by other comparable school districts

Ed Code 41374 states: " …section 41372 shall not apply to any elementary school district, high school district, or unified school district, which maintains no individual class session with pupils in attendance exceeding the numbers, for the particular grade levels, following:


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6. Form PCRAF - Program Cost Report, Allocation Factors - Allocation of undistributed expenditures (items coded to GOAL 0000) to various goals - Allocation factors are only needed for columns with undistributed expenditures in line A

1. FTE Factor(s) - Certificated FTE based on Payroll Worksheets, enter FTE to appropriate goal2. CU Factor(s) - Classroom units, use last year's classroom units calculation

- Make copies of map for back-up - Confirm with district for any changes - deletions or additions of buildings, classrooms, etc.

3. PT Factors(s) - Pupil Transportation, use Transportation - End of Year Information form - Allocate number of pupils transported based on goals listed

- Save, print or pdf, close

7. Form PCR - Program Cost Report - Automatically fills after completing PCRAF - Save, print or pdf, close

8. Form ICR - Indirect Cost Rate Worksheet - Enter information as needed - Check indirect cost rate, should be between 4%-8% - If out of range, check coding, in particular administrative functions

- Functions 7200-7600, 7700, 7190, 7120, 8100-8400, 8700


9. Form SIAA - Summary of Interfund Activities, Actuals - Review for accuracy - Save, print or pdf, close

10. Form DEBT - Schedule of Long-Term LiabilitiesTIPS: • Check last year's audit report which should be the latest report

• Last year's ending balances should be current year's beginning balances • If not the same, use "Audit Adjustments/Restatements" to make it match • "Audited Balance July 1" should tie to last year's ending balances • Most activities will be in Governmental Activities

- Enter appropriate increases and/or decreases to long-term debtSuggested reports (know your long-term debt to know what reports, objects to run): 1. Detailed general ledger report (GLD 110), objects 7430-7439-Debt Services - Popular objects:

- Object 7433 - Bond Redemptions - Object 7439 - Other Debt Services, Principal

2. FAR 300 report, no sort, object 37??-OPEB and 39??-Golden Handshake


- Enter adjustments to Compensated Absences to equal vacation days/hours in dollar value ($) as of June 30th for all employees as provided by district

- Review 2nd tab, "Exhibit A - Highest Rate Used" - confirm district's approved I/C rate is highest used, fund 13 is lesser of cafeteria's or district's approved rate


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11. Form SEAS - Special Education Revenue Allocations Setup (SELPA Selection) - Enter VV ( two Vs, not W) - Save and close (no need to print or pdf)

12. Special Education Maintenance of Effort (MOE) - Under REPORTS

a. SEMA - Actual vs. Actual Comparison (Prior Year Actuals vs. Current Year Unaudited Actuals)

b.

13. Special Education Excess Cost Calculation (not in SACS software) - Complete Excess Cost Worksheet/Calculator as provided by Katherine Weimer - Enter all applicable information - Save and print worksheet

Special Education SummarySubmit SEMA and SEMB to Katherine Weimer

Submit completed Excess Cost Worksheet to Katherine Weimer

Return to SACS software --> Forms --> Supplementals

14. Form ASSET - Schedule of Capital AssetsTIPS:

• Check last year's audit report • Last year's ending balances should be current year's beginning balances • If not the same, use "Audit Adjustments/Restatements" to make it match • "Audited Balance July 1" should tie to last year's ending balances

- Enter information as needed


SEMB - Budget vs. Actual Comparison (Current Year-End Unaudited Actuals vs. New Fiscal Year Adopted Budget)

- Example entries: new capital assets and additions, disposal or deletions of capital assets, current year depreciation, etc.

15. Form CAT - Schedule for CategoricalsSuggested report:

1. FAR 300 by resource - Data should match and tie to FAR 300 report

- Enter information as needed - Make sure to put resources on correct tab - Save, print or pdf, close


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INDIRECT COSTS RATES

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California Department of Education (CDE) - School Fiscal Services Division2016–17 Restricted Indirect Cost Rates for K–12 Local Educational Agencies (LEAs) – Five Year ListingRates approved based on standardized account code structure expenditure data Address questions to [email protected], or call 916-322-1770.As of April 25, 2016* C = County CA= Common Administration D = District J = Joint Powers Agency

2012–13 2013–14 2014–15 2015–16 2016–17County

Code LEA Code Type* LEA Name(based on 2010–11 expenditure data)

(based on 2011–12 expenditure data)




24 65631 D Atwater Elementary 4.95% 5.53% 4.38% 2.59% 4.27%24 65649 D Ballico-Cressey Elementary 8.54% 7.42% 5.48% 6.17% 7.27%24 75366 D Delhi Unified 5.31% 6.87% 5.00% 9.59% 7.11%24 75317 D Dos Palos Oro Loma Joint Unified 5.21% 5.25% 4.31% 8.60% 6.02%24 76448 J East Merced Co. Public Facilities Fin. Auth. 0.00% 0.00% 0.00% 0.00% 0.00%24 65680 D El Nido Elementary 8.03% 9.27% 7.98% 7.37% 7.76%24 73619 D Gustine Unified 5.16% 5.80% 7.45% 7.37% 7.69%24 65698 D Hilmar Unified 5.79% 5.45% 5.35% 5.65% 5.51%24 65722 D Le Grand Union Elementary 7.82% 6.63% 7.76% 7.56% 8.26%24 65730 D Le Grand Union High 5.10% 6.75% 7.97% 8.52% 9.89%24 65748 D Livingston Union 6.33% 5.78% 5.45% 6.69% 7.66%24 65755 D Los Banos Unified 4.73% 6.58% 7.44% 6.16% 5.87%24 65763 D McSwain Union Elementary 4.34% 5.08% 5.05% 3.77% 6.79%24 65771 D Merced City Elementary 4.12% 4.24% 3.41% 4.15% 4.69%24 10249 C Merced County Superintendent 7.01% 7.20% 7.36% 7.42% 7.45%24 73726 D Merced River Union Elementary 4.05% 4.24% 7.85% 5.17% 4.04%24 65789 D Merced Union High 6.04% 6.18% 5.13% 4.55% 5.36%24 65813 D Plainsburg Union Elementary 5.42% 8.56% 8.44% 5.27% 3.94%24 65821 D Planada Elementary 8.28% 6.83% 8.37% 8.82% 8.87%24 65839 D Snelling-Merced Falls Union Elem. 5.23% 6.40% 6.74% 7.31% 5.42%24 65862 D Weaver Union Elementary 5.32% 6.50% 6.79% 5.41% 2.95%24 65870 D Winton Elementary 4.49% 4.76% 4.32% 5.29% 5.91%

------------------- A P P R O V E D R A T E S -------------------For use with state and federal programs, as allowable, in:

Indirect Costs Rates

http://www.cde.ca.gov/fg/ac/ic/index.asp

http://www.cde.ca.gov/fg/ac/ic/index.asp

COMMON CODING/REPORTING ISSUES

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Common Coding/Reporting Issues

CALIFORNIA DEPARTMENT OF EDUCATION http://www.cde.ca.gov/fg/ac/ac/sacsminutes031416a.asp

SACS Minutes, March 2016, Attachment A

This document is Attachment A to the Standardized Account Code Structure (SACS) Forum meeting minutes for March 14, 2016.

Coding/reporting issues observed in 2014–15 unaudited actuals data submissions

Issue: Technology expenditures – function Correct Procedure: Centralized data processing (i.e., technology) expenditures should be recorded to Function 7700 and not to Other General Administration Function 7200. Technology expenditures attributable to instruction and instruction support should be charged to Function 1000, Instruction, and/or Function 2420, Instructional Library, Media and Technology, as appropriate. Technology expenditures that become an integral part of the building, such as wiring a building to upgrade Internet and other technology services, are appropriately charged to Function 8100 or 8500, depending on whether the improvement is capitalizable. References: California School Accounting Manual (CSAM) Procedure 325, Function (Activity) Classification CSAM Procedure 630, Technology – Coding Examples CSAM Procedure 770, Distinguishing Between Supplies and Equipment

Issue: Technology expenditures – intangible assets Correct Procedure: Software, such as enterprise reporting systems, whether purchased or licensed, may meet the criteria to be considered an intangible asset and reported in Object 6400 or 6500, rather than Object 5800. Reference: Governmental Accounting Standards Board (GASB) Statement 51, Accounting and Financial Reporting for Intangible Assets

Issue: Postemployment Benefits Other Than Pensions (OPEB) expenditures Correct Procedure: OPEB expenditures recorded in Object 3701 and Object 3702, OPEB Allocated, should be allocated among all activities – any combination of fund, goal and/or function, but not necessarily

http://www.cde.ca.gov/fg/ac/ac/sacsminutes031416a.asp


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resource - as appropriate in proportion to total salaries or Full-time equivalents (FTEs) in all activities. This allocation should be done even when benefits are paid on a “pay as you go” basis; that is, the amount paid represents current year benefits for already retired employees. Amounts paid should not be charged only to the account lines of the retired employees’ former salaries. In addition, a portion of the “pay as you go” amount may be attributable to normal costs and/or unamortized liability for OPEB-eligible current employees. Generally, these amounts are direct-charged to the programs in which active employees’ salaries are charged. Consult CSAM for specific guidance. Reference: CSAM Procedure 785, Postemployment Benefits Other Than Pensions

Issue: PCRAF - Unrealistic or incorrect allocation factors for undistributed support costs Example: FTE entered for only one instructional program, resulting in allocation of all undistributed costs to that program; or an implausibly low number of FTE per program, e.g. one FTE for regular education; or dollar amounts entered instead of factors. Correct Procedure: To assure that costs are allocated on a consistent and standard basis, allocation factors should reflect real counts of the teacher FTEs, classroom units (square footage utilized), or pupils transported in all instructional programs operated by the local educational Agency (LEA). Reference: CSAM Procedure 910, Program Cost Accounting

Issue: PCRAF - Allocation factors entered for programs for which there are no direct costs Correct Procedure: Undistributed support costs should normally only be allocated to programs in which direct charged costs are incurred. The PCR/PCRAF should not be used to allocate costs incurred on behalf of other entities, such as charter schools, in lieu of recording them correctly to Goal 7110 in the GL. Reference: CSAM Procedure 910, Program Cost Accounting

Issue: Technical review check (TRC) explanations that are meaningless or otherwise unhelpful, or repetitive use of the same explanation for exceptions (e.g., “will be corrected at 1st Interim”). Correct Procedure: If the data is wrong, the LEA should correct the data before submitting it. If the LEA believes the data is right, the LEA should provide a meaningful explanation of why. Note that revenue and expenditure accounts generally cannot be corrected in the coming year because these accounts are closed out to fund balance at the end of each year. If the data is wrong, it should be


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corrected before submission. Reference: SACS User Guide and TRC instructions

Issue: Indirect cost calculation (Form ICR) – in some cases indirect cost pool expenditures are being recorded incorrectly, resulting in an inappropriate indirect cost rate.

Administrative costs charged entirely to a general administration function when other functions benefit from those expenditures.

Audit costs not charged to the appropriate function.

Abnormal or mass separation costs not excluded from the indirect cost pool.

OPEB costs charged entirely or disproportionately to a general administration function.

Insurance, legal and communications costs charged entirely to a general administrative function.

Communications costs charged almost entirely to Function 8100.

Incorrect use of Function 7700, Centralized Data Processing, for costs other than those of a general administrative nature.

Correct Procedure:

Especially for small school districts and charter schools, administrative costs should be allocated between general administration, board and superintendent (functions 71XX), school administration (Function 2700), and/or other instructional support functions (functions 2XXX), as necessary. For salaries, standard distributions may be used in lieu of time documentation

Audit costs should be charged to either Function 7190 or 7191, depending on whether LEA is subject to federal Single Audit provisions

Abnormal or mass separation costs charged to a general administration function should be excluded by entering the appropriate amount in Part II, Line of the Indirect Cost Rate Worksheet, Form ICR

OPEB expenditures are allocated among all activities in proportion to total salaries or FTEs in all activities.

Bus and food service vehicle insurance should be charged to functions 3600 and 3700, respectively. Pupil insurance should be charged to Function 1000.

Legal costs should be recorded primarily to Function 7100, unless the costs are associated specifically with the business office, purchasing or personnel matters. Settlements should be charged to Function 7100.

Communications costs such as telephone, cell phone, 2-way radio, and internet service should be charged to the functions in which those services are used.


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Costs on behalf of instructional programs should be reported in Function 1000, Instruction or Function 2420, Instructional Library, Media and Technology. Costs should be allocated between agency-wide and instruction and instruction-related functions as necessary. If all data processing costs are initially accumulated in Function 7700, instructional costs should be reclassified to the appropriate function(s) using Object 5710.

References: California Department of Education (CDE) letter dated 12-15-2006, “Indirect Cost and Accounting Changes Effective Beginning 2007-08.” CSAM Procedure 325, Function Classification CSAM Procedure 785, Postemployment Benefits Other Than Pensions CSAM Procedure 905, Documenting Salaries and Wages CSAM Procedure 910, Program Cost Accounting CSAM Procedure 915, Indirect Cost Rate

Issue: Charter school reporting/coding:

Salaries reported without corresponding benefits.

Salaries and corresponding benefits not recorded to the same resource, goal, and/or function.

Management company fees lump-sum charged to one function, such as 7200.

Charter school contracts for “back office” accounting services.

Depreciation expense lump-sum charged to Function 7200 (Fund 62).

Misconception that indirect cost rate does not apply.

Correct Procedure:

Employee benefits should be recorded separately from the associated salary and in one or more appropriate benefit object codes.

Salary and benefits for the same employee should normally be recorded to the same resource, goal, and function.

Charter Management Organization (CMO) fees paid for charter school oversight should also be charged, in part, to those function(s) that best reflect the activity, such as instructional administration (Function 2100), school administration (Function 2700), or pupil services (functions 3000–3999).

Fees paid for fiscal and business services are partially attributable to school administration and should be allocated appropriately. In lieu of a documented distribution, these costs may be charged 70% to school administration and 30% to general administration.


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Depreciation expense should be charged to the functions that benefit from the asset for which depreciation is charged. For example, depreciation on a school building that consists of regular education classrooms should be charged to Goal 1110, Function 1000.

Indirect cost rates are calculated for charter schools that report separately using SACS, even if an indirect cost rate is not used.

References:

CSAM Procedure 325, Function Classification CSAM Procedure 330, Object Classification CSAM Procedure 905, Documenting Salaries and Wages CSAM Procedure 910, Program Cost Accounting CSAM Procedure 915, Indirect Cost Rate

Questions: Financial Accountability & Information Services | [email protected] | 916-322-1770

Last Reviewed: Wednesday, June 1, 2016


AUDIT COSTS – SACS FUNCTION CODE

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Audit Costs – SACS Function Code

California School Accounting Manual 2016 http://www.cde.ca.gov/fg/ac/sa/

Procedure 325 Function (Activity) Classification 7190 External Financial Audit—Single Audit. Annual independent financial audits conducted pursuant

to both Education Code Section 14503 and the Single Audit Act as required for LEAs that expend more than $750,000 in federal funds. Costs in this function are included in the LEA’s indirect cost pool (refer to “Indirect Cost Rate Worksheet,” page 915-12).

7191 External Financial Audit—Other. Annual independent financial audits conducted pursuant to

Education Code Section 14503, where the LEA expends less than $750,000 in federal funds and a single audit is not required.

http://www.cde.ca.gov/fg/ac/sa/

ATTENDANCE FORM

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Attendance Form

PRINCIPAL APPORTIONMENT SOFTWARE

ATTENDANCE FORM

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SACS SOFTWARE FORM A

Funding ADA is based on the following:

• District ADA o Regular ADA (Funding based on P2 – greater of current year or prior year P2) o Extended Year ADA (Funding based on Annual – greater of current year or prior year P2) o NPS ADA (Funding based on Annual – current year) o Community Day School ADA (Funding based on Annual – current year)

• District Funded County ADA o Special Education – Special Day Class (Funding based on P2 – current year) o Extended Year ADA (Funding based on Annual – current year) o NPS ADA (Funding based on Annual – current year) o County Community Schools ADA (Funding based on P2 – current year)

DUE TO/FROM EXAMPLE

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Due to/from Example

SETUP DUE TO/FROM This is what the transfer would look like if it didn’t cross fiscal boundaries: 13-5310-0-4300.00-0000-0000-000-000-000 $50.00 01-0000-0-4300.00-1110-1000-000-000-000 $50.00 However, you need to setup a Due To/From because you can’t move cash between the funds after the last day of the fiscal year. Your Due To/From portion looks like this: 01-0000-0-9319.00-0000-0000-000-000-000 $50.00 13-5310-0-9619.00-0000-0000-000-000-000 $50.00 By combining the Due To/From portion with the original transfer, no cash is transferred between funds. Create a Transfer in the Prior Year. 01-0000-0-9319.00-0000-0000-000-000-000 $50.00 01-0000-0-4300.00-1110-1000-000-000-000 $50.00 13-5310-0-4300.00-0000-0000-000-000-000 $50.00 13-5310-0-9619.00-0000-0000-000-000-000 $50.00

CLEAR DUE TO/FROM Now, it’s the new fiscal year and your Cafeteria fund is paying back the General Fund. Reverse the asset/liability combo above. Please remember to change the object from 9x19 to 9x10. Create a Transfer in the Current Year. 13-5310-0-9610.00-0000-0000-000-000-000 $50.00 01-0000-0-9310.00-0000-0000-000-000-000 $50.00

RE-SETUP DUE TO/FROM (CROSS ANOTHER FISCAL YEAR BOUNDARY) In some cases, a liability may not be paid back during the new fiscal year. This would be the clearing/re-setup journal. Create a Transfer in the Prior Year. 01-0000-0-9319.00-0000-0000-000-000-000 $50.00 (new) 01-0000-0-9310.00-0000-0000-000-000-000 $50.00 (clear) 13-5310-0-9610.00-0000-0000-000-000-000 $50.00 (clear) 13-5310-0-9619.00-0000-0000-000-000-000 $50.00 (new) To clear this transfer, you would follow the Clear Due to/from as shown above.

EDUCATION PROTECTION ACCOUNT

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Education Protection Account

Pursuant to Article XIII, Section 36 of the California Constitution, school districts are required to determine how the funds received from the Education Protection Account (EPA) are spent in the school or schools within its jurisdiction, provided that the governing board makes the spending determinations in an open session of a public meeting. The California Department of Education believes this public meeting could be the annual budget adoption meeting. The language in the constitutional amendment requires that funds shall not be used for the salaries and benefits of administrators or any other administrative costs. (Sample Resolution is in this manual).

There is also a requirement that districts must annually post on its website an accounting of how much funds were received from EPA and how they were spent. (Sample expenditure report is attached in this manual). Please note that in the sample revenue and expenditure report the expenditures are displayed by function code and not by object code.

The language in the constitutional amendment requires that funds shall not be used for the salaries and benefits of administrators or any other administrative costs.


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SAMPLE EPA RESOLUTION

RESOLUTION REGARDING THE EDUCATION PROTECTION ACCOUNT

WHEREAS, the voters approved Proposition 30 on November 6, 2012;

WHEREAS, Proposition 30 added Article XIII, Section 36 to the California Constitution effective November 7, 2012;

WHEREAS, the provisions of Article XIII, Section 36(e) create in the state General Fund an Education Protection Account to receive and disburse the revenues derived from the incremental increases in taxes imposed by Article XIII, Section 36(f);

WHEREAS, before June 30th of each year, the Director of Finance shall estimate the total amount of additional revenues, less refunds that will be derived from the incremental increases in tax rates made pursuant to Article XIII, Section 36(f) that will be available for transfer into the Education Protection Account during the next fiscal year;

WHEREAS, if the sum determined by the State Controller is positive, the State Controller shall transfer the amount calculated into the Education Protection Account within ten days preceding the end of the fiscal year;

WHEREAS, all monies in the Education Protection Account are hereby continuously appropriated for the support of school districts, county offices of education, charter schools and community college districts;

WHEREAS, monies deposited in the Education Protection Account shall not be used to pay any costs incurred by the Legislature, the Governor or any agency of state government;

WHEREAS, a community college district, county office of education, school district, or charter school shall have the sole authority to determine how the monies received from the Education Protection Account are spent in the school or schools within its jurisdiction;

WHEREAS, the governing board of the district shall make the spending determinations with respect to monies received from the Education Protection Account in open session of a public meeting of the governing board;

WHEREAS, the monies received from the Education Protection Account shall not be used for salaries or benefits for administrators or any other administrative cost;

WHEREAS, each community college district, county office of education, school district and charter school shall annually publish on its Internet website an accounting of how much money was received from the Education Protection Account and how that money was spent;

WHEREAS, the annual independent financial and compliance audit required of community college districts, county offices of education, school districts and charter schools shall ascertain and verify whether the funds provided from the Education Protection Account have been properly disbursed and expended as required by Article XIII, Section 36 of the California Constitution;


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WHEREAS, expenses incurred by community college districts, county offices of education, school districts and charter schools to comply with the additional audit requirements of Article XIII, Section 36 may be paid with funding from the Education Protection Act and shall not be considered administrative costs for purposes of Article XIII, Section 36.

NOW, THEREFORE, IT IS HEREBY RESOLVED:

1. The monies received from the Education Protection Account shall be spent as required by Article XIII, Section 36 and the spending determinations on how the money will be spent shall be made in open session of a public meeting of the governing board of ___________________________;

2. In compliance with Article XIII, Section 36(e), with the California Constitution, the governing board of the ___________________________ has determined to spend the monies received from the Education Protection Act as attached.

DATED: _________________, 20_____.

___________________________________ Board Member ___________________________________ Board Member ___________________________________ Board Member ___________________________________ Board Member ___________________________________ Board Member


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Description Object Codes AmountAMOUNT AVAILABLE FOR THIS FISCAL YEAR

Adjusted Beginning Fund Balance 9791-9795Revenue Limit Sources 8010-8099Federal Revenue 8100-8299 ---------Other State Revenue 8300-8599 ---------Other Local Revenue 8600-8799 ---------All Other Financing Sources and Contributions 8900-8999 ---------Deferred Revenue 9650 ---------TOTAL AVAILABLE

EXPENDITURES AND OTHER FINANCING USES Function CodesInstruction 1000-1999Instruction-Related Services

Instructional Supervision and Administration 2100-2150 ---------AU of a Multidistrict SELPA 2200 ---------Instructional Library, Media, and Technology 2420Other Instructional Resources 2490-2495School Administration 2700 ---------

Pupil ServicesGuidance and Counseling Services 3110Psychological Services 3120Attendance and Social Work Services 3130Health Services 3140Speech Pathology and Audiology Services 3150Pupil Testing Services 3160Pupil Transportation 3600Food Services 3700Other Pupil Services 3900

Ancillary Services 4000-4999Community Services 5000-5999Enterprise 6000-6999 ---------General Administration 7000-7999 ---------Plant Services 8000-8999Other Outgo 9000-9999TOTAL EXPENDITURES AND OTHER FINANCING USES

BALANCE (Total Available minus Total Expenditures and Other Financing Uses)

Prepared by:

Education Protection Account Revenue & Expenditures through: June 30, .

Fund 01 (General) - Resource 1400 (Education Protection Account)

SAMPLE EPA REVENUE & EXPENDITURES

TEMPORARY INTERFUND CASH TRANSFER

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Temporary Interfund Cash Transfer

Education Code 42603 states that the governing board of any school district may direct that monies held in any fund or account, be temporarily transferred to another fund or account of the district, for payment of obligations. The transfer shall be accounted for as temporary borrowing between funds or accounts, and shall not be available for appropriation, or be considered income to the borrowing fund or account. Amounts transferred shall be repaid either in the same fiscal year or in the following fiscal year, if the transfer takes place within the final 120 calendar days of a fiscal year. Borrowing shall occur only when the fund or account receiving the money will earn sufficient income, during the current fiscal year, to repay the amount transferred. No more than 75 percent of the maximum of monies held in any fund or account during a current fiscal year may be transferred.

As noted above, Education Code 42603 delineates the requirements regarding temporary interfund cash transfers. Board approval is required before making these transfers. In an effort to facilitate this process, school districts may wish to obtain board approval for the Merced County Office of Education (MCOE) to make the transfers for cash-flow purposes, as the needs arise, based on authorization by the Chief Business Official (CBO), Superintendent, etc. Attached is a sample resolution that may be used for this purpose. This is a recommended procedure and without it, a special board meeting would have to be called every time a transfer is necessary.

Temporary transfers to meet temporary cash shortages in a fund will be processed based on this authorization. However, it will be recorded as a Due To/Due From (sample included in this manual), and the district CBO will notify the Governing Board of the transfer(s) at the next regularly scheduled board meeting. (At a minimum, this notification should consist of a Transaction Report that will be approved and signed by the board and returned to MCOE).

We have attached a sample resolution to assist your district with the temporary cash transfer requirement.

TEMPORARY INTERFUND CASH TRANSFER

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RESOLUTION OF THE GOVERNING BOARD OF

_____________________________ SCHOOL BOARD

In the Matter of Authorizing Inter-fund Loan for )

Cash Flow Purposes ) RESOLUTION NUMBER _________

WHEREAS, the _______________________________ school district administers various funds; and, WHEREAS, the school district occasionally has cash shortages in its segregated funds at the county treasury; and, WHEREAS, Education Code Section 42603 authorizes inter-fund loans to cover such temporary cash shortages; THEREFORE, BE IT RESOLVED that the Governing Board of the ________________________ School district authorizes the District Administration to transfer funds as needed for cash-flow purposes and to repay those transfers as funds become available for the ___________ school year. THE FOREGOING RESOLUTION WAS ADOPTED upon the motion of _________________, seconded by ____________________, at a regular meeting of the Governing Board on the ____day of _________________, 20____ by the following vote: Ayes: _____

Noes: _____

Abstentions: _____

Absent: _____

CONTACT INFORMATION

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Contact Information

MERCED COUNTY OFFICE OF EDUCATION 632 W 13th Street, Merced, CA 95341 www.mcoe.org

District Fiscal Services

Name Title Phone Email

Cecilia Belmontes Director 209-381-6726 [email protected]

Cheryl Kelley Payroll Manager 209-381-6721 [email protected]

Cheryl Phan Senior District Fiscal Services Officer


Dan Silveira Senior District Fiscal Services Officer


Kim Freitas Senior District Fiscal Services Officer


Kim Norrell Fiscal Analyst 209-381-6724 [email protected]

Nicole Hair Fiscal/Payroll Specialist 209-381-6756 [email protected]

Diana Ardans Payroll Analyst 209-381-6720 [email protected]

Ronda Eaton Payroll Analyst 209-381-6723 [email protected]

Sally Alcorn Payroll Analyst 209-381-6722 [email protected]

We are here to assist you with any questions or concerns you may have and thank you for attending the Year End Workshop.

http://www.mcoe.org/


NOTES

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Notes

Documents

MERCED COUNTY OFFICE OF EDUCATIONccsesa.org/wp-content/uploads/2015/08/Merced-2015-16-Year-End-… · INTRODUCTION The Year End Closing manual was prepared to assist the Local Education