FISCAL YEAREND

2008

1

New Hire Reporting Changes Required modifications to USASCN/VENSCN

Hire Date Changed to Date Payments Begin

New Field added for Last Reported Date

New Field added for Length of Contract in Months

The New Hire SSN field can now contain the FEIN

2

Audits Report Updated to show changes to new fields

The Vendor1 report will now display new fields

VENHIRE programs, options and reports have been updated to handle new reporting requirements

3

Changes Made to the USASWEB Configurations/Preferences Module now Audited

The Configurations Module will now enforce the correct format of requisition numbers

GAAP Original Amounts Moved from the 2nd screen to the 1st screen

4

A warning was added to VALACT that will state that Fund 588 is being removed after fiscal year 2008

An error was being generated when attempting to use same invoice number for multiple items on a purchase order when using Autopost/Other. This has been corrected.

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The following steps must be completed prior to closing for fiscal year-end.

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◦ The Building Profile and Central Office square footage should have been entered Prior to May 30, 2008.

◦ Building profile information entered in EMSFCN/EMSMBP or EMSGCN/EMSMBP* Building square footage Bussing %’s (use T1 report) Lunchroom %’s (use CN-7 report)

◦ Central office square footage entered in EMSFCN/EMSMDR or EMSGCN/EMSMDR*

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*Available on EMIS Web Application

Check Operational Units◦ Check IRN and Entity Type◦ Use OPUEDT to change; OPULST for report

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◦ Run EFM_LOCAL to generate EFM reports Select “U” to use USAS data

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U = USAS data instead of EMIS

data

Same format used by ODE

Ensure Building Expenditures report (EFMRP1) looks reasonable

Use Inclusion and Exclusion reports, to verify totals as needed on EFMRP1

Reports are ESTIMATES only at this point◦ ADM will change and affect prorations done

See EFM Handbook”. for specifications on ODE website

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exclusions = expenditures not related to pupils; detailed on the exclusion reports (detailed & summary)

Total should match FINSUMM

Takes the totals shown on the EFMRP1 (total expenditures as seen on Takes the totals shown on the EFMRP1 (total expenditures as seen on previous slide) divided by the ADM for each individual building as well as previous slide) divided by the ADM for each individual building as well as the district as a whole to come up with the expenditures per pupil.the district as a whole to come up with the expenditures per pupil.

Calculating what % of the total expenditures for the building is made up of Calculating what % of the total expenditures for the building is made up of administration, operations support, pupil support, etc. Takes the sub-total for administration, operations support, pupil support, etc. Takes the sub-total for

each category on EMSRP1 divided by the total expenditures for the buildingeach category on EMSRP1 divided by the total expenditures for the building ..

VALACT should be run to check for any invalid accounts that may need to be fixed prior to closing.◦ ACTCHG or FNDCHG can be used to correct invalid

accounts◦ Warnings on required SUBJ or IL should be

reviewed and the account corrected if appropriate. Review Chapter 4 of the EMIS Manuel for questions concerning SUBJ or IL

◦ Warnings associated with accounts for an invalid account with zero amounts can be ignored These accounts can be deleted once DELACT determines

that they are able to be deleted.

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VALACT◦ Lists errors for invalid fund categories

Change on March release: If the cash account has all zero dollar amounts, it will issue a warning. Otherwise, it will issue a fatal error

◦ Lists warnings for funds that should have an EMIS category but don’t

EMISFCAT report◦ Lists all funds and associated fund category

Enter * in CASHSCN if no appropriate code exists

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Hitting F7 will display available codes for the current fund. Can also be found in Chapter 5 of the EMIS Guide. No updates since last year.

Hitting F7 will display available codes for the current fund. Can also be found in Chapter 5 of the EMIS Guide. No updates since last year.

Next 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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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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Track Accounts Payable flag in USASDAT should be set to “Y”.◦ APE still uses this however, USASWEB/AP

Invoice does not look at this flag◦ Recommend that districts leave this flag set to

“Y” year-round◦ Provides the ability to track items received this

fiscal year but not paid for until after July 1 in the next fiscal year. PAYABL report usually run the month of August

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May begin to enter data into 4502 options 1 through 9

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Follow the 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 amounts from the BALCHK should balance with the amounts reported on the PODETL

Cash Reconciliation from 4502 should balance with FINSUMM

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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

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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 (4502 Option1)

◦ Most reports are generated via MONTHLYCD**Can be used to archive to a CD

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Complete any of the 4502 data entry options that have not been completed (options 1–9)

◦ 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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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 = 4502CR.TXT

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Figures 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

◦ Calculate option will not run if not in balance Will state: “User must process Cash Reconciliation data

before Calculating”

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Total entered in option 1Total entered in option 1

Total on the account fileTotal on the account file

Statement J / 4502BO.TXTEnter amount due at the beginning of the fiscal

yearEnter total redeemed

Suggested source = board minutes

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Statement K / 4502SN.TXT Enter amount being paid by the district

during the fiscal year being reported Used for GAAP statements

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Statement L / 4502LN.TXT Enter the amount to be re-paid by the district outside the fiscal year being reported

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Statement M / 4502RM.TXT Add all bonds, notes, and state loans together to enter one

dollar amount per year◦ Fiscal year

(starting with next fiscal year)◦ Total principal◦ Total interest

Source documents◦ Statement M from the

previous fiscal year◦ Board minutes for new issues

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Statement N / 4502MD.TXT

Enter Tax Valuation Assessed/Tax Receipts/Other Enter Tax Rates

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Real Property Assessed As of 6/30 of year prior to

reporting year

Personal Property Assessed As of 6/30 of reporting year

Source Documents Tax Duplicate Rate History

from your County Auditor Tax Receipts are from the

settlement sheets received from the County Auditor

ADM,#Employees-for St. S

Assessed = Millage rate assessed against taxable table

Adjusted=Tax rate adjusted for Tax Reduction Factors and Homestead/Rollback◦ R/A=Residential/

Agricultural◦ C/I=Commercial/Industrial

Source is the county auditor

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4502FS.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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4502FD.TXT Contains 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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Suggested 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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Statement R / 4502CP.TXT

Enter data for any law suits that are pending against the district

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Uses the following to accumulate and calculate totals for the statements and schedules:◦ All data entered in options 1-9◦ FTD estimated and actual expenditures and

receipts◦ Cash Balances◦ Encumbrances

Builds sequential file 4502.SEQ Warnings and errors may be generated

◦ Warnings can be ignored, errors must be corrected and option 10 re-run

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Option 11…generates unrounded version of the reports◦ Generated from the

4502.SEQ file 4502.TXT 4502SC.TXT

Summary Combining Statements for Ex 2&3

2 Copies Recommended

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Option 12…optional reports◦ Budget vs. Actual

worksheets Should be printed if

on GAAP◦ Summaries of

Exhibits 4 and 5 Requested by

auditors◦ 4502SR.TXT

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Option 13… provides the ability to individually print selected exhibits and statements from the full report

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Option 15…generates rounded version of the report◦ Generated from the

4502.SEQ file 4502TAP.TXT 4502TSC.TXT

Summary combining statements for Ex 2&3

2 Copies Recommended

◦ Extracts data from various USAS files and puts it into EMIS file layouts

Extracted from the account, OPU, and 4502 data files Accounts extracted based on “Include SM1/SM2” flag in

CASHSCN Will check that all necessary funds are coded with a valid

EMIS Fund Category

Stored on USAEMS.SEQ file

Email fiscal@mveca.org once USAEMS has been complete so that we can load your file into EMIS and submit your 4502

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4502 data is then reported via EMIS reporting

◦ Reporting period H

◦ July 25th deadline

◦ September 26 Last Processing of Period H

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Run the USAS Auditor Extraction program◦ Answer “Y” to “Send data to AOS now”; ◦ Sends TRANAUD.SEQ and 4502 Exhibits 2 & 3

electronically to AOS via email◦ Extracts information from the account, vendor, check, and

receipt files for auditing purposes Creates ACCTAUD.SEQ, VENAUD.SEQ, and

TRANAUD.SEQ as well as the ACCTAUD, VENAUD, and TRANAUD text files

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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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CPA firm may also request you to email your 4502 in PDF format◦ At your MENU> prompt, enter:

VFC2PDF 4502.TXT 4502.PDF◦ File Transfer the .PDF file to your PC.

Using Reflections to file-transfer, you must use “image” option for .PDF files

Using WS-FTP to file-transfer, you must use “binary” for PDF files

Using Fetch (MACs) to file-transfer, you must use “Automatic” for .PDF files

◦ Access your email and attach the .PDF to your email message

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Generate any fiscal year-end reports desired

Run USAS_FYBCK (Users may not access USAS files during the backup procedure-including certain payroll screens) Do Not Proceed until this is accomplished

Run FISCALCD (before adjust)

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Run ADJUST selecting month-end option answering Y to run MonthlyCD (Verify Reports are there before proceeding)

Run ADJUST again selecting Year-end and Fiscal options answering N to run MonthlyCD

Ready to begin processing for FY2009

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Answer Y when adjusting Month and N when adjusting Year End

Accounts◦ 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 Future Req. 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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Vendors◦ Fiscal-to-date amount cleared

USASDAT/USACON◦ Current Fiscal Year updated◦ SM2/ADJUST monthly access flags cleared

4502◦ Bonds and Short & Long Term Notes

information reset Beginning Amount set equal to Ending Amount New Issues and Amount Redeemed cleared

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Questions?

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