USAS FYE Closing Procedures

USAS USAS FYE Closing ProceduresFYE Closing Procedures

North Coast CouncilJune 13, 2013

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Pre-Closing ProceduresPre-Closing Procedures

The following steps must be completed prior to closing for

fiscal year-end.

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EMIS-R/Data CollectorEMIS-R/Data Collector

•The financial data submission process will be done through EMIS-R and will be under district control rather than ITC control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat file, run the data collection process, and submit the data to ODE. (7/1 – 9/30)

•Must be sent to ODE before period 13H closes

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District/Building Financial District/Building Financial DataData

• The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY13.

The Building General Information• Building General Information– Financial (DM) • District General Information—Financial (DD)

are no longer reported to ODE. All elements on these records have been reorganized for inclusion in the Organization General Information (DN) record

Note:

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USAEMSDB - DSTMNTUSAEMSDB - DSTMNT

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Central Office Square Footage and ITC IRN are found in the USAEMSDB program option 1 - DSTMNT

USAEMSDB - BLDMNT USAEMSDB - BLDMNT

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The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option 2.

111111 46,280 10.04 9.27 111112 56,600 11.66 12.56 111113 69,535 12.50 11.27 111114 218,770 30.36 30.19 111115 100,610 24.79 22.34 111116 67,360 10.65 14.37

USAEMSDB - BLDRPTUSAEMSDB - BLDRPT

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A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB option 3 - BLDRPT

VALACTVALACT Should be run to check for any invalid accounts that may

need to be fixed prior to closing for the fiscal year.

All Fatal errors must be corrected prior to closing

Use ACTCHG to possibly correct to valid accounts. ACTCHG should be run in batch and overnight so all users are OUT. NCC should be notified when a batch is created and will be run overnight. Batch time should be 11:00 PM

This program creates a report of invalid accounts with an explanation as to why the accounts are considered invalid◦ WARNING messages will not cause any problems when

trying to run year-end programs like USAEMSEDT or USAEMS

◦ FATAL messages will prevent the USAEMS sequential file from being created

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Possible VALACT Possible VALACT messagesmessages

“Invalid Fund Per Current Blue Book Standards”◦ The Fund is no longer valid in USAS.

WARNING will precede the message if there was no activity against the fund; you can choose to ignore the warning.

FATAL will precede it if there is any activity against the fund; it will cause errors when running USAEMS

Invalid Fund messages are mainly associated with grant funds so if AOS does not assign a new fund number to replace the invalid one, you can FNDCHG it to a miscellaneous account (499/599 with a unique SCC)

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Possible VALACT Possible VALACT MessagesMessages

“Function must be defined at a higher level of detail”◦ The same applies for receipt or object codes◦ The dimension (function, receipt or object

code) is no longer valid in USAS; AOS has defined it to a higher level of detail WARNING will precede the message if no

activity against this code; you can choose to ignore the warning.

FATAL will precede it if there is any activity against the code; need to use ACTCHG to make the necessary updates

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“Invalid object per the current blue book standards. “

◦ The same applies for function or receipts codes◦ The dimension (function, receipt or object

code) is no longer valid in USAS WARNING will precede the message if no

activity against this code; you can choose to ignore the warning.

FATAL will precede it if there is any activity against the code; need to use ACTCHG to make the necessary updates

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“ODE requires SUBJ or IL to be entered for this func/obj in most cases”

◦ according to EMIS requirements (chapter 4 of ODE's EMIS Guide), ODE wants a subject or instructional level on certain types of accounts. Rule of thumb: if it’s a high school or middle/junior high class where teachers teach specific courses, a subject code should be provided. If it’s an elementary, then an instructional level should be provided. However, ODE states that there are cases where this doesn't apply and it is okay in those cases not to provide the subject or IL code. So since it is not enforced, it will display in VALACT as a warning.

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Possible VALACT Possible VALACT messagesmessages

◦ “A Valid EMIS category should be entered for this fund” WARNING will precede this message if “*” entered in the EMIS

Fund Category for a fund that requires an EMIS Category code. Intended for you to verify (double-check) that there isn’t an existing code that should be used. If no proper code exists, the * should be used.

WARNING will also precede message if EMIS Fund Category is blank for a fund that requires an EMIS Category code and there is no activity against this code; Even though a warning, strongly advise to enter a fund category (or an *) to that cash account.

FATAL will precede this message if the EMIS Fund Category is blank for a fund that requires a fund category code and there is activity against this fund. Must enter a fund category to the cash account

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EMIS Fund CategoriesEMIS Fund Categories

Check cash account for EMIS Fund Categories ◦ EMISCAT Report

List all funds and associated fund categories

VALACT◦ Lists errors for invalid fund categories◦ Lists warnings for funds that should have an

EMIS category but don’tEnter (*) if no appropriate code existsMake changes in ACTSCN or USASWeb

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EFM REPORTING – OPU’sEFM REPORTING – OPU’sCheck Operational Units

◦Check IRN and Entity Type◦All OPU’s must be an IRN within your

district◦Use OPUEDT to change; OPULST for

report

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Operational UnitsOperational Units

Check Operational Units◦ Check IRN and Entity Type◦ Use USASWeb/ Operational Units to query all

the OPUS; and make modifications if needed

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EFM_LOCALEFM_LOCAL• Due to the New Expenditure

Standards. SSDT removed the EFM from the Fiscal Year End Procedures.

• EFM has also been removed from the FiscalCD.

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AppropriationsAppropriationsNext Year estimated budgets and

revenues may be entered into the Next Year Proposed fields through APPROP prior to running Fiscal Year-end ADJUST.

Note: Alternatively, IABMASS, IABMNT, or IABLOAD (also part of APPROP) may be used after closing the fiscal year

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AppropriationsAppropriations

NYPINI…NYPINI…clears out anything currently in the next year proposed fields

NYPMASS…NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen

NYPMNT…NYPMNT…enter next year proposed amounts individually

NYPLOAD…NYPLOAD…upload next year proposed amounts via a spreadsheet file

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Accounts Payable Accounts Payable TrackingTracking

Provides ability to track items received this fiscal year but not paid for until after July 1 in the next fiscal year.

The track accounts payable flag in USASDAT/USACON should be set to “Y” if you are using APE

Enter “Received Date” when invoicingWill default to invoice date if not entered

PAYABL report is usually run during the month of August

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Accounts Payable Tracking in Accounts Payable Tracking in USASWebUSASWeb

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Month-end ClosingMonth-end Closing

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Follow normal process of closing out for the month◦ After all transactions have been entered, reconcile

USAS with the bank◦ BALCHK totals should be in balance

Ensures all underlying accounts are in balance with the associated cash account

◦ Current encumbered from BALCHK should balance with PODETL

◦ Cash Reconciliation from USAEMSEDT should balance with FINSUMM

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Month-end ClosingMonth-end Closing◦FINSUMM needs to balance with FINDET

Figures are coming from 2 completely different areas FINSUMM pulls amounts from the account file FINDET pulls amounts from the detailed transaction

files

If the 2 do not balance, means something did not get completely updated during processing

◦Run SM2 CALC option if tracking SM2 figures Review report for accuracy Optional – also runs automatically as part of

ADJUST

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◦ Generate any month-end reports desired◦ Minimum reports recommended are:

BUDSUM, APPSUM, and REVSUM Detailed PODETL FINSUMM & FINDET RECLED Detailed CHEKPY Cash Reconciliation (USAEMSEDT)

◦ May be generated via MONTHLYCD Generates standard set of monthly reports Can be made available via secure web site Can be archived to CDRom

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Fiscal Year-end ClosingFiscal Year-end Closing

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June 2013

Fiscal Year-end ClosingFiscal Year-end Closing

Complete rest of USAEMSEDT options◦Each option must at least be entered

and exited even if there is nothing to enter

◦Each data entry option has the ability to generate a report Can be very useful to generate the report to

see what has been carried over from the prior year for each option

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USAEMSEDT ProcessingUSAEMSEDT Processing*** Main Menu ***

1 - Cash Reconciliation 2 - Federal Assistance Programs - Summary 3 - Federal Assistance Programs - Detail 4 - Civil Proceedings 5 - Exit Program

***System Manager Only*** 6 - Change flags

Enter option < 5>: _

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Option 1 - Cash Option 1 - Cash ReconciliationReconciliation

Enter all Bank and ending balances

Enter any deposits in transit

Enter outstanding checks

Enter any adjusting entries

List investments◦ Bonds & notes◦ CD’s◦ Securities◦ Other investments

List cash on hand (ex: petty cash)

Output file = CSHREC.TXT

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Option 1 - Cash Option 1 - Cash ReconciliationReconciliationFigures entered must balance with the

Current Fund Balance as reported on the FINSUMM◦ Not in balance if the following is displayed

when exiting option 1

◦ USAEMS will generate error if not in balance

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Total entered in option 1Total entered in option 1

Total on the account fileTotal on the account file

Option 2 – Summary Federal Option 2 – Summary Federal Assistance ProgramsAssistance Programs

FEDSUM.TXT Federal Assistance Summary Asks the following information:

Source Document – FINSUMM for federal funds only, plus any other federal assistance received

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Option 3 – Detail Federal Option 3 – Detail Federal Assistance ProgramsAssistance Programs

FEDDET.TXTContains an initialization option

◦ Deletes prior year information for 5xx funds◦ Creates new records based on current year

figures found on the account file for 5xx funds◦ CFDA # for each record created will need to be

entered◦ Records for any funds other than 5xx will also

need to be manually entered or updated

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Option 3 – Detail Federal Option 3 – Detail Federal Assistance ProgramsAssistance ProgramsSuggested Source Documents

◦ODE Web site summary report of amount of Federal Contributions received from ODE

◦CFDA #’s are listed on the printout from the ODE website and are in AOS USAS Manual

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Option 4 – Civil Option 4 – Civil ProceedingsProceedings

CVLPRC.TXT

Enter data for any law suits during reporting period

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USAEMSUSAEMS

◦Extracts data from the USAEMSEDT and USAEMSDB programs and stores it in a flat-file layout that can be loaded into EMIS-R

Will check that all necessary funds are coded with a valid EMIS Fund Category

Checks that Cash Reconciliation balances Output data will be stored on a

USAEMS_EMISR.SEQ file Fiscal agents for ITC’s… waiting to hear back

from ODE regarding possible changes…

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USAEMSUSAEMS

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USAEMS - Extract financial data into EMIS-R detail file format.

Are you extracting for an Information Technology Center? (Y,N,?) <N> _ District IRN: 999999District Name: SAMPLEVILLE SCHOOLS

Is this correct? (Y,N,?) <Y> _ Enter Fiscal Year: <2013> ____ Continue, Re-enter, or Exit? (C,R,E,?) <C> _ Processing, please wait!

EMIS-R output file is USAEMS_EMISR.SEQ

Processing Completed!

USASAUDUSASAUD

Run the USAS Auditor Extraction program◦ Extracts information from the account, vendor, check,

and receipt data files for auditing purposes Creates ACCTAUD.SEQ, VENDAUD.SEQ, & TRANAUD.SEQ files Also creates FINSUMM report by fund

◦ Answer “Y” to “Send data to AOS now”; Sends above files electronically to AOS via email

◦ Also creates ACCTAUD, VENDAUD, TRANAUD text files Details information sent to AOS via the sequential files

◦ Send email to other entities

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USASAUDUSASAUD

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Fiscal Year-end ReportsFiscal Year-end ReportsGenerate all fiscal year end reports:

This is a list of the minimum report listings recommended for retention on a fiscal basis for USAS users:

USARPT/BUDSUM using YTD (or split) Budget Summary – All funds

USARPT/APPSUM using YTD (or split) Appropriation Summary – All funds

USARPT/REVSUM using YTD option Revenue Summary – All funds

Detailed PODETL – Purchase Order Detail Report for Outstanding PO

FINSUMM and FINDET reports RECLED Reports – all funds, all options Detailed Check Register for the Month Cash Reconciliation Report using the cash rec (option 1) of the

USAEMSEDT.41

Fiscal Year EndFiscal Year EndOnce USAEMSEDT and USAEMSDB data

is entered and verified, run USAEMS

USAEMS must be run before you ADJUST

Email NCC when routine is completed◦Wait for verification before continuing

◦Don’ forget – you will need upload the USAEMS file into the EMIS-R Data Collector (cover in post processing)

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ADJUST ProcessingADJUST ProcessingBefore you run ADJUST

No other programs should be running and all users should be logged off the system or at a menu prompt

Do not run in backgroundMYUSERS will display users in USAS

and USASWeb

Run ADJUST twiceMonth Ending JuneYear End(choose F for fiscal year)

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ADJUSTADJUSTWhat routines run during adjust?

Fiscweb Monthly Files Copy,Monthly Web Reports Copy -

Wait for email that reports copied before continuing

Month-End AdjustUSASAUD CompletesFiscal Files Copy into History

Email NCC when this completesWait until you receive acknowledgement from

financial before continuing

FISCAL CD CopyWait for email that reports copied before

continuing

◦Fiscal Year End Adjust44

Fiscal Yearend ADJUSTFiscal Yearend ADJUSTAccounts

◦ Amounts moved to USAHIST file◦ Current fund balance moved to July 1st Cash Balance◦ Future Year Encumbered added to Future

Encumbered then cleared◦ Future Year Requisitioned added to Requisitioned Amt

then cleared◦ Next Year Proposed moved to Initial Budget/Rev. and

then cleared◦ Current encumbrances moved to Carryover

Encumbrances◦ Fiscal-to-date amounts cleared◦ Calculated fields recalculated◦ GAAP Original fields set to new expendable/receivable

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Fiscal Yearend ADJUSTFiscal Yearend ADJUST

Vendors◦ Fiscal-to-date amount cleared

USASDAT/USACON◦ Current Fiscal Year updated◦ SM2/ADJUST monthly access flags cleared◦ IF you have run SM2CALC prior to running

ADJUST, and changes are made, be sure to re-calculate so that the correct amounts are on the Web Reports. Once the calculate option is run, Adjust will not re-calculate the SM2

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Post-Closing ProceduresPost-Closing Procedures

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EMIS-REMIS-R

The financial data submission process will be done through EMIS-R and will be under district control rather than ITC control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat file, run the data collection process, and submit the data to ODE.

Must be sent to ODE before period 13H closes

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Capital AssetsCapital Assets

Compile your capital assets information◦ EIS DISTRICTS

Follow the “EIS Closing Procedures” handout through running EISEMS and uploading the data into EMIS-R

◦ NON-EIS DISTRICTS Enter your capital asset information into EMIS-FFE and upload

file to EMIS-R https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login

Must be to ODE before 13H period closes

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Not using EIS (Inventory)Not using EIS (Inventory) For districts who DO NOT use EIS for their capital

assets, information will be entered into EMISFFE (EMIS Flat File Editor)

Please refer to the “Capital Asset Reporting for Non-EIS Districts” handout for more information

Procedure ◦ Add new capital assets records◦ Export your data file and upload into the Data Collection◦ Process and Submit for EMIS

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GAAP ConversionGAAP Conversion

Run USAEXP/GAAP_EXP option to create necessary files for GAAP reporting◦ Can be run either before or after closing

out

◦ Creates file (GAAPEXP.TXT) to be uploaded into WebGAAP

◦ Emails GAAPEXP.TXT to specified email address for uploading into WebGAAP

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USAEXP/GAAP_EXPUSAEXP/GAAP_EXP

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Access to Web-GAAP Access to Web-GAAP (handout)(handout)Notify fiscal support to set up

district or auditor access◦Access now assigned by FISCAL YEAR

Update (9 month) or Read-Only Access

◦Auditor must currently have AOS account for us to assign access to your district files. If they do not currently have an account: AOS staff will need to contact AOS Independent Auditor – Notify NCC to have

SSDT create an account

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WEB – GAAP Cash Legacy Reports

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•Legacy Cash Reports

To Create Reports :•Contact NCC to obtain Web-GAAP account •Reference Legacy Reports on Web Documents•Run USAEXP Data Export and load into Web-GAAP•Documentation on GAAP WIKI

WEBGAAPWEBGAAP

GAAP URL

https://gasb34sys.auditor.state.oh.us/gaap

GAAP Wiki

http://gaapwiki.oecn.k12.oh.us/index.php?title=Main_Page

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