Required SCO Reports Year End SCO Report Requirements from a CSU Perspective

Required SCO ReportsYear End SCO Report Requirements from a CSU Perspective

Agenda

Required SCO Reports

Important Dates for Year End Files and Documents

Report Submission and Compliance

SCO and CSU Contacts and Resources

Submission of GAAP Adjustments


List of Required SCO Reports for Year End Report 1 - Report of Accruals to Controller’s Accounts Report 2 - Accrual Worksheet Report 3 - Adjustments to Controller’s Accounts Report 4 - Statement of Revenue Report 5 - Final Reconciliation of Controller’s Accounts

with Final Budget Report Report 7 - Pre-Closing Trial Balances Report 8 - Post-Closing Trial Balances Report 9 – Analysis of Change in Fund Balance (Statement of Operations) Report 14 - Report of Bank/Savings and Loan Association Accounts Outside

of the Treasury System Report 15 - Reconciliation of Agency Accounts with

Transactions per State Controller Report 18 - Statement of Changes in General Fixed Assets Report 19 - Statement of General Fixed Assets Report 20 - Statement of Financial Condition Report 22 - Statement of Contingent Liabilities


How Does the CSU meet the SCO’s Year End Report Requirements (legal basis)

– Campus SAM 99 Electronic File Created in PeopleSoft FTP’d to the SCO when FIRMS submission is

accepted by the CSU CO

– Campus Hardcopy Report Package Created manually Templates and Forms are available on line Mailed or Hand delivered to the SCO

– Systemwide Reports by State Fund for Non-governmental Cost Funds Prepared manually from FIRMS database by the CO


SAM 99 FileSatisfies these SCO Report Requirements for Governmental Cost Funds & G.O. Bond Funds

Report 1 - Report of Accruals to Controller’s Accounts Report 2 - Accrual Worksheet Report 4 - Statement of Revenue Report 5 - Final Reconciliation of Controller’s Accounts

with Final Budget Report Report 7 - Pre-Closing Trial Balance Report 8 - Post-Closing Trial Balance Report 15 - Reconciliation of Agency Accounts with

Transactions per State Controller


SAM 99 FileCreated in PeopleSoft Each Campus has a unique File Name


SAM 99 FileGeneral Fund should have NO ACCRUALS


SAM 99 FileGeneral Fund should have NO ACCRUALSOperating Expenditures DR = Fund Balance Clearing CR


Record count: 3,436

Record Amounts: -319,462,271.42

SAM 99 FileOn the last page is the Record Count & Record Amounts, These numbers are recorded on the e-mail to SCO


SAM 99 FileFTP’d to Teale Data Center/SCO when FIRMS is accepted by the CSU CO (WS_FTP Pro example)


SAM 99 FileFTP’d to Teale Data Center/SCO when FIRMS is accepted by the CSU CO (WS_FTP LE example)


SAM 99 FileReminders:

• Do test submissions, May 19 – June 19• Send a notice of submission to the SCO

using the specified format.• Make sure you have received an e-mail

acknowledgment of a clean submission from the SCO.

• Coordinate with the SCO first before resubmitting production file.

• SAM99 must agree with FIRMS.


Hard Copy Report Package Certification Letter

– Use the SCO’s approved format– Each fund must have a separate certification letter– For funds where data sent electronically, indicate that financial

information is included in the SAM 99 file. For reports required in hard copy form, list the form number and description.

Report Table of Contents– Report 3 - Adjustments to Controller’s Accounts, if needed - by

state fund– Report 14 - Report of Bank/Savings and Loan Association

Accounts Outside of the Treasury System –a special report including all applicable funds

– Report 18 - Statement of Changes in General Fixed Assets by funding source


Hard Copy Report Package (continued)– Report 19 - Statement of General Fixed Assets – all funding

sources– Report 22 - Statement of Contingent Liabilities, if needed - by

state fund

For Campuses that have SCO Funds 0890 and 0942 Report 7 - Pre-Closing Trial Balances

same as SAM 7 Pre Close NEW FOR 2009: column listing the general

ledger account numbers should be captioned GLAN (for General Ledger Account Number)


For Campuses that have SCO Funds 0890 and 0942 (cont.)

Report 8 - Post-Closing Trial Balances same as SAM 7 Post Close

Report 9 - Analysis of Change in Fund Balance (Statement of Operations)

Report 20 - Statement of Financial Condition


Report 3 Adjustments to Controller’s Accounts


Report 3 If needed, submit on Controller's special computer

printout (State Form 576) which is mailed to campuses A summary statement by appropriation and program

must be prepared The adjustments are to be numbered These numbers will correspond to an attachment which

gives a brief explanation of the reason for each adjustment

This explanation must disclose the reason or nature of the error; not just a restatement of the correction

Do not submit letters to the Controller's Office which have been written about these adjustments


STATE OF CALIFORNIA

STD. 445 (REV. 6-98) (1) (5)

Please return to:State Treasurer's Office (2) (6)

Securities Clearance SectionP.O. Box 942809 (3) Brief description and purpose of account.

Sacramento, CA 94209-0001 (4) Name and address of depository and branch.

DEPARTMENT NAME AND ADDRESS FOR FISCAL YEAR ENDED

California Maritime Academy - 6752 PO Box 1392, Vallejo, CA 94590-0644 June 30, 2006

(2) (4) (5)

AUTHORITY

Federal Perkins Loan Account Title 34, Code of

California Maritime Academy Federal Regulations

9429900096

California Maritime Academy

7020012948 DOF Approval

03/08/96

California Maritime Academy Title 5 Education Code

Sub Account 200220 Section 89721

California Maritime Academy Title 5 Education Code

Sub Account 200220 Section 89721

California Maritime Academy DOF Approval

1436-9-80713 04/06/99

555 Capitol Mall, Ste. 265

SIGNATURE TYP E OR P RINT NAME AND TITLE TELEP HONE NUMBER DATE SIGNED

(707) 654-1038 07/23/2006

$0.00

$565,986.95

$0.00

$116,199.24

Government Services #1436

$71,957.73

11440 San Vicente Bl., 3rd Fl.

Los Angeles, CA 90049

Bank of America

11440 San Vicente Bl., 3rd Fl.

Los Angeles, CA 90049

Met West

PO Box 7104

San Francisco, CA 94120-7104

Met West

Union Bank

Government Services

FFELP Program

First Bank of Calif. - Vallejo

116 Springstowne Center

Vallejo, CA 94591

Investment

Investment

Credit Card Deposits

Account

Transfer funds for

investment

Account

Zero Balance

Short Term

Account

Total Return

PURPOSE

(1) (6)(3)

BANK/SAVINGS & LOANACCOUNT TYPE BALANCE

REPORT OF BANK/SAVINGS AND LOAN ASSOCIATION ACCOUNT OUTSIDE THE TREASURY SYSTEM

Date of Department of Finance approval (Govt.bank/savings and loan statement.

State type of account (savings, checking, certificate of deposit, etc.).

Book balance of account as of June 30.

Code 16305.3) or citation if authorized by statute.

This report will be required of all State agencies. If no account exists, submit report noted "No accounts outside State Treasury." Any account in which State money is deposited, as defined by Government Code 16305.2, and which is not in the centralized State Treasury system will be included in this report.

Account title and number appearing on

ACCOUNT TITLE AND NUMBER

Checking

Zero Balance

I certify (or declare) under penalty of perjury that the foregoing is true and correct and that I have not violated any of the provisions of Article 4, Chapter 1,

Mark Nickerson, Vice President Business Affairs

Sacramento, CA 94814

Report 14 Report of Bank and/or Savings Accounts Outside of the State Treasury System


Report 14 Instructions are included on the form Include campus agency number and name Include Zero Balance Accounts Be sure to include Wells Fargo and US Bank (SWIFT) “Authority” Column

– Cite the specific State Code or DOF approval date– All citations will be verified/audited – Education Code Section 89721

“Purpose” Column– Provide detailed information to support authority for account– WFB Purpose - Deposit and Disbursement– US Bank Purpose - Investment


Report 18 Statement of Changes in General Fixed Assets


Report 18

A separate report must be prepared for each fund.

Beginning balances must agree with the previous year's ending balances.

A footnote must be provided if an adjustment to the beginning balance is needed, refer to report instructions for further details.

Ending asset balances are debit amounts and ending accumulated depreciation amounts are credit balances.

Additional information regarding reports 18 and 19 are contained in the Year End Reporting Instructions section 5 part D.


Report 19 Statement of General Fixed Assets


Report 19

Total of all general fixed assets of the agency must be reflected in the report.

Ending balance must agree with the total ending balances on Report

No. 18. The total ending balances for each campus should agree with the

capital assets amount in the campus GAAP reporting package, and the total ending balances for all campuses and the CO should agree with the capital assets amount in the CSU systemwide consolidated financial statements. The SCO will require explanation for any differences between Report 19 and audited financial statements.

Additional information regarding reports 18 and 19 are contained in the Year End Reporting Instructions section 5 part D


Reports 18 and 19 Additional Information

Year End Reporting

Instructions

on CO SFSR Web Site


Report 22 Statement of Contingent Liabilities Campuses must report contingencies for Federal audit exceptions,

other audit exceptions and pending litigation. Amounts on this report are not reflected in any general ledger

accounts.


RMP’s Impact on SCO Reporting

We must still comply with Year End SCO Report Requirements.

More and more activity will move to state fund 0948 (except the G.O. capital outlay funds).

SAM99 General Fund

– There should be No Accruals in General Fund, unless the Federal economic stimulus funds are provided to CSU in the form of additional state appropriation before June 30.

Important Dates: Information from the SCO

Date Files from SCO to CSU

May 12, 2009 * Prior Year Accrual SummaryLoad into PS as soon as it’s available

Check “Accr Rev Tape” box on SAM99 Run Control

Run SAM99 with “Accr Rev Tape” box checked thru year end

June 26, 2009 * June Pay File

July 2, 2009 * June SAM99 File

* Anticipated Dates

Important Dates: CSU to SCO

Date Files/Documents from CSU to SCO

June 15, 2009 PFA’s and Claims RECEIVED by the SCO on or before this date will be processed for 08/09.


Year End Reports - SCO Due Dates General Fund: July 31, 2009

CSU Perspective SAM99 File Submit your SAM99 file to the SCO after your FIRMS

submission has been accepted by the CSU CO on or before July 15, 2009

– Electronic Submission of your SAM99 File satisfies most reporting requirements for Governmental Funds

– Files are considered “Received” by the SCO when they are readable and able to be downloaded into the SCO’s systems


Year End Reports - SCO Due Dates Other funds/reports: August 20, 2009

CSU Perspective Hardcopy Report Package

Submit your Hardcopy Report Package - before July 31, 2009 (CO may need the information for consolidation)

Recommended CSU Strategy… Follow the CSU Year End Check List - Campus

Management reviews this information before you submit your FIRMS file to the CO

Assemble the final package and submit shortly thereafter - ahead of SCO deadline

Summary of Due Dates

CSU Year-end Reporting Schedule, 2009

Requirements for the UniversityReport Description Due Date

FIRMS submission, 4th Qtr, Pre and Post 07/15/09SAM 99 and other reports to the SCO 07/31/09GAAP adjustments for the SCO (submitted to the CO) 09/30/09GAAP reporting package 10/15/09FIRMS GAAP submission, final version 11/06/09

Requirements for Auxiliary OrganizationsReport Description Due Date

FIRMS submission, legal basis 07/31/09Audited financial statements with supplementary Schedules 09/30/09IPEDS data submission, GAAP basis 10/30/09

Report Submission

SAM99 Electronic SubmissionFTP Setup - Each campus has its own UserID

WS_FTP LE example WS_FTP Pro example

Report Submission

SAM99 Electronic SubmissionFTP Setup - Each campus has its own Remote Site Folder


Report Submission

SAM99 Electronic SubmissionFTP Setup - site recfm=fb lrecl=202 blksize=20200

retpd=15


Report Submission

SAM99 Electronic SubmissionTransfer Set-up (WS_FTP Pro only)

Report Submission

SAM99 Electronic SubmissionAdvanced Set-up

Report Submission

SAM99 Electronic SubmissionAdvanced Set-up (cont. for WS_FTP Pro only)

Report Submission

SAM99 Electronic SubmissionWhen your SAM99 is FTP’d to the SCO/Teale Data Center, notify these individuals/entities via email:

– Rod Renteria [email protected]

– Esther Setser [email protected]

– Carl Walker [email protected]

– Vivian Vo [email protected]

– [email protected]– [email protected]– [email protected]

Report Submission

SAM99 Electronic SubmissionYour email message must include these elements: Email Subject must state

– SAM99 SUBMISSION FOR AGENCY ####Body of the email must include Agency Name and Number Campus Contact Name, Email address and Phone

Number SAM99 File Data

– Data File Name In this format - FISCAL.MMDDYYA.AGYACR MMDDYY represents the date you are sending the file to the

SCO – Proof Total From the SAM99 printed report – Record Count From the SAM99 printed report

Report Submission

SAM99 Electronic Submission Example - Notification email **

** When sending test submissions be sure to note “Test” in the subject line & in the body of the message. Example: ****TEST****SAM99 Submission for Agency 6620****TEST****

Report Submission

Hardcopy Report Package Submission to SCO

Mail to:State Controller’s OfficeDivision of Accounting and ReportingState Government ReportsPO Box 942850Sacramento, CA 94250-5872 Note the change in the zip code

Hand Deliver to:State Controller’s OfficeDivision of Accounting and ReportingState Government Reporting3301 C Street, Suite 700Sacramento, CA 95816-3301

Report Submission

Hardcopy Report Package SubmissionWhen you prepare your Hardcopy Report Package…

Be sure to follow Report Package Guidelines Report Binding Table of Contents and Page Numbering Certification Letter Font Size Prescribed presentation of transaction amounts,

State GL’s and Debits and Credits

Report Submission

Hardcopy Report Package SubmissionReport Package Guidelines, Detailed Instructions, Checklist, Certification Letter and Table of Contents templates as well as most Report Forms and prototypes can be found at…

http://www.calstate.edu/SFSR/Y-E-R_Instructions/2008-2009/index.shtml

Compliance

If you cannot comply with due dates, contact:

– Vivian Vo 916-324-8606 – Roberta McNiel 562-951-4668

Revisions to Y/E reports should be submitted by September 30, 2009

– After this date, please contact:– Jocelyn Roubique, 916-322-4671

NOTE: Revisions should be sent on a hardcopy Report 1 or Report 3, not a new SAM99

SCO Contacts and Resources

Section ManagersSection Managers– Jocelyn Roubique (Legal Reporting)

[email protected] 916 322-4671

Julie Talbot (GAAP Reporting) [email protected] 916 324-8366

SCO Contacts and Resources

Other SCO StaffOther SCO Staff Jutta Wiechec, SupervisorJutta Wiechec, Supervisor

[email protected]

916 322-7516

– Sherri L Noss, Specialist [email protected] 916 323-2359

– Vivian Vo, Fiscal Analyst [email protected] 916 324-8606

CSU Contacts and Resources

Chancellor’s Office Chancellor’s Office – Roberta McNiel

[email protected] 562 951-4668

SAM99 FTP Issues Lorissa Cheney

– [email protected]– 562 951-4626

– http://www.calstate.edu/sfsr/

Finance User Group (FUG) Year End Conference Finance User Group (FUG) Year End Conference CallsCalls

– Every Friday 11:00A to 1:00P Beginning June 19, 2009

Submission of SCO GAAP Adjustments

Reminders about SCO GAAP Adjustments:

– A template will soon be provided.

– GAAP adjustments submitted to the SCO are adjustments to the current year legal-basis amounts in order to arrive at the GAAP-basis amounts.

– Do not worry about reversal of prior year GAAP accruals included in last year’s GAAP adjustments to the SCO. The SCO will do the reversal.