Financial accounting and reporting manual San Diego County Ofϐice of Education 6401 Linda Vista Road , Room 609 San Diego, CA 92111-7399 http://www.sdcoe.net Business Services Division District Financial Services Financial Accounting and Reporting June 2014
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Financial accounting and reporting manual Accounting and Reporting Manual Web Resources Quick Links William Pickering Financial Accounting and Data Support Manager 858- 292-3668 Lydia
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Financial accounting and reporting manual
SanDiegoCountyOf iceofEducation6401 Linda Vista Road , Room 609
San Diego, CA 92111-7399 http://www.sdcoe.net
Business Services Division District Financial Services
Financial Accounting and Reporting June 2014
i.
INTRODUCTION
Welcome to the annual workshop for accounting personnel
and small school districts.
We wish to acknowledge and thank the following for their
contributions:
California Department of Education
School Services of California
Beginning with the 2008 Edition, we eliminated the use of
specific fiscal years in most of our examples. The following
terms are used to apply to a specific fiscal year:
Prior Prior Fiscal Year (PPY) = F/Y 2011/12
Prior Fiscal Year (PY) = F/Y 2012/13
Current Fiscal Year (CY) = F/Y 2013/14
Subsequent Fiscal Year (SY) = F/Y 2014/15
ii.
TABLE OF CONTENTS
Section
General Accounting Information 1
Closing Schedules 2
Checklists 3
Entries Made Prior to Closing 4
Closing Entries/Accruals 5
Payroll Accruals – 9910’s 6
Direct/Indirect Costs 7
Special Transfers 8
Categorical Programs 9
Deferred Maintenance 10
Reserves 11
GASB 12
Temporary Borrowing 13
SACS Software 14
Audit 15
Accounting Updates 16
FIS Processes 17
Glossary 18
Index 19
GENERAL ACCOUNTING INFORMATION
This section includes website, county contacts,
information on how to establish a new fund, oracle
funds listing, wire transfer process, report ordering
Financial AccountingThe Financial Accounting Unit assists school districts, community colleges, and charterschools throughout San Diego County with all aspects of financial accounting. Areas ofresponsibility include:
School District and Charter School Apportionments
Monthly Cash Reconciliations
Cash Flows
School District Audits and Finding Resolution Compliance
Tax Revenue and Anticipation Notes (TRANS)
Distribute Financial Reports from Financial Information Systems
Standardized Account Code Structure (SACS) Assistance and Validation Tables
Fund Establishment and Coordination with the County Auditor
Year-end Closing Process
Additional Information
Forms and Documents
Financial Accounting and Reporting Manual
Web Resources
Quick Links
William PickeringFinancial Accounting and DataSupport Manager858- 292-3668 Lydia Campos Account Clerk III858-292-3652 Agustin Quintana Account Clerk III858-292-3740 Maria Soto Delfin Fiscal Technician858-569-5324
San Diego County Office ofEducation6401 Linda Vista RoadSan Diego, CA 92111-7319 858-292-3500 | Contact Us
Financial ReportingThe Management Reporting Services Unit assists school districts and charterschools throughout San Diego County with the reporting of expenditure and revenueinformation to the California Department of Education. The unit serves as the liaison andreporting agent for the following:
Year-End Unaudited Actuals
First and Second Interim Reports
Budget Reporting
NPS/LCI, Infant Reporting
Revenue Limit Adjustment Reporting
Gann Limit
K-12 Single Adoption Notice of Public Hearing
J143 Report of School Buses
The unit also provides user support and technical assistance, including training and proceduralmaterials for the Principal Apportionment Revenue Software and the SACS Software.
Annual reports the unit provides include:
Annual Report of Financial Transactions
5-Year Comparison
Expenditure by Major Function
General Fund Composite
Additional Information
Forms and Documents
Business Services Upload
Business Services Upload User Guide - PDF
Information from
CDE
William PickeringFinancial Accounting and DataSupport Manager858- 292-3668 Patricia FoglianoFinancial Reporting Analyst858-292-3663 Joe BandalaFinancial Reporting Technician858-292-3713
San Diego County Office ofEducation6401 Linda Vista RoadSan Diego, CA 92111-7319 858-292-3500 | Contact Us
SDCOE » BUSINESS SERVICES » DISTRICT FINANCIAL SERVICES » FINANCIAL REPORTING
About SDCOE Superintendent Board of Education Programs and Services Human Resources Educators Parents
Charter School UnauditedActuals AlternativePrincipal ApportionmentsRecap of SACS ForumMeetingsSACS Validation TablesSACS Financial ReportingSoftwareStandardized Account CodeStructure (SACS)
Financial Reporting
Business Services Upload
Business Services Upload User Guide -PDF
Charter School Unaudited ActualsAlternative
Principal Apportionments
Recap of SACS Forum Meetings
SACS Validation Tables
SACS Financial Reporting Software
Standardized Account Code Structure(SACS)
1.3 JUNE 2014
Personnel Information Financial Accounting and Reporting
[email protected] Bank Supplies: Ordering Additional Depository Supplies
1. Call Superior Press at 1-800-289-3557, option 4. 2. You will be directed to the County of San Diego’s supply vendor, Superior Press. 3. Please tell Superior Press to invoice the County of San Diego for supplies and send the
invoice to: Su Cheng Wang Treasurer Tax Collector County of San Diego 1600 Pacific Highway, Room 152 San Diego, CA 92101
1.8 JUNE 2014
How to Establish a New Fund at the County Treasury
1. A board resolution must be completed by the district and submitted to Financial Accounting. Sample resolutions can be accessed on the Financial Accounting website via the following link: http://www.sdcoe.net/business-services/financial-services/Pages/Fund-Resolutions.aspx
2. Financial Accounting will complete the County Treasury’s Fund Set Up form.
3. Financial Accounting will send the board resolution, the completed fund
set up form with a cover letter to the County’s General Accounting Department (GAD).
4. Once the County has established the fund and an oracle number has
been assigned, Financial Accounting will notify the district by email.
57868409901145 PACIFIC AMERICAN ACADEMY SDUSD01-00 S108
57655401901092 PACIFIC VIEW GENERAL62-00 C247
57656401902092 PACIFIC VIEW SPECIAL RESERVE CAPITAL PROJ62-01 C247
54158400762158 PIVOT CHARTER62-03 C1266
57850406501085 PREUSS CHARTER SDUSD03-00 C169
56293419862163 RAI ONLINE62-00 C518
57670414862019 RIVER VALLEY HIGH62-01 C120
57932407621132 SAN DIEGO COOPERATIVE #2 SDUSD21-00
57930407601132 SAN DIEGO COOPERATIVE SDUSD03-00 C396
57872402601154 SAN DIEGO GLOBAL VISION ACADEMY SDUSD01-00 S190
57873403601154 SAN DIEGO GLOBAL VISION MIDDLE SCHOOL SD11-00 C384
54161431562048 SAN DIEGO NEIGHBORHOOD62-00 S077
54160431539048 SAN DIEGO VIRTUAL CHARTER62-02 C1264
54157431594048 SAVE OUR FUTURE CHARTER62-05 C425
402162136 SBC HIGH TECH CHULA VISTA62-00 C756
402162136 SBC HIGH TECH ELEMENTARY CHULA VISTA62-00 C756
402162136 SBC HIGH TECH ELEMENTARY NORTH COUNTY62-00 C756
402162136 SBC HIGH TECH HIGH NORTH COUNTY62-00 C756
57663402162136 SBC HIGH TECH HIGH STATEWIDE BENEFIT62-00 C756
402162136 SBC HIGH TECH MIDDLE CHULA VISTA62-00 C756
402162136 SBC HIGH TECH MIDDLE NORTH COUNTY62-00 C756
57650401801083 SIATECH03-00 C627
57652405062097 STEELE CANYON HIGH CHARTER62-00 C893
57220425939046 Stephen Hawkins Charter School09-00
56299460462181 TAYLION SAN DIEGO ACADEMY62-00
55691412062175 THE HEIGHTS CHARTER62-00 S488
57931407602138 URBAN DISCOVERY SDUSD02-00 S008
55544410939004 VIVIAN BANKS09-00 C104
1.31 JUNE 2014
School districts are responsible for depositing their funds into their Wells Fargo Bank Account. Methods of deposits include:
Walk-In Service to Wells Fargo BranchU.S. Mail (Portland, OR)Lock Drop Box Wire Transfers
A Wells Fargo Bank Deposit Slip (BS upload or e-mailed) and the SDCOE Deposit Permit in Excel format only (BS upload or e-mailed)are both due to Financial Accounting by 9 a.m. the next day following a deposit.
Any questions regarding the deposit process please contact Agustin Quintana at(858) 292-3740 or Lydia Campos at (858) 292-3652
Due to the large number of NSF checks, the Financial Accounting Department has requested funds other than the general fund be notated on the check.
* Remember to use the 5-digit Oracle ID number.
* XXXXX1906
Date: May 20, XXXX
$ 25.00Twenty Five Dollars and 00/100 ** DOLLARS
Joe Henry1906
Foreign Funds
1. The check must be payable through a U.S. bank.** 2. U.S. Funds or U.S. Dollars must be printed by the written and
numeric amount.
For ______________
order of
DISNEYLAND, CA 90000
ABC BANK 1 MAIN STREET
District Deposit Information
XYZ School District
JOE HENRY 8 LINCOLN AVE. HOMETOWN USA
Pay to the
1.32 May 2013
BS Upload User Guide
Summary
BS Upload is a web-based file upload and download utility. The supported file extensions are listed in Table 1. This User Guide describes the basic functions of the BS Upload web site.
Table 1: Valid File Extensions PDF CSV GIF DOT DAT ZIP DOC XLS XLA JPG XLSX DOCX TXT XML
Login
You need to be a registered user in order to upload and download files. Go to: https://bsupload.sdcoe.net/login.asp. Enter your username and password in the Login Screen (Figure 1). Note: after three unsuccessful attempts to login, your login account will be locked out. You will not be able to login until your account is unlocked by an administrator. Please contact Joe Bandala at (858) 292-3713 or [email protected].
Figure 1: Login Screen
1.33 JUNE 2014
Upload Files
You can upload files using the File Upload Screen (Figure 2). The maximum file upload size is 10 MB. You must choose a document with a valid file extension to use the file utility. See Table 1 for valid file extension. Choose one Category for the file upload. You also have the option to send a brief note to administrators.
Figure 2: File Upload Screen
1.34 JUNE 2014
Download Files
You can download files using the Download Files Screen (Figure 3). Click on the File Number to download a file.
Figure 3: File Download Screen
1.35 JUNE 2014
SAN DIEGO COUNTY OFFICE OF EDUCATION
DEPOSIT PERMITOfficial.v2
Form is due to Financial Accounting no later than 9 a.m. the next business day following a bank deposit.
DISTRICT USE: SDCOE USE ONLY:
District Name: Deposit Permit Number:Date of Deposit:
Date of Deposit: 5/14/2014 Reconciliation Number:Document Number: Deposit Amount:Method of Deposit Processor Name:(Bank by Mail, Night Drop, Walk-In, Courier, Other)
Oracle Oracle SACSFund Account Amount Fund
Total Deposit 0.00
Variance with Bank 0.00
Prepared By Contact Number:
Date
Approved By Contact Number:
Date
5/14/2014
5/14/2014
Bank Account :
Account Description
(FOR SDCOE USE ONLY)
1.36 JUNE 2014
Bank Account Requirements for GAPS The Department of Education has instituted the following procedures for payees to establish new bank accounts in GAPS and any changes to established bank account information. If your district receives Federal Funding, Form SF 1199A will need to be completed with the following information:
1. Original SF 1199A, Direct Deposit Form containing signature of both the payee and the bank officials. The SF 1199A form is available at: www.fms.treas.gov/eft/SF-1199A-2012.pdf
2. Copy of the Grant Award
3. Cover letter written on payee’s official letterhead requesting the new
bank account or any changes to the bank account information. The cover letter must contain the payee DUNS number, e-mail address (if available) for the person to receive automated notification and original signature and phone number of the person requesting the bank information.
1.37 JUNE 2014
Standard Form 1199A����������� ������������������������������������������������������������ �����!"
7�������0����������'����.'�0����,����'��.������&�%##<�,'��,���.������������'��THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE GOVERNMENT AGENCY IDENTIFIED ABOVE.
&+&�!(A�)��)�(D)���A GOVERNMENT AGENCY COPY ��BB)��!���� �������� ����,'�����'-�E:+4�*#�-�$���B!
XYZ SCHOOL DISTRICT
1234 MAIN ST
SAN DIEGO CA 91111
555-555-555
XYZ SCHOOL DISTRICT
DUNS# XXXXXXXXX
✘
4 9 4 4 X X X X X X
✘ REAP
JOHN SMITH XX-XX-XXXX
DEPARTMENT OF EDUCATIONFINANCIAL MANAGEMENT OPERATIONS
400 MARYLAND AVENUE, SWROOM 4W116WASHINGTON, DC 20202
Standard Form 1199A (EG)(Rev. August 2012)Prescribed by Treasury DepartmentTreasury Dept. Cir. 1076
DIRECT DEPOSIT SIGN-UP FORMOMB No. 1510-0007
DIRECTIONSTo sign up for Direct Deposit, the payee is to read the back of this formand fill in the information requested in Sections 1 and 2. Then take ormail this form to the financial institution. The financial institution willverify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agencyidentified below.
A separate form must be completed for each type of payment to besent by Direct Deposit.
The claim number and type of payment are printed on Governmentchecks. (See the sample check on the back of this form.) Thisinformation is also stated on beneficiary/annuitant award letters andother documents from the Government agency.
Payees must keep the Government agency informed of any addresschanges in order to receive important information about benefits and toremain qualified for payments.
SECTION 1 (TO BE COMPLETED BY PAYEE)NAME OF PAYEE (last, first, middle initial)A
ADDRESS (street, route, P.O. Box, APO/FPO)
CITY STATE ZIP CODE
TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENTB
CLAIM OR PAYROLL ID NUMBERC
Prefix Suffix
TYPE OF DEPOSITOR ACCOUNTD CHECKING SAVINGS
DEPOSITOR ACCOUNT NUMBERE
TYPE OF PAYMENT (Check only one)FSocial SecuritySupplemental Security IncomeRailroad RetirementCivil Service Retirement (OPM)VA Compensation or Pension
(specify)THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable)G
TYPE AMOUNT
PAYEE/JOINT PAYEE CERTIFICATION
I certify that I am entitled to the payment identified above, and that I haveread and understood the back of this form. In signing this form, Iauthorize my payment to be sent to the financial institution named belowto be deposited to the designated account.
JOINT ACCOUNT HOLDERS’ CERTIFICATION (optional)
I certify that I have read and understood the back of this form,including the SPECIAL NOTICE TO JOINT ACCOUNT HOLDERS.
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SECTION 2 (TO BE COMPLETED BY PAYEE OR FINANCIAL INSTITUTION)GOVERNMENT AGENCY NAME GOVERNMENT AGENCY ADDRESS
SECTION 3 (TO BE COMPLETED BY FINANCIAL INSTITUTION)NAME AND ADDRESS OF FINANCIAL INSTITUTION ROUTING NUMBER CHECK
DIGIT
DEPOSITOR ACCOUNT TITLE
FINANCIAL INSTITUTION CERTIFICATION
I confirm the identity of the above-named payee(s) and the account number and title. As representative of the above-named financial institution, Icertify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and210.
PRINT OR TYPE REPRESENTATIVE’S NAME SIGNATURE OF REPRESENTATIVE TELEPHONE NUMBER DATE
Financial institutions should refer to the GREEN BOOK for further instructions.THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE GOVERNMENT AGENCY IDENTIFIED ABOVE.
NSN 7540-01-058-0224 GOVERNMENT AGENCY COPY 1199-207Designed using Perform Pro, WHS/DIOR, Mar 97
1.39 JUNE 2014
Standard Form 1199A (EG)(Rev. August 2012)Prescribed by Treasury DepartmentTreasury Dept. Cir. 1076
DIRECT DEPOSIT SIGN-UP FORMOMB No. 1510-0007
DIRECTIONSTo sign up for Direct Deposit, the payee is to read the back of this formand fill in the information requested in Sections 1 and 2. Then take ormail this form to the financial institution. The financial institution willverify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agencyidentified below.
A separate form must be completed for each type of payment to besent by Direct Deposit.
The claim number and type of payment are printed on Governmentchecks. (See the sample check on the back of this form.) Thisinformation is also stated on beneficiary/annuitant award letters andother documents from the Government agency.
Payees must keep the Government agency informed of any addresschanges in order to receive important information about benefits and toremain qualified for payments.
SECTION 1 (TO BE COMPLETED BY PAYEE)NAME OF PAYEE (last, first, middle initial)A
ADDRESS (street, route, P.O. Box, APO/FPO)
CITY STATE ZIP CODE
TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENTB
CLAIM OR PAYROLL ID NUMBERC
Prefix Suffix
TYPE OF DEPOSITOR ACCOUNTD CHECKING SAVINGS
DEPOSITOR ACCOUNT NUMBERE
TYPE OF PAYMENT (Check only one)FSocial SecuritySupplemental Security IncomeRailroad RetirementCivil Service Retirement (OPM)VA Compensation or Pension
(specify)THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable)G
TYPE AMOUNT
PAYEE/JOINT PAYEE CERTIFICATION
I certify that I am entitled to the payment identified above, and that I haveread and understood the back of this form. In signing this form, Iauthorize my payment to be sent to the financial institution named belowto be deposited to the designated account.
JOINT ACCOUNT HOLDERS’ CERTIFICATION (optional)
I certify that I have read and understood the back of this form,including the SPECIAL NOTICE TO JOINT ACCOUNT HOLDERS.
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SECTION 2 (TO BE COMPLETED BY PAYEE OR FINANCIAL INSTITUTION)GOVERNMENT AGENCY NAME GOVERNMENT AGENCY ADDRESS
SECTION 3 (TO BE COMPLETED BY FINANCIAL INSTITUTION)NAME AND ADDRESS OF FINANCIAL INSTITUTION ROUTING NUMBER CHECK
DIGIT
DEPOSITOR ACCOUNT TITLE
FINANCIAL INSTITUTION CERTIFICATION
I confirm the identity of the above-named payee(s) and the account number and title. As representative of the above-named financial institution, Icertify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and210.
PRINT OR TYPE REPRESENTATIVE’S NAME SIGNATURE OF REPRESENTATIVE TELEPHONE NUMBER DATE
Financial institutions should refer to the GREEN BOOK for further instructions.THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE GOVERNMENT AGENCY IDENTIFIED ABOVE.
NSN 7540-01-058-0224 FINANCIAL INSTITUTION COPY 1199-207Designed using Perform Pro, WHS/DIOR, Mar 97
1.40 JUNE 2014
Standard Form 1199A (EG)(Rev. August 2012)Prescribed by Treasury DepartmentTreasury Dept. Cir. 1076
DIRECT DEPOSIT SIGN-UP FORMOMB No. 1510-0007
DIRECTIONSTo sign up for Direct Deposit, the payee is to read the back of this formand fill in the information requested in Sections 1 and 2. Then take ormail this form to the financial institution. The financial institution willverify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agencyidentified below.
A separate form must be completed for each type of payment to besent by Direct Deposit.
The claim number and type of payment are printed on Governmentchecks. (See the sample check on the back of this form.) Thisinformation is also stated on beneficiary/annuitant award letters andother documents from the Government agency.
Payees must keep the Government agency informed of any addresschanges in order to receive important information about benefits and toremain qualified for payments.
SECTION 1 (TO BE COMPLETED BY PAYEE)NAME OF PAYEE (last, first, middle initial)A
ADDRESS (street, route, P.O. Box, APO/FPO)
CITY STATE ZIP CODE
TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENTB
CLAIM OR PAYROLL ID NUMBERC
Prefix Suffix
TYPE OF DEPOSITOR ACCOUNTD CHECKING SAVINGS
DEPOSITOR ACCOUNT NUMBERE
TYPE OF PAYMENT (Check only one)FSocial SecuritySupplemental Security IncomeRailroad RetirementCivil Service Retirement (OPM)VA Compensation or Pension
(specify)THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable)G
TYPE AMOUNT
PAYEE/JOINT PAYEE CERTIFICATION
I certify that I am entitled to the payment identified above, and that I haveread and understood the back of this form. In signing this form, Iauthorize my payment to be sent to the financial institution named belowto be deposited to the designated account.
JOINT ACCOUNT HOLDERS’ CERTIFICATION (optional)
I certify that I have read and understood the back of this form,including the SPECIAL NOTICE TO JOINT ACCOUNT HOLDERS.
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SIGNATURE DATE
SECTION 2 (TO BE COMPLETED BY PAYEE OR FINANCIAL INSTITUTION)GOVERNMENT AGENCY NAME GOVERNMENT AGENCY ADDRESS
SECTION 3 (TO BE COMPLETED BY FINANCIAL INSTITUTION)NAME AND ADDRESS OF FINANCIAL INSTITUTION ROUTING NUMBER CHECK
DIGIT
DEPOSITOR ACCOUNT TITLE
FINANCIAL INSTITUTION CERTIFICATION
I confirm the identity of the above-named payee(s) and the account number and title. As representative of the above-named financial institution, Icertify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and210.
PRINT OR TYPE REPRESENTATIVE’S NAME SIGNATURE OF REPRESENTATIVE TELEPHONE NUMBER DATE
Financial institutions should refer to the GREEN BOOK for further instructions.THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE GOVERNMENT AGENCY IDENTIFIED ABOVE.
NSN 7540-01-058-0224 PAYEE COPY 1199-207Designed using Perform Pro, WHS/DIOR, Mar 97
1.41 JUNE 2014
Month Day Year 08 31 84
SF 1199A (Back)
BURDEN ESTIMATE STATEMENT The estimated average burden associated with this collection of information is 10 minutes per respondent or recordkeeper, depending on individual circumstances. Comments concerning the accuracy of this burden estimate and suggestions for reducing this burden should be directed to the Financial Management Service, Records Management Branch, Room 135, 3700 East-West Highway, Hyattsville, MD 20782. THIS ADDRESS SHOULD ONLY BE USED FOR COMMENTS AND/OR SUGGESTIONS CONCERNING THE AMOUNT OF TIME SPENT TO COLLECT THIS DATA. DO NOT SEND THE COMPLETED PAPERWORK TO THE ADDRESS ABOVE FOR PROCESSING.
PRIVACY ACT NOTICE
Collection of the information in this Direct Deposit Sign-Up form is authorized by 5 U.S.C. § 552a, 31 U.S.C. § 3332(g), and Executive Order 9397 (November 22, 1943). Your social security number and the other information requested will allow the federal government to process your direct deposit. Your social security number is requested to ensure the accurate identification and retention of records pertaining to you and to distinguish you from other recipients of federal payments. This information will be disclosed to the Department of the Treasury and its fiscal and financial agents, and other federal agencies, as necessary to process your direct deposit. This information may also be disclosed to a court, congressional committee or another government agency as authorized or required to verify your receipt of federal payments. Although providing the requested information is voluntary, your direct deposit cannot be processed without it.
PLEASE READ THIS CAREFULLY
All information on this form, including the individual claim number, is required under 31 USC 3322, 31 CFR 209 and/or 210. The information is confidential and is needed to prove entitlement to payments. The information will be used to process payment data from the Federal agency to the financial institution and/or its agent. Failure to provide the requested information may affect the processing of this form and may delay or prevent the receipt of payments through the Direct Deposit/Electronic Funds Transfer Program.
INFORMATION FOUND ON CHECKS
Most of the information needed to complete boxes A and F in Section 1 is printed on your government check:
United States Treasury
15-51 000
KANSAS CITY, MO
Check No. 0000 415785
A Be sure that payee’s name is written exactly as it appears on the check. Be sure current address is shown.
Pay to
28 28
VA COMP
DOLLARS CTS
$****100 00
F Type of payment is printed to the left of the amount.
the order of JOHN DOE 123 BRISTOL STREET HAWKINS BRANCH TX 76543
A
F
NOT NEGOTIABLE
’:00000518’: 041571926"
SPECIAL NOTICE TO JOINT ACCOUNT HOLDERS
Joint account holders should immediately advise both the Government agency and the financial institution of the death of a beneficiary. Funds deposited after the date of death or ineligibility, except for salary payments, are to be returned to the Government agency. The Government agency will then make a determination regarding survivor rights, calculate survivor benefit payments, if any, and begin payments.
CANCELLATION The agreement represented by this authorization remains in effect until cancelled by the recipient by notice to the Federal agency or by the death
or legal incapacity of the recipient. Upon cancellation by the recipient, the recipient should notify the receiving financial institution that he/she is doing so. The agreement represented by this authorization may be cancelled by the financial institution by providing the recipient a written notice 30 days in
advance of the cancellation date. The recipient must immediately advise the Federal agency if the authorization is cancelled by the financial institution. The financial institution cannot cancel the authorization by advice to the Government agency.
CHANGING RECEIVING FINANCIAL INSTITUTIONS The payee’s Direct Deposit will continue to be received by the selected financial institution until the Government agency is notified by the payee that
the payee wishes to change the financial institution receiving the Direct Deposit. To effect this change, the payee will complete a new SF 1199A at the newly selected financial institution. It is recommended that the payee maintain accounts at both financial institutions until the transition is complete, i.e. after the new financial institution receives the payee’s Direct Deposit payment.
FALSE STATEMENTS OR FRAUDULENT CLAIMS
Federal law provides a fine of not more than $10,000 or imprisonment for not more than five (5) years or both for presenting a false statement or making a fraudulent claim.
1.42 JUNE 2014
Process for Wiring Funds out of the County Treasury Wire Administration and Request Portal (WARP)
The San Diego County Treasurer has implemented an on-line system for school
districts and charter schools to wire funds out of the county treasury.
Process for School Districts:
The district initiates wire transfer requests from the county portal located at:
https://www2.sdcounty.ca.gov/WFtrans/Default.aspx. A login name and
password should be requested from the County Treasurer’s Office. The
Commercial Warrants Audit Unit at the San Diego County Office of Education
(SDCOE) will be the POETA approvers of wire transfers for school districts
before they are sent to the County Treasurer. School districts using SDCOE’s
Financial Information System (FIS) must include the SACS account information
in the “Transaction Description” field (see sample form on next page) on the on-
line form to inform the Financial Accounting Department where to post the
transaction. Email a copy of the Edit Wire Transfer Request and the JV to
the Financial Accounting Department.*
Process for Charter Schools:
Charters that are a Fund of a School District: As with current practice, school
districts will request wire transfers for charter schools that are a fund of the
district. The process will be the same as described above for school districts.
Charters with own Treasury Fund: Wire transfers for charter schools that have
their own fund number at the County Treasury will be approved by the
sponsoring school district. In addition, charter schools using the SDCOE
Financial Information System (FIS) will be required to email a copy of the Edit
Wire Transfer Request with the applicable SACS account number and the
JV to the Financial Accounting Department.*
Note that each wire request must be submitted two days prior to the release date.
For more information and/or assistance, contact:
Rosella Perez, County Treasurer’s Office - (619) 531-5685
Geena Balistrieri, County Treasurer’s Office - (619) 531-5308
Israel Garza, County Treasurer’s Office - (619) 531-5687
Maria Soto-Delfin, SDCOE Financial Accounting - (858) 569-5324
(Do not enter $ symbol) Settlement Date: 05/07/20XX Beneficiary Bank Name: Beneficiary Bank Location:
ABA Number: Account Number:
Account Name:
Reference:
Transaction Description: Description and SACS account number to be posted by Financial Accounting
Section B1 - Accounting Information
Invoice Batch Name:
Project Organization Expenditure Task Award Oracle Fund Amount Type
00000 83000 001 $1,000.00 Wire Transfer Initiator Signature: Date: Wire Transfer Initiator Name: DISTRICT Date:
Print Form Wire Transfer Approver Signature: Date: Wire Transfer Approver Name: Date: Wire Transfer POETA Signature: Date:
Wire Transfer POETA Name: COMMERCIAL WARRANT AUDIT Date:
1.44 April 2010
msoto
Typewritten Text
May 2014
msoto
Typewritten Text
msoto
Typewritten Text
ACH or Wire Transactions
To the SAN DIEGO COUNTY TREASURER
Beneficiary Bank: Wells Fargo Bank, N.A.
Address: Wells Fargo, Bank
Government Banking
3440 Flair Drive 5th Floor
El Monte, CA 91731
ACH/Wire Routing Number: 121000248
Beneficiary (Payee):
Beneficiary Account Number:
Type of Account: Checking
Bank Representative Contact: Cory Jahn 626-572-1579
For questions regarding this change, you may contact: Name:
School District:
Phone #:
Email:
1.45 JUNE 2014
FIS REPORT ORDERING PROCESSES
YEAR-END REPORT ORDERING After Financial Accounting closes a district, we will call and ask the district to order their year
end reports. The district must order any reports they require.
Remember that reports are available in PDF format on the web. The only exception is the Monthly Transaction report which will be ordered on Report Manager (TREEV) by Financial Accounting.
MONTH-END REPORT ORDERING To order custom budget reports, districts should use the REPCAT or MYRPT screen.
When ordering July month-end reports, remember that reports are available in PDF format on the web.
Also, remember to select the STD RPT box on the report-ordering screen. By doing this, reports will be ordered automatically for the entire Current Fiscal Year.
The Monthly Transaction Report is accessible on the Report Manager (TREEV) located on
the web at http://sdcoereports.sdcoe.net. Financial Accounting will no longer order this report
in hard copies.
REPORTS AVAILABLE ON REPORT MANAGER (TREEV)
Year-End Month-End Interim Reporting Daily ….
• Expenditure Summary • Expenditure Summary • J‐200 (With Transactions • Daily Financial Acct. by Object by Resource to Date) Transaction Register
• Expenditure Summary • General Ledger by • Payroll Reports • Vendors to be reported as by Resource Fund Independent Contractors
• General Ledger by Fund • Income Summary by Resource
• Income Summary by • Current Monthly Resource Transactions
• J‐200 (With Transactions to Date)
• Year‐End Close Transactions with a 06/30/XX Date
1.46 May 2013
Date: March 21, 2013 To: Financial Information Systems User Districts From: Lydia Campos, Financial Accounting Re: District Dictionary and Chart of Accounts Rollover Process For online districts that have not rolled, Financial Accounting will roll the District Dictionary (DDACCT) and Chart of Accounts (CHACCT) according to the following schedules:
DDACCT 4-08-13 CHACCT 4-15-13
Attached is a district request form to use if you would prefer your rollover to occur earlier. The District Dictionary rollover must be ordered first. District Dictionary Rollover Before rolling the District Dictionary, it is important to ensure that the District Dictionary includes all accounts contained in the Chart of Accounts. When creating a salary account in the Chart of Accounts screen (CHACCT), the fringe benefit and general ledger accounts are added automatically. There is no validation with the District Dictionary at the time these account numbers are automatically added. Any fringe or general ledger accounts that were added through this process must still be manually added to your District Dictionary screen (DDACCT) if they were not originally in your DDACCT. Otherwise, the accounts will not roll to the next fiscal year and you will get the exception message: “DISTRICT DICTIONARY — NO OBJECT”. Specific examples are:
3711 OPEB ALLOC GROSS SAL CERT 3712 OPEB ALLOC GROSS SAL CLASS 3751 OPEB ACTIVE EMPLY CERTIFICATE and 3752 OPEB ACTIVE EMPLY CLASSIFIED
During the rollover process the system will validate to the Master Dictionary. Invalid accounts will not roll, and account descriptions will change if they have changed on the Master Dictionary. Districts should review the 2012-13 DDACCT account screen and make any necessary additions or changes BEFORE the District Dictionary is rolled on April 8 to reflect changes for 2013-14.
• If a district is deleting a fund, an entire Resource, School/Location and/or Cost Center in 2013-14 that are not being used in 2012-13, delete them from the District Dictionary in 2012-13 before the DDACCT screen is rolled. They will not
1.47 May 2013
appear on the 2013-14 District Dictionary. As a result, the accounts will be deleted when the Chart of Accounts is rolled.
Districts should also review the District Dictionary to determine if any accounts should be deleted. Deleting an account code in the DDACCT screen will stop the rollover of these accounts in the 2013-14 Chart of Accounts. This would eliminate the necessity of individually status coding a “D” (delete) or “T” (terminated) in each account in the 2012-13 Chart of Accounts. After the rollover is complete, districts will receive a District Dictionary Rollover Audit Report listing accounts not rolled over and the reason they were not rolled. Chart of Accounts Rollover During the rollover process, the Chart of Accounts will validate to the District Dictionary and the following Validation Tables: Fund x Resource, Fund x Goal, Fund x Function, Fund x Object, Resource x Object, Function x Object and Goal x Function. When the process is complete a report called "Create New Fiscal Year Accounts" is produced for accounts that did not rollover. Please review the accounts listed on the exception report and analyze why the accounts did not roll. If the accounts were deleted in error, the accounts will need to be set up in 2013-14. One of the reasons why accounts do not roll is because they have a status code of "D" or "T". The following is a listing of the status codes and their explanations.
Status Codes - (Indicators on an account number)
"B" Basic - Active Account, current and next fiscal year "D" Delete - Active Account, deleted at year end "R" Restricted - Not active, will rollover next fiscal year "T" Terminated - Not active, will not rollover next fiscal year " " Blank - If no activity in current year, will not rollover
next fiscal year All General Ledger accounts in all funds should be status coded "B". Status codes can be added, changed or deleted using the BUDUPD screen (see procedure "Status Code Changes" on page 4.20e of the Financial Information Systems (FIS) Manual. Chart of Account reports can be requested on the report-ordering screen. Do not order the same report for two fiscal years on the same night. If you have any questions concerning this process, please contact Lydia Campos at (858) 292-3652.
1.48 May 2013
BUDGET ROLLOVERS
On-Line Districts
Rollover Request Form
Budgets cannot be rolled:
o The first three working days of each month.
o Saturdays or Sundays
o Holidays
Ordering out of sequence will require more than one working night to
process.
Use separate requests for separate years.
To roll to the Next Year’s Working Budget (Other 22 & 26), District
Dictionary and Chart of Accounts must be rolled first. (see pages 1.50 – 1.52)
New FY budgets in FIS cannot be rolled until after June month end.
1.50 May 2013
2.1
CLOSING SCHEDULES
This section provides San Diego County Office of Education
year-end timelines which must be incorporated into the District
Closing Schedule. These deadlines must be followed
throughout the closing process.
2.2 May 2014
SAN DIEGO COUNTY OFFICE OF EDUCATION District Financial Services
Financial Accounting & Reporting
YEAR-END CLOSING SCHEDULE – Fiscal Year 2013-14
ON-LINE DISTRICTS
Closing Schedule
July 1 Comprehensive Year-End Workshop for individuals new to the year-end closing
process. Videoconference at 3 locations: County Office: Joe Rindone Regional Technology Center, North County Regional Center (NCREC) and South County Regional Education Center (SCREC).
Please confirm attendance with Agustin Quintana in Financial Accounting at (858) 292-3740 or by email at [email protected]
June 27 Final date for districts to request commercial warrants with a June 30 due date. June 27 Final date for all deposits to Wells Fargo Bank. Must be received by Wells Fargo
Bank by 2:00 p.m. June 30 Auditor transfers due to Financial Accounting by 10:00 a.m. June 30 Financial Accounting will request program to clear the invoice memo file.
“Unpaid Vendor Invoice” report is produced. June 30 Financial Accounting will request program to clear fiscal year vendor amounts to
move the fiscal year history data to last fiscal year. No report is produced. July 1 Financial Accounting will request program to remove encumbrances.
“Encumbrances” report is produced. July 3 Closing of June 30 financial reports. July 7 New FY invoices and encumbrances may be entered. Date must be July. July 7 New FY activity may be entered as current year data in FIS. Date must be July. July 7 District posts accruals, including adjustments, budget transfers and clearing of suspense accounts. Use “FYTRN” and “FYDIST” screens with 06/30/14 post date.
NOTE: District access to “FYTRN” and “FYDIST” will be removed on Thursday, August 22, 2014 by 5 p.m.
July 7 “June” month-end reports (without accruals) available after 10:00 a.m. July 8 First day commercial warrants are issued for FY 2014-15
2.3 May 2014
Aug. 22 Final day of FIS access for districts to input FY 2013-14 activity. Aug. 22 Final date for posting FY 2013-14 budget adjustments. July 7 Financial Accounting auditing and closing of final reports for FY 2013-14 Through (on an individual district basis). Districts must call Financial Accounting at (858) Aug. 22 292-3652 or 292-3740 when you are ready to close. E-mail completed district checklist and TRC to Financial Accounting at [email protected]. NOTE: You must have a contact person available during Financial Accounting’s
audit of your books who is able to respond to questions and make changes.
Prior Year Screens: Use 06/30/14 date.
“FYTRN” AND “FYDIST”
“FYTRN” = prior year “TRNADJ” “FYDIST” = prior year “DISTCT”
Report Ordering Responsibility:
Financial Accounting will order: Monthly Transaction Report
District must order: All other reports necessary for the district.
NOTE: Identical reports for different fiscal years CANNOT be ordered for the same night.
Please do not order final reports (with accruals) until you have been notified by Financial Accounting of the run date.
Adjustments:
Adjustments received by Financial Accounting after the FINAL REPORTS have been run will not be accepted without written approval of the Business Services Consultant. NOTE: Any district requiring a rerun of the FINAL REPORTS will be charged an additional fee of $1,661.00.
2.4 May 2014
SAN DIEGO COUNTY OFFICE OF EDUCATION District Financial Services
Financial Accounting & Reporting
YEAR-END CLOSING SCHEDULE – Fiscal Year 2013-14
OFF-LINE DISTRICTS
Closing Schedule
July 1 Comprehensive Year-End Workshop for individuals new to the year-end closing
process. Videoconference at 3 locations: County Office: Joe Rindone Regional Technology Center, North County Regional Center (NCREC) and South County Regional Education Center (SCREC).
Please confirm attendance with Agustin Quintana in Financial Accounting at (858) 292-3740 or by email [email protected]
June 25 Final date for districts to submit commercial warrants with a June 30 due date.
to guarantee warrants signed with a June date, please submit warrants to the Commercial Warrant Unit by 5:00 p.m.
June 27 Final date for all deposits to Wells Fargo Bank. Must be received by Wells Fargo
Bank by 2:00 p.m. June 30 Auditor transfers due to Financial Accounting by 10:00 a.m. July 1 Auditor transfers can be entered for the new FY July 1 Commercial warrants can be requested for the new FY July 2 First day commercial warrants are issued for new FY
FISCAL YEAR-END CHECKLIST
Year-end closing is the process of reviewing and adjusting all accounts to
ensure that they accurately reflect the activities for the fiscal year. It is the
final step in the accounting cycle before preparing a financial statement. The
goal of year-end closing is to provide readers of a school district’s financial
statements with the most accurate financial picture possible. To do this,
school districts apply various recognized policies. These policies are derived
from several sources, including the California School Accounting Manual and
the pronouncements of the Governmental Accounting Standards Board
(GASB).
After the closing entries have been made and all revenue and expenditure
accounts have been closed, the ending fund balance is known and available
for making adjustments to the current budget year.
3.1 May 2013
PROCEDURES TO ENSURE ACCURATE
CLOSING
1. Prepare a closing schedule. The first step in the closing process is to plan and develop a schedule of events. There are various due dates that must be met such as report deadlines, data processing deadlines at the County Office of Education and within the LEA, physical inventory and so forth. A calendar combining all of the important events should be established and followed throughout the closing process.
2. Review all asset accounts. Various asset accounts must be reviewed
at year-end. A reconciliation of all cash accounts must be prepared and any adjusting entries must be recorded. The stores inventory account must be adjusted to agree with the physical count. Prepaid expenditures must be reviewed and analyzed to ensure that no adjustments are needed.
3. Analyze and close out prior year receivable and payable accounts. At
year-end, the agency must close out any amounts remaining in the prior year receivable or payable accounts. During the year, differences will occur between amounts actually received or paid versus what had been accrued. These adjustments should be made throughout the year as they occur, but a final analysis must be made if a balance remains on these accounts.
4. Accrue accounts receivable. Various sources of revenues are due to
the agency at year-end. These amounts must be recorded as accounts receivable. This will record the revenue in the proper fiscal year. There are specific revenue recognition policies referring to such items as revenue limit, special education master plan, interest, deficits, state lottery, etc. that provide guidance on how to calculate these receivables.
5. Accrue accounts payable. Any amounts due to others at year- end for
receipt of goods or services must be recorded as accounts payable. This will record the expenditure in the proper fiscal year. There are common types of payables such as payroll, employee benefits, utilities, contracts and so forth.
3.2 May 2013
6. Adjust grants and entitlements: Specific recognition policies must be
followed in accounting for grants and entitlements. Each project must be reviewed separately and appropriate entries must be made. The FORM CAT in the SACS software must be completed prior to closing.
7. Ensure accurate accounting for leases, COPs and Mello-Roos. A
variety of accounting entries relating to these must be recorded before or during the year-end closing process.
8. Ensure that all inter-program and inter-fund transactions are
reconciled. Any transfers of expenditures between programs or funds must be reconciled.
9. Review unique closing procedures for other funds and account
groups. Unique items must be considered at year-end regarding funds other than the general fund.
10. Properly identify the components of the ending fund balance. Year-
end entries are necessary to classify the components of the ending fund balance correctly. Amounts may be reserved, legally restricted, designated or undesignated.
11. Are the books ready for the annual audit? The goal of year-end
closing is to ensure that the LEA’s financial statements are accurate and ready for audit.
12. Complete the year-end closing checklist. A master checklist that is
provided by the County Office of Education should be completed to ensure that all areas have been addressed.
3.3 May 2013
YEAR-END CHECKLIST
The next few pages contain a checklist for your use
during the closing process. Some districts may vary
the order from that shown on this checklist, but the
SACS FORM RL and the CAT FORM need to be
completed before the district is closed.
3.4 May 2014
YEAR-END CLOSING CHECKLIST Entries Made Prior to Closing
Clear prepaid expense (9330) Clear deferred revenue (9650) Clear deposits in transit (9140) Balance prior year accounts receivable accruals (9201/02) Clear prior year due to / due from (9312 & 9612) Balance prior year current liabilities (9510/11)
Clear suspense for all funds (resource 9999 &/or objects 7999 & 8999)
Transfer of in-lieu property taxes to charter schools (refer to EC 47635)
Physical inventory Verify audit adjustments are posted Remove vendor invoices (FIS report) / COE process Clear encumbrances (FIS report) / COE process
Closing Entries/Accruals Close out current liabilities - prior year (9510/11) Close out accounts receivable - prior year (9201/02) Schedule of expenditure accruals (9510) Schedule of income accruals (9201) _____ State Aid
Verify & post cafeteria reimbursement accrual Balance cafeteria account vs. fund Verify & post child development accruals Verify & post state school building accruals Post interest earned on bond proceeds invested
outside of the county treasury Reconcile petty cash Reconcile revolving cash Reconcile clearing accounts
State aid 50% reduction Payroll Accruals - 9910s Accrue 9910 balances
3.5 May 2014
YEAR-END CLOSING CHECKLIST Direct/Indirect Costs Direct costs Intrafund in balance (5710) Interfund in balance (5750) Indirect costs Intrafund in balance (7310) Interfund in balance (7350) Categorical Programs Accrue Lottery (1100 & 6300) Instructional Materials interest transfer (not required from 2008-09
to 2014-15) Federal transferability Distribute accumulated NCLB administrative costs to participating programs Special Education contribution from the unrestricted General Fund
Routine Restricted Maintenance Account (RMA) transfer from unrestricted General Fund Complete form CAT Post accounts receivable Post deferred revenue Federal interest Deferred Maintenance (optional) Deferred Maintenance transfer (Auditor’s transfer and/or Due To/Due From) Use local funds Use current year excess RMA Use subsequent year excess RMA Deferred Maintenance certification Reserves Establish reserves for revolving cash fund (9711) Reconcile stores general ledger to physical inventory Establish reserves for stores Establish reserves for prepaid expenditures Establish reserves for legally restricted balances Establish reserves for economic uncertainties Establish other assignments, commitments, & unassigned reserves
3.6 May 2014
YEAR-END CLOSING CHECKLIST GASB 34 Verify all expenditures charged to function 8500 and/or object 6XXX Extract fund data into GASB 34 component of SACS software,
analyze results & review SACS accounting for reconciliation Ensure that ASSET & DEBT forms match GSNA GASB 45
Verify that Normal Costs and UAAL Costs are charged in all funds appropriately
Review government-wide statements to ensure that accounts have extracted properly into the SACS software and do any necessary conversion entries
District Checklist Complete district checklist Complete SACS software unaudited actuals technical review checks (TRC) and resolve exceptions Call Financial Accounting at (858) 292-3652 or (858) 292-3740 so they can begin their audit process Do not post unless instructed to post E-mail completed district checklist and TRC (EXCEPTIONS ONLY)
to Financial Accounting [email protected] (DO NOT send a SACS DAT file at this time)
Financial Accounting will call with report run date Order reports Other - Notes Other
(858) 292-3652 or at (858) 569-5324, so that they may
begin their audit procedures. Once finished, Financial
Accounting will call to inform the district of the final report
run date.
3.9 May 2013
District Dist #
Completed by Date
1. Use "DDACCT" to find funds in use. *** REMEMBER TO USE C/Y ***
2. Use "OBJBAL" to verify ZERO balances for objects 7999 & 8999 for all funds.
FUNDS 03-00 06-00
7999
Obj-SUBS?
8999
Obj-SUBS?
8980
8990
3. Use "EXPINQ" & "REVINQ" with a resource of 9999 to verify ZERO balances for resource 9999 for all funds.
FUNDS 03-00 06-00
9999
4. Use "EXPINQ" with function MAJOR to verify all major object balances are POSITIVE. Encumbrances must be ZERO.
FUNDS 03-00 06-00
1000
2000
3000
4000
5000
6000
7000
District Closing Checklist
3.10 May 2013
5. Use "REVINQ" to verify Non-Revenue Limit Adjustment has been made as appropriate for your district. Fifty percent (50%) of the amount in revenue accounts 8081-8082 must be transferred from Revenue Limit Sources to Other Local Income.
03-00 - 8081 X 50% = (A)
03-00 - 8082 X 50% = (B)
Total A + B
03-00 - 8089 = 03-00 - 8691
6. Using "OBJBAL" to verify that the following accounts are equal in each fund.
Fund Asset Account Reserve Account
9130 = 9711 Revolving Cash
9320 = 9712 Stores
9330 = 9713 Prepaid Expense
9130 = 9711 Revolving Cash
9320 = 9712 Stores
9330 = 9713 Prepaid Expense
9130 = 9711 Revolving Cash
9320 = 9712 Stores
9330 = 9713 Prepaid Expense
7. Use "OBJBAL" to verify any balance in 9140. The only balance should be a deposit sent to Wells Fargo Bank by June 30 and not posted until July.
Use "GLTRBL" to verify 9790-ACTUAL is either a POSITIVE or ZERO fund balance.
FUNDS 03-00 06-00
9140
9790-A
District Closing Checklist
Credit balance equaling
total of A + B
Debit balance equaling
total of A + B
3.11 May 2013
8. Use "GLTRBL" to verify ZERO balances. (Be sure to check for SUB ACCOUNTS) Use "OBJBAL" if there are no SUB ACCOUNTS.
FUNDS 03-00 06-00
9202
9204
9312
9505
9511
9513
9612
9620
9720
9910
9830
9. Use "OBJBAL" with Resource Total checked to verify the following accounts have DEBIT balances. A positive amount signifies a debit balance.
FUNDS 03-00 06-00
9120
9130
9135
9201
9203
9290
9311
9315
9320
9330
9340
9350
9799
District Closing Checklist
3.12 May 2013
10. Use "OBJBAL" with Resouce Total checked to verify the following accounts have CREDIT balances. A positive amount signifies a credit balance.
FUNDS 03-00 06-009502
9510
9512
9590
9611
9641
9650
9661
9662
9664
9665
9666
9667
9668
9669
9711
9712
9713
9719
9730
9740
9750
9760
9770
9780
9789
to inform us that you are ready to be audited.11. Report Ordering.
Please wait for Financial Accounting to finish your audit before ordering reports.
a. Financial Accounting will order your Monthly Transaction report on Report Manager (TREEV).b. Financial Accounting will also give you a RUN DATE to use for your report ordering.c. Be sure to use END DATE of 06/30/CY and Fiscal Year C/Y for your reports.
e-mail a copy to Financial Accounting at [email protected] and call Financial Accounting (858) 292-3652 or (858) 569-5324
When you have completed the District Checklist,
District Closing Checklist
3.13 May 2013
ENTRIES MADE PRIOR TO CLOSING There are a few entries that should be done before the end of
the fiscal year that will make the closing process a little
smoother. Included are some examples for your reference.
We will be going over a fund check form. This form can be
used on a monthly or quarterly basis to assist you with the
clearing of suspense accounts. Illustrated are some common
problems and how to make the corrections.
4.1 June 2014
PREPAID EXPENSE
Account 9330 - Payments made in advance of the receipt and use of services.
STEP 1 Reverse (or adjust) any prior year closing entries using the
TRNADJ screen.
Insurance premiums paid in the Prior Fiscal Year for the Current
Fiscal Year of $1,500
The accrual entry in the Prior Fiscal Year was:
Res Goal Func Obj
DR Prepaid Expense xxxx 9330 1,500
CR Insurance xxxx xxxx xxxx 5400 1,500
The reversing entry in the Current Fiscal Year is:
Res Goal Func Obj
DR Insurance xxxx xxxx xxxx 5400 1,500
CR Prepaid Expense xxxx 9330 1,500
STEP 2 Establish Current Fiscal Year accrual. This will be done after June
30. Use the FYTRN screen with 06/30/XX (Current Fiscal Year)
date.
Insurance premiums paid in the Current Fiscal Year for the
Subsequent Fiscal Year of $2,000
Res Goal Func Obj
DR Prepaid Expense xxxx 9330 2,000
CR Insurance xxxx xxxx xxxx 5400 2,000
4.2 June 2014
UNEARNED REVENUE
Object 9650 Revenue which has been received, but is unearned, as of June 30.
Complete the FORM CAT to determine amount of unearned revenue.
GASB 65 The use of the term “Deferred” should be limited to items reported as
deferred outflows of resources or deferred inflow of resources. Thus
when discussing activity in 9650 we will use the term “unearned.”
STEP 1 Reverse any remaining prior year closing entries. This reversal must be
posted with a journal entry (TRNADJ in FIS) before June 30. Please
remember to use the correct resource numbers when reversing the prior
year’s closing entries.
Example Title I revenues exceeded expenditures on Form CAT for the Prior
Fiscal Year causing the unearned revenue to be recognized in the
Current Fiscal Year. The unearned revenue entry in the Prior Fiscal
Year was:
The reversing entry in the Current Fiscal Year is:
STEP 2 Establish the Current Fiscal Year closing entry. Use a journal (FYTRN in
FIS) with a June 30 date (Current Fiscal Year) to post this entry.
Example Title I revenues exceeded expenditures on Form CAT for the Current
Fiscal Year so excess revenue must be deferred to the Subsequent
Fiscal Year.
Res Obj DR All Other Federal Revenue 3010 8290 $3,000 CR Unearned Revenue 3010 9650 $3,000
Res Obj DR Unearned Revenue 3010 9650 $3,000 CR All Other Federal Revenue 3010 8290 $3,000
Res Obj DR All Other Federal Revenue 3010 8290 $3,500 CR Unearned Revenue 3010 9650 $3,500
4.3 June 2014
ESTABLISHING DUE TO/DUE FROM ACCOUNTS
Step 1 Make sure that all expenditures are accounted for in the proper
fund. If one fund owes another fund at year-end, establish a due
to/due from account. (See Sample 1)
Object 9311 - DUE FROM - (Asset) amount due from another district fund.
Object 9611 - DUE TO - (Liability) amount due to another district fund.
The Due To (9611) in one district fund must equal the Due From (9311) in
another district fund or the district general ledger will be out of balance. A tip
when establishing Due To/Due From's is to use sub-accounts.
Step 2 EC 42603 requires that prior fiscal year due to/due from accounts
must be repaid 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. Account numbers 9311/9611 rolling over into the beginning
balances for the subsequent fiscal year will change to 9312/9612.
Process an auditor’s transfer to clear the current fiscal year
9312/9612’s. (See Sample 2)
Object 9312 - DUE FROM - (Asset) amount due from another district fund -
PY.
Object 9612 - DUE TO - (Liability) amount due to another district fund - PY.
10 13-00 XXXX-XXX XXXX XXXX 2200 2,614.19 TO REIMB G/F JUNE
11 13-00 XXXX-XXX XXXX XXXX 2400 22,931.87
12 13-00 XXXX-XXX XXXX XXXX 3202 1,819.42
13 13-00 XXXX-XXX XXXX XXXX 3302 1,423.61
14 13-00 XXXX-XXX XXXX XXXX 3402 2,454.16
15 13-00 XXXX-XXX XXXX XXXX 3502 152.98
16 13-00 XXXX-XXX XXXX XXXX 3602 308.46
17 13-00 XXXX-000 9611-003 31,704.69
18
PLEASE NOTE: DO NOT EXCEED 18 LINES PER PAGE.EXPLANATION:
ESTABLISH "DUE TO/DUE FROM" FOR FOOD SERVICESJUNE 20XX REIMBURSEMENT
COUNTY OFFICE USE ONLY
Prepared By: Date: Input date: Approved By:
WHITE - SDCOE
Form 368 - Financial Acctg. CANARY - SDCOE
San Diego County Office of Educ. 03-99 Carbonless Form PINK - School District
4.5 June 2014
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4.6 June 2014
Fund Check
District XYZ DistrictFunds in Use * 03-00, 06-00, 14-00, 25-19, 30-00
Watch for Sub-codes. *Check DDACCT **Check GLTRBL ***Check REVINQ and EXPINQ
On-Line ** ** ** ** ** ** ** *** ***
Normal Balance Dr Cr Dr Cr Dr/Cr Cr Dr Dr/Cr Dr/Cr Dr/Cr
Date Init Fund 9140 9140 9201 9202 9311/9312 9510 9511 9611/9612 9999-7999 9999-8999 Comments
25-19 1 45
03-00 2 2,000 2 1,000
06-00 2 5,000 2 4,500
13-00 3 7,130 3 7,130
1. Collection Advice (INCREC) posted incorrectly.District posted Collection Advice (INCREC) to Fund 25-19 as $127 instead of $172 DR 9140 $127 CR 8681 - $127
FA posted Deposit Permit (DPOSIT) to Fund 25-19 DR 9110 $172 CR 9140 - $127 CR 8999 - $45
Use TRNADJ to correct entry. (See sample #1 on next page).
2. Accruals must balance (net to zero). (See sample #2 on next page).
3. Suspense items must be cleared. (See sample #3 on next page).
4.7 June 2014
FUND CHECK CORRECTIONS
1. Use TRNADJ screen to correct collection advice posting: Account
DR CR
Fund Res Obj
25-19 9999 8999 Revenue Suspense
45
25-19 xxxx 8681 Developer Fees
45
2. To balance accruals, adjust 9202/9511; never change 9201 or 9510:
Account
DR CR Fund Res Goal Func Obj
03-00 xxxx 8XXX Revenue
1,000
03-00 xxxx 9202 A/R - Collections
1,000
06-00 xxxx 9511 C/L - Payments
500
06-00 xxxx xxxx xxxx 4XXX Books & Supplies
300
06-00 xxxx xxxx xxxx 5XXX Svcs/Oper. Exp.
200
3. Use TRNADJ screen to clear cafeteria suspense and balance accrual: Account
DR CR
Fund Res Obj
13-00 9999 8999 Revenue Suspense
7,130
13-00 xxxx 9202 A/R-Collections
7,130
4.8 June 2014
Fund Check
DistrictFunds in Use *
Watch for Sub-codes. *Check DDACCT **Check GLTRBL ***Check REVINQ AND EXPINQ
On-Line** ** ** ** ** ** ** *** ***
Date Init Fund 9140 9201 9202 9311/9312 9510 9511 9611/9612 9999-7999 9999-8999 Comments
4.9 June 2014
Example 1 Posted to Suspense from Feb to JuneFund Res Obj DR CR03-00 Suspense (PY) 9999 8999 51,558$ 03-00 Cash 0000 9110 51,558$
Example 2 Clear Suspense - use current date but no later than 6/30Fund Res Obj DR CR03-00 State Aid (PY) 0000 8019 51,558$ 03-00 Suspense (PY) 9999 8999 51,558$
Example 3 Accrue Liability - use 6/30 in FIS or period 998 in PeopleSoftFund Res Obj DR CR03-00 State Aid (PY) 0000 8019 48,442$ 03-00 Current Liabilities - (PY) 0000 9510 48,442$
Example 4 Post PY to SuspenseFund Res Obj DR CR03-00 Suspense (PY) 9999 8999 48,442$ 03-00 Cash 0000 9110 48,442$
To adjust within a fund, use TRNADJ in FIS or a JE in PeopleSoft.To move cash between funds 03 & 06 in FIS, use DISTCT.Create an Auditor's Transfer when moving between funds other than 03 & 06.
CLEARING APPORTIONMENT SUSPENSE
Total of Apportionment Auditor Transfer posted by Financial Accounting to suspense through 06/30:
The district completes the following Journal Entries to clear the Apportionment suspense and set up year-end accruals:
4.10 June 2014
County Code
District Code
School Code
Local Educational
AgenciesDistrict
Type
2012-13 Adjusted School District Total Revenue Limit Net
P-1 1/5 ** 1/5 ** 57.79% X 1/5 ** 0% X 1/5 ** ThruXYZ Apportionment February March April May June
State Aid 4,500,000$ 460,000$ 460,000$ 265,835$ -$ 3,385,835$ Prior Year Suspense * (100,000) (20,000) (20,000) (11,558) - (51,558) Example 1 & 2
AT CASH 4,400,000$ 440,000$ 440,000$ 254,277$ -$ 3,334,277$
P-2 142.2% 157.8%XYZ Apportionment July Deferred July P-2 Totals
State Aid 5,250,000$ 654,165$ 1,210,000$ -$ 5,250,000$ Prior Year Suspense * (100,000) (28,442) (20,000) - (100,000) Example 3 & 4
AT CASH 5,150,000$ 625,723$ 1,190,000$ -$ 5,150,000$
*** The July payment also includes any difference between the P-1 & P-2.
Advanced Apportionment
* Financial Accounting will post Prior Year Recomputations and Adjustments to suspense.** 1/5 recertified apportionment less receipts in Advanced
P-2 Apportionment & Deferrals
P-1 Apportionment
4.12 June 2014
CLOSING ENTRIES/ACCRUALS
After current liabilities (9510/9511) and accounts
receivable (9201/9202) for the prior fiscal year are
balanced, the closing entries must be made. This will
bring the accounts to a zero balance. After this
process is complete, expenditure accruals and
income accruals for the current year may be input.
This section will cover transactions which appear on
the schedule of expenditures accruals (9510) and
income accruals (9201). There are some sample
schedules for later use.
5.1 May 2013
FORM [GLTRBL] GENERAL LEDGER TRIAL BALANCE SCREEN REPORT [LIST ]4/13/20XX 7:42 YEAR [XXXX] [ XYZ ] PAGE [ 001]DISTRICT [02] SHOW COMBINED TOTALS FOR FUNDS 03-00 AND 06-00FUND [03-00]ACCOUNT DEBITS CREDITS NO EFFECT ON
BALANCES9110-000 CASH IN COUNTY TREASURY 128,112.62 0 ]9130-000 REVOLVING CASH 1,000.00 0 ]9135-000 CASH WITH TRUSTEE 11,052.00 0 ]9201-000 ACCOUNTS RECEIVABLE 9,750.64 0 ]9202-000 ACCTS RECEIVABLE-COLL 0 9,750.64 ]9311-000 DUE FROM OTHER FUNDS 2,201.00 0 ]9312-000 DUE FROM OTHER FUNDS-PY 682.23 0 ]
9510-000 CURRENT LIABILITIES 0 10,475.87 ]
9511-000 CURRENT LIAB-PMTS 10,475.87 0 ]
NOTE: CLOSE OUT CURRENT LIABILITIES AND ACCOUNTS RECEIVABLE
FUND-SUB RESRCE-SUB GOAL FUNC-SUB OBJ-SUB SCH LOC COST PJ-YR
1 03-00 XXXX 9202 9,750.64 CLOSING ENTRIES
2 03-00 XXXX 9201 9,750.64
3 03-00 XXXX 9510 10,475.87
4 03-00 XXXX 9511 10,475.87
5
6
7
8
5.2 May 2013
Expenditure AccrualsAccount Number 9510
Services Goods
Received ReceivedPerformance NO DO NOT by end of NO DO NOT(All or partially ACCRUE June? ACCRUE
complete)?
YES YES
AccrueCompleted Accrue
Portion
Examples:
Utilities: Up to and including those with mailing dates in June
Commercial Contracts: Amounts due for services received by the end of June
Wages & Benefits: July 5th payroll andServices performed by the end of June
Contracts with the Amounts due for services received by the end of JuneCounty Office:
5.3 May 2013
Acc
rued
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r F
YS
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One
Fun
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Am
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Am
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ame
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rued
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al s
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ree
with
951
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the
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SA
CS
Acc
ount
Cod
e
5.4 May 2013
A
NO NO NO Do NotAccrue
YES YES YES
Examples: Examples: Examples:
Property Taxes LCFF
Developer Fees Claims against CSSF for
Mandated Costs
Deferred Maint.Some Federal Revenues
Some State Revenues
Some Local Revenues
FORM CAT
Lottery Revenues
Interest - 4th Quarter
Income AccrualsAccount Number 9201
Income Accrual
Excluded? Earned? Received?
Do Not Abate Income & Accrue Accrue Book Payable
ie: ROP, Migrant Education
LCFF RecalculationRecalculation
(In case of decrease)
Contract Services during thePrior Fiscal Year
5.5 June 2014
Acc
rued
fo
r F
Y
S
AC
S F
un
d:
O
ne F
und
Per
Pag
e
SA
CS
Am
ount
Dat
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iffer
ence
SA
CS
Acc
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ount
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Rec
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any
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or D
iffer
ence
To
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otal
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uld
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ith 9
201
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e ge
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5.6 May 2013
ACCRUAL SAMPLES
A.
Current year revenue limit should be decreased by $100,000 due to a higher collection of property taxes than J-29B estimate submitted by Property Tax Services Division of the County Auditor:
ACCOUNT DR CR
Fund Res Obj 03-00 xxxx 9201 A/R 100,000 03-00 xxxx 8011 State Aid 100,000
B.
Unpaid invoices of $20,000 for merchandise or services received by June 30:
Developer fees received in the Current Fiscal Year to be refunded in the Subsequent
Fiscal Year. ACCOUNT DR CR
Fund Res Obj 25-19 xxxx 8681 Developer Fees 1,000 25-19 xxxx 9510 Current Liabilities 1,000
E. Accrue reimbursement due for Child Nutrition Program for the Current Fiscal Year.
ACCOUNT DR CR
Fund Res Goal Func Obj
13-00 xxxx 9201 Accounts Receivable 200,000
13-00 xxxx 8220 Child Nutrition 200,000
F. The following expenditures should have been abated in the Current Fiscal Year for a reimbursement received for lost books. See CSAM Procedure 560 for Abatement of Expenditures.
When direct costs are charged to another fund, such as, Child Nutrition, Child
Development, or the Adult Education Fund, object code 5750 is used. The program
receiving the service is charged (a debit entry) and the program providing the service is
credited. The total of all 5750 accounts must have a zero balance across all funds.
The following is a sample entry charging the child development program for printing:
Fund Res Goal Func. Obj. DR 12-06 xxxx 0001 xxxx 5750-020 Child Development-Print Charges
CR 12-06 xxxx 9110 Cash
DR 01-00 xxxx 9110 Cash
CR 01-00 xxxx 0000 7200 5750-020 Print Shop
Direct Support Costs
Direct support costs are charges for a support program and services that directly benefit
other programs. These are costs identified in provider programs that can be transferred to
user programs during the year. Typical direct support costs are for supervision, utilities, and
psychological and nursing services.
7.3 JUNE 2014
Intrafund Direct Support Costs
When direct support costs are charged to programs within the same fund, object code 5710
is used. The program receiving the service is charged (a debit entry) and the program
providing the service is credited. The total of all 5710 accounts must net to a zero by
function and fund.
The following is a sample entry:
Fund Obj
DR 01-00 5710-001 Special Education Assessment
CR 01-00 5710-005 Pupil Services Special Education Assessment
Interfund Direct Support Costs
When direct support costs are charged to the Cafeteria, Child Development or Adult
Education Funds, object code 5750 is used. The program receiving the service is charged (a
debit entry) and the program providing the service is credited. The total of all 5750
accounts must net to zero by object and function.
The following is a sample entry:
Fund Obj
DR 25-19 5750-100 Developer Fees – Administrative Expenses
CR 25-19 9110 Cash
DR 01-00 9110 Cash
CR 01-00 5750-100 General Fund – Administrative Expenses
7.4 JUNE 2014
Intrafund Indirect Costs
When indirect costs are charged to programs within the same fund, object code 7310 is
used. The program receiving the service is charged (a debit entry) and the program
providing the service is credited. The total of all 7310 accounts must have a zero balance
by fund.
Fund Res Goal Func Obj
DR 01-00 3010 1110 7210 7310 TITLE I
CR 01-00 0000 0000 7210 7310 GF
Interfund Indirect Costs
When indirect costs are charged to programs within the Child Nutrition, Child Development or
Adult Education Funds, object code 7350 is used. The program receiving the service is
charged (a debit entry) and the program providing the service is credited. The total of all
7350 accounts must be a zero balance.
The following is a sample entry:
Fund Res Goal Func Obj
DR 13-00 5310 0000 7210 7350 Food Services
CR 13-00 5310 9110 Cash
DR 01-00 0000 9110 Cash
CR 01-00 0000 0000 7210 7350 GF
7.5 JUNE 2014
California Department of Education (http://www.cde.ca.gov/fg/ac/co/icrrate1415ltr.asp)Page Generated: 6/26/2014 11:50:24 AM
Last Reviewed: Wednesday, April 23, 2014
April 17, 2014Sent by electronic mail
Dear County Chief Business Officials:
2014–15 APPROVED INDIRECT COST RATES
As the agency authorized by the United States Department of Education to approve California kindergarten through grade twelve (K–12) local educational agency (LEA) indirect cost rates, the California Department of Education (CDE) has reviewed the 2012–13 standardized account code structure (SACS) expenditure data and has finalized the approved indirect cost rates. The rates are for use, as allowable, with 2014–15 federal and state programs.
Approved Indirect Cost Rates
Please advise the school districts and joint powers agencies (JPAs) in your county that the indirect cost rates are posted on the CDE Indirect Cost Rate (ICR) Web page at http://www.cde.ca.gov/fg/ac/ic/index.asp.
Indirect Cost Rates for JPAs
As a reminder, because JPAs do not generally meet the guidelines for receiving approved indirect cost rates, they are not given an approved rate unless it is requested during the SACS data submission process. For further information on indirect cost rates applicable to JPAs, including the guidelines that must be met to receive an indirect cost rate, see Procedure 805 of the California School Accounting Manual which is available on our Web page at http://www.cde.ca.gov/fg/ac/sa/.
Charter School Indirect Cost Rates
The approved 2014–15 indirect cost rates for charter schools are also posted on the ICR Web page listed above. Please share them with the applicable school districts and charter schools.
Statewide Average Indirect Cost Rates
The 2014–15 statewide average indirect cost rate is 5.69 percent.
California Education Code (EC) Section 38101(c) limits food service program indirect costs to amounts derived using the lesser of a school district's approved indirect cost rate or the statewide average indirect cost rate. Each district should compare this statewide average rate with its individual indirect cost rate to determine the lesser rate for use with this program.
A listing showing the statewide average rates for the last five years is also available on the ICR Web page listed above.
SACS Query Page
To aid staff in identifying the allowable indirect cost rates for various programs, the SACS Query system available on our Web page at http://www.cde.ca.gov/fg/ac/ac/index.asp includes this information for most programs.
If you have any questions regarding the indirect cost rates, please contact our office by phone at 916-322-1770 or by e-mail at [email protected].
Sincerely,
Peggy O’Guin, AdministratorFinancial Accountability and Information Services
7.6 JUNE 2014
California Department of Education (CDE) - School Fiscal Services Division2014–15 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 17, 2014
* C = County CA= Common Administration D = District J = Joint Powers Agency
2010–11 2011–12 2012–13 2013–14 2014–15
County Code
LEA Code Type* LEA Name
(based on 2008–09 expenditure data)
(based on 2009–10 expenditure data)
(based on 2010–11 expenditure data)
(based on 2011–12 expenditure data)
(based on 2012–13 expenditure data)
37 10371 C San Diego County Superintendent 9.15% 9.41% 9.23% 9.42% 9.37%37 67967 D Alpine Union Elementary 3.14% 2.75% 2.68% 6.11% 6.82%37 67975 D Bonsall Union Elementary (reorg. 07/14) 5.29% 5.24% 5.48% 6.05% See 37-7685137 67983 D Borrego Springs Unified 10.35% 9.52% 6.61% 5.12% 9.13%37 67991 D Cajon Valley Union 2.57% 5.00% 6.42% 4.25% 4.96%37 68007 D Cardiff Elementary 4.50% 4.80% 4.83% 4.27% 3.98%37 68023 D Chula Vista Elementary 3.74% 3.91% 3.72% 3.91% 4.19%37 68031 D Coronado Unified 4.75% 4.43% 6.21% 6.24% 4.90%37 68049 D Dehesa Elementary 4.91% 3.35% 9.03% 4.83% 3.54%37 68056 D Del Mar Union Elementary 3.55% 4.33% 4.26% 4.55% 8.00%37 68080 D Encinitas Union Elementary 5.43% 5.30% 5.83% 5.00% 4.64%37 68098 D Escondido Union Elementary 4.31% 4.44% 4.44% 5.37% 5.03%37 68106 D Escondido Union High 3.53% 6.55% 5.51% 5.89% 6.06%37 68114 D Fallbrook Union Elementary 6.10% 6.67% 7.68% 6.91% 8.02%37 68122 D Fallbrook Union High 7.16% 8.53% 9.41% 7.52% 7.66%37 68130 D Grossmont Union High 5.16% 5.43% 6.04% 5.59% 5.25%37 68155 D Jamul-Dulzura Union Elementary 7.69% 8.26% 6.87% 6.51% 5.82%37 68163 D Julian Union Elementary 2.80% 4.33% 3.69% 3.52% 4.70%37 68171 D Julian Union High 3.65% 10.85% 11.96% 10.17% 9.62%37 68189 D Lakeside Union Elementary 2.35% 2.45% 5.57% 5.59% 4.24%37 68197 D La Mesa-Spring Valley Elementary 5.56% 4.13% 3.92% 4.01% 3.69%37 68205 D Lemon Grove 5.93% 9.66% 8.83% 6.17% 7.10%37 68213 D Mountain Empire Unified 4.79% 5.14% 4.75% 6.75% 10.34%37 68221 D National Elementary 4.88% 4.85% 5.99% 5.09% 5.01%37 68296 D Poway Unified 4.17% 5.71% 6.46% 5.93% 5.12%37 68304 D Ramona City Unified 5.86% 5.82% 6.43% 6.22% 7.31%37 68312 D Rancho Santa Fe Elementary 8.18% 8.77% 9.09% 9.90% 9.15%37 68338 D San Diego Unified 2.32% 3.48% 4.45% 4.10% 3.98%37 68346 D San Dieguito Union High 6.12% 5.51% 4.52% 5.23% 4.93%37 68353 D San Pasqual Union Elementary 3.97% 4.08% 3.80% 6.86% 7.27%37 68361 D Santee Elementary 6.52% 8.09% 7.73% 6.95% 4.27%37 68379 D San Ysidro Elementary 4.16% 6.20% 4.52% 6.64% 6.12%37 68387 D Solana Beach Elementary 6.77% 7.11% 7.31% 7.41% 6.69%37 68395 D South Bay Union Elementary 5.37% 5.12% 4.95% 4.72% 5.33%37 68403 D Spencer Valley Elementary 2.29% 0.96% 2.79% 2.44% 1.67%37 68411 D Sweetwater Union High 5.42% 6.70% 5.73% 5.05% 5.29%37 68437 D Vallecitos Elementary 3.94% 9.49% 11.05% 19.72% 15.09%37 68452 D Vista Unified 4.21% 4.00% 3.93% 4.06% 4.70%37 73551 D Carlsbad Unified 5.38% 5.92% 5.79% 6.53% 6.89%37 73569 D Oceanside Unified 3.92% 3.84% 3.95% 3.95% 4.28%37 73791 D San Marcos Unified 2.55% 3.69% 4.86% 4.29% 3.96%37 75416 D Warner Unified 5.83% 8.71% 8.50% 6.76% 7.62%37 75614 D Valley Center-Pauma Unified 6.40% 5.15% 8.44% 8.39% 4.11%37 76851 D Bonsall Unified (effective 07/14) -- -- -- -- 5.72%
------------------- A P P R O V E D R A T E S -------------------For use with state and federal programs, as allowable, in:
*Rate revised after original posting. 1 of 1 http://www.cde.ca.gov/fg/ac/ic
7.7 JUNE 2014
California Department of Education (CDE) - School Fiscal Services Division2014–15 Restricted Indirect Cost Rates - Charter SchoolsApproved April 2014 by CDE based on 2012–13 standardized account code structure data(New charter schools not yet on the list may use the 2014–15 statewide average rate of 5.69%)
Address questions, including on how the rates were determined, to [email protected], or call 916-322-1770.
County Code
District Code
School Code
Charter School Name (sorted by county-district-school code)
2014–15 Approved Rates
(for use with state and federal
programs, as allowable)
37 10371 6119119 Literacy First Charter 5.69%
37 67983 0117887 Juan Bautista de Anza 5.69%
37 67991 0108563 EJE Elementary Academy Charter 5.69%
37 67991 0119255 EJE Middle Academy 5.69%
37 68023 0119594 Leonardo da Vinci Health Sciences Charter 5.69%
37 68023 0124321 Howard Gardner Community Charter 5.69%
37 68023 6037956 Feaster (Mae L.) Charter 4.19%
37 68023 6037980 Mueller Charter (Robert L.) 4.19%
37 68023 6111322 Discovery Charter 4.19%
37 68023 6115778 Chula Vista Learning Community Charter 4.19%
37 68023 6116859 Arroyo Vista Charter 4.19%
37 68049 0119990 Diego Hills Charter 5.14%
37 68049 0127118 The Heights Charter 5.69%
37 68049 6119564 Dehesa Charter 5.69%
37 68098 0101535 Heritage K-8 Charter 5.69%
37 68098 6116776 Classical Academy 5.69%
37 68106 0111195 Classical Academy High 5.69%
37 68106 3731023 Escondido Charter High 5.69%
37 68130 3731262 Steele Canyon High 5.69%
37 68130 3732732 Helix High 5.69%
37 68155 6117303 Greater San Diego Academy 5.82%
37 68163 0124271 Diego Valley Charter 3.04%
37 68163 3731239 Julian Charter 8.46%
37 68189 0118323 National University Academy 5.69%
37 68189 0121061 Mandarin Language Academy 4.24%
37 68189 3731072 River Valley Charter 4.24%
37 68189 6120901 Barona Indian Charter 4.24%
37 68213 0119263 California Pacific Charter School of San Diego 5.69%
37 68213 0119560 San Diego Neighborhood Homeschools 10.34%
37 68213 0120253 Mountain Peak Charter 10.34%
37 68213 0121582 College Preparatory Middle 10.34%
37 68213 0123224 San Diego Virtual 10.34%
37 68213 0123240 Pivot Charter School - San Diego 5.69%
37 68213 0126144 Save our Future 5.69%
Page 1 of 37.8 JUNE 2014
37 68213 0127050 Academy of Arts and Sciences: El Cajon Middle and High 5.69%
37 68213 0127068 Academy of Arts and Sciences: Del Mar Elementary (K-5) 5.69%
37 68213 0127084 Academy of Arts and Sciences: Del Mar Middle & High 5.69%
37 68221 0101360 Integrity Charter 5.01%
37 68338 0101204 High Tech Middle 5.69%
37 68338 0101345 KIPP Adelante Preparatory Academy 5.69%
37 68338 0106732 High Tech High International 5.69%
37 68338 0106799 Learning Choice Academy 5.69%
37 68338 0107573 High Tech Middle Media Arts 5.69%
37 68338 0108548 IFTIN Charter 5.69%
37 68338 0108787 High Tech High Media Arts 5.69%
37 68338 0109033 King-Chavez Arts Academy 5.69%
37 68338 0109041 King-Chavez Athletics Academy 5.69%
37 68338 0109157 Magnolia Science Academy San Diego 5.69%
37 68338 0111898 Albert Einstein Academy Charter Middle 5.69%
37 68338 0111906 King-Chavez Preparatory Academy 5.69%
37 68338 0114462 Health Sciences High 5.69%
37 68338 0114520 Arroyo Paseo Charter High 5.69%
37 68338 0118000 Urban Discovery Academy Charter 5.69%
37 68338 0118083 Innovations Academy 5.69%
37 68338 0118851 King-Chavez Community High 5.69%
37 68338 0119610 Gompers Preparatory Academy 5.69%
37 68338 0120709 Pacific American Academy 5.69%
37 68338 0121145 Evangeline Roberts Institute of Learning 5.69%
37 68338 0121178 Iftin University Prep High 5.69%
37 68338 0121681 San Diego Global Vision Academy 5.69%
37 68338 0122788 Coleman Tech Charter High 5.69%
37 68338 0123778 Old Town Academy K-8 Charter 5.69%
37 68338 0124206 America's Finest Charter 5.69%
37 68338 0124347 City Heights Preparatory Charter 5.69%
37 68338 0125583 San Diego Global Vision Academy Middle 5.69%
37 68338 3730959 Charter School of San Diego 5.69%
37 68338 3731189 Preuss School UCSD 5.69%
37 68338 3731247 High Tech High 5.69%
37 68338 3731395 Audeo Charter 5.69%
37 68338 6039457 Darnall Charter 5.69%
37 68338 6039812 Keiller Leadership Academy 5.69%
37 68338 6040018 Harriet Tubman Village Charter 5.69%
37 68338 6040190 King-Chavez Primary Academy 5.69%
37 68338 6061964 The O'Farrell Charter 5.69%
37 68338 6113211 McGill School of Success 5.69%
37 68338 6114961 Nubia Leadership Academy 5.69%
37 68338 6115570 Museum 5.69%
37 68338 6117279 Holly Drive Leadership Academy 5.69%
37 68338 6117683 Explorer Elementary 5.69%
37 68338 6119168 San Diego Cooperative Charter 5.69%
37 68338 6119598 King-Chavez Academy of Excellence 5.69%
37 68338 6120935 Einstein Academy 5.69%
37 68395 6040505 Imperial Beach Charter 5.33%
37 68395 6040513 Nestor Language Academy Charter 5.33%
Page 2 of 37.9 JUNE 2014
37 68403 0125401 California Virtual Academy @ Santa Ysabel 5.69%
37 68403 6120893 California Virtual Academy @ San Diego 5.69%
37 68411 0126086 Stephen W. Hawking Charter 5.29%
37 68411 3731304 MAAC Community Charter 5.69%
37 68437 0101220 RAI Online Charter 5.69%
37 68452 0106120 SIATech 5.69%
37 68452 0114264 North County Trade Tech High 5.69%
37 68452 0124917 Guajome Learning Center 5.69%
37 68452 3730942 Guajome Park Academy Charter 5.69%
37 73569 0101071 Coastal Academy 5.69%
37 73569 3731221 Pacific View Charter 5.69%
37 73791 0109785 Bayshore Preparatory Charter 5.69%
37 75416 0122796 All Tribes Elementary Charter 5.69%
37 75416 6119275 All Tribes Charter 5.69%
37 76471 0114678 High Tech High Chula Vista 5.69%
37 76471 0114694 High Tech High North County 5.69%
37 76471 0119271 High Tech Middle North County 5.69%
37 76471 0123042 High Tech Middle Chula Vista 5.69%
37 76471 0123059 High Tech Elementary Chula Vista 5.69%
37 76851 6113468 Vivian Banks Charter 5.72%
Page 3 of 37.10 JUNE 2014
INTERFUND TRANSFERS
This section is a reference for transfers of funds or
expenditures between funds that are permanent. A
temporary transfer of funds is known as an interfund
loan and is covered in section 13 Temporary
Borrowing.
8.1 June 2014
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8.2 June 2014
Interfund Transfers In & Out
The total of all Interfund Transfers In must equal the total of all Interfund Transfers Out on the
SACS Software Financial Reports. The following is a list of accounts the transactions are
posted to:
Interfund Account Description Debit Transfers Out Credit Transfers
In
From General to Child Development 7611
To Child Development from General 8911
Interfund Transfers between General 7612
and Special Reserve Funds 17, 20 & 40 8912
From Authorized District Fund 7613
To State School Building Fund/ 8913
County School Facilities Fund
From Bond Interest and Redemption 7614
To General Fund 8914
From General 7616
To Cafeteria 8916
From Authorized District Fund 7619
To Authorized District Fund 8919
NOTE: In SACS, use goal 0000 and function 9300 (Other Outgo) to record the
Transfers Out. (Transfers In do not need the goal or function fields).
8.3 June 2014
Interfund Transfers In and Out Continued
1. The following is a sample interfund cash transfer entry before June 30:
Fund Obj Account DR CR
40 9110 Cash 200,000
40 8912 I/F Transfer In 200,000
03 7612 I/F Transfer Out 200,000
03 9110 Cash 200,000
2. The following is a sample Due To/Due From Journal Entry after June 30:
Fund Obj Account DR CR
40 9311-003 Due From Other Funds 200,000
40 8912 I/F Transfer In 200,000
03 7612 I/F Transfer Out 200,000
03 9611-017 Due To Other Funds 200,000
3. The following is a sample Auditor’s Transfer in the subsequent year to clear prior year
Due To/Due From :
Fund Obj Account DR CR
40 9110 Cash 200,000
40 9312-003 Due From Other Funds-PY 200,000
03 9612-017 Due To Other Funds-PY 200,000
03 9110 Cash 200,000
8.4 June 2014
CATEGORICAL PROGRAMS
Categorical programs include grants, entitlements and other financial assistance received
by a school district from governmental or other entities. These programs are designed to
fund specific activities such as special education costs. All costs charged to categorical
programs must comply with the requirements of the program.
Note: Please refer to the California School Accounting Manual (CSAM), Procedure 310.
U/F refers to whether the resource is a grant or an entitlement. U stands for unearned
revenue and represents a grant. F stands for fund balance and represents an entitlement.
Characteristics of Categorical Programs
• Governed by additional laws and regulations
• Accounting requirements under GASB
• Additional fiscal management
• Additional reporting
• Additional audit reporting
9.1 JUNE 2014
Sources of Categorical Programs
• Federal Government: Federal categorical programs may run on the federal fiscal
year of October 1 to September 30. Funds are received primarily from the U.S.
Department of Education. Federal categorical programs may also come from
other federal agencies such as the U.S. Department of Labor. Examples of
federal categorical programs include No Child Left Behind Act programs and
Individuals with Disabilities Education Act (IDEA) programs.
• State of California: Examples: Special Education and After School Education
and Safety (ASES). State categorical programs operate on a fiscal year of July 1
to June 30.
• Pass through federal categorical programs: For pass through grants, the State
of California is the recipient organization and the school district is the sub-
recipient. Pass through categorical programs to California schools primarily flow
through the California Department of Education. The State of California receives
the grant award and then apportions the funds to school districts. The school
districts then submit financial reports to the State of California. Examples of pass
through grants include the No Child Left Behind Act Programs, Carl Perkins Act,
and Workforce Investment Act.
GASB 33 addresses specific revenue recognition policies that are to be used in
accounting for categorical funds. Applying the appropriate policy is an extremely
important part of the year-end closing process. An LEA should review each project
separately and determine the proper entries to close the year. To account for categorical
programs properly, an LEA must first determine if the categorical program is a grant or an
entitlement.
9.2 JUNE 2014
Grant or Entitlement Grant (Unearned Revenue) - A grant is a contribution of funds to an LEA to be used for
a specific purpose, activity or facility. In general, expenditure is the prime factor for
determining grant eligibility, and revenue is recognized when the expenditure is made.
Grants are considered earned when the expenditure is recorded (expended).
• Recorded as revenue when cash is received.
• At the end of the year, if revenue received exceeds donor-authorized
expenditures, the difference is recorded as unearned revenue. Unearned revenue
is revenue that has been received but not yet earned (expended). The total
expenditures used in this calculation may not exceed the grant award.
• If donor-authorized expenditures exceed the total revenues received, the
difference is recorded as accounts receivable. A program cannot have accounts
receivable and unearned revenue at the same time.
• Unused grant award (carryover) is the difference between the total grant award
and the total donor authorized expenditures for the year. Any unused grant that
exceeds the unearned revenue or accounts receivable is not recorded in the
books, but is added to the amount of the award for the subsequent year to
determine the total grant available. The unused grant award should not be
recorded as an accounts receivable because it has not been earned.
• Examples of grants are: No Child Left Behind Act programs and Carl Perkins
programs
9.3 JUNE 2014
Entitlement (Fund Balance) - An entitlement is a payment based on an allocation
formula. Like grants, entitlements are restricted. Entitlements are considered earned
when the entitlement is awarded.
• The entitlement is recorded as revenue when it is received.
• The amount of any entitlement, which has not been received by June 30, yet is
expected to be received by September 30, should be accrued.
• At the end of the year, any entitlement funds that have not been expended are
recorded as restricted ending balances. This is done because restrictions remain
on the use of the revenue from the entitlement; therefore the fund balance for this
entitlement must be separated from the fund balance available for general use.
• Examples of entitlements are: Medi-Cal and National School Lunch Program.
The CDE SACS Query website provides a lot of useful information on categorical
programs. It is located at http://www2.cde.ca.gov/sacsquery/querybyresource.asp
The following pages illustrate the accounting transactions necessary to close categorical
programs for the fiscal year.
9.4 JUNE 2014
Contributions from the Unrestricted General Fund The revenue for some programs, such as Special Education, is often insufficient to cover
all of the costs incurred by the district. In these cases, the district must do a contribution
from the Unrestricted General Fund as shown below. This information is also entered on
the CAT Form.
Example:
The school district needs to transfer $50,000 into Special Education to cover costs that
are not supported by the revenue in that resource. The entry would be as follows:
Fd Res Obj
03-00 DR Unrestricted Revenue 0000 8980 50,000
06-00 CR Special Education 6500 8980 50,000
9.5 JUNE 2014
Federal Transferability
Under the federal No Child Left Behind Act, school districts can transfer up to 50% of the grant award to other programs. This information is also entered on the CAT Form. Please note that Title I, Part A can only receive funds. In addition, Title V has been removed from this list because the program has been discontinued. Titles available:
• Title I, Part A: Basic Grants Low Income and Neglected • Title II, Part A: Teacher Training and Recruiting • Title II, Part D: Enhancing Education Through Technology
School districts in Program Improvement can only transfer a maximum of 30% of the grant award. In these cases, transfers are only allowed for improvement activities. School districts in Corrective Action are not eligible for federal transferability. Example: The district received a $20,000 grant for Title II, Part A Teacher Training and Recruiting.
The district wishes to transfer 50% ($10,000) to Title I, Part A. The entry would be as
follows:
Fd Res Obj
06-00 DR Title II, Part A Teacher Training and Recruiting 4035 8990 10,000
06-00 CR Title I, Part A 3010 8990 10,000
9.6 JUNE 2014
Consolidated Federal Administration
School districts have the option to consolidate federal administration costs for the
following programs:
• Title I, Part A: Basic Grants Low Income and Neglected • Title I, Part C: Migrant Education • Title I, Part D: Neglected and Delinquent Children • Title II, Part A: Teacher Training and Recruiting • Title II, Part A: Principal Training and Recruiting • Title II, Part D: Enhancing Education Through Technology • Title III, Part A: Immigrant • Title III, Part A: LEP • Title IV, Part B: 21st Century Community Learning Centers
The advantage of consolidation is simplified accounting and personal activity
timekeeping. Districts will take the following steps:
• Decide how much to consolidate. The maximum is 2% of the grant amount for Title
III, LEP. For the other programs, there is not a specified maximum, but the district
must ensure that the amount of administration plus indirect costs do not exceed
15% of the grant amount.
• Charge administrative costs to Resource 3155 (NCLB Consolidated
Administration) throughout the year, with Function 2100 (Supervision of
Instruction)
Example: Fd Res Func Obj
06-00 DR NCLB Consolidated Admin 3155 2100 1300 900
06-00 DR NCLB Consolidated Admin 3155 2100 3401 250
06-00 DR NCLB Consolidated Admin 3155 2100 4300 130
For off-line districts, if there are many transactions it would be best to download the data
from the district’s financial system into Microsoft Excel and create a pivot table that
summarizes the debits and credits by date. Both of these spreadsheets are based on the
methodology used by the San Diego County Treasurer and are designed to take into
account scenarios when the daily cash balance is negative.
Example
On a quarterly basis, the interest from the county treasurer is posted to the unrestricted
general fund. For child development and other funds, the interest is posted in each of the
funds. In this example a total of $1,000 was earned: $700 for non-federal revenues and
$300 for federal revenues.
Fd Res Obj DR CR
03 (01) 0000 9110 $1,000
03 (01) 0000 8660 $1,000
Of the $300 earned on federal revenues, the district will keep $100 and return $200. This
entry will move the $200 into Object 9590: Due to Grantor Governments in the
unrestricted general fund.
Fd Res Obj DR CR
03 (01) 0000 8660 $200
03 (01) 0000 9590 $200
When issuing the warrant no expense will be recorded.
Fd Res Obj DR CR
03 (01) 0000 9590 $200
03 (01) 0000 9110 $200
Districts will need to maintain supporting documentation of the interest calculations and
the amounts remitted to provide to the district’s auditors at the close of each fiscal year.
9.15 JUNE 2014
How to Remit Interest
Each district is responsible for remitting interest to CDE on a quarterly basis. CDE has
not developed a specific form for remitting interest on federal funds. Once you have
calculated your quarterly interest, mail a check with a cover letter that specifies the time
period of the interest earned and itemizes the amounts for each federal program by
resource to the following address:
California Department of Education
PO Box 515006
Sacramento, CA 95851
Attn.: Cashier’s Office
9.16 JUNE 2014
DEFERRED MAINTENANCE
NOTE: This section will be inoperative from FY 2008-09 through 2014-15 as provided by SBX3 4 and subsequent legislation. During this time, the schedules on pages 10.4 will be updated annually. The new formula calculates a proration factor for each district using the 2007-08 funding as the baseline. The Office of Public School Construction (OPSC) will use this factor to allocate the current year’s deferred maintenance budget. School districts are required to deposit funds into the Deferred Maintenance Fund
within 30 days of the School Allocation Board’s action certifying the deferred
maintenance entitlement. A completed certification indicating your district’s
matching contribution must be submitted to the Financial Accounting Department.
Effective July 1, 2015, if the district does not deposit the maximum amount,
Education Code 17584.1 requires the district’s local governing board to submit a
report to the Legislature by March 1st and send copies to the Superintendent of
Public Instruction, the State Board of Education, the Department of Finance, and the
State Allocation Board.
EC 17584.1 (c) Deferred maintenance fund; report requirement (operative on July 1, 2015) The report required pursuant to subdivision (b) shall include all of the following: (1) A schedule of the complete school facilities deferred maintenance needs of the school district for the current year, including a schedule of costs per schoolsite and total costs. (2) A detailed description of the school district's spending priorities for the current year, and an explanation of why those priorities, or any other considerations, have prevented the school district from setting aside sufficient local funds so as to permit it to fully fund its deferred maintenance program and, if eligible, to participate in the state deferred maintenance funding program as set forth in Section 17584. (3) An explanation of how the governing board of a school district plans to meet its current-year facilities deferred maintenance needs without setting aside the funds set forth in Section 17584. (d) Copies of the report shall be made available at each schoolsite within the school district and shall be provided to the public upon request.
10.1 June 2012
(e) The purposes of this section is to inform the public regarding the local decisionmaking process relating to the deferred maintenance of school facilities, and to provide a foundation for local accountability in that regard.
Transfer of excess local funds in the Deferred Maintenance Fund must have
governing board approval and conform to Education Code section 17583.
EC 17583 Deferred maintenance fund; transfer of excess local funds Nothwithstanding Section 17582, whenever the state funds provided pursuant to Sections 17584 and 17585 are insufficient to fully match the local funds deposited in the deferred maintenance fund, the governing board of each school district may transfer the excess local funds deposited in that fund to any other expenditure classifications in other funds of the district. A resolution providing for the transfer shall be approved by a two-thirds vote of the governing board members and filed with the county superintendent of schools and the county auditor. (Added by Stats.1996, c. 277 (S.B.1562), � 3, operative January 1, 1998.)
Pursuant to Education Code Section 17070.75(b)(2)(A), school districts that
participated in the school facilities program are required to deposit 3% of the total
general fund expenditures including other financing uses into the Routine Restricted
Maintenance Account. Annual deposits to the RMA in excess of 2.5% may be
transferred into the Deferred Maintenance Fund and count towards the Deferred
Maintenance match.
EC 17070.75(b)(2)(A) Routine restricted maintenance account; deposit of funds Agree to deposit into the account established pursuant to paragraph (1), in each fiscal year for 20 years after receipt of funds under this chapter, a minimum amount equal to or greater than 3 percent of the total general fund expenditures of the applicant school district, including other financing uses, for that fiscal year. Annual deposits to the account established pursuant to paragraph (1) in excess of 2 1/2 percent of the school district general fund budget may count towards the amount of funds required to be contributed by a school district in order to receive apportionments from the State School Deferred Maintenance Fund pursuant to Section 17584 to the extent that those funds are used for purposes that qualify for funding under that section.
10.2 June 2012
_______________________ SCHOOL DISTRICT RESOLUTION NO. ________
RESOLUTION AUTHORIZING TRANSFER OF FUNDS FROM ) THE _________ FUND TO THE DEFERRED MAINTENANCE FUND ) ON MOTION of Member ________________, seconded by Member ____________, the following resolution is hereby adopted: WHEREAS, school districts are authorized by Education Code Section 17584 to receive an apportionment from the State School Deferred Maintenance Fund, an amount equal to one dollar ($1) for each one dollar ($1) of local funds up to a maximum of 1/2 percent of the district's second prior fiscal year revenue limit average daily attendance multiplied by the average, per unit of second prior fiscal year average daily attendance, of the total expenditures and ending fund balances of the total general funds and adult education funds for districts of similar size and type, as defined in subdivision (b) of Section 42238.4 for the second prior fiscal year, exclusive of any amounts expended for capital outlay, debt service, or revenues that are passed through to other local education agencies, to the extent of funds available. THEREFORE, BE IT RESOLVED that the Governing Board of the ________________________ School District hereby authorizes a transfer of $____________________ from the ________________________ Fund to the Deferred Maintenance Fund to provide funds for the required Deferred Maintenance Match for the 20____-20____ fiscal year. PASSED AND ADOPTED by the Governing Board on ________________ 20____, BY THE FOLLOWING VOTE: AYES:
NOES:
ABSENT: STATE OF CALIFORNIA ) ) ss COUNTY OF SAN DIEGO ) I, ____________________________, Clerk/Secretary of the Governing Board, do hereby certify that the foregoing is a full, true, and correct copy of a resolution passed and adopted by the Board at a regularly called and conducted meeting held on said date. WITNESSED my hand this ___________ day of ________________________, 20_____. _________________________________________
Clerk/Secretary of the Governing Board
10.3 May 2008
Tempo
rarily
Sus
pend
ed
School District2007-08 Funding
BaselineDistrict as a Percent of Statewide 07-08 Total Apportionment
Alpine Union 76,193$ 0.031671% 80,779$ Bonsall Union Elementary 56,511 0.023490% 59,912$ Borrego Springs Unified 21,753 0.009042% 23,062$ Cajon Valley Union 546,474 0.227152% 579,368$ Cardiff Elementary 24,058 0.010000% 25,506$ Carlsbad Unified 341,340 0.141885% 361,887$ Chula Vista Elementary 734,427 0.305278% 778,635$ Coronado Unified 99,561 0.041384% 105,554$ Dehesa 6,413 0.002666% 6,799$ Del Mar Union 127,768 0.053109% 135,459$ Encinitas Union Elementary 186,043 0.077332% 197,242$ Escondido Union Elementary 613,766 0.255124% 650,711$ Escondido Union High 289,025 0.120139% 306,422$ Fallbrook Union Elementary 190,893 0.079348% 202,384$ Fallbrook Union High 98,019 0.040743% 103,919$ Grossmont Union High 841,935 0.349966% 892,614$ Jamul-Dulzura Union Elementary 36,097 0.015004% 38,270$ Julian Union Elementary 114,052 0.047408% 120,918$ Julian Union High 18,918 0.007863% 20,056$ La Mesa-Spring Valley 450,650 0.187321% 477,776$ Lakeside Union Elementary 133,442 0.055468% 141,474$ Lemon Grove 136,674 0.056811% 144,901$ Mountain Empire Unified 53,820 0.022371% 57,060$ National 198,348 0.082447% 210,288$ Oceanside City Unified 654,832 0.272193% 694,249$ Poway Unified 1,087,895 0.452204% 1,153,380$ Ramona Unified 222,247 0.092381% 235,625$ Rancho Santa Fe Elementary 27,356 0.011371% 29,002$ San Diego City Unified 3,746,543 1.557322% 3,972,063$ San Diego County Office of Education 1,001,175 0.416157% 1,061,440$ San Dieguito Union High 415,471 0.172699% 440,480$ San Marcos Unified 539,278 0.224161% 571,739$ San Pasqual Union 19,538 0.008121% 20,714$ San Ysidro Elementary 169,660 0.070522% 179,872$ Santee Elementary 216,770 0.090104% 229,818$ Solana Beach Elementary 90,345 0.037554% 95,783$ South Bay Union Elementary 279,285 0.116090% 296,096$ Spencer Valley Elementary 1,588 0.000660% 1,683$ Sweetwater Union High 1,513,640 0.629173% 1,604,752$ Vallecitos 8,202 0.003410% 8,696$ Valley Center-Pauma 147,986 0.061513% 156,894$ Vista Unified 790,062 0.328404% 837,619$ Warner Unified 10,778 0.004480% 11,427$
FY 2010-11 Deferred Maintenance ApportionmentSchedule A
May 2012
10.4 June 2012
FY 2007-08 Deferred Maintenance FundsSchedule B
(1) (2) (3) (4) (5) (6)
FY 06/07 FY 06/07 FY 06/07 FY 06/07 FY 07/08School District Unmatched Amount Available Received Available
Carryover "Certified" Balance From State Unmatched91.09% Carryover
(Col. 2 + Col. 3) AT# 4151 (Col. 4 - Col. 5)
Alpine Union 0 97,861 97,861 89,045 8,816Bonsall Union 192,682 69,434 262,116 63,247 198,869Cajon Valley Union 0 722,885 722,885 658,475 64,410Cardiff 0 157,752 157,752 28,095 129,657Chula Vista Elementary 0 1,183,010 1,183,010 838,600 344,410Dehesa 1,718 8,397 10,115 7,648 2,467Del Mar Union 0 157,754 157,754 143,698 14,056Encinitas Union 0 306,025 306,025 222,623 83,402Escondido Union 126,346 804,417 930,763 732,743 198,020Fallbrook Union Elementary 178,941 251,187 430,128 228,806 201,322Jamul-Dulzura Union 7,456 49,531 56,987 45,117 11,870Julian Union Elementary 0 52,291 52,291 15,701 36,590Lakeside Union 294,963 177,289 472,252 161,492 310,760La Mesa - Spring Valley 0 585,904 585,904 533,699 52,205Lemon Grove 150,892 177,864 328,756 162,016 166,740National 246,274 260,571 506,845 237,354 269,491Rancho Santa Fe 0 35,530 35,530 32,364 3,166San Pasqual Union 0 24,712 24,712 22,510 2,202Santee 0 285,032 285,032 259,635 25,397San Ysidro 824,960 213,962 1,038,922 194,897 844,025Solana Beach 344,409 139,408 483,817 104,758 379,059South Bay Union 944,880 364,528 1,309,408 332,048 977,360Spencer Valley 0 2,226 2,226 2,027 199Vallecitos 0 10,524 10,524 9,582 942Escondido Union High 1,488,634 358,865 1,847,499 326,890 1,520,609Fallbrook Union High 84,655 130,000 214,655 116,023 98,632Grossmont Union High 0 1,073,323 1,073,323 977,689 95,634Julian Union High 72,567 37,708 110,275 17,897 92,378San Dieguito High 0 519,203 519,203 472,942 46,261Sweetwater Union High 0 2,478,628 2,478,628 1,744,530 734,098Borrego Springs Unified 0 27,776 27,776 25,301 2,475Carlsbad Unified 29,463 429,736 459,199 391,446 67,753Coronado Unified 50,093 122,847 172,940 111,901 61,039Mt. Empire Unified 0 68,779 68,779 62,650 6,129Oceanside Unified 0 864,718 864,718 785,543 79,175Poway Unified 191,181 1,374,125 1,565,306 1,251,690 313,616Ramona Unified 0 287,343 287,343 261,740 25,603San Diego Unified 0 4,885,731 4,885,731 4,450,417 435,314San Marcos Unified 0 669,722 669,722 602,062 67,660Valley Center-Pauma Unified 3,837 190,000 193,837 172,325 21,512Vista Unified 0 1,009,828 1,009,828 919,852 89,976Warner Unified 0 15,749 15,749 14,345 1,404CSSF 0 1,500,000 1,500,000 1,095,601 404,399
2. Use excess 2006-07 RMA contribution, if needed.
3. Use local funds, if needed.
4. Process auditor's transfer in 2006-07.
Example 2 1.
2.
3. Use excess 2007-08 RMA contribution, if needed.
4. Process auditor's transfers in 2007-08.
Example 3 1.
2. Use local funds. Accrue $400,000 in 2006-07.
Example 4 1. Use local funds only.
Note: For purposes of the following examples, the current year or the fiscal year being closed is 2006-07 and the subsequent year or the budget year is 2007-08.
Use all Available Unmatched Carryover towards the Deferred Maintenance match.
Use 50% of the Available Unmatched Carryover towards the Deferred Maintenance match.
Transfer all Available Unmatched Carryover out of the Deferred Maintenance Fund to the Unrestricted General Fund.
Use excess 2006-07 RMA maximum contribution. Accrue in 2006-07.
7) Other Outgo (excluding Transfers of Indirect/ 7100-7299 Direct Support Costs) 7400-7499 2,578,205.00 0.00 2,578,205.00 2,761,407.00 0.00 2,761,407.00 7.1%
8) Transfers of Indirect/Direct Support Costs 7300-7399 (2,218,095.00) 1,753,722.00 (464,373.00) (2,290,556.00) 1,819,996.00 (470,560.00) 1.3%
C. EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES BEFORE OTHER FINANCING SOURCES AND USES (A5 - B9) 3,772,685.00 (4,578,617.00) (805,932.00) 4,660,583.00 (7,012,084.00) (2,351,501.00) 191.8%
D. OTHER FINANCING SOURCES/USES
1) Interfund Transfers a) Transfers In 8910-8929 0.00 0.00 0.00 100,000.00 0.00 100,000.00 New
b) Transfers Out 7610-7629 617,270.00 784,674.00 1,401,944.00 617,010.00 834,674.00 1,451,684.00 3.5%
2) Other Sources/Uses a) Sources 8930-8979 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
b) Uses 7630-7699 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
7) Other Outgo (excluding Transfers of Indirect/ 7100-7299 Direct Support Costs) 7400-7499 2,761,407.00 0.00 2,761,407.00 2,982,284.00 0.00 2,982,284.00 8.0%
8) Transfers of Indirect/Direct Support Costs 7300-7399 (2,112,710.00) 1,724,762.00 (387,948.00) (1,907,375.00) 1,502,530.00 (404,845.00) 4.4%
C. EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES BEFORE OTHER FINANCING SOURCES AND USES (A5 - B9) 4,481,040.00 (6,445,077.00) (1,964,037.00) 2,573,133.00 (8,583,493.00) (6,010,360.00) 206.0%
D. OTHER FINANCING SOURCES/USES
1) Interfund Transfers a) Transfers In 8910-8929 100,000.00 0.00 100,000.00 100,000.00 0.00 100,000.00 0.0%
b) Transfers Out 7610-7629 617,010.00 790,000.00 1,407,010.00 308,505.00 864,674.00 1,173,179.00 -16.6%
2) Other Sources/Uses a) Sources 8930-8979 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
b) Uses 7630-7699 0.00 0.00 0.00 0.00 0.00 0.00 0.0%
Total Expenditures 147,286,325.00 Transfers Out 1,173,179.00 Total 148,459,504.00
148,459,504.00 X .03
3% Required RMA Contribution 4,453,785.12
148,459,504.00 X .025
2.5% RMA Contribution 3,711,487.60
4,453,785.00-3,711,488.00
Excess 742,297.00
10.11 May 2008
Exa
mpl
e 1
$20
0,00
0
1. R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt e
xces
s tr
ansf
erre
d in
(R
esou
rce
6205
, Obj
ects
891
5 an
d/or
931
1/93
12.
Mus
t equ
al S
ecti
on 3
, Lin
e 3)
$53
6,59
2
$2.
Am
ount
of
Loc
al F
unds
tran
sfer
red
into
Def
erre
d M
aint
enan
ce f
or
Mat
chin
g P
urpo
ses
(Res
ourc
e 62
05, O
bjec
ts 8
915
and/
or 9
311/
9312
)$
A
T#_
____
____
, dat
ed__
____
____
, $__
____
____
____
_
A
T#_
____
____
, dat
ed__
____
____
, $__
____
____
____
_
AT
#___
____
__, d
ated
____
____
__, $
____
____
____
___
$20
0,00
0→
→→
3. A
mou
nt o
f av
aila
ble
unm
atch
ed c
arry
over
to b
e ap
plie
d to
FY
200
6-07
di
stri
ct m
atch
(F
rom
Sec
tion
1, L
ine
3, O
ptio
n B
)$
200,
000
$20
0,00
0
4. T
OT
AL
DIS
TR
ICT
SH
AR
E T
O B
E C
ER
TIF
IED
FO
R F
Y 2
006-
2007
(S
ecti
on 2
, Lin
e 1
+ L
ine
2+ L
ine
3).
Mus
t be
equa
l to
or g
reat
er th
an S
ch. A
, C
ol. 5
.$
736,
592
$ $53
6,59
2
1. R
epor
t Tot
al G
ener
al F
und
budg
eted
exp
endi
ture
s an
d ot
her
fina
ncin
g us
es
amou
nt a
dopt
ed f
or 2
007-
08.
(Fro
m S
AC
S F
orm
01,
Tot
al E
xpen
ditu
res
+
Tra
nsfe
rs O
ut +
Use
s)$
148,
459,
504
$
2. R
epor
t the
3 p
erce
nt o
f th
e G
ener
al F
und
Bud
get a
mou
nt r
equi
red
to b
e se
t-as
ide
for
Rou
tine
Res
tric
ted
Mai
nten
ance
pur
pose
s fo
r 20
07-0
8. (
Sec
tion
4,
Lin
e 1
tim
es 3
%)
$4,
453,
785
$53
6,59
2
3. R
epor
t the
FY
200
7-08
am
ount
bud
gete
d fo
r R
outi
ne R
estr
icte
d M
aint
enan
ce p
urpo
ses
purs
uant
to E
.C. 1
7070
.75
and
1707
0.77
. ( R
esou
rce
8150
, Obj
ects
898
0 an
d/or
891
5)$
4,45
3,78
5
4. E
nter
the
actu
al a
mou
nt e
xpen
ded
in F
Y 2
006-
07 f
or R
outi
ne R
estr
icte
d M
aint
enan
ce p
urpo
ses.
(R
esou
rce
8150
)$
3,50
0,00
0
XY
Z S
choo
l Dis
tric
tA
UT
HO
RIZ
ED
SIG
NA
TU
RE
DIS
TR
ICT
Dir
ecto
r of
Acc
ount
ing
10/1
/200
7T
ITL
ED
AT
E
Ple
ase
retu
rn c
om
ple
ted
cer
tifi
cati
on
to
Fin
anci
al A
cco
un
tin
g, R
oo
m 6
08 b
y O
cto
ber
31,
200
7.
3. T
otal
Rou
tine
Res
tric
ted
Mai
nten
ance
Acc
ount
tran
sfer
into
Def
erre
d M
aint
enan
ce.
(Sec
tion
3, L
ine
1 +
Lin
e 2.
Cop
y fi
gure
to S
ecti
on 2
, Lin
e 1)
.
2. R
epor
t fun
ds d
epos
ited
in th
e R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt (
E.C
. 17
070.
75)
in 2
007-
08 in
exc
ess
of 2
.5 p
erce
nt th
at w
as u
sed
tow
ards
the
dist
rict
m
atch
ing
shar
e. (
Res
ourc
e 81
50, O
bjec
t 761
5), A
T#_
____
____
, dat
ed__
____
__
4. T
OT
AL
OF
OP
TIO
NS
A a
nd B
(S
ecti
on 1
, Lin
e 2
+ L
ine
3)
SE
CT
ION
1
AV
AIL
AB
LE
UN
MA
TC
HE
D C
AR
RY
OV
ER
3. O
PT
ION
BA
vail
able
am
ount
fro
m S
ecti
on 1
, Lin
e 1
appl
ied
to F
Y 2
006-
07 m
atch
(C
opy
figu
re to
Sec
tion
2, L
ine
3)
5. R
EM
AIN
ING
AV
AIL
AB
LE
UN
MA
TC
HE
D B
AL
AN
CE
Am
ount
to b
e ca
rrie
d fo
rwar
d to
sub
sequ
ent f
isca
l yea
r. (
Sec
tion
1, L
ine
1 m
inus
L
ine
4)
2. O
PT
ION
AA
mou
nt tr
ansf
erre
d ou
t of
the
Def
erre
d M
aint
enan
ce F
und
to a
noth
er f
und.
(A
T#_
____
____
____
, dat
ed _
____
____
, am
ount
____
____
___)
1. R
epor
t fun
ds d
epos
ited
in th
e R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt (
E.C
. 17
070.
75)
in 2
006-
07 in
exc
ess
of 2
.5 p
erce
nt th
at w
as u
sed
tow
ards
the
dist
rict
m
atch
ing
shar
e. (
Res
ourc
e 81
50, O
bjec
ts 7
615
and/
or 9
611/
9612
, AT
#415
6 ,
date
d 05
/15/
07 a
nd/o
r JE
#___
__ if
acc
rued
) R
efer
to e
xam
ple1
b
FY
200
6-20
07 D
istr
ict
Def
erre
d M
ain
ten
ance
Cer
tifi
cati
on
1. A
VA
ILA
BL
E U
NM
AT
CH
ED
CA
RR
YO
VE
R (
Fro
m S
ched
ule
B, C
olum
n 6)
SE
CT
ION
3
RM
A T
RA
NS
FE
R T
O D
EF
ER
RE
D M
AIN
TE
NA
NC
ES
EC
TIO
N 4
M
ISC
EL
LA
NE
OU
S
SE
CT
ION
2
DIS
TR
ICT
MA
TC
H T
O D
EF
ER
RE
D M
AIN
TE
NA
NC
E
10.12 May 2008
FY
200
6-20
07 D
istr
ict
Def
erre
d M
ain
ten
ance
Cer
tifi
cati
onE
xam
ple
1aIn
stru
ctio
ns
Lin
e 1
Fro
m S
ched
ule
B, C
olum
n 6,
FY
06/
07 A
vail
able
Unm
atch
ed C
arry
over
.L
ine
2 L
ine
3L
ine
4T
otal
of
Sec
tion
1, L
ines
2 a
nd 3
.L
ine
5R
emai
ning
ava
ilab
le u
nmat
ched
bal
ance
to b
e ca
rrie
d to
FY
200
7-08
. S
ecti
on 1
, Lin
e 1
min
us L
ine
4.
Sec
tion
2 s
peci
fies
the
tota
l dis
tric
t sha
re to
be
used
for
the
Def
erre
d M
aint
enan
ce m
atch
.
Lin
e 1
Lin
e 2
Lin
e 3
Am
ount
of
avai
labl
e un
mat
ched
car
ryov
er to
be
appl
ied
to th
e F
Y 2
006-
07 d
istr
ict m
atch
. F
rom
Sec
tion
1, L
ine
3 O
ptio
n B
.L
ine
4
Lin
e 1
To
calc
ulat
e th
e am
ount
in th
e 20
06-0
7 R
MA
avai
labl
e to
be
tran
sfer
red
into
Def
erre
d M
aint
enan
ce f
or F
Y 2
006-
07, d
o th
e fo
llow
ing
step
s:
Ste
p1.
FY
200
6-07
act
ual R
MA
Con
trib
utio
n (R
esou
rce
8150
, Obj
ects
898
0 an
d/or
891
5).
Thi
s ca
nnot
be
less
than
the
requ
ired
3%
RM
A c
ontr
ibut
ion
(SA
CS
For
m 0
1, 2
006-
07 A
dopt
ed B
udge
t,Tot
al E
xpen
ditu
res
+ T
rans
fers
Out
+
Use
s ti
mes
3%
).$4
,300
,000
Ste
p2.
Cal
cula
te th
e 2.
5% R
MA
con
trib
utio
n am
ount
(S
AC
S F
orm
01,
200
6-07
Ado
pted
Bud
get,T
otal
Exp
endi
ture
s +
T
rans
fers
Out
+ U
ses
tim
es 2
.5%
). T
his
amou
nt m
ust r
emai
n in
the
RM
A.
$3,5
72,2
88
Ste
p3.
Con
trib
utio
n in
exc
ess
of 2
.5%
(S
ecti
on 3
, Lin
e 1,
Ste
p 1
min
us S
tep
2).
Thi
s is
the
max
imu
m a
mou
nt o
f R
MA
co
ntri
buti
on a
vail
able
to b
e tr
ansf
erre
d to
the
Def
erre
d M
aint
enan
ce F
und
for
the
requ
ired
dis
tric
t mat
ch.
$727
,712
Ste
p 4
RM
A c
ontr
ibut
ion
appl
ied
to F
Y 2
005-
06 D
efer
red
Mai
nten
ance
mat
ch.
N/A
Ste
p5
Act
ual
am
ount
of
RM
A c
ontr
ibut
ion
tran
sfer
red
to th
e D
efer
red
Mai
nten
ance
Fun
d. T
his
mus
t be
equa
l to
or
less
than
Sec
tion
3, L
ine
1, S
tep
3 le
ss S
tep
4. I
f an
aud
itor
's tr
ansf
er is
not
pro
cess
ed in
FY
200
6-07
, the
am
ount
th
at w
ill b
e us
ed f
or th
e D
efer
red
Mai
nten
ance
mat
ch m
ust b
e ac
crue
d an
d an
aud
itor
's tr
ansf
er m
ust b
e pr
oces
sed
in F
Y 2
007-
08.
Indi
cate
Aud
itor
's T
rans
fer
#, d
ate,
am
ount
and
/or
Jour
nal E
ntry
#.
$536
,592
Lin
e 2
To
calc
ulat
e th
e am
ount
in th
e 20
07-0
8 R
MA
avai
labl
e to
be
tran
sfer
red
into
Def
erre
d M
aint
enan
ce f
or F
Y 2
006-
07, d
o th
e fo
llow
ing
step
s:
Ste
p1.
Cal
cula
te th
e re
quir
ed 3
% R
MA
con
trib
utio
n fo
r F
Y 2
007-
08 (
SA
CS
For
m 0
1, 2
007-
08 A
dopt
ed B
udge
t,Tot
al
Exp
endi
ture
s +
Tra
nsfe
rs O
ut +
Use
s ti
mes
3%
) O
R th
e ac
tual
RM
A a
dopt
ed b
udge
t. T
o us
e th
is o
ptio
n, th
e tr
ansf
er f
or a
t lea
st th
e 3%
RM
A c
ontr
ibut
ion
mus
t be
proc
esse
d.N
/A
Ste
p2.
Cal
cula
te th
e 2.
5% R
MA
con
trib
utio
n am
ount
(S
AC
S F
orm
01,
200
7-08
Ado
pted
Bud
get,T
otal
Exp
endi
ture
s +
T
rans
fers
Out
+ U
ses
tim
es 2
.5%
). T
his
amou
nt m
ust r
emai
n in
the
RM
A.
N/A
Ste
p3.
Con
trib
utio
n in
exc
ess
of 2
.5%
(S
ecti
on 3
, Lin
e 2,
Ste
p 1
min
us S
tep
2).
Thi
s is
the
max
imu
m a
mou
nt o
f R
MA
co
ntri
buti
on a
vail
able
to b
e tr
ansf
erre
d to
the
Def
erre
d M
aint
enan
ce F
und
for
the
requ
ired
dis
tric
t mat
ch.
N/A
Ste
p4
Act
ual
am
ount
of
RM
A c
ontr
ibut
ion
tran
sfer
red
to th
e D
efer
red
Mai
nten
ance
Fun
d. T
his
mus
t be
equa
l to
or
less
than
Sec
tion
3, L
ine
2, S
tep
3.
Indi
cate
Aud
itor
's T
rans
fer
#, d
ate
and
amou
nt.
N/A
Lin
e 3
Tot
al R
MA
tran
sfer
into
Def
erre
d M
aint
enan
ce f
or F
Y 2
006-
07.
Tot
al o
f S
ecti
on 3
, Lin
es 1
and
2.
Lin
e 1
Lin
e 2
Lin
e 3
Lin
e 4
Am
ount
tran
sfer
red
out o
f th
e D
efer
red
Mai
nten
ance
Fun
d (F
und
14)
to a
noth
er f
und
purs
uant
to E
.C. 1
7583
. In
dica
te A
udit
or's
Tra
nsfe
r #,
dat
e an
d am
ount
.
Tot
al d
istr
ict s
hare
into
Def
erre
d M
aint
enan
ce F
und
(Fun
d 14
) to
be
cert
ifie
d fo
r F
Y 2
006-
07.
Tot
al o
f S
ecti
on 2
, Lin
es 1
, 2 a
nd 3
. M
ust b
e eq
ual t
o or
gre
ater
than
S
ched
ule
A, C
olum
n 5.
If
less
, ref
er to
EC
175
84.1
(c)
for
rep
orti
ng r
equi
rem
ents
.
Req
uire
d 3%
RM
A c
ontr
ibut
ion
for
FY
200
7-08
(S
ecti
on 4
, Lin
e 1
tim
es 3
%).
RM
A e
ndin
g fu
nd b
alan
ce c
anno
t be
used
tow
ards
nex
t yea
r's 3
% r
equi
rem
ent.
FY
200
7-08
ado
pted
rev
enue
bud
get f
or R
MA
(R
esou
rce
8150
, Obj
ects
898
0 an
d/or
891
5).
Thi
s ca
nnot
be
less
than
Sec
tion
4, L
ine
2.
FY
200
6-07
act
ual
exp
end
itu
res
for
RM
A (
Res
ourc
e 81
50, O
bjec
ts 1
000
- 79
99).
Tot
al G
ener
al F
und
adop
ted
budg
et f
or F
Y 2
007-
08 t
o be
use
d fo
r R
MA
con
trib
utio
n ca
lcul
atio
n (
SA
CS
For
m 0
1, 2
007-
08 A
dopt
ed B
udge
t,Tot
al E
xpen
ditu
res
+
Tra
nsfe
rs O
ut +
Use
s).
Sec
tion
4 r
eque
sts
budg
et in
form
atio
n fo
r F
Y 2
007-
08 a
nd e
xpen
ditu
re in
form
atio
n fr
om F
Y 2
006-
07 f
or th
e R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt (
Res
ourc
e 81
50).
Sec
tion
1 r
efer
s to
the
unm
atch
ed f
unds
fro
m th
e pr
evio
us y
ear
that
may
be
carr
ied
forw
ard
and
used
tow
ards
this
yea
r's m
atch
, pro
vide
d no
ne o
f th
ese
fund
s w
ere
tran
sfer
red
out
purs
uant
to E
.C. 1
7583
.
Am
ount
fro
m S
ecti
on 1
, Lin
e 1
Ava
ilab
le U
nmat
ched
Car
ryov
er, t
o be
app
lied
to th
e F
Y 2
006-
07 d
istr
ict m
atch
. C
opy
this
fig
ure
to S
ecti
on 2
, Lin
e 3.
Tra
nsfe
r fr
om R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt to
be
appl
ied
to D
efer
red
Mai
nten
ance
mat
ch.
Com
plet
e S
ecti
on 3
fir
st.
Mus
t equ
al S
ecti
on 3
, Lin
e 3.
Am
ount
of l
ocal
fun
dstr
ansf
erre
d in
to D
efer
red
Mai
nten
ance
Fun
d (F
und
14)
for
dist
rict
mat
chin
g pu
rpos
es.
Indi
cate
Aud
itor
's T
rans
fer
#, d
ate
and
amou
nt.
Sec
tion
3 s
peci
fies
the
tran
sfer
fro
m R
outi
ne R
estr
icte
d M
aint
enan
ce A
ccou
nt (
Res
tric
ted
Gen
eral
Fun
d R
esou
rce
8150
) in
to D
efer
red
Mai
nten
ance
Fun
d (R
esou
rce
6205
) pu
rsua
nt to
E
.C. 1
7070
.75(
b)(2
)(A
).
10.13 May 2008
Exa
mpl
e 1b
CO
UN
TY
OF
FIC
E U
SE
ON
LY
AT
TE
NT
ION
San
Die
go
Co
un
ty O
ffic
e o
f E
du
cati
on
Aud
itor
Dat
e:
AC
CO
UN
TIN
G S
EC
TIO
N
Ent
ered
: Dat
e:
(Pos
ting
Doc
umen
t)
RE
QU
ISIT
ION
ON
CO
UN
TY
AU
DIT
OR
Offi
ce o
f Edu
c. D
ate:
05/1
5/07
FO
R IN
TE
RF
UN
D C
AS
H T
RA
NS
FE
RR
efer
ence
:A
0041
56
PA
GE
1 of
1
CO
UN
TY
AU
DIT
OR
US
E O
NL
Y
FU
ND
NO
.08
3000
10A
CC
OU
NT
NU
MB
ER
DIS
T.
DIS
TR
ICT
OR
NO
. F
UN
D
DE
BIT
CR
ED
IT 9
110
CA
SH
NO
.
FU
ND
NA
ME
(N
o P
ost F
A)
Fun
d-S
ubR
esrc
e-S
ubG
oal
Fun
c-S
ubO
bjt-
Sub
Sch
Loc
Cst
PjY
r
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YZ
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tric
t41
0201
536,
592.
0053
6,59
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06-0
081
5093
0076
15-0
00
NO
TE
:
F
UN
D N
O.
0010
0800
AC
CO
UN
T N
UM
BE
R
DIS
TD
IST
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T O
RN
O.
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ND
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EB
IT 9
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CA
SH
CR
ED
IT
NO
.
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ND
NA
ME
(No
Pos
t FA
)
Fun
d-S
ubR
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e-S
ubG
oal
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ubO
bjt-
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Sch
Loc
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r
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YZ
Dis
tric
t41
0212
536,
592.
0053
6,59
2.00
14-0
062
05
8915
-000
EX
PLA
NA
TIO
N:
E
xam
ined
, App
rove
d, a
nd A
llow
ed
TR
AN
SF
ER
FY
200
6-07
DE
FE
RR
ED
MA
INT
EN
AN
CE
MA
TC
H F
RO
M F
Y 2
006-
07 R
OU
TIN
E R
ES
TR
ICT
ED
MA
INT
EN
AN
CE
AC
CO
UN
TR
EF
:F
D 1
4 F
R F
D 0
6-81
50
BY
:
BO
AR
D A
PP
RO
VA
L D
AT
E:
MA
Y 1
1, 2
007.
D
eput
y S
uper
inte
nden
t of S
choo
ls
Req
uisi
tion
Aut
horiz
ed B
y:
PH
ON
E N
UM
BE
R:
Dat
e:05
/15/
07
Dep
uty
Aud
itor
and
Con
trol
ler
TH
E C
AL
IFO
RN
IA D
EP
AR
TM
EN
T O
F E
DU
CA
TIO
N R
EQ
UIR
ES
TH
IS
TR
AN
SF
ER
TO
BE
MA
DE
BY
TH
E D
AT
E S
PE
CIF
IED
BY
TH
E
ST
AT
E A
LL
OC
AT
ION
BO
AR
D.
10.14 May 2008
RESERVES
Reserves are accounts earmarked for a portion of a fund balance to indicate that it is not available for expenditure. Examples of these are reserves for revolving cash, stores, and prepaid expense. Reserves are also established to designate a portion of the fund equity for a specific future use. Examples of these are restricted program balances and economic uncertainty. Reserves can also be designations by the board.
GASB 54 Fund Balance Reporting
In February 2009, the Governmental Accounting Standards Board issued Statement No. 54 (GASB 54) which significantly changed the categories and terminology used to describe the components of the ending fund balance; what we commonly refer to as Reserves and Designations. The new terminology and categories are effective with the close of fiscal year 2010-11. Districts will close 2010-11 under the old reporting format in the SACS software. Manual entries using the new classification categories will need to be provided to your independent auditor prior to the release of your audited financial reports. Please refer to page 11.5 for information on the new GASB 54 requirement.
1
11.1 August 2012
RESERVE SAMPLES
Account Title
Normal Balance
9711
Reserve for Revolving Cash
Credit
9712 Reserve for Stores Credit 9713 9719
Reserve for Prepaid Expense All Other Nonspendable Assets
Credit Credit
9740 9750 9760
Restricted Balance Stabilization Arrangements Other Commitments
Credit Credit Credit
9780 9789
Other Assignments Reserve for Economic Uncertainties
Credit Credit
9785 Total Reserves/Designations Unavailable Debit
XYZ School District's general ledger has the following balance: Fund (03-00)
9320
Stores
5,000
When the stores physical inventory was taken, the actual stock was valued at $5,500. The following adjustments are needed to the general ledger accounts: Fund
Object
Description
DR
CR
03-00 9320 Stores 500
03-00 4000 Supplies 500
03-00 9785 Total Reserves/Designations 5,500
03-00 9712 Reserve for Stores 5,500
2
11.2 August 2012
XYZ School District's general ledger has the following balance: Fund (03-00)
9789
Reserve for Economic Uncertainty
250,000
The governing board has approved a reduction in reserves for Economic Uncertainty to $200,000. The following adjustments are needed to the general ledger accounts: Fund
PLEASE NOTE: DO NOT EXCEED 18 LINES PER PAGE.EXPLANATION:
TO ESTABLISH RESERVES AND SHOW FUND BALANCE DESIGNATIONS
NOTE: ENTRY #1: OBJECT 9712 MUST EQUAL OBJECT 9320 WITHIN EACH FUND (STORES)
ENTRY #2: OBJECT 9713 MUST EQUAL OBJECT 9330 WITHIN EACH FUND (PREPAID EXPENDITURES)
COUNTY OFFICE USE ONLY
Prepared By: Date: Input date: Approved By:
Deputy Superintendent of Schools
WHITE - SDCOE
GASB 54 – Fund Balance Reporting
In February 2009, the Governmental Accounting Standards Board issued Statement No. 54 (GASB 54), Fund Balance Reporting and
Governmental Fund Type Definitions. This Statement significantly changed the categories and terminology used to describe the components of the ending fund balance. These changes are intended to enhance how fund balance information is reported by establishing new classifications that are easier to understand. GASB 54 also clarifies the definition of some governmental funds. GASB 54 eliminates the reserved/unreserved component of fund balance in favor of a hierarchy of restricted/unrestricted classifications which are based upon the level of spending constraints placed upon the funds. The five classifications are:
5. Unassigned GASB 54 affects only the Governmental Funds of the school district (SACS Funds 01-60), and is effective the close of fiscal year 2010-11 for audited financial statements as of June 30, 2011.
The CDE letter and related attachments dated January 7, 2011, New
Requirements for Reporting Fund Balance in Governmental Funds, can be found on their website at: http://www.cde.ca.gov/fg/ac/co/.
Amounts are not in spendable form (i.e. inventory, prepaids, long-term portion of loans receivable).
Legally or contractually required to be maintained intact (i.e. the principal amount of a permanent fund.)
Restricted
Amounts are subject to externally imposed and legally enforceable constraints.
Constraints may be imposed by grantors, creditors, contributors, laws and regulations of other governments; or imposed by law through constitutional provisions or enabling legislation.
Restricted General Fund (Object 9740) Committed
Amounts are subject to internal constraints self-imposed by formal action of the government’s highest level of decision-making authority.
“Formal action” varies by governments. For school districts,
governing board actions taken at a public meeting can vary from a vote, a resolution, or the adoption of a budget.
The amounts cannot be used for any other purpose unless the same type of action is taken to remove or change the constraint.
The constraint for committed fund balances must be imposed no later than June 30th. (The actual amounts can be determined subsequent to that date at year-end closing.)
11.6 June 2012
Assigned
Amounts that the government intends to be used for specific purposes.
Assigned amounts can be established by a) the governing board; or b) a body (budget committee, finance committee, site council, etc.), or official(s) that has been designated by the governing board.
The constraints that are imposed are more easily removed or modified than those classified as committed.
The assignment does not need to be made before the end of the reporting period (June 30th), but rather can be made any time prior to the issuance of the financial statements (at year-end closing).
Unassigned
General Fund only, it is the residual balance that is not restricted, committed or assigned.
All Other Funds, a positive unassigned fund balance is never reported. (Fund 17 exception; discussion to follow)
Deficits in another classification that cannot be eliminated are reported as a negative unassigned fund balance. (Object 9790)
Stabilization Arrangements
Classified as a committed fund balance under new Object Code 9750.
Level of constraint must meet the criteria to be reported as committed.
Circumstances for spending must be both specific and non-
routine in nature; and identified in the formal action that imposes the parameters for spending.
11.7 June 2012
Reserve for Economic Uncertainties
Does not meet the criteria for being classified as a committed fund balance.
Will be classified as unassigned using new Object Code 9789. (Object 9770 is eliminated for fiscal year 2011-12)
Available in the General Fund and in Fund 17, Special Reserve for Other Than Capital Outlay.
11.8 June 2012
GASB 34
Basic Financial Statements – M D & A
In June 1999, the Governmental Accounting Standards Board issued Statement No. 34 (GASB 34) which fundamentally changed the financial reporting model for state and local governments, including school districts. Under GASB 34, the financial statements must include:
Management Discussion and Analysis (MD&A) Government-wide Statements
> Statement of Activities > Statement of Net Assets > Full accrual including depreciation
Fund Statements Notes to the Financial Statements Required Supplementary Information (RSI)
> Budgetary Comparison The requirements of GASB 34 became effective in three phases based on 1998-99 total revenues reported. The implementation dates were as follows:
Phase 1 District Revenue >$100 million FY 2001-02
Phase 2 District Revenue >$10 million FY 2002-03
Phase 3 District Revenue <$10 million FY 2003-04
12.1 May 2011
Fixed Assets Year End Process 1. Update timeline for year-end processes for ordering
and receiving items. 2. Notify sites or departments about the cutoff date in
ordering items. 3. Make sure that all items received were properly
tagged, recorded in the system and sent to their permanent location.
4. Prepare physical count worksheet to be used by
the person/s responsible for doing inventory count. 5. Distribute worksheet to sites/departments along
with inventory procedures. 6. Take the physical inventory. 7. Reconcile inventory from the actual count against
your system and update as necessary. Identify items that were acquired but not recorded; transferred from one location to another; disposed due to being retired, missing or donated; need to be removed from inventory listing due to low value.
8. Prepare a list of items being disposed and items
acquired via donation and send it to the board for approval.
9. Identify items that are inventoried but do not need
to be capitalized. 10. Identify items that need to be depreciated. Tag as
depreciable in your system. 11. Run processes to depreciate your assets.
12. Verify that assets were depreciated properly.
Compare with prior year records.
12.1A May 2011
GASB 34
Step 1: Review Coding Before You Close In the SACS software, go to Reports/ Government-
wide Reporting/ ENTRY. Open and print the tabs called:
o CE001 Data by Function; and o CE001 Data by Object.
Both documents show the same information, just organized differently.
The expenditures shown on these documents
represent what will be capitalized: everything in Function 8500 and everything in Objects 6000-6999.
Cross-reference these expenditures with the
software or spreadsheet the district is using to keep track of capitalized assets. These two records should be exactly the same for the fiscal year.
If something should not be capitalized, change the
coding before you close. When should something be capitalized?
o Above the capitalization threshold- usually $5,000; AND
o Adds value to the improvement and extends the useful life.
o Everything associated with a capital project should be capitalized, including project manager salary, architect fees, inspection fees, etc.
Do not capitalize
o A $25,000 painting project, even though it exceeds the capitalization threshold
o This does not add value to the improvement. It is maintenance and should be coded to Function 8100.
12.2 May 2011
San Diego County
Unaudited Actuals2005/06 Unaudited Actuals
Conversion from Governmental Funds to Governmental ActivitiesConversion Entry - CE001 Data by Function
37 00000 0000000Report ENTRY
California Dept of EducationSACS Financial Reporting Software - 2006.2.1File: ENTRY (Rev 03/17/2005)
By Function
Fund ResourceProjectYear Goal Function Object Value
Obtain a copy of the district audit for the prior fiscal year.
Review the schedules in the audit showing the ending fund balances for Capital Assets and Long-Term Obligations. These schedules should be in the section called Notes to the Financial Statements.
In the SACS software, go to Reports/ Government-wide Reporting/ ENTRY/ Begin Balance.
Use the ending fund balances from the prior-year audit to fill in the beginning fund balances in the SACS software.
Assets are always debits, depreciation is a credit.
Liabilities are always credits.
12.7 May 2008
San Diego County
Unaudited Actuals2005/06 Unaudited Actuals
Conversion from Governmental Funds to Governmental ActivitiesConversion Entry - Beginning Balances
37 00000 0000000Report ENTRY
California Dept of EducationSACS Financial Reporting Software - 2006.2.1File: ENTRY (Rev 03/17/2005)
Entry BB001 Capital Assets
To record beginning balances for capital assetsand accumulated depreciation relating to generalgovernmental activities.
Object Debit Credit Account Description
9410 45,603,167 Land9420 3,515,710 Land Improvements9425 655,200 Accumulated Depreciation - Land Improvements9430 28,699,052 Buildings9435 5,074,462 Accumulated Depreciation - Buildings9440 3,612,948 Equipment9445 1,648,612 Accumulated Depreciation - Equipment9450 20,142,580 Work In Progress
979Z - 94,195,183 Fund Balance/Net Assets
Total 101,573,457 101,573,457
Entry BB002 Long-Term Liabilities
To record the beginning balances of unmaturedprincipal of long-term liabilities relating to generalgovernmental activities, net of unamortizeddiscount or premium, and deferred charges fordebt issuance costs.
Object Debit Credit Account Description
9330 Prepaid Expense
9661 75,254,683 General Obligation Bonds Payable9662 - State School Building Loan Payable9664 - Other Postemployment Benefits9665 90,267 Compensated Absences Payable9666 26,530,000 COPs Payable9667 1,190,143 Capital Leases Payable9668 - Lease Revenue Bonds Payable9669 - Other General Long-Term Debt
979Z 103,065,093 - Fund Balance/Net Assets
Total 103,065,093 103,065,093
12.8 May 2008
Step 3: Conversion Entries
In the SACS software, go to Reports/ Government-wide Reporting/ ENTRY/ Detail.
SACS automatically extracts data for some of the conversion entries.
SACS automatically performs a default conversion entry for some entries.
Make changes in the User Adjustments section.
See sample conversion entries on the next page.
Instructions for the conversion entries are available in the manual that is downloaded as part of the SACS software.
Key points o The default entry is not always right and
must be changed if needed. o Your district will not use all of the entries. o Look at last year’s conversion entries to get
an idea of which ones apply to your district.
12.9 May 2008
12.10 May 2008
Step 4: Conversion Worksheet
In the SACS software, go to Reports/ Government-wide Reporting/ CNVRT/ Conversion Worksheet.
This worksheet shows how the conversion entries you have done will affect the beginning balances that were entered.
Review this document to ensure that the end result shown in the Statement of Net Assets column is the final result you are expecting.
The worksheet shows which conversion entry numbers apply to each line.
If anything needs to be changed, go back to the ENTRY/ Detail worksheet to make the change.
Click on the Program Revenue-Detail tab. This worksheet distributes your revenue for each program by function. The SACS software uses expenditure data for the program to determine which functions to use.
Sometimes you will see “Unbalanced” in red. In these cases, you need to fix rounding errors or choose a function for the revenue because the software was unable to do this automatically.
REMEMBER TO OPEN AND SAVE the CNVRT worksheet before moving on. Failure to do so will result in inaccurate data in the final reports.
12.11 May 2008
San
Die
go C
ount
Una
udite
d A
ctua
ls20
05/0
6 U
naud
ited
Act
uals
Con
vers
ion
from
Gov
ernm
enta
l Fun
ds to
Gov
ernm
enta
l Act
iviti
esC
onve
rsio
n W
orks
heet
3700
000
0000
000
Rep
ort C
NV
RT
Cal
iforn
ia D
ept o
f Edu
catio
nS
AC
S F
inan
cial
Rep
ortin
g S
oftw
are
- 200
6.2.
1Fi
le: C
NV
RT
(Rev
05/
17/2
0005
)
Con
vers
ion
Entr
ies
Res
ourc
eFu
nctio
nO
bjec
t
Gov
ernm
enta
l Fun
ds,
Cap
ital A
sset
s an
dLo
ng-T
erm
Lia
bilit
ies
Entr
y A
mou
nts
Entr
y N
umbe
rsO
ther
Wor
kshe
etA
djus
tmen
ts *
Stat
emen
t of
Act
iviti
esSt
atem
ent o
f Net
Ass
ets
Ass
ets
Fun
ds 0
1-57
, exc
ept w
here
indi
cate
dC
ash
9110
-914
024
,083
,580
0C
E01
424
,083
,580
Inve
stm
ents
9150
00
CE
014
0R
ecei
vabl
es92
00-9
290
4,12
0,45
10
CE
014,
CE
018
4,12
0,45
1D
ue fr
om O
ther
Fun
ds93
1053
1,63
3(5
31,6
33)
CE
014,
CE
018,
CE
020
0S
tore
s93
2016
1,13
50
CE
014
161,
135
Pre
paid
s93
300
0C
E00
3, C
E01
3, C
E01
40
Oth
er C
urre
nt A
sset
s93
400
0C
E01
40
Land
9410
45,6
03,1
670
CE
001,
CE
004,
CE
005,
CE
011,
CE
014
45,6
03,1
67
Land
Impr
ovem
ents
94
203,
515,
710
0C
E00
1, C
E00
4, C
E00
5,C
E01
1, C
E01
43,
515,
710
Acc
umul
ated
Dep
reci
atio
n - L
and
Impr
ovem
ents
9425
(655
,200
)(1
6,00
6)C
E00
5, C
E01
2, C
E01
4(6
71,2
06)
Bui
ldin
gs94
3028
,699
,052
0C
E00
1, C
E00
4, C
E00
5,C
E01
1, C
E01
428
,699
,052
Acc
umul
ated
Dep
reci
atio
n - B
uild
ings
9435
(5,0
74,4
62)
(784
,566
)C
E00
5, C
E01
2, C
E01
4(5
,859
,028
)
Equ
ipm
ent
9440
3,61
2,94
835
4,57
8C
E00
1, C
E00
4, C
E00
5,C
E01
1, C
E01
43,
967,
526
Acc
umul
ated
Dep
reci
atio
n - E
quip
men
t94
45(1
,648
,612
)(3
11,5
60)
CE
005,
CE
012,
CE
014
(1,9
60,1
72)
Wor
k in
Pro
gres
s94
5020
,142
,580
13,7
27,5
11C
E00
1, C
E00
4, C
E00
5,C
E01
1, C
E01
433
,870
,091
Liab
ilitie
s
Acc
ount
s P
ayab
le a
nd O
ther
Cur
rent
Liab
ilitie
s95
00-9
599,
962
02,
236,
413
2,20
2,94
0C
E00
8, C
E01
4, C
E01
84,
439,
353
Due
to O
ther
Fun
ds96
1053
1,63
3(5
31,6
33)
CE
014,
CE
018,
CE
020
0C
urre
nt L
oans
9640
00
Def
erre
d R
even
ue96
501,
286,
577
0C
E00
6, C
E00
7, C
E01
41,
286,
577
Gen
eral
Obl
igat
ion
Bon
ds P
ayab
le96
6175
,254
,683
(239
,519
)C
E00
2, C
E00
3, C
E00
8,C
E01
375
,015
,164
Sta
te S
choo
l Bui
ldin
g Lo
an P
ayab
le96
620
0C
E00
2, C
E00
3, C
E01
30
Oth
er P
oste
mpl
oym
ent B
enef
its96
640
420,
000
CE
021
420,
000
Com
pens
ated
Abs
ence
s P
ayab
le96
6590
,267
84,1
46C
E00
9, C
E01
417
4,41
3
CO
Ps
Pay
able
9666
26,5
30,0
00(3
45,0
00)
CE
002,
CE
003,
CE
013,
CE
014
26,1
85,0
00
Cap
ital L
ease
s P
ayab
le96
671,
190,
143
(235
,282
)C
E00
2, C
E00
3, C
E01
3,C
E01
495
4,86
1
Leas
e R
even
ue B
onds
Pay
able
9668
00
CE
002,
CE
003,
CE
013,
CE
014
0
Oth
er G
ener
al L
ong-
Term
Deb
t96
690
5,00
0,00
0C
E00
2, C
E00
3, C
E01
0,C
E01
3, C
E01
4, C
E02
25,
000,
000
Fund
Bal
ance
/ N
et A
sset
s97
9Z15
,972
,266
6,08
2,67
20
22,0
54,9
38
12.12 May 2008
San
Die
go C
ount
y
Una
udite
d A
ctua
ls20
05/0
6 U
naud
ited
Act
uals
Con
vers
ion
from
Gov
ernm
enta
l Fun
ds to
Gov
ernm
enta
l Act
iviti
esId
entif
icat
ion
of P
rogr
am R
even
ues
by F
unct
ion
Det
ail
3700
000
0000
000
Rep
ort C
NV
RT
Cal
iforn
ia D
ept o
f Edu
catio
nS
AC
S F
inan
cial
Rep
ortin
g S
oftw
are
- 200
6.2.
1Fi
le: C
NV
RT
(Rev
04/
12/2
005)
Ope
ratin
g G
rant
s an
d C
ontr
ibut
ions
: Gov
ernm
enta
l Act
iviti
esE
xtra
cted
exp
endi
ture
s by
func
tion,
def
ault
iden
tific
atio
n of
pro
gram
reve
nues
by
func
tion,
and
use
r adj
ustm
enE
xtra
cted
exp
endi
ture
s by
func
tion,
def
ault
iden
tific
atio
n of
pro
gram
reve
nues
by
func
tion,
and
use
r adj
ustm
en
Fund
s R
esou
rce
Pro
gram
Rev
enue
s by
Res
ourc
eFu
nctio
n:1000
2100
2420
2700
3600
3700
3900
4000
5000
6000
7200
7700
8100
8500
9000
Tota
l
01-5
7 3
010
NC
LB: T
itle
I, P
art A
, Bas
ic G
rant
s Lo
w
1,75
7,72
2E
xpen
ditu
res
by fu
nctio
n
50
7,18
9
16
6,24
1
32
5,78
7
58
9,34
5
-
-
7
3,40
2
-
-
-
9
2,89
7
-
2,
861
-
-
1,
757,
722
Per
cent
age
of to
tal
28.8
5490
%9.
4577
5%18
.534
61%
33.5
2891
%4.
1759
7%5.
2850
8%0.
1627
7%99
.999
99%
Def
ault
reve
nue
by fu
nctio
n
50
7,18
9
16
6,24
1
32
5,78
7
58
9,34
5
-
-
7
3,40
2
-
-
-
9
2,89
7
-
2,
861
-
-
1,
757,
722
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
50
7,18
9
16
6,24
1
32
5,78
7
58
9,34
5
-
-
73,4
02
-
-
-
92,8
97
-
2,8
61
-
-
1,75
7,72
2
01-5
7 3
030
NC
LB: T
itle
I, P
art B
, Rea
ding
Firs
t Pr
671
,797
Exp
endi
ture
s by
func
tion
510,
777
115,
805
-
2
2,49
6
-
-
-
-
-
-
22,
718
-
-
-
-
671,
796
Per
cent
age
of to
tal
76.0
3156
%17
.238
12%
3.34
864%
3.38
168%
100.
0000
0%D
efau
lt re
venu
e by
func
tion
510,
778
115,
805
-
2
2,49
6
-
-
-
-
-
-
22,
718
-
-
-
-
671,
797
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
51
0,77
8
11
5,80
5
-
22,4
96
-
-
-
-
-
-
22,7
18
-
-
-
-
67
1,79
7
01-5
7 3
105
NC
LB: T
itle
I, E
ven
Sta
rt Fa
mily
Lite
ra
2
03,4
89E
xpen
ditu
res
by fu
nctio
n
85
7
20
2,63
2
-
-
-
-
-
-
-
-
-
-
-
-
-
20
3,48
9P
erce
ntag
e of
tota
l0.
4211
5%99
.578
85%
100.
0000
0%D
efau
lt re
venu
e by
func
tion
857
202,
632
-
-
-
-
-
-
-
-
-
-
-
-
-
203,
489
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
8
57
20
2,63
2
-
-
-
-
-
-
-
-
-
-
-
-
-
20
3,48
9
01-5
7 3
175
NC
LB: T
itle
I, P
art A
, Pro
gram
Impr
ov
86,6
68E
xpen
ditu
res
by fu
nctio
n
8
2,08
8
-
-
-
-
-
-
-
-
-
4,58
1
-
-
-
-
8
6,66
9P
erce
ntag
e of
tota
l94
.714
37%
5.28
563%
100.
0000
0%D
efau
lt re
venu
e by
func
tion
82,
087
-
-
-
-
-
-
-
-
-
4,
581
-
-
-
-
86,
668
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
82,0
87
-
-
-
-
-
-
-
-
-
4,5
81
-
-
-
-
86,6
68
01-5
7 3
310
Spe
cial
Ed:
IDE
A B
asic
Loc
al A
ssis
tan
755,
586
Exp
endi
ture
s by
func
tion
342,
369
88,
474
-
-
-
-
284,
810
-
-
-
39,
933
-
-
-
-
755,
586
Per
cent
age
of to
tal
45.3
1172
%11
.709
32%
37.6
9392
%5.
2850
4%10
0.00
000%
Def
ault
reve
nue
by fu
nctio
n
34
2,36
9
8
8,47
4
-
-
-
-
28
4,81
0
-
-
-
3
9,93
3
-
-
-
-
75
5,58
6U
ser a
djus
tmen
ts
-
Adj
uste
d re
venu
e by
func
tion
342,
369
88
,474
-
-
-
-
284,
810
-
-
-
39
,933
-
-
-
-
755,
586
01-5
7 3
315
Spe
cial
Ed:
IDE
A P
resc
hool
Gra
nts,
P
18,2
35E
xpen
ditu
res
by fu
nctio
n
1
7,27
1
-
-
-
-
-
-
-
-
-
96
4
-
-
-
-
1
8,23
5P
erce
ntag
e of
tota
l94
.713
46%
5.28
654%
100.
0000
0%D
efau
lt re
venu
e by
func
tion
17,
271
-
-
-
-
-
-
-
-
-
964
-
-
-
-
18,
235
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
17,2
71
-
-
-
-
-
-
-
-
-
9
64
-
-
-
-
18,2
35
01-5
7 3
320
Spe
cial
Ed:
IDE
A P
resc
hool
Loc
al E
nt
29,8
24E
xpen
ditu
res
by fu
nctio
n
2
8,24
8
-
-
-
-
-
-
-
-
-
1,57
6
-
-
-
-
2
9,82
4P
erce
ntag
e of
tota
l94
.715
67%
5.28
433%
100.
0000
0%D
efau
lt re
venu
e by
func
tion
28,
248
-
-
-
-
-
-
-
-
-
1,
576
-
-
-
-
29,
824
Use
r adj
ustm
ents
-A
djus
ted
reve
nue
by fu
nctio
n
28,2
48
-
-
-
-
-
-
-
-
-
1,5
76
-
-
-
-
29,8
24
01-5
7 3
340
Spe
cial
Ed:
IDE
A L
ocal
Sta
ff D
evel
opm
1
,626
Exp
endi
ture
s by
func
tion
1,
540
-
-
-
-
-
-
-
-
-
86
-
-
-
-
1,
626
Per
cent
age
of to
tal
94.7
1095
%5.
2890
5%10
0.00
000%
Def
ault
reve
nue
by fu
nctio
n
1,54
0
-
-
-
-
-
-
-
-
-
86
-
-
-
-
1,62
6U
ser a
djus
tmen
ts
-
Adj
uste
d re
venu
e by
func
tion
1
,540
-
-
-
-
-
-
-
-
-
86
-
-
-
-
1
,626
01-5
7 3
345
Spe
cial
Ed:
IDE
A P
resc
hool
Sta
ff D
ev
156
Exp
endi
ture
s by
func
tion
148
-
-
-
-
-
-
-
-
-
8
-
-
-
-
156
Per
cent
age
of to
tal
94.8
7179
%5.
1282
1%10
0.00
000%
Def
ault
reve
nue
by fu
nctio
n
14
8
-
-
-
-
-
-
-
-
-
8
-
-
-
-
15
6U
ser a
djus
tmen
ts
-
Adj
uste
d re
venu
e by
func
tion
148
-
-
-
-
-
-
-
-
-
8
-
-
-
-
1
56
01-5
7 3
360
Spe
cial
Ed:
IDE
A L
ow-In
cide
nce
Ent
it
439
Exp
endi
ture
s by
func
tion
416
-
-
-
-
-
-
-
-
-
23
-
-
-
-
439
Per
cent
age
of to
tal
94.7
6082
%5.
2391
8%10
0.00
000%
Def
ault
reve
nue
by fu
nctio
n
41
6
-
-
-
-
-
-
-
-
-
23
-
-
-
-
43
9U
ser a
djus
tmen
ts
-
Adj
uste
d re
venu
e by
func
tion
416
-
-
-
-
-
-
-
-
-
23
-
-
-
-
439
01-5
7 3
710
NC
LB: T
itle
IV, P
art A
, Dru
g-Fr
ee S
ch
40,7
66E
xpen
ditu
res
by fu
nctio
n
2
1,79
5
-
-
1
4,38
4
-
-
-
-
-
-
2,
155
-
2,43
2
-
-
4
0,76
6P
erce
ntag
e of
tota
l53
.463
67%
35.2
8431
%5.
2862
7%5.
9657
6%10
0.00
001%
Def
ault
reve
nue
by fu
nctio
n
2
1,79
5
-
-
1
4,38
4
-
-
-
-
-
-
2,
155
-
2,43
2
-
-
4
0,76
6U
ser a
djus
tmen
ts
-
Adj
uste
d re
venu
e by
func
tion
21
,795
-
-
14
,384
-
-
-
-
-
-
2
,155
-
2
,432
-
-
40
,766
01-5
7 4
035
NC
LB: T
itle
II, P
art A
, Tea
cher
Qua
lity
355
,498
Exp
endi
ture
s by
func
tion
107,
916
225,
516
-
2,97
9
-
-
85
-
-
-
1
8,78
8
-
215
-
-
355,
499
Per
cent
age
of to
tal
30.3
5620
%63
.436
47%
0.83
798%
0.02
391%
5.28
497%
0.06
048%
100.
0000
1%D
efau
lt re
venu
e by
func
tion
107,
916
225,
515
-
2,97
9
-
-
85
-
-
-
1
8,78
8
-
215
-
-
355,
498
Use
r adj
ustm
ents
-
12.13 May 2008
Step 5: Statement of Net Assets and Statement of Net Activities
In the SACS software, go to Reports/ Government-wide Reporting/ GSNA.
Verify that the information on the Government-wide Statement of Net Assets matches what is shown on the Conversion Worksheet.
Distribute long-term liabilities due within one year and due in more than one year.
Distribute Net Assets into the amount restricted for certain categories or unrestricted.
Open the ASSET and DEBT forms available under Forms/ Supplementals.
Ensure that the information on the ASSET and DEBT forms match both the Beginning Balances and the final result shown in the GSNA.
In the SACS software, go to Reports/ Government-wide Reporting/ GSA.
This document is called Government-wide Statement of Activities. It summarizes program revenues by function.
Information is obtained from the Program Revenue- Detail worksheet. No data entry is permitted.
12.14 May 2008
San Diego County
Unaudited Actuals2005/06 Unaudited Actuals
Government-wide Statement of Net Assets37 00000 0000000
Report GSNA
California Dept of EducationSACS Financial Reporting Software - 2006.2.1File: GSNA (Rev 06/15/2005)
Governmental Business-typeActivities Activities Total
AssetsCash 24,083,580 0 24,083,580Investments 0 0 0Receivables 4,120,451 0 4,120,451Due from (to) other funds 0 0 0Stores 161,135 0 161,135Prepaid expenses 0 0 0Other current assets 0 0 0Capital assets:
Land 45,603,167 0 45,603,167Land Improvements 3,515,710 0 3,515,710Buildings 28,699,052 0 28,699,052Equipment 3,967,526 0 3,967,526Work in progress 33,870,091 0 33,870,091
Less accumulated depreciation (8,490,406) 0 (8,490,406)Total assets 135,530,306 0 135,530,306
LiabilitiesAccounts payable and other current liabilities 4,439,353 0 4,439,353Current loans 0 0 0Deferred revenue 1,286,577 0 1,286,577Long-term liabilities: 107,749,438 0 107,749,438
Due within one year 1,697,598 1,697,598Due in more than one year 106,051,840 106,051,840
Total liabilities 113,475,368 0 113,475,368
Net AssetsInvested in capital assets, net of related debt 9,079,257 9,079,257Restricted for:
Capital projects 3,601,664 3,601,664Debt service 2,432,572 2,432,572Educational programs 6,548,125 6,548,125Other purposes (expendable) 0 0Other purposes (nonexpendable) 0 0
Unrestricted 393,320 393,320Total net assets 22,054,938 0 22,054,938
12.15 May 2008
San
Die
go C
ount
y
Una
udite
d A
ctua
ls20
05/0
6 U
naud
ited
Act
uals
Sch
edul
e of
Cap
ital A
sset
s37
0000
0 00
0000
0Fo
rm A
SS
ET
Cal
iforn
ia D
ept o
f Edu
catio
nS
AC
S F
inan
cial
Rep
ortin
g S
oftw
are
- 200
6.2.
1Fi
le: A
SS
ET
(Rev
05/
04/2
005)
Una
udite
d B
alan
ce
July
1
Aud
itA
djus
tmen
ts/
Res
tate
men
ts
Aud
ited
Bal
ance
Jul
y 1
Incr
ease
sD
ecre
ases
Endi
ng B
alan
ceJu
ne 3
0
Gov
ernm
enta
l Act
iviti
es:
Cap
ital a
sset
s no
t bei
ng d
epre
ciat
ed:
La
nd45
,603
,167
.20
(0.2
0)45
,603
,167
.00
0.00
45,6
03,1
67.0
0
Wor
k in
Pro
gres
s12
,553
,104
.29
7,58
9,47
5.71
20,1
42,5
80.0
013
,727
,511
.00
33,8
70,0
91.0
0
Tot
al c
apita
l ass
ets
not b
eing
dep
reci
ated
58,1
56,2
71.4
97,
589,
475.
5165
,745
,747
.00
13,7
27,5
11.0
00.
0079
,473
,258
.00
Cap
ital a
sset
s be
ing
depr
ecia
ted:
La
nd Im
prov
emen
ts3,
515,
710.
150.
003,
515,
710.
150.
003,
515,
710.
15
Bui
ldin
gs28
,954
,418
.00
(255
,366
.00)
28,6
99,0
52.0
00.
000.
0028
,699
,052
.00
E
quip
men
t3,
660,
605.
03(4
7,65
7.00
)3,
612,
948.
0335
4,57
7.97
0.00
3,96
7,52
6.00
T
otal
cap
ital a
sset
s be
ing
depr
ecia
ted
36,1
30,7
33.1
8(3
03,0
23.0
0)35
,827
,710
.18
354,
577.
970.
0036
,182
,288
.15
A
ccum
ulat
ed D
epre
ciat
ion
for:
L
and
Impr
ovem
ents
(699
,960
.00)
44,7
60.0
0(6
55,2
00.0
0)(1
6,00
6.00
)(6
71,2
06.0
0)
Bui
ldin
gs(6
,637
,854
.00)
1,56
3,39
2.00
(5,0
74,4
62.0
0)(7
84,5
66.0
0)(5
,859
,028
.00)
E
quip
men
t(1
,660
,109
.00)
11,4
97.0
0(1
,648
,612
.00)
(311
,560
.00)
(1,9
60,1
72.0
0)
T
otal
acc
umul
ated
dep
reci
atio
n(8
,997
,923
.00)
1,61
9,64
9.00
(7,3
78,2
74.0
0)(1
,112
,132
.00)
0.00
(8,4
90,4
06.0
0)
T
otal
cap
ital a
sset
s be
ing
depr
ecia
ted,
net
27,1
32,8
10.1
81,
316,
626.
0028
,449
,436
.18
(757
,554
.03)
0.00
27,6
91,8
82.1
5G
over
nmen
tal a
ctiv
ity c
apita
l ass
ets,
net
85,2
89,0
81.6
78,
906,
101.
5194
,195
,183
.18
12,9
69,9
56.9
70.
0010
7,16
5,14
0.15
Bus
ines
s-Ty
pe A
ctiv
ities
:C
apita
l ass
ets
not b
eing
dep
reci
ated
:
Land
0.00
0.00
W
ork
in P
rogr
ess
0.00
0.00
T
otal
cap
ital a
sset
s no
t bei
ng d
epre
ciat
ed0.
000.
000.
000.
000.
000.
00C
apita
l ass
ets
bein
g de
prec
iate
d:
Land
Impr
ovem
ents
0.00
0.00
B
uild
ings
0.00
0.00
E
quip
men
t0.
000.
00
Tot
al c
apita
l ass
ets
bein
g de
prec
iate
d0.
000.
000.
000.
000.
000.
00
Acc
umul
ated
Dep
reci
atio
n fo
r:
Lan
d Im
prov
emen
ts0.
000.
00
Bui
ldin
gs0.
000.
00
Equ
ipm
ent
0.00
0.00
Tot
al a
ccum
ulat
ed d
epre
ciat
ion
0.00
0.00
0.00
0.00
0.00
0.00
Tot
al c
apita
l ass
ets
bein
g de
prec
iate
d, n
et0.
000.
000.
000.
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12.16 May 2008
12.17 May 2008
San Diego County
Unaudited Actuals2005/06 Unaudited Actuals
Government-wide Statement of Activities37 00000 0000000
Report GSA
California Dept of EducationSACS Financial Reporting Software - 2006.2.1File: GSA (Rev 06/22/2005)
Net (Expense) Revenue andProgram Revenues Changes in Net Assets
Operating CapitalCharges for Grants and Grants and Governmental Business-type
General administration:Centralized data processing 383,450 0 0 0 (383,450) (383,450)All other general administration 2,251,032 8,743 635,334 0 (1,606,955) (1,606,955)
Total expenses 50,641,900 170,820 14,940,690 156,050 (35,374,340) 0 (35,374,340)
General revenues: Taxes and subventions: Taxes levied for general purposes 11,122,556 0 11,122,556 Taxes levied for debt service 2,959,384 0 2,959,384 Taxes levied for other specific purposes 2,007,893 0 2,007,893 Federal and state aid not restricted to specific purposes 16,813,698 0 16,813,698 Interest and investment earnings 641,205 0 641,205 Interagency revenues 0 0 0 Miscellaneous 425,345 0 425,345Special and extraordinary items 0 0 0Internal transfers 0 0 0
Total general revenues, special and extraordinary items, and transfers 33,970,081 0 33,970,081
*This amount excludes depreciation that is included in the direct expenses of various programs.
12.18 May 2008
Step 6: Management Discussion & Analysis
The Management Discussion & Analysis (MD&A) provides a narrative introduction and analysis of the financial statements. This will be included in your final audit.
Compare current-year to prior year.
Provide an analysis of the district’s overall financial position.
Provide analysis of individual funds.
Provide an analysis of budget to actual results.
Provide a description of capital asset and long-term debt activity.
Charts and graphs are encouraged.
Provide a description of known facts, conditions, or decisions expected to have a significant effect on financial position such as declining enrollment, state budget cuts, opening new schools, etc.
12.19 May 2008
GASB 45
Accounting and Financial Reporting by Employers for Postemployment Benefits Other Than Pensions
In June 2004, the Governmental Accounting Standards Board issued Statement No. 45 (GASB 45) which establishes standards for governmental employers to measure and report their costs and obligation relating to postemployment benefits other than pensions. These costs are called Other Post-Employment Benefits (OPEB). Examples include health benefits, life insurance, legal services, or other benefits. The requirements of GASB 45 became effective in three phases based on 1998-99 total revenues reported. As of 2009-10, all districts must do full implementation of GASB 45. The implementation dates are as follows: Phase 1 District Revenue >$100 million
FY 2007-08 Phase 2 District Revenue >$10 million
FY 2008-09 Phase 3 District Revenue <$10 million
FY 2009-10
This section describes the accounting entries that need to be done by school districts for GASB 45. There are two options discussed in this manual:
Option 1: Performing manual entries at the end of the fiscal year. An online video training for Option 1 is available at: http://www.sdcoe.net/business2/dfs/?loc=gasb45
Option 2: Using the Payroll System throughout the fiscal year
12.2.1 May 2011
GASB 45 Key Concepts
Present Value of Projected Benefits (PVPB): This is the total projected costs to finance benefits payable in the future based upon a members’ past service through the valuation date, and their future service.
Annual Required Contribution (ARC): This is the level of
employer contribution required on a sustained ongoing basis to systematically fund the Normal Cost and the UAAL. It is the amount needed to pay benefits as they come due plus amortize the UAAL. Once a school district is in full implementation of GASB 45, costs must be allocated in the same proportions as the components of the ARC, even if the district is not fully funding the ARC.
Unfunded Actuarial Accrued Liability (UAAL): This is the unfunded portion of the PVPB which represents the value of OPEB benefits already earned in exchange for an employee’s past service.
Active Employees: The UAAL Active cost should be charged to Objects 3751 and 3752 or if unduly burdensome to the programs, to Objects 3701 and 3702.
Retired Employees: The UAAL Retiree cost must be charged to Objects 3701 and 3702.
Normal Cost: This is the portion of the PVPB to be allocated each year which represents the cost for OPEB benefits being earned by active employees in exchange for their services now. The normal cost must be charged to Object 3751 and 3752.
Objects 3701 and 3702 (OPEB Allocated): Allocated costs must be distributed proportionally based on the amount of salaries in every combination of fund, goal, and function.
Objects 3751 and 3752 (OPEB Active Employees): A flat dollar amount per FTE must be direct charged proportionally based on the amount of FTE in every combination of fund, goal, and function.
For more information on GASB 45 requirements, see: http://www.cde.ca.gov/fg/ac/co/documents/gasb45opeb.doc
12.2.2 May 2011
OPTION 1 Manually Allocating Retiree Benefit Costs at Year-End Closing
Districts Fully Implementing GASB 45
1. Obtain Information from the Actuarial Report
a. Find the Annual Required Contribution in your district’s actuarial study. It should be broken down into two components: Normal Cost and Amortization of the Unfunded Actuarial Accrued Liability (UAAL). Enter these amounts and determine the percentage of the total as shown below:
Annual Required Contribution (ARC)
Normal Cost $1,728,703 43.82%
Amortization of UAAL $2,216,447 56.18%
Annual Required Contribution $3,945,150 100.00%
b. The UAAL needs to be broken out into two components: active employees
and retirees. This is shown in the section of the report that shows the Actuarial Accrued Liability (AAL). Enter these amounts and determine the percentage of the total as shown below:
Actuarial Accrued Liability (AAL)
Actives $27,836,912 79.57%
Retirees $7,146,016 20.43%
Total AAL $34,982,928 100.00%
c. The percentages for the AAL need to be applied to the Amortized UAAL of
$2,216,447 as shown below:
Breakdown of UAAL
Actives $1,763,627 79.57%
Retirees $452,820 20.43%
Total Amortized UAAL $2,216,447 100.00%
d. Incorporate the dollar amounts for the UAAL into a final chart breaking
down the components of the ARC as shown below:
Annual Required Contribution (ARC)
Normal Cost $1,728,703 43.82%
UAAL Actives $1,763,627 44.70%
UAAL Retirees $452,820 11.48%
Annual Required Contribution $3,945,150 100.00%
e. Actual retiree benefit costs must be allocated according to the
percentages created in Step 1d. Districts must use the following objects: i. Normal Cost: Objects 3751, 3752 ii. UAAL Actives: Either Objects 3751,3752 or 3701, 3702 iii. UAAL Retirees: Objects 3701, 3702
12.2.3 May 2011
2. Download data from FIS and import it into Microsoft Excel.
a. Go to EXPINQ and use the File function to create a file for all funds,
objects 1000-2999.
b. Click on the DNLOAD hyperlink to find your file and then save it.
c. Open Excel and import the file into Excel. Start the import at Row 8 so that you will eliminate unnecessary data. Make sure that everything is formatted as text except for the dollar amounts and the Object Code. Otherwise, an account called 0000 will show up as 0.
d. You will have a table that looks like this:
3. Create three new fields called “Fund”, “Goal Function”, and “Salary Type” as
shown below. Instructions for formulas for these fields will follow:
P Q R
Fund Goal Function Salary Type
03 00002420 Certificated
4. If you would like to charge everything in the General Fund to Fund 03, then
create a new fund field that classifies anything in Fund 06 as Fund 03: =If(A2=”06”,”03”,A2)
5. Create a new column called Goal Function.
a. Create a formula that combines the goal and function field. b. The formula should use the “&” symbol instead of the “+” symbol like this:
=E2&F2. c. The result will look like this: 00002420.
6. Create a new column called Salary Type to distinguish between certificated and
classified salaries.
a. Create a lookup table like this:
T U 2 1000 Certificated 3 2000 Classified
b. In the Salary Type column, the formula should look like this:
=LOOKUP(H2(this is a cell reference for the object code),$T$2:$T$3,$U$2:$U$3).
A B C D E F G H I J K L M N O
Fund SubFund Res SubRes Goal Func SubFunc Objt SubObjt Sch Budget Trans Encumb Bal Object Description
03 00 0000 000 0000 2420 000 1200 001 262 52,729.00 52,728.67 0 0.33 MONTHLY PUPIL SUPPORT SAL
12.2.4 May 2011
c. If the formula produces a result of “#N/A”, change the object column to
number format. This will only be a problem if you originally formatted the Object field as text.
d. This will assign Certificated to all account strings with objects 1000-1999
and Classified to all account strings with objects 2000-2999.
e. Be sure to save the file as Excel and change the name on the worksheet tab before proceeding.
7. Create a Pivot Table in a new worksheet with “Fund” and "Goal Function" for
Rows, "Salary Type" for Columns, and "Trans" for Data. This will add up all the salaries for a particular combination of fund, goal, and function. The pivot table will look like this:
Sum of Trans Salary Type
Fund2 Goal Function Certificated Classified Grand Total
03 00002100 1,711,512.58 427,214.81 2,138,727.39
00002140 840,801.83 224.19 841,026.02
00002420 365,641.09 650,412.97 1,016,054.06
00002490 300.00 480.00 780.00
00002495 7,799.79 15,554.40 23,354.19
00002700 4,513,164.67 3,410,104.26 7,923,268.93
8. Create Cost Allocation for Objects 3701 and 3702
a. Copy the pivot table and use paste special to paste the table into a new
worksheet. Be sure to pick the option to paste “values and number formats.”
b. Create two new columns to calculate the percentage certificated and
percentage classified salaries of the total salaries for the whole district.
Goal Function Certificated Classified Total % Certificated % Classified
c. Determine the percentage of your total costs that will be charged to 3701
and 3702 based on the distribution of the ARC determined in Step 1d and 1e. In the example, the district chooses to charge UAAL Actives (44.70%) and UAAL Retirees (11.48%) to 3701 and 3702 for a total of 56.18%.
d. Figure out the total that was charged to Objects 3701 and 3702
throughout the year and multiply it by the percentage of the ARC determined in Step 8c. In this example: $1,026,702.27 in retiree benefit costs multiplied by 56.18%= $576,817.40
12.2.5 May 2011
e. Create two new columns called 3701 and 3702. Use the percentages that have been calculated in Step 8b to distribute the amount determined in Step 8d to objects 3701 and 3702 to each fund goal function combination as shown below:
Fund Goal Function 3701 3702 Total
03 00002100 7,759.72 1,936.92 9,696.64
03 00002140 3,812.06 1.02 3,813.07
9. Download Data from the Payroll System
a. Download the file called OPEBFILE from payroll and import it into
Microsoft Excel (Extract 21 or 71). Make sure that all the fields are formatted as text.
b. Clean up the data
i. Add column headings. See the list of fields on page 12.2.16. ii. Eliminate data that you will not need such as social security
number, etc. iii. The account code will appear in one field. Use the “text to columns”
feature to break the account code into its components. Make sure that all the account fields are formatted as text except for the Object Code field.
c. Determine which employees are eligible for OPEB.
i. You can do this on the payroll system before you start by using the OPEB Flag field.
ii. Or you can use the OPEB Flag once you have downloaded the data from payroll by changing it from “N” to “Y.”
iii. To determine whether an employee is eligible for OPEB, you can look at the bargaining group or other applicable criteria.
10. Create four new fields called “Fund”, “Goal Function,” “Salary Type,” and “FTE”
a. Use the same instructions as shown in Steps 4, 5 and 6 for the Fund, Goal
Function, and Salary Type fields.
b. For the FTE field, make sure that FTE is only calculated for eligible employees. Take the employee’s percentage distribution into account when determining FTE. If an employee is charged equally to two accounts, you should only calculate .5 FTE for each account.
11. Create a Pivot Table in a new worksheet with “Fund” and "Goal Function" for
Rows, "Salary Type" for Columns, and "FTE" for Data. This will add up all the FTE for a particular combination of fund, goal, and function. The pivot table will look like this:
12.2.6 May 2011
Sum of FTE Salary Type
Fund Goal Function Certificated Classified Grand Total
03‐00 00002100 17.33 11.5 28.83
00002140 12.95 12.95
00002420 4.17 26 30.17
00002700 48.5 107.56 156.06
00003110 29.3 1 30.3
12. Create FTE Distribution to Direct Charge Costs to Objects 3751 and 3752
a. Copy the pivot table and use paste special to paste the table into a new
worksheet. Be sure to pick the option to paste “values and number formats.”
b. Determine the percentage of your total costs that will be charged to 3751
and 3752 based on the distribution of the ARC determined in Step 1d and 1e. In the example, the district chooses to charge only the Normal Cost (43.82%) to Objects 3751, 3752.
c. Figure out the total that was charged to Objects 3701 and 3702
throughout the year and multiply it by the percentage of the ARC determined in Step 12b. In this example: $1,026,702.27 in retiree benefit costs multiplied by 43.82%= $449,884.87
d. Determine the amount to charge to each FTE by dividing the amount in
Step 12c by the total FTE. In this case $449,884.87 divided by 2,373= $189.58.
e. Create two new columns for Objects 3751 and 3752. Multiply the FTE on
each line for certificated and classified staff by the dollar amount per FTE determined in Step 12d as shown below:
Fund Goal Function Certificated FTE Classified FTE Total FTE 3751 3752
13. Write a journal entry that credits the accounts you initially used to charge 3701
and 3702 and debits 3701, 3702, 3751 and 3752 using the new distribution you have created in Steps and 8 and 12. You will need to use a due to due from for any transfers between funds if this is done after June 30th.
14. Do a conversion entry in the SACS Software: Entry CE021
a. The appropriate conversion entry is to debit the functions in which OPEB
costs were incurred but contributions were not made (this is the difference between the ARC and the vendor payment), and credit Object 9664, Other Postemployment Benefits (Net OPEB Obligation).
b. If the district did full implementation of GASB 45 in the prior year, adjustments must also be made for interest and/or for any subsequent actuarial study. In Year 1, assume the ARC was $3,945,150 and the vendor payment was $1,026,702.27 for a difference of $2,918,448. In Year 2, a new actuarial study was performed and calculated an ARC of $4,000,000. The vendor payment remained at $1,026,702.27.
c. Interest Calculation i. No interest is calculated in Year 1. ii. Assume the interest rate in Year 2 is 3.012%. iii. Interest will be calculated in Year 2 by multiplying the Net OPEB
Obligation from Year 1: $2,918,448 X 3.012% = $87,904
d. Adjustment to Annual Required Contribution i. Once a new actuarial study is done, OPEB cost must be decreased
by amounts included in the subsequent calculation of the ARC to recapture, or amortize, the prior contribution deficiency. The amortization factor used in the actuarial valuation to calculate the subsequent ARC is used for this adjustment.
ii. Assume this factor is 13.81. Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,918,448 / -13.81= -$211,329.
12.2.8 June 2012
e. Calculation of Net OPEB Obligation
Year 1 Year 2
Annual Required Contribution 3,945,150 4,000,000
Interest on net OPEB Obligation 0 87,904
Adjustment to Annual Required Contribution 0 -211,329
Annual OPEB Cost 3,945,150 3,876,575
Contributions made 1,026,702 1,026,702
Increase in Net OPEB Obligation 2,918,448 2,849,873
Net OPEB Obligation Prior Year 0 2,918,448
Net OPEB Obligation Current Year 2,918,448 5,768,321
f. CE021 distributes the Increase in Net OPEB Obligation by function. To do this, figure out the percentage of the district’s total salaries in each major function shown in CE021 and multiply that by the Increase in Net OPEB Obligation calculated in Step 14e.
g. See sample conversion entries below for Years 1 and 2.
Year 1: Entry CE021 Postemployment Benefits Other than Pensions (OPEB)
To recognize any difference between OPEB costs as defined by generally accepted accounting principles, and amounts actually contributed
Object
Function
(Resource)
Extracted
Data Account Description
Debit Credit Debit Credit Debit Credit
n/a 1000 1,994,492 1,994,492 Instruction
n/a 2100 106,230 106,230 Instructional Supervision and Administration
n/a 2420 33,203 33,203 Instructional Library, Media and Technology
n/a 2700 227,800 227,800 School Site Administration
To recognize any difference between OPEB costs as defined by generally accepted accounting principles, and amounts actually contributed
Account DescriptionEntryObject
Function (Resource)
Extracted Data
Default Conversion of Extracted Data
Conversion
12.2.9 June 2012
OPTION 2
Using Payroll System to Allocate Retiree Benefit Costs Part 1: Allocating costs to Objects 3711 and 3712 Costs can be allocated to Objects 3711 and 3712 by calculating a percentage of Gross Pay for all current employees. The district will determine the percentage and enter this percentage on DISTU screen in the Payroll System. The Payroll System will calculate the OPEB amount using the percentage indicated on DISTU screen. During the payroll process this percentage will be applied to the gross pay for all active employees, and it will spread the dollars across the expenditure accounts for each gross pay, using objects 3711 and 3712 (OPEB Alloc Gross Sal). SACS software – Objects 3711 and 3712 will be rolled up to 3701 and 3702. All expenditures with objects 3711 and 3712 will be posted to FIS with an offset to 9910-371 by Resource: 3711/3712 xxxx-9910-371
$1000.00 $ 1000.00
NOTE: Objects 3711, 3712 (OPEB Alloc Gross Sal) will be added to MDACCT and DDACCT screen. These Objects (3711, 3712) will automatically be added to SACTE (Chart of Accounts) screen in the Payroll System and CHACCT (Chart of Accounts) screen in the FIS system for all existing salary accounts. Object 9910-371 (OPEB ALLOC) will automatically be added to CHACCT (Chart of Accounts) screen in the FIS system for all existing resources.
12.2.10 May 2011
Part II: Direct charging costs to Objects 3751 and 3752 To direct charge costs to Objects 3751 and 3752, a district needs to calculate FTE for all OPEB-eligible employees. OPEB eligible employees are determined by the district. The district will determine an amount and enter this amount on DISTU screen in the Payroll System. EMPLY screen – EMPLY screen in the Payroll System has a field labeled OPEB. Districts can flag all OPEB eligible employees by updating this field to Y for yes. (A one time mass change can be done to populate this field based on FTE %. The Systems Utilization Unit will run this process for interested districts). When payroll processes, all employees with a “Y” in the OPEB field will have OPEB expensed on their gross pay. There are two options available under the FTE amount calculation: Option 1 – Amount is entered on the DISTU screen and the FTE% field is marked Y for Yes on this screen: The Payroll system will calculate the OPEB by multiplying the amount entered in the OPEB (Active) $$ Amount field on the DISTU screen by the FTE on the EMPOS screen. NOTE: If an employee is marked as OPEB eligible and they are on the Fixed Schedule the Payroll system will create a FTE for these employees as follows: Hourly: Calculate total hours on FSCHD screen as a percentage of CHRS. Daily: Calculate total days on FSCHD screen as a percentage of CDAYS. Option 2 – Amount is entered on DISTU screen and the FTE% field is left “Blank” on this screen: The Payroll system will calculate the OPEB by applying the amount entered in the OPEB (Active) $$ amount field on the DISTU screen to each OPEB eligible employee. The dollar amounts for all above options will spread across expenditure accounts for each employee using objects 3751 and 3752 (OPEB Active EMPLY). All expenditures with objects 3751 and 3752 will be posted to FIS with an offset to 9910-375 by Resource: 3751/3752 xxxx-9910-375
$1000.00 $ 1000.00
NOTE: Objects 3751 and 3752 (OPEB Active EMPLY) will be added to MDACCT and DDACCT screens in FIS. These objects (3751, 3752) will automatically be added to SACTE (Chart of Accounts) screen in the Payroll System and CHACCT (Chart of Accounts) screen in the FIS system for all existing salary accounts.
12.2.11 May 2011
Object 9910-375 (OPEB DIRECT) will automatically be added to CHACCT (Chart of Accounts) screen in the FIS system for all existing resources. Part III: Zeroing Out the OPEB Process Three processes are available to be ordered on the REPCAT screen in FIS (OPEBRM02, OPEBRM03 and OPEBRM04). OPEBRM03 process will allow transferring of the amounts from 9910-371 Object in each fund to Object 9570 (Current Liability OPEB) by Resource. This process must be ordered the day before OPEBRM02. xxxx-9910-371 xxxx-9570
$1000.00 $1000.00
OPEBRM04 process will allow transferring of the amounts from 9910-375 Object in each fund to Object 9570 (Current Liability OPEB) by Resource. This process must be ordered the day before OPEBRM02. xxxx-9910-375 xxxx-9570
$1000.00 $1000.00
NOTE: Object 9570 (Current Liability OPEB) will be added to MDACCT and DDACCT screens in FIS. They will also automatically be added to CHACCT (Chart of Accounts) screen in the FIS system for all existing Resources. OPEBRM02 process will allow transferring of the amounts from Funds 03 and 06, Resources other than “0000”, Object 9570 to Fund 03, Resource 0000, Object 9570. This process must be ordered the day after your order OPEBRM03 and/or OPEBM04. 03/06-xxxx-9570 03-0000-9570
$1000.00 $1000.00
12.2.12 May 2011
Part IV: Payroll Screens The following is the list of Reports / Screen that were created or modified for this process: DISTU: This is a screen which allows districts to enter a percentage to be used to calculate against gross pay for all active employees for Allocation of Retired Employees’ Health Benefits Cost and Active Employees’ Past Unfunded Costs. This screen also allows districts to enter an amount to be used for all active OPEB eligible employees for Direct-charging of Active Employees Normal Cost for Retirement Health Benefit. (Sample Attached) DIST ID: This screen includes the fields entered on DISTU screen. EMPLY: An OPEB field is included on this screen to allow districts to flag their OPEB eligible employees; the values are Y (Yes) or N (No). (Sample Attached) PEDR & EPER reports – The Payroll Expenditure Detail Report and Employee Payroll Expenditure Report in the Payroll System include the OPEB objects (3711/3712, 3751/3752) and the dollar amount expensed. The amount is included under the 3901/3902 column. Extract Report #01, 31 – Personnel Data extract includes the OPEB eligible flag from the EMPLY screen. Extract Report #21, 71 – This extract includes the EMPLY OPEB Assignment Data (File Layout Attached).
12.2.13 May 2011
DISTU
The Supplementary District Data Items screen (DISTU) allows districts (K-12) to enter an amount or percentage to be used to calculate Other Post Employment Benefits (OPEB), during the payroll processing.
1 - VERSION NUMBER - Display - Current version control number of the screen. 2 - FUNCTION - Required (3 A/N) - Valid functions for this screen are: INQ Inquire on existing information. CHG Change or update existing information. This can only be done after an inquiry. 3 – FISCAL CCYY - Required - (4 A/N) - The fiscal year of the district information record. Defaults to current fiscal year. 4 - DISTRICT NO. - Required - (3 A/N) - The unique three-digit number assigned to each district. Displays at district level. 5 – OPEB RETIREES PERCENTAGE – Optional – (3, 2 N) – Percentage to be applied to gross pay for all active employees during payroll processing for OPEB calculation. 6 – OPEB (ACTIVE) $$ AMOUNT – Optional – (6, 2 N) – Amount applied to employees marked as OPEB eligible on EMPLY screen. The payroll system will calculate the OPEB by multiplying this amount by the active employee’s FTE.
12.2.14 May 2011
7 – OPEB (ACTIVE) USE FTE % – Optional - (1 A/N) - "Y" indicates that the FTE from EMPOS will be applied to the OPEB (ACTIVE) $$ AMOUNT. “Blank” indicates that the OPEB (ACTIVE) $$ AMOUNT will be multiplied by the number of active OPEB eligible employees. Default for this field is blank. 8 - MESSAGE - Display - The place where any messages from the system will be displayed. 9 - NEXT SCREEN – Optional (5 A/N) – Place to indicate the next screen to navigate
EMPLY
A “Y” in the OPEB field indicates the employee is OPEB eligible. The amount entered on the DISTU screen, in the OPEB (ACTIVE) $$ AMOUNT, will be applied to all active OPEB eligible employees.
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB
OPTION 1: VENDOR PAYMENT IN GENERAL FUND
STEP 1RTBEN 975 1,905 2,880
Vendor Pmt
STEP 2Payroll 500 1,000 1,500
Processx%
Payroll 400 800 1,200Process
$y per FTE
STEP 3June 30th Payroll 45 55 100Accrual Process
x%
June 30th Payroll 30 50 80Accrual Process
$y per FTE
STEP 4aOriginal 1,500 1,200Entries
Transfer 1,500 1,200 2,700to Object 9570
= 0 = 0 = 2,700
During the year, the district pays premiums from the general fund for pay-as-you-go vendor payments using the RTBEN payroll screen.
To eliminate the double counting, the district first needs to transfer the amounts in 9910-371 and 9910-375 to Fund 03, Resource 0000, Object 9570 (Current Liability OPEB). This has been partially automated through the OPEBRM process in FIS. OPEBRM03 and OPEBRM04 will move everything in 9910-371 and 9910-375 to 9570 for each fund. OPEBRM02 will move any 9570s from Fund 06 into Fund 03. An auditor's transfer or due to/ due from will be necessary to move 9570s from any other fund such as 11, 12, or 13 into Fund 03.
0000-3702 0000-91100000-3701
xxxx-3711 xxxx-3712 xxxx-9910-371
The payroll process allocates OPEB at the district determined rate of x% and direct charges OPEB at anamount of $y per OPEB-eligible FTE. These dollars will post into the FIS system, by resource, as indicated:
xxxx-3751
The June 30th payroll accrual will post with an offset, by resource, to 9510 Current Liability as indicated:
xxxx-3752
xxxx-3711
xxxx-9510
xxxx-3712 xxxx-9510
xxxx-3751 xxxx-3752
xxxx-9910-375
The net result is that the same OPEB costs have been double counted in 3701,3702 and the sum of 3711,3712 and 3751, 3752
xxxx-9910-371 xxxx-9910-375 03-0000-9570
12.2.17 May 2011
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB
OPTION 1: VENDOR PAYMENT IN GENERAL FUND The district would also need to move the current liability OPEB payroll accrual from xxxx- 9510 to 0000-9570.
STEP 4b xxxx-9510 xxxx-9510 03-0000-9570 Original 100 80 Entries
Transfer 100 80 180 to Object 9570
= 0 = 0 = 180 Once all the liability is in Object 9570, the district can offset 9570 with the pay-as-you-go vendor payment.
STEP 5 03-0000-9570 0000-3701 0000-3702 Original 2,880 975 1,905 Entries
Reconciling 2,880 975 1,905 Entry
= 0 = 0 = 0
The charges to 3711, 3712 and 3751, 3752 remain in your books. Conversion Entry in SACS Software A conversion entry will be needed in the SACS Software Entry CE021 to show the Net OPEB Obligation. The appropriate conversion entry is to debit the functions in which OPEB costs were incurred but contributions were not made (this is the difference between the ARC and the vendor payment), and credit Object 9664, Net OPEB Obligation. If the district did full implementation of GASB 45 in the prior year, adjustments must also be made for interest and/or for any subsequent actuarial study. In Year 1, assume the ARC was $5,000 and the vendor payment was $2,880 for a difference of $2,120. In Year 2, a new actuarial study was performed and calculated an ARC of $5,500. The vendor payment remained at $2,120. Interest Calculation No interest is calculated in Year 1. Assume the interest rate in Year 2 is 3.012%. Interest will be calculated in Year 2 by multiplying the Net OBEB Obligation from Year 1: $2,120 X 3.012%= $64 Adjustment to Annual Required Contribution Once a new actuarial study is done, OPEB cost must be decreased by amounts included in the subsequent calculation of the ARC to recapture, or amortize, the prior contribution deficiency. The amortization factor used in the actuarial valuation to calculate the subsequent ARC is used for this adjustment. Assume this factor is 13.81. Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,120 / -13.81= -$154.
Net OPEB Obligation Calculation Year 1 Year 2 Annual Required Contribution 5,000 5,500Interest on net OPEB Obligation 0 64Adjustment to Annual Required Contribution 0 -154 Annual OPEB Cost 5,000 5,410Contributions made 2,880 2,880Increase in Net OPEB Obligation 2,120 2,530Net OPEB Obligation Prior Year 0 2,120Net OPEB Obligation Current Year 2,120 4,650
12.2.18 June 2012
See sample conversion entries for Year 1 and Year 2 below:
Year 1: Entry CE021 Postemployment Benefits Other than Pensions (OPEB) To recognize any difference between OPEB costs as defined by generally accepted accounting principles, and amounts actually contributed
Object Function
(Resource) Extracted
Data
Default Conversion of Extracted Data
Conversion
Account Description Entry Debit Credit Debit Credit Debit Credit n/a 1000 1,442 1,442 Instruction n/a 2100 85 85 Instructional Supervision and Administration n/a 2420 21 21 Instructional Library, Media and Technology n/a 2700 170 170 School Site Administration n/a 3600 42 42 Home-to-School Transportation n/a 3700 42 42 Food Services n/a 3900 106 106 All Other Pupil Services n/a 4000 21 21 Ancillary Services n/a 5000 21 21 Community Services n/a 6000 Enterprise Activities n/a 7200 64 64 All Other General Administration n/a 7700 Centralized Data Processing n/a 8100 106 106 Plant Services
9664 2,120 2,120 Other Postemployment Benefits (Net OPEB Obligation)
TOTALS 2,120 2,120 2,120 2,120
Year 2: Entry CE021 Postemployment Benefits Other than Pensions (OPEB)
To recognize any difference between OPEB costs as defined by generally accepted accounting principles, and amounts actually contributed
Object Function
(Resource) Extracted
Data
Default Conversion of Extracted Data
Conversion
Account Description Entry Debit Credit Debit Credit Debit Credit n/a 1000 1,720 1,720 Instruction n/a 2100 101 101 Instructional Supervision and Administration n/a 2420 25 25 Instructional Library, Media and Technology n/a 2700 202 202 School Site Administration n/a 3600 51 51 Home-to-School Transportation n/a 3700 51 51 Food Services n/a 3900 127 127 All Other Pupil Services n/a 4000 25 25 Ancillary Services n/a 5000 25 25 Community Services n/a 6000 Enterprise Activities n/a 7200 76 76 All Other General Administration n/a 7700 Centralized Data Processing n/a 8100 127 127 Plant Services
9664 2,530 2,530 Other Postemployment Benefits (Net OPEB Obligation)
TOTALS 2,530 2,530 2,530 2,530
12.2.19 June 2012
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB
Payroll would post in July to 9511 with an offset to 9910-371 and 9910-375. To clear, district needs to reverse these entries once posted.
12.2.20 May 2011
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB
OPTION 2: VENDOR PAYMENT IN FUND 67
STEP 1aRTBEN 2,880 2,880
Vendor Payment
STEP 1bOriginal 2,880Entries
Transfer 2,880 2,880to Object 5800
= 0 = 2,880
STEP 2Payroll 500 1,000 1,500
Processx%
Payroll 400 800 1,200Process
$y per FTE
STEP 3June 30th Payroll 45 55 100Accrual Process
x%
June 30th Payroll 30 50 80Accrual Process
$y per FTE
During the year, the district pays premiums from Fund 67 for pay-as-you-go vendor payments. If the district chooses to use the RTBEN payroll screen to generate the vendor payment, the following entry is needed because RTBEN only accepts the 3701 and 3702 object numbers:
0000-3701/3702 0000-9110
xxxx-3751 xxxx-3752 xxxx-9910-375
The district would need to move the pay-as-you-go payment from 0000-3701/3702 to 0000-5800 in order to properly record the OPEB vendor payment in Fund 67.
0000-3701/3702 0000-5800
The payroll process allocates OPEB at the district determined rate of x% and direct charges OPEB at rateof $y per OPEB-eligible FTE. These dollars will post into the FIS system, by resource, as indicated:
xxxx-3711 xxxx-3712 xxxx-9910-371
xxxx-3752 xxxx-9510
xxxx-9510
The June 30th payroll accrual will post with an offset, by resource, to 9510 Current Liability as indicated:
xxxx-3711 xxxx-3712
The net result is that the same OPEB costs have been charged to both Object 5800 and the sum of Objects 3711,3712 and 3751, 3752. The charges to the 3700 object codes will become the source of funds to the vendor payment in Fund 67.
xxxx-3751
12.2.21 May 2011
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB
OPTION 2: VENDOR PAYMENT IN FUND 67
STEP 4aOriginal 1,500 1,200Entries
Transfer 1,500 1,200 2,700to Object 9570
= 0 = 0 = 2,700
STEP 4bOriginal 100 80Entries
Transfer 100 80 180to Object 9570
= 0 = 0 = 180
STEP 5Original 2,880Entries
Reconciling 2,880 2,880Entry
= 0 = 2,880
NET OPEB OBLIGATION
The charges to 3711, 3712 and 3751, 3752 remain in your books to show the required distribution of OPEB costs.
Since Fund 67 is full-accrual accounting, a year-end closing entry needs to be done to recognize the "Net OPEB Obligation" in Object 9664. This is the Annual Required Contribution (ARC) minus the vendor payment in Object 5800.
xxxx-9510
xxxx-9910-371 xxxx-9910-375 03-0000-9570
Once all the liability is in Object 9570, the district can transfer these funds to Fund 67 using Object 8674 (In -District Preminums/Contributions). This provides the revenue for the vendor payment that was originally charged to Fund 67, Object 5800.
xxxx-9510 03-0000-9570
03-0000-9570 67-0000-8674
The district would also need to move the current liability OPEB payroll accrual from xxxx- 9510 to 0000-9570.
The district first needs to transfer the amounts in 9910-371 and 9910-375 to Fund 03, Resource 0000, Object 9570 (Current Liability OPEB). This has been partially automated through the OPEBRM process in FIS. OPEBRM03 and OPEBRM04 will move everything in 9910-371 and 9910-375 to 9570 for each fund. OPEBRM02 will move any 9570s from Fund 06 into Fund 03. An auditor's transfer or due to due from will be necessary to move 9570s from any other fund such as 11, 12, or 13 into Fund 03.
12.2.22 May 2011
RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO FOR OPEB
OPTION 2: VENDOR PAYRMENT IN FUND 67
If the district did full implementation of GASB 45 in the prior year, adjustments must also be made for interest and/or for any subsequent actuarial study. In Year 1, assume the ARC was $5,000 and the vendor payment was $2,880 for a difference of $2,120. In Year 2, a new actuarial study was performed and calculated an ARC of $5,500. The vendor payment remained at $2,120. Interest Calculation No interest is calculated in Year 1. Assume the interest rate in Year 2 is 3.012%. Interest will be calculated in Year 2 by multiplying the Net OBEB Obligation from Year 1: $2,120 X 3.012%= $64 Adjustment to Annual Required Contribution Once a new actuarial study is done, OPEB cost must be decreased by amounts included in the subsequent calculation of the ARC to recapture, or amortize, the prior contribution deficiency. The amortization factor used in the actuarial valuation to calculate the subsequent ARC is used for this adjustment. Assume this factor is 13.81. Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,120 / -13.81= -$154. Net OPEB Obligation Calculation Year 1 Year 2 Annual Required Contribution 5,000 5,500 Interest on net OPEB Obligation 0 64 Adjustment to Annual Required Contribution 0 -154 Annual OPEB Cost 5,000 5,410 Contributions made 2,880 2,880 Increase in net OPEB Obligation 2,120 2,530 Net OPEB Obligation Prior Year 0 2,120 Net OPEB Obligation Current Year 2,120 4,650
STEP 6 Year 1 67-0000-5800 67-0000-9664 Original 2,880 Entries
Net OPEB 2,120 2,120 Obligation
= 5,000 = 2,120
STEP 6 Year 2 67-0000-5800 67-0000-9664 Original 2,880 2,120 Beginning Balance Entries
Net OPEB 2,530 2,530 Obligation
= 5,410 = 4,650
12.2.23 June 2012
GASB 54 New Governmental Fund Type Definitions
In February 2009, the Governmental Accounting Standards Board
issued Statement No. 54 (GASB 54), Fund Balance Reporting and
Governmental Fund Type Definitions. This Statement significantly
changed the categories and terminology used to describe the
components of the ending fund balance. These changes are intended
to enhance how fund balance information is reported by establishing
new classifications that are easier to understand. GASB 54 also
clarifies the definition of some governmental funds.
New Governmental Fund Type Definitions
General Fund (SACS 01)
To account for and report all financial resources not accounted
for and reported in another fund.
Special Revenue Funds (SACS 09-20)
To account for and report the proceeds of specific revenue
sources that are restricted or committed to expenditure for
specified purposes other than debt service or capital projects.
Capital Projects Funds (SACS 21-50)
To account for and report financial resources that are restricted,
committed or assigned to expenditures for capital outlay.
Debt Service Funds (SACS 51-56)
To account for and report financial resources that are restricted,
committed or assigned to expenditures for principal and
12.3.1 May 2011
interest.
Permanent Funds (SACS 57-60)
To account for and report resources that are restricted to the
extent that only earnings, and not principal, may be used for
purposes that support the reporting government’s programs.
Special Revenue Funds
One or more specific restricted or committed revenue sources
should be the foundation for a special revenue fund.
The restricted or committed revenue source expected to
continue and comprise a substantial portion of the inflows
reported in the fund.
Other revenue sources (i.e. interfund transfers) may be
reported in the fund if those resources are restricted or
committed to the specified purpose of the fund.
Discontinue use of a Special Revenue fund if restricted or
committed revenue sources no longer compose a substantial
portion of the fund.
Special Revenue Funds 11 and 14
Adult Education and Deferred Maintenance
Flexibility provisions make these revenue sources unrestricted.
Districts that elect to continue using these funds must take
formal board action to commit fund balances. Amounts
transferred into these funds must also be formally committed.
Flexibility provisions will sunset, so CDE has elected not to
close these funds.
Special Revenue Funds 17 and 20
Special Reserve Funds 17 and 20 does not contain specific
12.3.2 May 2011
revenue sources that are restricted or committed to
expenditures for specified purposes.
Fund balance will be classified as assigned in Funds 17 and
20.
Fund 17 will also allow unassigned under Object Code 9789,
Reserve for Economic Uncertainties.
SACS Reporting
The SACS2011 software will be updated for the 2011-12
Budget, but not for the 2010-11 Estimated Actuals.
The SACS2011ALL software will be updated for the 2011-12
Budget and Interims, but not for the 2010-11 Unaudited
Actuals.
Actions to Take NOW
Adopt policies before June 30, 2011.
Take formal action on commitments before June 30, 2011.
Evaluate fund use and make changes if needed (i.e. Funds 11,
14, 17 and 20).
Explain the new requirements to your Board.
Read CDE advisory and consult with auditors.
Policies and Note Disclosures
Description of the authority and actions that lead to committed
and assigned fund balance.
Identify highest level of decision-making authority.
Type of formal action required to establish, modify or rescind a
commitment of fund balance.
The body or official authorized to assign amounts to specific
purposes, and the policy pursuant to that authorization.
12.3.3 May 2011
Classifying Fund Balance Amounts (Spending Order Policy)
When an expenditure is incurred for purposes for which both
restricted and unrestricted fund balance is available, determine
whether the district considers restricted or unrestricted funds to
have been spent first.
When an expenditure is incurred for which committed, assigned
or unassigned fund balances are available, determine whether
the district considers committed amounts reduced first, then
assigned, and then unassigned.
Minimum Fund Balance Policy
Reserve for Economic Uncertainties (REU).
The governing board should describe in the notes to its
financial statements the policy established by the district that
sets forth the minimum amount or percentage.
If the district uses Fund 17 for a portion of the REU, the policy
should reflect some language for this.
Stabilization Arrangements
Stabilization arrangements more formal than the minimum fund
balance policy should include the following in the note disclosure:
The authority for establishing stabilization arrangements;
The requirements for additions to the amount;
The conditions under which stabilization amounts may be
spent; and
The stabilization balance, if not apparent.
Sample policies and resolutions, along with the SDCOE GASB 54
This section provides the districts with options in case of cash
flow problems. These options include:
• Temporary loans between funds or Due To/Due From
Accounts
• Temporary Transfer of Funds at the County Auditor and
Treasurer
• TRANs or Tax and Revenue Anticipation Notes
Included are instructions and some sample resolutions for your
reference.
13.1 May 2013
Temporary Transfer of Funds
Temporary loans using the Due To/Due From accounts must have governing board
approval and conform to Education Code section 42603.
EC 42603 Transfer of special or restricted fund moneys The governing board of any school district may direct that moneys held in any fund or account may 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 moneys held in any fund or account during a current fiscal year may be transferred. (Stats.1976, c. 1010, � 2, operative April 30, 1977. Amended by Stats.1977, c. 36, � 177, eff. April 29, 1977, operative April 30, 1977; Stats.1978, c. 434, p. 1509, � 1; Stats.1987, c. 586, � 5.)
9311 - DUE FROM - (Asset) amount due from another district fund.
9611 - DUE TO - (Liability) amount due to another district fund.
The Due To (9611) in one district fund must equal the Due From (9311) in another
district fund or the district general ledger will be out of balance. A tip when establishing
Due To/Due From's is to use sub-accounts. When the posting the repayment, reverse the
original entry.
Res Account DR CR
FD 03-00 0000 9311-013 100,000
FD 03-00 0000 9110 100,000
FD 13-00 5310 9110 100,000
FD 13-00 5310 9611-003 100,000
13.2 May 2013
_______________________ SCHOOL DISTRICT
RESOLUTION NO. ________
RESOLUTION TO ESTABLISH TEMPORARY INTERFUND )
TRANSFERS OF SPECIAL OR RESTRICTED FUND MONEYS )
ON MOTION of Member ________________, seconded by Member _______________, the following
resolution is hereby adopted:
WHEREAS, the governing board of any school district may direct that moneys held in any fund or
account may be temporarily transferred to another fund or account of the district for payment of obligations
as authorized by Education Code section 42603, and
WHEREAS, 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, and
WHEREAS, 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,
THEREFORE, BE IT RESOLVED that the Governing Board of the ____________________ School
District, in accordance with the provisions of Education Code section 42603 adopts the following
authorization for fiscal year 20___ -20 ___ to temporarily transfer funds between the following funds
provided that all transfers are approved by the Superintendent or his designee:
(List applicable funds)
PASSED AND ADOPTED by the Governing Board on _____________ 20___, by the following vote:
AYES:
NOES:
ABSENT:
STATE OF CALIFORNIA )
) ss
COUNTY OF SAN DIEGO )
I, ____________________________, Clerk/Secretary of the Governing Board, do hereby certify that the
foregoing is a full, true, and correct copy of a resolution passed and adopted by the Board at a regularly
called and conducted meeting held on said date.
WITNESSED my hand this _________ day of __________________________, 20______.
________________________________________________________________________ What are TRANs? TRANs are Tax and Revenue Anticipation Notes, also known as TANs (Tax Anticipation Notes) and RANs (Revenue Anticipation Notes). ________________________________________________________________________ Why are TRANs issued? TRANs are issued by local governments to finance short-term cash flow deficits, which occur due to the irregular receipt of certain taxes and/or revenue and the ongoing requirement for regular disbursements of operating expenses. ________________________________________________________________________ What are the benefits of issuing TRANs? There are two primary benefits of issuing TRANs. First, TRANs are an inexpensive method of financing short-term cash shortfalls. Second, TRANs usually produce additional income through arbitrage earnings. ________________________________________________________________________ What is arbitrage? Arbitrage is a gain, which occurs when the cost of borrowing funds is lower than reinvestment earnings. ________________________________________________________________________ How do TRANs produce arbitrage earnings? TRANs are issued at tax-exempt borrowing rates, which are typically one to two percentage points lower than available reinvestment rates. ________________________________________________________________________ Is it legal to earn arbitrage on TRANs? Yes – Provided the TRANs are issued in accordance with federal tax regulations relating to the sizing and issuance of tax-exempt short-term notes. ________________________________________________________________________ How are TRANs issued? TRANs are permitted under Government Code 53850 and are authorized when the governing body adopts a resolution. Most local governments engage a bond attorney to prepare documentation, and use the services of an investment professional for the placement or underwriting of the notes. ________________________________________________________________________
Date Description Object Dr Cr7/XX 1 Cash with Trustee 9135 $ 5,000,000.00
TRANs (see Note) 9641 $ 5,000,000.00To record the receipt of TRANs proceeds and liability in theGIC account
2 Cash with Trustee 9135 $ 35,450.00Interest Income 8660 $ 35,450.00To record TRANs issued at a premium
3 Administrative Expense 5800 $ 3,250.00Cash with Trustee 9135 $ 3,250.00To record TRANs underwiter's discount
4 Administrative Expense 5800 $ 12,659.09Cash with Trustee 9135 $ 12,659.09To record TRANs cost of issuance
11/XX 5 Cash in County Treasury 9110 $ 2,800,000.00Cash with Trustee 9135 $ 2,800,000.00To record funds withdrawn from the GIC and deposited into thecounty treasury for cash flow purposes
12/XX 6 Cash with Trustee 9135 $ 2,650,000.00Cash in County Treasury 9110 $ 2,650,000.00To record cash transferred back to GIC from county treasurer
1/XX 7 Cash with Trustee 9135 $ 91,034.57Cash in County Treasury 9110 $ 91,034.57To record cash transferred to the GIC account for the TRANs repayment and interest expense
4/XX 8 Cash with Trustee 9135 $ 91,034.57Cash in County Treasury 9110 $ 91,034.57To record cash transferred to the GIC account for the TRANs repayment and interest expense
6/XX 9 Cash with Trustee 9135 $ 200,654.04Interest Income 8660 $ 200,654.04To record interest earned in GIC
10 Administrative Expense 5800 $ 222,986.11Cash with Trustee 9135 $ 222,986.11To record interest expense by the trustee fromthe GIC account
11 Administrative Expense 5800 $ 1,979.17Current Liabilities 9510 $ 1,979.17To record interest expense for 6/30 not paid until 7/XX
7/XX 12 Cash with Trustee 9135 $ 84,089.11Interest Earned 8660 $ 84,089.11To record interest income from GIC 7/1 to 7/XX
13 Administrative Expense 5800 $ 70,590.28Current Liabilities-Paid 9511 $ 1,979.17TRANs 9641 $ 5,000,000.00Cash with Trustee 9135 $ 5,072,569.45To record the TRANs repayment and final interest expensepayment made by the trustee from the GIC and to clear TRANsgeneral ledger account
7/XX 14 Cash in County Treasury 9110 $ 40,797.64Cash with trustee 9135 $ 40,797.64To record the closing of the GIC account
NOTE: Object 9641 - will roll up to 9640 (Current loans)
13.7 May 2013
ACCOUNTING FOR TRANSCOUNTY TREASURY
Date Description Object Dr Cr7/XX 1 Cash in County Treasury 9110 $ 5,000,000.00
TRANs (see Note) 9641 $ 5,000,000.00To record the receipt of TRANs proceeds and liability
2 Cash in County Treasury 9110 $ 35,450.00Interest Income 8660 $ 35,450.00To record TRANs issued at a premium
3 Administrative Expense 5800 $ 3,250.00Cash in County Treasury 9110 $ 3,250.00To record TRANs underwiter's discount
4 Administrative Expense 5800 $ 12,659.09Cash in County Treasury 9110 $ 12,659.09To record TRANs cost of issuance
1/XX 5 Cash with Trustee 9135 $ 2,587,256.94Cash in County Treasury 9110 $ 2,587,256.94To record cash transferred to the TRANs Repayment account for the TRANs repayment and interest expense
4/XX 6 Cash with Trustee 9135 $ 2,587,256.94Cash in County Treasury 9110 $ 2,587,256.94To record cash transferred to the TRANs Repayment account for the TRANs repayment and interest expense
6/XX 7 Cash with Trustee 9135 $ 100,827.02Interest Income 8660 $ 100,827.02To record interest earned in the TRANs Repayment Account
8 Administrative Expense 5800 $ 222,986.11Cash with Trustee 9135 $ 222,986.11To record interest expense by the trustee from the TRANsRepayment account
9 Administrative Expense 5800 $ 1,979.17Current Liabilities 9510 $ 1,979.17To record interest expense for 6/30 not paid until 7/XX
7/XX 10 Cash with Trustee 9135 $ 84,089.11Interest Earned 8660 $ 84,089.11To record interest income from TRANS Repayment account 7/1 to 7/XX
11 Administrative Expense 5800 $ 70,590.28Current Liabilities-Paid 9511 $ 1,979.17TRANs 9641 $ 5,000,000.00Cash with Trustee 9135 $ 5,072,569.45To record the TRANs repayment and final interest expensepayment made by the trustee from the TRANs Repayment account and to clear TRANs general ledger account
7/XX 12 Cash in County Treasury 9110 $ 63,874.45Cash with Trustee 9135 $ 63,874.45To record the closing of the TRANs Repayment account
NOTE: Object 9641 - will roll up to 9640 (Current loans)
13.8 May 2013
Standardized Account Code Structure (SACS)
Financial Reporting Software SACS2014
Software User Guide What’s New ……………………………………………14.2 Problems Printing Forms/Reports …………………14.16 Tips for Using the SACS Software ……………………14.18 Technical Review Checklist ………………………….14.23 Attachment F ……………………………………….14.28 Common Technical Review Exceptions ……………….14.31
2014–15 Budget and Interim Reports 2013–14 Unaudited Actuals
May 2014 Version 2014.1.0
School Fiscal Services Division
Financial Accountability and Information Services California Department of Education
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
WHAT'S NEW
Listed below is a summary of changes made to the 2014–15 budget component of the SACS software. We incorporate changes requested by users wherever possible; you may recognize one of your suggestions being implemented here.
This year our efforts were primarily focused on required changes [e.g., changes due to the Local Control Funding Formula (LCFF), GASB Statement 63 (GASB 63), and GASB Statement 65 (GASB 65)] and on modifying the SACS2014 Software to mitigate the worst of its incompatibilities with Windows 7. For additional information on each of the changes, refer to the relevant sections of this user guide.
System Changes
Windows 7 Compatibility The SACS2014 software has been modified to mitigate the worst of its
incompatibilities with Windows 7. Windows 7 users are no longer required to first install the “WindowsXP Mode” and “Windows Virtual PC,” or to access the SACS2014 software within the “WindowsXP with Virtual PC” window.
ODBC Database Connection string is no longer modifiable.
Known Printing Issues Due to Software Modifications for Windows 7
After the SACS software was modified to mitigate the worst of its incompatibilities with Windows 7, many software testers encountered a known printing problem where a fund form, supplemental form, or report is sent to the printer, and the SACS software print status window freezes. (This is not an issue when printing the TRC, the import log, or from the User Data Input/Review screen.)
Workaround: Anticipating this problem for all Windows 7 users, CDE’s workaround is to print first to Microsoft XPS Document Writer or Adobe PDF, then send the document to the printer.
Possible Fix: After extensive testing within CDE’s test environment, we are able to send forms and reports directly to printers by using specific print drivers and by changing a
14.2
SACS Software User Guide
Introduction – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
particular printer setting. For details on the print drivers and printer settings, see the “Problems Printing Forms/Reports” section of this user guide on page 47. Validation Tables The SACS2014Budget software contains the most current validation tables, dated April 29, 2014, which include the June 30, 2013 end dates for codes and combinations that are no longer applicable due to LCFF. Global Changes
Replaced "Revenue Limit" descriptions with “LCFF” where appropriate. Replaced “Countywide Other Purpose ADA” and “Other Purpose ADA” with
“County Operations Grant ADA.” Applies to COEs only. Deleted Fund Form Form 09—Charter Schools Special Revenue Fund (modified accrual basis of accounting) Discontinued Form 09 for separately reporting charter schools. Effective 2012–13, a separately reporting charter school should report a general fund and not a special revenue fund. This change does not apply to COEs or districts that use Fund 09 to report their charter schools within their own financial statements. Applies to Budget and Unaudited Actual periods; was already applied to Interim periods in SACS2013ALL software. Revised Fund Forms All Fund Forms—Fund Reconciliation Section.
Added new Deferred Outflows of Resources Section. Within the new section, added line for new Object 9490, Deferred Outflows of Resources, effective 2013–14, due to GASB 65.
Added new Deferred Inflows of Resources Section. Within the new section, added line for new Object 9690, Deferred Inflows of Resources, effective 2013–14, due to GASB 65.
Liabilities section: Modified description of Object 9650 from “Deferred Revenue” to “Unearned Revenue,” effective 2013–14, due to GASB 63.
Form 01—Revenue Limit Sources section.
14.3
SACS Software User Guide
Introduction – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Removed the following object lines, effective 2013–14: Object 8015, Charter School General Purpose Entitlement – State
Aid. Object is obsolete due to LCFF. Object 8092, PERS Reduction Transfer. Object is obsolete due to
LCFF. Removed the following detail lines for Object 8091, Revenue Limit
Transfers – Current Year, and moved the resources into the “All Other” Object 8091 line, effective 2013–14: Resource 2200, Continuation Education ADA Transfer. Resource
is obsolete due to LCFF. Resource 2200, Continuation Education ADA Transfer. Resource
is obsolete due to LCFF. Applies to COEs. Resource 2430, Community Day Schools Transfer. Resource is
obsolete due to LCFF. Resource 6500, Special Education ADA Transfer, due to LCFF.
CDE expects that this will now be a Contribution (Object 8980) instead of an LCFF Transfer (Object 8091).
Form 01—Other State Revenue section.
Removed the following detail lines for Object 8311, Other State Apportionments – Current Year, and moved the resources into the “All Other” Object 8311 line, effective 2013–14: Resource 2430, Community Day School Additional Funding –
Current Year. Resource is obsolete due to LCFF. Resources 7090-7091, Economic Impact Aid. Resources are
obsolete due to LCFF. Removed detail line for Resource 2430, Community Day School Additional
Funding – Current Year / Object 8319, Other State Apportionments – Prior Years, and moved Resource 2430 into the “All Other” Object 8319 line, effective 2013–14. Resource is obsolete due to LCFF.
Added detail line for reinstated Resource 7210, American Indian Early Childhood Education / Object 8590, All Other State Revenue, and removed Resource 7210 from the “All Other” Object 8590 line, effective 2013–14. (Reinstated; formerly included in the flexibility provisions of SBX3 4 [Chapter 12, Statutes of 2009], as amended by SB 70 [Chapter 7, Statutes of 2011], but not made part of LCFF)
14.4
SACS Software User Guide
Introduction – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Form 01—Other Local Revenue section. Unshaded the Unrestricted columns in Object 8675, Transportation Fees
From Individuals line, effective 2013–14, due to LCFF. Removed the detail lines for Resources 7230 and 7240, Transportation
Services, Object 8677, Interagency Services, and moved the resources into the “All Other” Object 8677 line, effective 2013–14, due to LCFF.
Forms 01, 09, and 62—Other State Revenue section.
Removed the line for Object 8425, Year Round Incentive, effective 2013–14. Object is obsolete due to LCFF.
Shaded the Budget column for Object 8434, Class Size Reduction, K-3, line. Although object will be obsolete due to LCFF, leaving open for 2013–14 actuals to accommodate the final deferred payment.
Removed the following detail lines for Object 8311, Other State Apportionments – Current Year, and moved the resources into the “All Other” Object 8311 line, effective 2013–14: Resource 7230, Home-to-School Transportation. Resource is
obsolete due to LCFF. Resource 7240, Special Ed Transportation. Resource is obsolete
due to LCFF. Removed the following detail lines for Object 8590, All Other State
Revenue, and moved the resources into the “All Other” Object 8590 line, effective 2013–14: Resource 6200, Class Size Reduction Facilities. Resources 6660, 6670, Drug/Alcohol/Tobacco Funds, for COEs. Resources 6660, 6670, 6680, Drug/Alcohol/Tobacco Funds, for
districts. Added detail line for reinstated Resource 7370, Supplementary Programs:
Specialized Secondary / Object 8590, All Other State Revenue, and removed Resource 7370 from the “All Other” Object 8590 line, effective 2013–14. (Reinstated; formerly included in the flexibility provisions of SBX3 4 [Chapter 12, Statutes of 2009], as amended by SB 70 [Chapter 7, Statutes of 2011], but not made part of LCFF)
Added detail line for Resource 7405, Common Core State Standards Implementation / Object 8590, All Other State Revenue, and removed Resource 7405 from the “All Other” Object 8590 line, effective 2013–14.
Forms 01, 09, 40, and 62—Other State Revenue section. Added detail line for
Resource 6230, California Clean Energy Job Act / Object 8590, All Other State
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Revenue, and removed Resource 6230 from the “All Other” Object 8590 line, effective 2013–14.
61, 62, 63, 66, 67, and 73—Employee Benefits section. Removed Object 3801-3802, PERS Reduction, object line, effective 2013–14. Objects are obsolete due to LCFF.
Forms 01, 09, 11, 13, 14, 15, 61, and 62—Contributions section. Removed Object 8997, Transfers of Restricted Balances, effective 2013–14.
Forms 01, 17, 20, 21, 40, and 49 – Interfund Transfers Out section. Removed Object 7615, To: Deferred Maintenance Fund, effective 2013–14. The Deferred Maintenance state match requirement is no longer applicable.
Forms 09 and 62—LCFF Sources section. Added line for Object 8011, State
Aid – Current Year, effective 2013–14. Due to LCFF. Forms 11 and 14—Added new LCFF Sources section. Within the new section,
added the following lines, effective 2013–14. Due to LCFF. Object 8091, LCFF Transfers – Current Year Object 8099 LCFF/Revenue Limit Transfers – Prior Year
Form 12—Other State Revenue section. State Preschool (Resources 6055,
6056, 6105, Object 8590) detail line, effective 2013–14: Removed obsolete resources 6055 and 6056, and added them to the All
Other State Revenue line, Object 8590, for COEs and districts. Removed the State Preschool (Resources 6055, 6056, 6105, Object
8590) detail line, and added resources 6055, 6056, and 6105 to the All Other State Revenue line, Object 8590, for JPAs.
Forms 13 and 61—Revenue Limit Sources section. Removed the following
lines, effective 2013–14, because the Meals for Needy Pupils Add-on is not included in LCFF: Object 8091, All Other RL Transfers – Current Year Object 8099, Revenue Limit Transfers – Prior Year
Form 14—Interfund Transfers In section. Removed Object 8915, From: General,
Special Reserve, & Building Funds, effective 2013–14. The Deferred Maintenance state match requirement is no longer applicable.
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Form 52—Uses section. Added line for Object 7699, All Other Financing Uses, effective 2013–14.
Deleted Supplemental Forms Form ACC/AICC—Average Daily Attendance – County Charter Form ADC/AIDC— Average Daily Attendance – District Charter For charter schools only: Discontinued forms ACC and ADC, and replaced with Form A (Budget and UA
periods) Discontinued forms AICC and AIDC, and replaced with Form AI (Interim periods). Form CORR—Adults in Correctional Facilities Discontinued this form effective 2013–14. Data collected is no longer used by the CDE. Applies to Unaudited Actual periods. Form JUV—Juvenile Court and County Community Schools Account Discontinued this form effective 2013–14, due to LCFF. Applies to Budget and Unaudited Actual periods; form was already deleted from Interim periods in SACS2013ALL software. Applies to COEs and coe-charters. Forms RL, RLCC, and RLDC—Revenue Limit Summary Discontinued these forms effective 2013–14, due to LCFF. Applies to Budget and Unaudited Actual periods; forms RLI, RLICC, and RLIDC were already deleted from Interim periods in SACS2013ALL software. Form TRAN—Annual Report of Pupil Transportation Discontinued this form effective 2013–14, due to LCFF. Applies to Unaudited Actual periods. Revised Supplemental Forms Form A/AI—Average Daily Attendance Redesigned due to LCFF. The form now contains three separate worksheets for
reporting School District ADA, County Office ADA, and Charter School ADA. For charter schools only: Discontinued forms ACC and ADC, and replaced with
Form A (Budget and UA periods); discontinued forms AICC and AIDC, and replaced with Form AI (Interim periods).
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Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Form CEA/CEB—Cashflow Worksheet Added to the reductions in Column 4a and Line 13a: Resource 6230, California Clean Energy Jobs Act; and Resource 6381, Linked Learning Pilot Program. Form CAT—Schedule for Categoricals Revised due to GASB 63. Removed Line 1b, Restricted Balance Transfers (Object 8997), and renumbered
lines accordingly in the following worksheets: State and Local — Categoricals Subject to Deferred Revenues State and Local — Categoricals Subject to Restricted Ending Balances
Form GANN—Appropriations Limit Calculations Revised due to LCFF. Form MYP/MYPI—Multiyear Projections Adjusted the dollar amounts used in the Unrestricted/Restricted worksheet,
Reserve Standard Percentage Level (Line F3d for COEs only) and Reserve Standard – By Amount (Line F3f for COEs and districts, and Line F7 for JPAs), based on the COLA adjustment made to the Criteria and Standards Review form.
Unrestricted worksheet only. Section A, Revenues and Other Financing Sources. Applies to districts only. Removed all the detail lines of Line A.1, LCFF/Revenue Limit Sources, and unlocked subsequent years 1 and 2 to allow key entry. Applies to Budget periods; was already applied to Interim periods in SACS2013ALL software.
Unrestricted/Restricted worksheet. Section E, Available Reserves. Applies to COEs and districts. Line E.1.d, Negative Restricted Ending Balance. Modified columns C and E to extract from Restricted worksheet Line D.3.e.2, Unassigned/Unappropriated if amount is negative. If extracted, then no longer allow key entry.
Unrestricted/Restricted worksheet. Section E, Available Reserves. Applies to COEs and districts. Line E.1.d, Negative Restricted Ending Balance. Columns B and D. Eliminated the internal form checks “Cannot be positive; revise” and “Data entry required.”
Restricted and Unrestricted/Restricted worksheets. Section E, Available Reserves. Applies to COEs only. Restricted worksheet: Removed Line E.1.d, Allowable Reserves –
JUV/CCS/ROP, and shaded Line E.3, Total Available Reserves. Due to LCFF.
Unrestricted/Restricted worksheet: Removed Line E.1.d, Allowable
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Reserves – JUV/CCS/ROP, and excluded Line E.1.d from the calculation on Line E.3, Total Available Reserves – by Amount. Due to LCFF.
Restricted and Unrestricted/Restricted worksheets. Section F, Recommended Reserves. Applies to COEs and districts. Line F.1.b.2, Special education pass-through funds. Added a new warning internal form check and pop up message to flag if pass-through projections are not entered in columns C and D, and if a No response is selected in Line F.1.a, “Do you choose to exclude from the reserve calcuation the pass-through funds distributed to SELPA members?” As with all other internal form checks, the user can still close the form without fixing the condition. This condition does not have to be fixed to complete an official export.
Form NCMOE—No Child Left Behind Maintenance of Effort Section I, Expenditures
Line B, Less all federal expenditures not allowed for MOE Removed obsolete Resource 3355, Special Ed: IDEA LCI Growth, Part B, Sec 611, from exception list.
Section I, Expenditures Removed Line C9, PERS Reduction, due to LCFF.
Section II, Expenditures Per ADA Modified due to LCFF: Modified Line A, Average Daily Attendance, due to the redesign of Form
A/AI. Removed Line B, Supplemental Instructional Hours converted to ADA,
and Line C, Total ADA before adjustments. Section IV, Education Jobs Fund Expenditures to Meet MOE Requirement
Removed entire Section IV and (renumbered remaining sections) due to expiration of the expenditure period for Education Jobs Fund carryover dollars. Funds were available for obligation through September 30, 2012.
Form SEA—Special Education Revenue Allocations Section I, Total SELPA Revenues Removed Line I.A.3, Federal IDEA, Part B, Local Assistance Grants, and
renumbered lines accordingly. Modified description of Line I.E, Program Specialist/Regionalized Services
Apportionment, to “Program Specialist/Regionalized Services for NSS Apportionment.”
Modified description of Line I.F, Low Incidence Materials and Equipment Apportionment, to “Low Incidence Materials, Services, and Career Technical Education Apportionment.”
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Modified description of Line I.H, NPS/LCI Extraordinary Cost Pool Apportionment, to “Extraordinary Cost Pool for NPS/LCI and NSS Mental Health Services Apportionment.”
Modified description of Line I.J, Grand Total Apportionment, Taxes, IDEA, and Excess ERAF, to “Grand Total Apportionment, Taxes, and Excess ERAF.”
Removed Line I.L, NSS (Necessary Small SELPA) Extraordinary Cost Pool for Mental Health Services Apportionment, and renumbered lines accordingly.
Form TC/TCI—Table of Contents Due to the known printing issues resulting from the SACS software modifications for Windows 7, modified the Table of Contents Form by removing the “Print Forms Containing Data” button for all periods and all LEA types. Revised Criteria and Standards Form 01CS/01CSI—Criteria and Standards Review —Budget and Interim periods Adjusted deficit spending and fund balance levels for COEs, and reserve levels
for all LEAs, based on prior year's revenue limit COLA. Deficit Spending Criterion 6/8, COE/District/JPA—Budget period only
Section 6A/8A, Calculating the Deficit Spending Standard Percentage Levels—Modified Section 1, Available Reserve Amounts, by removing the following lines and renumbering lines accordingly: Line 1a, Designated for Economic Uncertainties (Funds 01 and 17,
Object 9770), due to GASB 54. Line 1b, Undesignated Amounts (Funds 01 and 17, Object 9790), due to
GASB 54. Line 2b, Less Special Education Pass-Through Funds (Fund 01,
Resources 3300-3499 and 6500-6540, Objects 7211-7213 and 7221-7223).
Supplemental Information S6, Long-term Commitments—Budget and Interim periods Section S5A, Identification of Long-term Commitments. Added a Total line to sum the total principal balances as of 07/01/2014.
Revised Form 01CS/01CSI due to LCFF, the redesign of Form A, and the November 2013 SBE approved updates to the Criteria and Standards: Average Daily Attendance Criterion 1, COE/District—Budget period only.
For COEs only: Modified due to redesign of Form A. The new ADA
categories that will be measured are: County Program ADA;
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Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
District Funded County Program ADA; County Operations Grant ADA; and Charter School County Program ADA
Criterion 1A-1, Calculating the COE’s Operations Grant ADA Variances For the First Prior year (2013–14), enter the earliest estimate of the County Operations Funded ADA in the Original Budget column.
Criterion 1B-1, Calculating the COE’s Historical Average Projected ADA for County Operated Programs Due to the new ADA categories, Second and Third Prior Year information is Not Applicable. In SACS2014, the calculation for the Historical Average will only be based on the First Prior Year.
Replaced “Other Purpose ADA” with “County Operations Grant ADA.”
For districts only: Modified due to redesign of Form A. Section 1A-1, Calculating the District’s ADA Variances
For the First Prior year (2013–14), enter the earliest estimate of the District and Charter School Regular Funded ADA in the Original Budget column.
Enrollment Criterion 2, Districts only—Budget and Interim periods. Modified due to redesign of Form A.
ADA to Enrollment Criterion 3, Districts only—Budget period only. Modified due to redesign of Form A.
LCFF Revenue Criterion 2/4, COE/District—Budget and Interim periods Renamed criterion to “LCFF Revenue.” Updated the standard and restructured the criterion. For COEs only:
Disabled sections 2A, 2B, and 2D, during transition to full LCFF implementation. Budget period only.
Complete Section 2C, Calculating the COE’s Projected Change in LCFF Revenue. The percentages are used in Criterion 3, Salaries and Benefits, and Criterion 4, Other Revenues and Expenditures. Budget period only.
Disabled entire criterion during transition to full LCFF implementation. Interim periods only.
For districts only. Budget period only: Select which standard applies: LCFF Revenue; Basic Aid;
or Necessary Small Schools.
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Enter projected LCFF Target amounts for the budget and two subsequent fiscal years.
Step 1 now measures Change in Population. Step 2 now measures Change in Funding Level. Response required for “Has the District reached its LCFF
target funding level:” If Yes, then enter COLA percentage. COLA amount will be calculated and included in Total Line 2e. If No, then enter amount of Gap Funding. Gap Funding total will be included in Total Line 2e.
Salaries and Benefits Criterion 3/5, COE/District/JPA—Budget and Interim periods. Updated the standard.
Facilities Maintenance Criterion 5/7, COE/District/JPA—Budget and Interim periods Updated the standard. Removed Section 5a/7a, Determining the LEA’s Compliance with
the Contribution Requirement for EC Section 17584 – Deferred Maintenance.
Deficit Spending Criterion 6, COEs only—Budget and Interim periods. Deleted all references to “Juvenile Court/County Community Schools” and “ROC/P,” including footnotes. These programs are now unrestricted and rolled into LCFF.
Fund Balance Criterion 9, Districts only—Budget period only. Modified due to redesign of Form A.
Reserves Criterion 8, COEs only—Budget and Interim periods. Deleted all references to “Juvenile Court/County Community
Schools” and “ROC/P,” including footnotes. These programs are now unrestricted and rolled into LCFF.
Removed Section 8A, Calculating the COE’s Available Reserves from Juvenile Court/County Community Schools and Regional Occupational Centers/Programs.
Section 8c, Calculating the COE’s Budgeted Reserve Amount—Removed Line 8, Juvenile Court/County Community Schools Allowable Reserves, and Line 9, Regional Occupational Centers/Programs.
Added new Supplemental Information Items S9 and S10. For Budget periods only. Applies to COEs and districts. S9, LCAP—Confirm that the LEA’s governing board has adopted
an LCAP or an update to the LCAP effective for the budget year.
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S10, LCAP Expenditures—Confirm that the budget includes the expenditures necessary to implement the LCAP or annual update to the LCAP.
Technical Review Checks—Deleted Deleted the following TRCs related to Form RL/RLCC/RLDC, effective 2013–14,
due to LCFF. Applies to Budget and Unaudited Actual periods; they are now deleted for all periods and data types. ADA-RL-COMPARISON RL-CALC RL-CALC-C RL-LOCAL-REVENUES RL-PERS-REDUCTION RL-PERS-REDUCTION-C RL-STATE-AID-NET RL-STATE-AID-EPA RL-SUPP-PROVIDE PERS-REDUCTION
Deleted the following TRCs related to Form JUV, effective 2013–14, due to
LCFF. Applies to Budget and Unaudited Actual periods; they are now deleted for all periods and data types. Applies to COEs and coe-charters. JUV-CAP-OUTLAY JUV-CCS-COMPARISON JUV-END-BAL JUV-IMPORT
Deleted the following TRCs related to Form TRAN, effective 2013–14, due to
LCFF. Applies to Unaudited Actual periods. TRAN-COST-PER-MILE TRAN-COST-PER-PUPIL TRAN-IMPORT TRAN-NO-PUPIL-DATA TRAN-PUPIL-DATA
Deleted the following TRCs related to Form CORR, effective 2013–14. Applies
to Unaudited Actual periods. CORR-ADA CORR-NO-ADA
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Technical Review Checks—Revised A-PROVIDE—Modified due to the redesign of Form A. ASSET-IMPORT—Modified the Capital Assets object range from 94XX to 9400-9489, due to GASB 65. BALANCE-FDxRS CEFB=FD-EQUITY Modified BALANCE-FDxRS and CEFB=FD-EQUITY to include Deferred Outflows of Resources (objects 9490-9499) and Deferred Inflows of Resources (objects 9690-9699), due to GASB 65. BALANCE-FDxRS-AGENCY CONSOLIDATED-ADMIN-BAL Modified the Assets and Liabilities object ranges in the BALANCE-FDxRS-AGENCY and CONSOLIDATED-ADMIN-BAL checks, due to GASB 65. Asset object range changed from 9100-9499 to 9100-9489. Liabilities object range changed from 9500-9699 to 9500-9689. CHK-FUND09-ACTIVITY (Applies to separately reporting charter schools only)—Modified check to flag activity in Fund 09 data for all objects, for all data types, for separately reporting charter schools. Effective 2012–13, a separately reporting charter school should report a general fund and not a special revenue fund. This change does not apply to COEs or districts that use Fund 09 to report their charter schools within their own financial statements. NCMOE-ADA—Modified due to the redesign of Form A. Applies to Unaudited Actual period only.
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RL-TRANSFER—Renamed check to LCFF-TRANSFER. Revised Reports Reports CNVRT/ENTRY/GSA/GSNA—Government-Wide Reports Revised due to GASB 63 and GASB 65. Report PGM—Program By Resource Report Modified description of Object 9650 from “Deferred Revenue” to “Unearned
Revenue,” due to GASB 63. Reports SEMA/SEMB/SEMAI—Special Education Maintenance of Effort LEA MOE Calc and SELPA MOE Calc worksheets. Removed the local-only base year option in Section 3, Part B, Subpart 2.
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PROBLEMS PRINTING FORMS/REPORTS The SACS software uses Microsoft Windows printer drivers. If you experience printing problems, check to make sure you have the latest printer drivers by contacting the printer manufacturer. If you are experiencing printing problems on a local area network, contact your network administrator. For printing problems where borders or lines are missing or not properly aligned, please see Question 20 (page 278) and Question 21 (page 278) of Attachment B. Known Printing Issues Due to Software Modification for Windows 7 After the SACS software was modified to mitigate the worst of its incompatibilities with Windows 7, many software testers encountered a known printing problem where a fund form, supplemental form, or report is sent to the printer, and the SACS software print status window freezes. (This is not an issue when printing the TRC, the import log, or from the User Data Input/Review screen.) Workaround: Anticipating this problem for all Windows 7 users, CDE’s workaround is to print first to Microsoft XPS Document Writer or Adobe PDF, then send the document to the printer. For Adobe PDF printing problems where no “Save PDF File As” prompt appears, see Question 18 (page 277) of Attachment B. For Adobe PDF printing problems where the “Save PDF File As” prompt appears, but the SACS software print status window freezes and nothing saves, see Question 19 (page 277) of Attachment B. Possible Fix: After extensive testing within CDE’s test environment, we are able to send forms and reports directly to printers by using the following print drivers (which are specific to our model printers), and by changing a particular printer setting specifically for HP printers. CDE does not advocate the purchase or use of any specific printer brand or model and provides this information only as a basis for LEAs to test with different print drivers and/or settings if desired. For Samsung printers: Samsung Universal Print Driver 2 PS For HP printers: HP Universal Printing PCL 6 print driver Additional printer settings required for some HP printers:
o Notes: For some users, these printer settings must be changed outside of the
SACS Software (e.g., changed through the Control Panel) or else the printer settings are lost each time the SACS Software is closed.
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Some users need to reset these printer settings each time they install the SACS software.
Some users need to intermittently change these printer settings within the SACS software (i.e., changed through the print prompt) as well.
o Specific steps CDE uses for HP printer settings: Open SACS software form File menu, Print… option Properties [button] Effects [tab] Click on the radial button “Print Document on:” Then it should default to "Letter" right underneath it. It should also add a checkmark next to "Scale to Fit" Click Apply Then OK to print
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Tips for Using the SACS Software
Following are guidelines to help you understand how data are contained and checked in the SACS software, and to assist you in moving about quickly and efficiently:
Database Versus FormThe SACS software is DATA based rather than FORM based. This means thatthe data are stored in one large database rather than in each individual form.As such, the application extracts the data from the database each time a formis opened. When data are changed either by import or manual input, each formthat uses that data will automatically reflect the change the next time the form isaccessed.
Form Dependencies in the Technical Review ChecklistThose forms that contain general ledger data or supplemental data fromanother form must be re-extracted (opened and saved) any time relevantgeneral ledger or supplemental data are changed. There is a technical reviewcheck to identify such occurrences. See Attachment F for a list of the formdependencies.
Automatic Form TrackingThe SACS software automatically displays the available forms based upon thecurrent LEA and reporting period (defined in the Preferences screen). Forexample, for a JPA, only those forms applicable to a JPA, based upon thereporting period, are available. See Attachment A for a complete list of forms.
Changes to DataIn the SACS software, data are tracked as one of three types:
Imported—Data imported from LEA's accounting system. Onceimported, general ledger data cannot be manually changed within theSACS software. Changes to imported data must be made in the sourcesystem and reimported into the software.
EXCEPTIONS: Components of ending fund balance/net positiondata can be added or modified through the Components of EndingFund Balance/Net Position screen. (For further information seepage 65.) In addition, in the interim periods, imported ProjectedYear Totals general ledger data may be modified in the User DataInput/Review screen. (For further information see page 61.)
Calculated—Calculations made during import, upon closing the UserData Input screen, within the Components of Ending Fund Balance/Net
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Position, and within the forms. Calculated data cannot be modified directly; instead, the source data used in the calculations must be changed.
Entered—General ledger or supplemental data keyed by the user.Entered data may be changed at any time. Any calculations dependenton entered data will automatically be changed when affected forms areopened and saved.
No +/- Signs for Normal BalancesValues with normal balances do not display plus or minus signs. When a valueis opposite of what is expected, it is displayed within parentheses. Exception:The accumulated depreciation contra-asset accounts (objects 9425, 9435,and 9445) are reported as debit accounts with their credit balances displayedas negatives. Please refer to the 2013 edition of the California SchoolAccounting Manual, Appendix B, for more information.
Move by RowTo move down vertically within a form, use the Enter key. The cursor will movedown the page to the next entry field, bypassing any extracted, calculated, orlocked fields. Exception: The Enter key is disabled in forms 01CS/01CSI.The arrow keys move the cursor to the next or previous field regardless of thefield type or whether data entry is allowed.
Move by ColumnTo move across horizontally within a form, use the Tab key to move to the rightand [Shift] [Tab] to move to the left. The cursor will move across the page to thenext entry field, bypassing any extracted, calculated, or locked fields. The arrowkeys will move the cursor to the next or previous field regardless of the fieldtype.
Locked FieldsIf data entry is attempted in a field that does not allow it, a "Locked cells cannotbe modified" message will be displayed. In those entry cells that are two rowstall, simply move your cursor down to the next row to enter data.
Selecting From a ListIn certain windows you may have a list of data choices (Data Sets, forexample). To choose several individual items in a list, press and hold thekey and click on each item. To select all items in a list, click on the first itemthen press and hold the Shift key and click on the last item.
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Clear Cell Value—Entered ValuesTo clear an entered value, select the cell, and press the Delete key on yourkeyboard. You may only clear values that have been entered.
NOTE: Do not use the space bar to delete entries; it will cause problems in the database and errors in the TRC.
Clear Cell Value—Extracted ValuesTo clear a cell where its value is extracted but can be overwritten (e.g., theCASH and 01CS forms), you must enter a zero in the cell. If extracted cells arecleared by pressing the Delete key rather than entering zero, the original valuemay be re-extracted when the form is opened, overwriting the deletions everytime the form is reopened.
Entering Cents; Rounding CentsAll dollar values display in the SACS software with two decimal places; wholenumbers will automatically have .00 added to them. Numbers that have beenrounded to the nearest dollar may be imported into the software, but the datamust still pass all the technical review checks, most of which have a $10rounding allowance.
NOTE: If importing rounded numbers, please ensure the numbers were actually rounded and not simply truncated.
Editing Text BoxesSome forms (e.g., CHG and 01CS/01CSI) contain text boxes for explanationsor descriptions. You may edit existing text, or add new text, by clicking on aselected box and then pressing the F2 key twice. A Cell Text box will open andyou may begin editing. When you have finished, click OK and your text will beadded to the form.
Multiple WindowsMultiple windows (i.e., multiple supplemental forms) may be openedsimultaneously within the SACS software. However, we suggest you limit thenumber of open windows since an excessive number of open windows maycause the computer to run out of physical/virtual memory, causing theapplication to error and close down. In addition, changes made to one formmay affect another open form, in which case the open form will not be updateduntil closed and reopened.
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To view the list of open windows within the SACS software, select the Window menu option from the Main Menu. At the bottom of the resulting menu, you will see the list of open windows. The checkmark indicates the current window.
View SizingForms may be sized on the screen according to your individual viewingpreference by adjusting the view mechanism at the top of each form. To adjustthe view, either click the mouse to the point you would like the view sizer tomove, or drag the view sizer to the preferred size. After clicking on the viewsizer, the arrow keys on the keyboard may also be used to adjust the view size.
INTERNAL FORM CHECKS
Internal form checks (IFCs), similar to technical review checks (TRCs), are used to check for accuracy, completeness, and validity of the data, but IFCs are done within the forms rather than outside of the forms like the TRCs. Unlike TRCs, IFCs are not visible unless there is a condition that triggers the IFC. In most cases, when an IFC condition exists, text will display in red on the screen and on the printed form identifying the area in the form that needs attention, and an exception will occur upon running the Export TRC.
NOTE: Forms can be closed with outstanding IFC conditions, giving the user the opportunity to research and correct the problems.
Upon exiting a form with an IFC condition, a message box will display with details about the condition. That message box will also indicate whether the resulting TRC exception will be warning or fatal. The warning TRC is CHK-UNBALANCED-A, for which the condition should be corrected in the form or, if the data are correct, the TRC exception must be explained. The fatal TRC is CHK-UNBALANCED-B, for which the condition must be corrected in the form in order to clear the TRC and to complete an official export of the data.
The following table lists the forms that contain internal form checks and the TRCs within which the IFC exceptions will display. Note that some forms have both warning and fatal checks and can therefore appear within both TRCs.
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Tips for Using the SACS Software – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
CHK-UNBALANCED-A (Warning) CHK-UNBALANCED-B (Fatal) Form CASH Forms 01CS/01CSI Form GANN Form DEBT Form L Form GANN Forms MYP/MYPI/MYPIO Form ICR Forms SEA Form L Reports SEMA/SEMB/SEMAI Forms MYP/MYPI/MYPIO
Form NCMOE Reports SEMA/SEMB/SEMAI
IFCs are also used in form SEAS, and government-wide reports CNVRT, ENTRY, and GSNP; however, they are informational only and do not generate either of the above TRC exceptions.
PITFALLS TO AVOID
This information will help you avoid the most commonly encountered problems.
Memory UsageThe SACS software may run more quickly with few or no other softwareapplications open at the same time.
Printing Forms/ReportsThe SACS software uses Microsoft Windows printer drivers. If you experienceprinting problems, check to make sure you have the latest printer drivers bycontacting the printer manufacturer. If you are experiencing printing problemson a local area network, contact your network administrator.
For printing problems where it appears the printing screen is frozen, please seeQuestion 16 (page 277) of Attachment B.
For printing problems where borders or lines are missing or not properlyaligned, please see Question 20 (page 278) and Question 21 (page 278) ofAttachment B.
14.22
SACS Software User Guide
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Technical Review Checklist
Part of the financial reporting process requires a technical review of your data, including verification that entries exist, agree, and are consistent across all funds and forms. These checks are called the Technical Review Checklist (TRC) and are done from the TRC option on the Main Menu (or from the Close and Go To Technical Review button on the Import screen). While a complete TRC may be run at any time, it is best to complete it in stages since different sections of the TRC are dependent on different data being available. For additional information, see Data Processing Sequence beginning on page 26.
RUNNING THE TRC
Your data will be checked according to state-defined specifications. After the technical review checks have run, a "Checks Completed" message will display at the bottom of the screen.
Types of Technical Review Checks Following is a chart of the various types of checks and related requirements:
F Fatal (Data must be corrected; an explanation is not allowed.) W/WC Warning/Warning with Calculation (If data are not correct, correct the
data; if data are correct, an explanation is required.) O Informational (If data are not correct, correct the data; if data are
correct, an explanation is optional, but encouraged.)
All TRC exceptions should be looked at closely. As indicated above, fatal exceptions must be corrected; warning exceptions must be corrected or, if the data are correct, must be explained; and informational exceptions should be corrected or, if the data are correct, an explanation is optional, but encouraged.
Display Technical Review Checks Choose to display on the screen the results of either all technical review checks or only those checks that have exceptions, including explained exceptions. The default is to display all technical review checks.
Type of Data Choose the type of data to be run through the technical review check process (e.g., either Budget or Estimated Actuals for the budget period); the technical review checks must be run separately for each type of data. The technical review checks applied to the data are based on the current LEA and Reporting Period defined in the Preferences screen (also displayed in the screen title bar).
14.23
SACS Software User Guide
Technical Review Checklist – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Phase of Technical Review Checks Choose the phase of technical review checks to be run:
All—Import, General Ledger, Supplemental, and Export checks will run. Import—Checks for valid accounts and balances. General Ledger—Checks for interfund, intrafund, and various other types of
account balancing. Supplemental—Checks for completion of appropriate forms and validates
supplemental and general ledger data. Export Validation—Verifies form requirements and dependencies. See
Attachment F for a list of form dependencies.
NOTE: Charter School Technical Review Checks
For charter schools, all of the Import and General Ledger checks are available to validate general ledger data, using both the county and district account codes and combinations. Applicable Supplemental and Export checks are available as well.
Start Technical Review Checks Once the Display, Type of Data, and Phase have been selected, click on the Start button located near the bottom of the screen.
NOTE: If you receive Error #13 while running the TRC, please see Question 11 of Attachment B.
Stop Technical Review Checks If you need to terminate the technical review checks while the process is running, click on the Stop button located next to the Start button. After clicking on the Stop button, the process may appear to stall while it finishes the check being run. When the technical review checks are started again, they will start from the beginning.
Print Technical Review Checks You may wish to print the results of the technical review checks (TRCs) when investigating or correcting exceptions, and for documentation purposes. Clicking on the Print button will print the entire TRC as it is displayed on the screen. To print only a certain section of the TRC, first run the TRC, then use your cursor to highlight the section, then click on the Print button. The technical review checks must be run and displayed on the screen in order to be printed.
14.24
SACS Software User Guide
Technical Review Checklist – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Explanations for Valid Technical Review Exceptions Click on the Explanations button near the bottom of the TRC screen (or enter through the TRC menu option) for a summary of the TRC results and to enter explanations for valid exceptions. Saved explanations will display on the screen and on the printed report beneath the applicable check the next time the TRC is run.
TRC EXPLANATIONS
The TRC Explanations screen is used to review the TRC status and for keying narratives for valid TRC exceptions. It is accessed by clicking the Explanations button on the TRC screen or by choosing Explanations from the TRC option on the Main Menu.
The first step in clearing an exception is to determine if the check is applicable to your agency. If so, and if the data have been verified as correct, provide an explanation of the details supporting the exception. Please be specific; do not include general explanations such as "Will be fixed next year," "OK," or "Don’t know." While the checks have been written as detailed as possible, if an item does not apply to your LEA, it is acceptable to provide brief explanations (e.g., N/A-xyz is not necessary in our LEA because we do not have this program). Your explanations will provide the reviewer of your report the information necessary to complete the review.
If an exception has been explained, but then subsequently corrected, the TRC will automatically delete the explanation when the TRC is run again.
CAUTION: TRC Fatal (F) exceptions that have not been corrected, and TRC Warning exceptions (W/WC) that have not been corrected or explained, will prevent the software from doing an Official export (see Exporting Data—Official on page 203). Fatal exceptions must be corrected; warning exceptions must be corrected or, if the data are correct, must be explained.
Understanding the Explanations Screen Display—Select to display All Tech(nical) Checks or only Unexplained Checks.
When the Unexplained Checks option is selected, only those exceptions where an explanation is either required or optional will be displayed; (F)atal, (P)assed, and (E)xplained exceptions do not display in the unexplained exceptions list.
Type of Data—Select the type of data you want to review or explain.
14.25
SACS Software User Guide
Technical Review Checklist – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Details of Checks:
SEQNUM—The sequence number is used internally by the software todetermine the order in which the checks run and display.
TRCID—The TRCID is an abbreviated name used to identify each uniquetechnical review check.
CHECK TYPE—The check type (see page 197 for a list of the check types)categorizes the severity of the check and is directly associated with thecheck itself; it is not dependent on the LEA's data. The check type does notchange and is not an indication of whether or not the check has passed.
STATUS—The status field indicates the current status of the check and isdirectly dependent on the LEA's data or explanations. When a (F)atal or(W)arning check fails, the check type indicator also displays as the statusuntil it is corrected or explained. All checks must contain a status of(P)assed or (E)xplained before Official export can occur. Inf(O)rmationalchecks are automatically assigned a status of (P)assed.
P Passed—No exception exists, it's an Informational check that automatically passed, or an exception has been corrected.
E Explained—An explanation has been provided for a non-fatal exception. Explanations should not be entered for incorrect data. Incorrect data must be corrected.
M Material (WC type checks only)—The "difference" amount exceeds ½ of one percent of the total General Fund[County School Service Fund] expenditures and other financing uses (must be corrected or explained).
I Immaterial (WC type checks only)—The "difference" amount is less than ½ of one percent of the total General Fund[County School Service Fund] expenditures and other financing uses (must be corrected or explained).
KEY1, KEY2, KEY3—The key fields provide information that, whencombined with the TRCID, may help users identify the accountinginformation to be reviewed.
14.26
SACS Software User Guide
Technical Review Checklist – continued
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Selected Technical Check—Upon selecting one of the technical review checks, this box displays narrative describing the technical review check exception, if the check has not passed.
Enter Explanation for Technical Check—Upon selecting an exception where
an explanation is either required or optional, this box will turn white and allow input. Explanations are not allowed for (F)atal or (P)assed checks, therefore this box will be disabled (gray) for those types of checks. To enter an explanation, click in this box and begin typing. Upon completion, click on Save; the status will immediately change to E for explained. Click on the next exception you want to explain and follow the same procedures. Saved explanations will display on the screen and on the printed report beneath the applicable check the next time the TRC is run.
Save Technical Review Explanations Use the Save button to save explanations as they are entered. Explanations will also be saved automatically when clicking on another check, exiting the explanation box, or clicking on the Close button to exit the screen. Print Technical Review Explanations Use the Print button to print the currently displayed explanation (if any).
14.27
SACS Software User Guide
Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release
Attachment F—Form Dependencies Many of the forms in the software are dependent on data from other forms (supplemental data) and/or funds (general ledger data). Those dependent forms must be opened and saved to re-extract the most current data any time relevant general ledger (GL) or supplemental data are changed. If dependent forms are not opened and saved after relevant general ledger or supplemental data are changed, the dependent forms will not be accurate. The technical review checklist will identify such occurrences via the fatal export check CHK-DEPENDENCY and will not allow an official export of the data until the dependent forms are opened and saved. The following tables list all of the dependent forms and the general ledger ("Funds") or supplemental ("Forms") data upon which they are dependent. If any funds or forms listed in the "Dependent on" columns are changed, then the applicable "Dependent Forms" must be subsequently opened and saved. To avoid a cyclical CHK-DEPENDENCY exception, the dependent forms should be opened and saved in the order listed in the "Dependent Forms" column.
BUDGET PERIODS
Dependent Forms
(save these forms in this order)
Dependent on
Forms Funds (GL)
01 01
76A 76
95A 95
CASH 01, 62
CEA 01
CEB 01
MYP 01, A
01CS 01, A, MYP All applicable funds
CB 01CS
14.28
SACS Software User Guide
Attachment F – continued Form Dependencies
UNAUDITED ACTUALS PERIOD
Dependent Forms
(save these forms in this order)
Dependent on
Forms Funds (GL)
01 01
76A 76
95A 95
CEA 01
GANN A 01, 09, 62
ICR 01, 09, 11, 12, 13, 19, 57, 61, 62
L All funds
NCMOE A 01, 09, 13, 61, 62
PCRAF 01, 09, 62
PCR PCRAF 01, 09, 11, 12, 13, 19, 57, 61, 62
CA CEA, GANN, ICR, NCMOE
SEMA PCR 01, 09, 62
SEMB PCR 01, 09, 62
14.29
SACS Software User Guide
Attachment F – continued Form Dependencies
INTERIM PERIODS
Dependent Forms
(save these forms in this order)
Dependent on
Forms Funds (GL)
01I 01
CASH 01, 62
MYPI 01I, AI
MYPIO All applicable funds except 01
01CSI 01I, AI, CASH, MYPI All applicable funds
CI 01CSI
SEMAI 01, 09, 62
14.30
San Diego County Office of Education
CommonTechnicalReviewExceptions
14.31
Example 1 EFB-POSITIVE - (W) - All ending fund balances (object 979Z) should be positive by resource, by fund. FUND RESOURCE NEG. EFB 01 0000 -46,579.13 Total of negative resource balances for Fund 01 -46,579.13
FIX: All resources between the range of 0001-0999 roll into resource 0000 for SACS purposes. Check the chart of accounts (DDACCT) to see which resources are being used within that range. Check each resource in the “GLTRBL” to see which ones have a negative balance in their budget. These are the resources that need to be fixed.
Example 2 OBJ-POSITIVE - (W) - All applicable objects should have a positive balance by resource, by fund: FUND RESOURCE OBJECT VALUE____ 01 9010 9790 -29,120.10
FIX: All resources from 9000-9999 roll into resource 9010. Check the district’s chart of accounts (DDACCT) to see which resources are being used from within that range. Check each resource in the “GLTRBL” to see which ones have a negative balance in their budget. These are the resources that need to be fixed.
Example 3 OBJ-POSITIVE - (W) - All applicable objects should have a positive balance by resource, by fund: FUND RESOURCE OBJECT VALUE____ 21 0000 6100 -5,633.84 21 9010 4300 -337.46 21 9010 5800 -26,089.21 FIX: In this case, the funding was received in fund 35, but Fund 21 originally provided the money. Therefore the
negative should be fixed by an interfund transfer between fund 21 and 35, not by reducing the expenditures
14.32
Example 4 OBJ-POSITIVE - (W) - All applicable objects should have a positive balance by resource, by fund: FUND RESOURCE OBJECT VALUE 11 3555 4300 -72.00
FIX: This is an abatement of prior year’s supplies. The receipt should be recorded as revenue whenever the expense was incurred in the prior fiscal year. CSAM Procedure 560 Abatement of Expenditures.
Example 5 INTRAFD-INDIRECT - (F) - Transfers of Indirect Costs (Object 7310) must net to zero by fund. FUND OBJECT 7310
01 -534,648 13 534,648
FIX: The entry should be charged to object 7350. The transaction should not be in the above object (Indirect Costs). Example 6 INTERFD-IN-OUT - (F): Interfund Transfers In (objects 8910-8929) must equal Interfund Transfers Out (objects 7610-7629). FUND OBJECT INTERFUND IN INTERFUND OUT 01 7619 ------------------- 357,894.00 01 8919 945,781.00 ------------------- 12 7619 ------------------- 658,796.00 40 7619 ---------------- 1,458.00 52 8919 42,165.00 ------------------ 67 7619 ----------------- 17,841.00 TOTALS 987,946.00 1,035,989.00 DIFFERENCE: -48,043.00
FIX: This exception has occurred since the total budget for all accounts in Objects 7610-7629 does not equal the total budget for all accounts in Objects 8910-8919. The difference of -$48,043 needs to be accounted for. The district should review which fund needs to be adjusted to balance objects 7610-7619 with objects 8910-8929, thereby eliminating the exception.
14.33
Example 7 CHK-RESOURCExOBJECTA (W): All RESOURCE and OBJECT (objects 8000 through 9999, except for 9791, 9793, and 9795) account code combinations should be valid. ACCOUNT FD - RS - PY - GO - FN - OB RESOURCE OBJECT VALUE 11-3926-0-0000-0000-9790 3926 9790 245,137.00
FIX: The above resource is a deferred revenue resource (see CDE’s website: http://www.cde.ca.gov/fg/ac/ac/documents/resourcelist060314.pdf). This means that it cannot have an ending fund balance. Object 9790 is a component of the ending fund balance. All amounts in this deferred revenue resource and in
object 9790, must be removed by the district. Example 8 – ESTIMATED ACTUALS PY- EFB = CY-BFB - (F) - Prior year ending fund balance (preloaded from last year’s unaudited actuals submission) does not equal current year beginning fund balance (Object 9791) for the following funds: 2013 - 14 2014 - 15 FUND EFB BFB DIFFERENCE 51 2,679,247 0.00 -2,679,247
Note: Fund 51(Bond Interest and Redemption Fund) has occurred since no general ledger or financial data has been reported in the SACS software. The software has the prior year’s ending balance preloaded and it checks current year beginning balance is in agreement. A fatal exception will be generated at the budget cycle due to the missing county auditor’s data. The County office does not provide SDCOE with the financial information for this fund until after the budget cycle.
FIX This TRC can be eliminated by entering the Beginning Fund Balance in the User Data Input Review Screen. Use FD 51, Object 9791 (all other account no. enter zero), Amt. same as the TRC exception.
Adopted Budget Fix: Assign the same amount as Other Assignments 9780
14.34
AUDIT
In April, the Education Audit Appeals Panel publishes the Standards and
Procedures for Audits of California K-12 Local Educational Agencies (Audit
Guide). Once published, the guide is made available at their web address at
http://www.cde.ca.gov/fg/au/ag/requirements.asp. The audit guide provides
direction for your contracted independent auditor to audit your financial
statements. New and discontinued audit compliance areas for the fiscal year
are addressed.
By December 15th of each year, the auditor must file an annual audit report
with the County Office of Education, the California Department of Education
and the State Controllers Office. This report will address the financial
disposition of your school district. In addition, your auditor may report
exceptions and make recommendations of corrective action in one or more of
the following areas: 1) Attendance; 2) Inventory of Equipment; 3) Internal
Control; 4) State Compliance; 5) CalSTRS; 6) Federal Compliance; 7)
Miscellaneous; 8) Instructional Materials; 9) Teacher Misassignments; and
10) School Accountability Report Card.
Ensuring a proper closing and an accurate reflection of the financial
statements of your district reduces the possibility of audit exceptions.
Districts can establish a folder with frequently requested audit documents
that can be used throughout the year and during the year-end closing
process.
15.1 June 2014
ANNUAL AUDIT CHECKLIST
ALL DISTRICT FUNDS AND GENERAL INFORMATION The following checklist is designed to assist in the preparation of documents required by the auditors. We recommend that you take the time to gather as many of these items as possible prior to the visit, so that the audit can proceed more efficiently. This checklist is not all-inclusive, and additional documents not listed below may be requested by the auditors. The annual audit is often performed in two phases. The interim phase of the audit is usually completed in the spring. During this time, the auditors will be testing attendance and ASBs at selected school sites as well as testing internal controls and compliance with Federal and State programs at the District Office. In the fall, the year-end phase of the audit is completed. During this time, the auditors will be following up on anything not completed during the interim phase as well as testing the account balances reported in the financial statements. The following items will need to be reviewed throughout the year by the auditors. They will not need copies of this information, but the information has to be available for review:
1. Governing Board minutes from the period July 1 through the present. _______
2. Warrant registers for the period July 1 through the
present. _______
3. Receipt books for the period July 1 through the present. _______
The following items will be needed for Interim Fieldwork
GENERAL
1 1st and 2nd Interim Budget Reports. 2
Copy of audit findings and corrective action plan for prior year audit findings.
3
Updates to certificated and classified collective bargaining agreements.
4
Certificated and classified salary schedules.
5
Copies of new capital lease agreements (for items such as copiers, portable buildings, buses, etc.).
6
Official statements for any new bond, COP, or other long-term debt issuances.
CASH
1 Cash receipt logs, original cash receipts and bank deposit receipts for any cash collection activities, including child care fees, adult education fees, developer fees, and transportation fees.
2
Bank statements, cancelled checks, and reconciliations for all District bank accounts, including revolving fund, clearing account, and food service account.
CAFETERIA
1 Free and reduced price meal applications. 2
Monthly claim forms for meal reimbursements and supporting documentation for meals claimed.
3
State remittances (bottom portion of checks accompanying Federal/State reimbursement checks).
15.4 June 2014
STATE COMPLIANCE
1
District instructional minutes summaries, including supporting documentation (school site calendars and bell schedules).
2 Any waiver received for emergency days or any other waiver for non-school days used in the calculation of instructional minutes.
3 List of any schools within the District that are subject to special instructional minutes requirements, if applicable.
4 P-1 and P-2 attendance reports, including backup spreadsheets and site attendance summaries from attendance system.
5 CALPADS Report 1.17
6 Notice of public hearing as required by EC Section 60119(b) for IMF (include when and where notice was posted), and resolution passed by the Board regarding sufficiency of textbooks and other instructional materials.
7
School Accountability Report Cards (SARCs) for each school selected for site attendance testing.
8
Quarterly reports of summarized complaint data and facilities interim evaluation instruments (for Decile 1-3 schools) or equivalent facility inspection documents.
9 Ratio of Administrative employees to teachers, with supporting documentation attached.
10 List of teachers and assignments (identify classes with 20% or
more English language learners).
11 Teacher credentials, including evidence of CLAD or equivalent credential to teach English language learners (will be inspected on a sample basis).
12
LCFF Certification
15.5 June 2014
FEDERAL COMPLIANCE
During this phase of the audit, the Federal programs that will be tested in the current year are selected. It is best to let your program managers know the dates when the audit will be performed and that they may need to provide documentation to the auditors.
15.6 June 2014
The following items will be needed for Year-End Fieldwork
GENERAL
1 SACS Unaudited Actuals Data File.
2 Fund 51 from County Auditor-Controller.
3
Adopted and Final Revised Budget Reports by Fund.
4
GASB 34 Conversion entries and supporting worksheets.
5
Management’s Discussion & Analysis (MD&A).
6
Detail of all Inter-fund Transfers, Due To and Due From accounts, including purpose of transactions.
7
Most recent audited financial statements for each JPA the District belongs to.
8
Outstanding construction commitments at June 30.
9
Conflict of Interest Statements from the board and management.
10
Board and County approval of any new funds.
11
List of all attorneys used by the district during the year.
12
List of all governing board members and District administrators who should be listed in the audit report as of June 30. Include name, office, and date term expires.
15.7 June 2014
ASSETS
1 June 30 bank statements and reconciliations for all District and ASB bank accounts.
2 Accounts receivable detail listing by fund and
resource.
3 June 30 warehouse inventory detail listing with final adjustments.
4
For other assets, such as prepaid expenses, provide a detailed listing that agrees to the general ledger.
CAPITAL ASSETS
1 Capital assets inventory detail listing.
2 Support for additions, disposals, and depreciation expense through June 30.
FUND BALANCE
1 Explanations for any restatements made to the July 1 beginning fund balances, if applicable.
15.8 June 2014
LIABILITIES
1 Accounts payable detail listing by fund and resource.
2 Copy of current year and subsequent year TRAN documents, if applicable.
3
Deferred revenue detail by fund and resource.
4
For other liabilities, provide a detailed listing that agrees to the general ledger.
LONG TERM DEBT
1
Accrued vacation listing by employee as of June 30. Include all employees, rate of pay, hours of unused vacation, and statutory benefits applicable.
2
Schedule of vacation taken between July 1 and August 31 for all employees included in accrued vacation listing.
3
Copies of any new lease agreements, including payment schedules.
4 Copy of most current actuarial study.
5 Official statements for any new bond, COP, or QZAB issuances.
6 If you had a "Golden Handshake" early retirement incentive, provide copies of the County Office approved certification forms and all supporting schedules used to prepare the certification form.
7
Copies of any other long-term debt supporting documentation, including any other type of early retirement incentives.
15.9 June 2014
REVENUE
1
Supporting schedules for revenue limit calculations.
2 Final Form J-29B (Actual property taxes collected).
3 County quarterly interest printouts.
4 4th Quarter lottery apportionment schedule and support for accrual calculation.
5 Listing of developer fee collections that tie to the general ledger.
6 Form CAT or alternative form used.
7 Grant and Award letters for all categorical funds received.
8 Consolidated Application (Part I and Winter Release).
CAFETERIA
1 June 30 financial report (if not on the County system).
2 Detail listing of accounts receivable and accounts payable.
3 Stores inventory at June 30. Make sure that the "commodity" items are reflected at fair market value.
4 Schedule of donated commodities.
5 Monthly claim forms.
6 Free and reduced price meal applications.
7 State remittances (bottom portion of checks accompanying Federal/State reimbursement checks).
15.10 June 2014
ASB Funds
1 Balance sheet and income statement for all ASBs
2 Inventory records for student stores, if applicable
3
June 30 bank reconciliations and bank statements.
STATE COMPLIANCE
* Note: Some of the items from the Interim phase of the audit may still be required if not already provided to your auditor
1 Annual attendance report, including supporting schedules.
2
Expenditure report for the ASES program (resource 6010) by object and function, if applicable.
3
Support for ASES program cash or in-kind local contribution, if applicable.
FEDERAL COMPLIANCE
1 Detail listing of the Federal programs recorded in object 8290, with an unrestricted resource, or with resource 5810 (other Federal).
15.11 June 2014
ACCOUNTING UPDATES
This section provides SACS accounting changes for the
current year, as well as for subsequent years.
Additional Resources
1. California School Accounting Manual (CSAM) Summary
of Changes at http://www.cde.ca.gov/fg/ac/sa/
2. California Department of Education (CDE)
Correspondence Website at
http://www.cde.ca.gov/fg/ac/co/
3. SACS Matrix Updates included with CDE’s SACS
Validation Tables Update Notification
http://www.cde.ca.gov/fg/ac/ac/validcodes.asp
4. School Services of California (SSC) Fiscal Report Articles
at http://www.sscal.com/
16.1 June 2013
California Department of Education (http://www.cde.ca.gov/fg/ac/ac/sacsminutes011012a.asp) Page Generated: 6/8/2012 2:42:18 PM
SACS Minutes, January 2012, Attachment A This document is Attachment A to the Standardized Account Code Structure (SACS) Forum meeting minutes for January 10, 2012.
Common coding and reporting issues observed in 2010–2011 unaudited actuals data submissions
Issue Correct Procedure Reference
Balances remaining in resource codes subject to categorical and ending balance flexibility
Transfer remaining balances by 2011–12 year-end.
Since Object 8997 is closed beginning 2010–11, transfers may be done using Object 8990.
California Department of Education (CDE) letter dated April 17, 2009, “Fiscal Issues Relating to Budget Reductions and Flexibility Provisions”
Object 5100, Subagreements for Services, not used
Object 5100 should be used to record payments to a third party service provider that conducts all or part of an instructional or support activity for which the local educational agency (LEA) is responsible. The first $25,000 may be recorded using Object 5800.
Federal cost principles require that subagreements be excluded from the indirect cost rate calculation and from eligible program costs on which indirect costs are charged.
CDE letter dated December 15, 2006, “Indirect Cost and Accounting Changes Effective Beginning 2007–08.”
California School Accounting Manual (CSAM) Procedure 330, Object Classification
CSAM Procedure 915, Indirect Cost Rate
Interfund transfers not recorded correctly
1) Interfund transfers are recorded using two different object codes, one for the interfund transfer out (761X) and one for the interfund transfer in (891X).
Example: $5,000 permanent transfer from the general fund to the Cafeteria Fund to subsidize food service operations (cash entries assumed)
Incorrect Debit Fund 01 Object 8916 $5,000 Credit Fund 13 Object 8916 $5,000
Correct Debit Fund 01 Object 7616 $5,000 Credit Fund 13 Object 8916 $5,000
2) Temporary borrowing between funds is recorded as due to/from other funds, not an interfund transfer. Note that these entries do not have an effect on fund balance, but only affect cash flow.
Example: $10,000 is borrowed from the Cafeteria Fund to cover a temporary deficit in the general fund
Debit Fund 01 Object 9110 $10,000 Credit Fund 01 Object 9610 $10,000
Debit Fund 13 Object 9310 $10,000 Credit Fund 13 Object 9110 $10,000
When the Cafeteria Fund is repaid from the general fund:
Debit Fund 01 Object 9610 $10,000 Credit Fund 01 Object 9110 $10,000
Debit Fund 13 Object 9110 $10,000
CSAM Procedure 330, Object Classification
16.2 June 2013
Credit Fund 13 Object 9310 $10,000
Incorrect use of abatements Receipts should be recorded as abatements of expenditures only if the receipt cancels a part or the whole of an identifiable expenditure in the current fiscal year. Otherwise, the receipt should be recorded as revenue. A good example is e-rate subsidies.
Also, amounts received from organizations such as the PTA or parent booster club should not be abated against the expenditure to which that receipt applies, but rather reported as local revenue.
CSAM Procedure 560, Abatement of Expenditures
Abatements “plugged” or “buried” in one goal, function, or object when costs were incurred among multiple goals, functions, or objects.
Example: Object 3702 positive overall, but a huge negative within one goal and function.
Receipts that represent cancellations of expenditures are accounted for by crediting the original expenditure accounts (or the related contra accounts). The accounts credited must be the entire original accounts including the goal, function and object. Once again, a good example is e-rate subsidies.
CSAM Procedure 560, Abatement of Expenditures
Postemployment benefits other than pensions (OPEB) expenditures not distributed per guidance in CSAM (see also under Indirect Costs, below)
OPEB expenditures charged to objects 3701 and 3702 are allocated among all activities in proportion to total salaries or full-time equivalents (FTEs) in all activities.
CSAM Procedure 785, Postemployment Benefits Other Than Pensions
Special Education Local Plan Area (SELPA) Administrative Unit (AU) activities not reported correctly, e.g., pass-through accounting entries are incorrect, or not reported at all.
The receipt and distribution of Special Education funding by the SELPA AU are recorded in the appropriate Special Education Resource in the General Fund using the appropriate pass-through accounting transactions.
NOTE: Beginning 2011–12, SELPA AU pass-through activities are recorded in Fund 10,
CSAM Procedure 755, Special Education
Audit adjustments/ restatements using objects 9793/9795 recorded in resource codes that are subject to deferred revenue, for which no beginning balances exist.
Adjustments should be made to the appropriate asset, liability, revenue and/or expenditure accounts in the appropriate resource code.
Example: LEA under-accrues a liability for Title I (Rs 3010), resulting in an audit adjustment, as follows:
Dr Expenditure Cr Accounts Payable
This entry necessitates an offsetting increase to revenue, with either a decrease to deferred revenue or increase to accounts receivable:
Dr Deferred Revenue/Accounts Receivable Cr Revenue
N/A
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
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 LEA.
CSAM
Procedure 910, Program Cost Accounting
PCRAF - Allocation factors entered for programs for which there are no direct costs
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
CSAM Procedure 910, Program Cost Accounting
16.3 June 2013
lieu of recording them correctly to Goal 7110 in the GL.
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”) to which the explanation clearly does not apply.
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.
Revenue and expenditure accounts cannot be corrected in the coming year because revenue and expenditure accounts are closed out to fund balance at the end of each year. If the data is wrong, correct the data before submitting it.
SACS User Guide and TRC instructions
Indirect cost calculation
Indirect cost pool expenditures recorded incorrectly, resulting in an inappropriate indirect cost rate:
1) Administrative costs charged entirely to a general administration function when other functions benefit from those expenditures.
2) Audit costs not charged to the appropriate function.
3) Abnormal or mass separation costs not excluded from the indirect cost pool.
4) OPEB costs charged entirely to a general administration function.
5) Insurance, legal and communications costs charged entirely to a general administrative function.
6) Incorrect use of Function 7700, Centralized Data Processing, for costs other than those of a general administrative nature
1) 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.
2) Audit costs should be charged to either Function 7190 or 7191, depending on whether LEA is subject to federal Single Audit provisions.
3) 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.
4) OPEB expenditures are allocated among all activities in proportion to total salaries or FTEs in all activities.
5) 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.
6) 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 instructional 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.
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
CDE letter dated 12/15/2006, “Indirect Cost and Accounting Changes Effective Beginning 2007–08.”
Charter school reporting/coding:
1) Salaries reported without corresponding benefits.
2) Salaries and corresponding benefits not recorded to the same resource, goal, and/or function.
3) Management company fees lump-sum charged to
1) Employee benefits should be recorded separately from the associated salary and in one or more appropriate benefit object codes.
2) Salary and benefits for the same employee should normally be recorded to the same resource, goal, and function.
3) Fees paid for activities other than school or general administration should be charged to the appropriate function(s), such as instructional administration (Function 2100) or
4) Depreciation expense lump-sum charged to Function 7200 (Fund 62)
5) Indirect cost pool expenditures coded incorrectly; misconception that indirect cost rate does not apply.
pupil services (functions 3000 – 3999).
4) 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.
5) See pages 4 and 5 for common indirect cost pool coding errors.
Indirect cost rates are calculated for charter schools that report separately using SACS, even if an indirect cost rate is not used.
16.5 June 2013
California Department of Education (http://www.cde.ca.gov/fg/ac/ac/sacsminutes020513a.asp) Page Generated: 6/3/2013 8:10:23 AM
SACS Minutes, February 2013, Attachment A This document is Attachment A to the Standardized Account Code Structure (SACS) Forum meeting minutes for February 5, 2013.
Common coding and reporting issues observed in 2011-2012 unaudited actuals data submissions
1. Issue: Incorrect use of unrestricted or restricted resource codes in funds other than the general fund. Correct Procedure: A restricted resource code should be used for all restricted funding, regardless of the fund in which it is reported. Examples include proceeds of bonds and other debt instruments to be used for specific capital outlay projects and property taxes collected that may only be used to pay debt service. In addition, funding that does not meet the definition of restricted should be reported in an unrestricted resource code. An example is unrestricted funds set aside in Fund 17 or Fund 20. Reference: California Department of Education (CDE) letter dated January 7, 2011, “New Requirements for Reporting Fund Balance in Governmental Funds,” pages 11 and 12.
2. Issue: Function 7700, Centralized Data Processing Costs, is not being used. Correct Procedure: Centralized data processing costs should be recorded to Function 7700 and not to Other General Administration Function 7200. Reference: California School Accounting Manual (CSAM) Procedure 325, Function (Activity) Classification, pages 29 and 30.
3. Issue: Object 5100, Subagreements for Services, is not being used. Correct Procedure: Object 5100 should be used to record payments to a third party service provider that conducts all or part of an instructional or support activity for which the LEA is responsible. The first $25,000 may be recorded using Object 5800. Federal cost principles require that subagreements be excluded from the indirect cost rate calculation and from eligible program costs on which indirect costs are charged. References: CDE letter dated December 15, 2006, “Indirect Cost and Accounting Changes Effective Beginning 2007-08.”
CSAM Procedure 330, Object Classification.
CSAM Procedure 915, Indirect Cost Rate.
4. Issue: Incorrect use of abatements. Correct Procedure: Receipts should be recorded as abatements of expenditures only if the receipt cancels a part or the whole of an identifiable expenditure in the current fiscal year. Otherwise, the receipt should be recorded as revenue. A good example is e-rate subsidies. Also, amounts received from organizations such as the Parent Teacher Association or parent booster club should not be abated against the expenditure to which that receipt applies, but rather reported as local revenue. Reference: CSAM Procedure 560, Abatement of Expenditures.
5. Issue: Other postemployment benefits (OPEB) expenditures are not distributed per the guidance in the CSAM (also see Item 10, below). Correct Procedure: OPEB expenditures charged to Object 3701, OPEB, Allocated, certificated positions, and Object 3702, OPEB, Allocated, classified positions, are allocated among all activities in proportion to total salaries or full-time-equivalent teachers (FTEs) in all activities. Reference: CSAM Procedure 785, Postemployment Benefits Other Than Pensions.
6. Issue: Audit adjustments and restatements using Object 9793, Audit Adjustments, and Object 9795, Other Restatements, are being recorded in resource codes that are subject to deferred revenue, for which no beginning balances exist. Correct Procedure: Audit adjustments and restatements should be made to the appropriate asset, liability, revenue and/or expenditure accounts in resource codes subject to deferred revenue. Example: The LEA under-accrues a liability for Title I (Resource 3010), resulting in an audit adjustment, as follows:
16.6 June 2013
Debit Expenditure Credit Accounts Payable This entry necessitates an offsetting increase to revenue, with either a decrease to deferred revenue or increase to accounts receivable: Debit Deferred Revenue/Accounts Receivable Credit Revenue
7. Issue: Form PCRAF - unrealistic or incorrect allocation factors for undistributed support costs. For 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 LEA. Reference: CSAM Procedure 910, Program Cost Accounting.
8. Issue: Form 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, Nonagency – Educational, in the general ledger. Reference: CSAM Procedure 910, Program Cost Accounting.
9. 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”) to which the explanation clearly does not apply. 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 cannot be corrected in the coming year because revenue and expenditure accounts are closed out to fund balance at the end of each year. If the data is wrong, correct the data before submitting it. Reference: SACS User Guide and TRC instructions.
10. Issue: Indirect cost calculation (Form ICR) - 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, Plant Maintenance and Operations.
Incorrect use of Function 7700, Centralized Data Processing, for technology 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 Function 7190, External Financial Audit – Single Audit, or Function 7191, External Financial Audit – Other, depending on whether the 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 of 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 Function 3600, Pupil Transportation, and Function 3700, Food Services, respectively. Pupil insurance should be charged to Function 1000, Instruction.
Legal costs should be recorded primarily to Function 7100, Board and Superintendent, 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 and not lump-sum charged to general administration or plant maintenance and operations.
Technology costs incurred on behalf of instructional programs should be reported in Function 1000 or Function 2420, Instructional Library, Media and Technology. Costs should be allocated between agency-wide and instructional functions as necessary. If all technology costs are initially accumulated in Function 7700, instructional costs should be reclassified to the appropriate function(s) using Object 5710, Transfers of Direct Costs.
References: CDE letter dated December 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.
11. Issue: Incorrect charter school SACS coding and reporting:
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 general administration.
Depreciation expense lump-sum charged to general administration in Fund 62.
Indirect cost pool expenditures coded incorrectly; 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.
Fees paid to a management company or authorizing LEA for activities other than school or general administration should be charged to the appropriate function(s), such as instructional administration (Function 2100) 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.
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, Regular Education, K – 12, Function 1000.
Indirect cost rates are calculated for charter schools that report separately using SACS, even if an indirect cost rate is not used. Refer to Item 10 above for common indirect cost pool coding issues.
1. Have unique account codes been established for the Proposition 30 Education Protection Account (EPA) entitlement?
2. When will the EPA code combinations be available in the SACS tables of valid code combinations?
3. How should the adjustment of the EPA entitlement from P-2 to Annual be recorded?
4. How should LEAs record EPA expenditures? Since the EPA entitlement merely replaces state aid funds that have always been reported in Resource 0000, is it appropriate to accumulate the costs in Resource 0000 and then make a direct cost transfer from Resource 0000 to Resource 1400?
5. Must expenditures of EPA funds be charged directly to the EPA resource at the time of expenditure, or may periodic or annual adjusting entries be made between another resource and Resource 1400?
6. Can EPA funds be transferred to other resources?
7. Can contributions from other resources (funding sources) be made to Resource 1400?
8. Can EPA funds be carried over into the following year?
9. Must the EPA entitlement be allocated proportionately to the programs whose ADA generates the LEA’s revenue limit funding?
10. Proposition 30 specifies that LEAs may not use EPA funds for salaries or benefits of administrators or any other administrative costs. What is the definition of administrative costs?
11. Specifically, for what types of activities may EPA funds be used?
12. May EPA funds be used for indirect costs?
13. Will the CDE provide a template that LEAs can use for reporting EPA revenues and expenditures?
14. Proposition 30 requires that the use of EPA funds be determined by the governing board at an open public meeting. Does this meeting need to be a separate meeting only for the discussion of EPA funding?
15. When should the open public meeting for discussing the use of 2012–13 EPA Funding be held?
16. Will the CDE provide guidance or sample language for a governing board’s approval of the use of EPA funds at an open public meeting?
17. What are some example journal entries?
18. Can the charter school 1% supervisorial oversight fee be charged on EPA funds?
19. Has the CDE provided any additional EPA information?
1. Have unique account codes been established for the Proposition 30 Education Protection Account (EPA) entitlement?
Yes, standardized account code structure (SACS) Resource 1400, Education Protection Account, and revenue Object 8012, Education Protection Account Entitlement, have been established. These codes are required to be used by all local educational agencies, including charter schools, receiving EPA funds.
Charter schools reporting financial data via the Alternative Form, which does not contain resource codes, should use Object 8012 to record the EPA entitlement.
2. When will the EPA code combinations be available in the SACS tables of valid code combinations?
The EPA code combinations will be available the beginning of April 2013, which is after the second interim reporting due date. This is because in the SACS software for fiscal year 2012–13, there is no line in the interim reporting fund forms into which the amount reported in Object 8012 could extract.
As a workaround, LEAs that wish to report EPA revenue for second interim can include EPA revenue temporarily in Object 8011, Revenue Limit State Aid – Current Year, and then reclassify the EPA revenue to Resource 1400, Object 8012 during year-end closing.
3. How should the adjustment of the EPA entitlement from P-2 to Annual be recorded?
Any amount received in the current year that was not accrued in the prior year should be recorded to Resource 1400 using Object 8019, Revenue Limit State Aid – Prior Years.
Charter schools reporting financial data via the Alternative Form should use Object 8019.
4. How should LEAs record EPA expenditures? Since the EPA entitlement merely replaces state aid funds that have 16.13 June 2013
always been reported in Resource 0000, is it appropriate to accumulate the costs in Resource 0000 and then make a direct cost transfer from Resource 0000 to Resource 1400? EPA expenditures should be reported in Resource 1400 using the actual expenditure account lines where feasible, and not lump-sum transferred using Object 5710, Transfers of Direct Costs. The intention of the EPA reporting requirement is transparency. Reporting actual expenditure items achieves this better than a lump-sum transfer. The use of a unique resource code facilitates this transparency in the LEA’s accounting records.
5. Must expenditures of EPA funds be charged directly to the EPA resource at the time of expenditure, or may periodic or annual adjusting entries be made between another resource and Resource 1400? It is appropriate to record periodic adjusting entries between another resource and Resource 1400. However, as mentioned previously, the entries should be made using the actual expenditure account lines and not as a lump-sum direct cost transfer.
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6. Can EPA funds be transferred to other resources? Allowable expenditures should be recorded directly to EPA Resource 1400 to the extent possible. The CDE expects that school districts and charter schools incur sufficient unrestricted educational expenditures that should allow for easily identifying amounts to be reported in Resource 1400. However, due to the unique characteristics of county offices of education (COEs) in that their principal instructional programs are typically reported as restricted and they may operate many other programs on a fee for service model, it may be necessary for COEs to transfer EPA funds to other resources in order to keep program accounting intact. One example is a COE whose only instructional program is a community school that is reported using Resource 2400, Juvenile Court/County Community Schools. In order to avoid splitting community school expenditures between two resource codes, especially when the program revenue has historically been a revenue limit transfer from Resource 0000 and where now reporting the related EPA revenues and expenditures separately would be inconsistent with past practice, this COE might transfer EPA funds to this revenue limit funded program using Object 8091, Revenue Limit Transfers – Current Year. Another example is an excess tax COE that historically has operated a program on behalf of school districts on a fee for service basis. This COE may decide to use its new minimum $200 per ADA EPA entitlement towards the cost of running the program, thus enabling them to charge less to participating school districts. Although the program is partially funded with unrestricted revenues, the COE may want to keep expenditures together in order to determine the charges for services.
7. Can contributions from other resources (funding sources) be made to Resource 1400? No. Because LEAs have a legal requirement to report the receipt and use of EPA funds, contributions to Resource 1400 from other resources would distort EPA expenditures and not result in the intended reporting transparency. Also note that the EPA is not a “program,” in the sense that it is not “a group of related activities that operate together to accomplish specific purposes or objectives.” The normal reason for recording a contribution to a program is to keep program expenditures together, which does not apply in this context. Therefore, contributions from other funding sources should not be made to Resource 1400.
8. Can EPA funds be carried over into the following year? Proposition 30 does not restrict the amount of EPA funds that may be carried over. As a practical matter, though, most EPA funds probably will be expended each year.
9. Must the EPA entitlement be allocated proportionately to the programs whose ADA generates the LEA’s revenue limit funding?
No. LEAs may allocate the EPA entitlement entirely to one program for expenditure. For example, a school district may allocate it entirely to the regular education program, and county offices of education may allocate it entirely to the Juvenile Court School program.
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10. Proposition 30 specifies that LEAs may not use EPA funds for salaries or benefits of administrators or any other administrative costs. What is the definition of administrative costs? The CDE has interpreted that administrative costs, as used in Proposition 30, means anything defined as administration in the California School Accounting Manual. Administrative costs include general administration, school administration, and instructional administration:
General administration refers to agency-wide administrative activities including governing board, superintendent, and district-level fiscal, personnel, and central support services.
School administration refers to activities concerned with directing and managing the operation of a particular school.
16.14 June 2013
Instructional administration refers to activities for assisting instructional staff in planning, developing, and evaluating the process of providing learning experiences for students.
The CDE has determined that expenditures by county offices of education for certain administrative activities they are required to perform on behalf of the school districts within the county are not administrative costs for purposes of Proposition 30. These expenditures are separately identifiable within the county office's financial reports.
The CDE believes that defining administration at the functional level, rather than by specific items of expenditure, will make it easier for LEAs to identify costs that may be charged to EPA. Furthermore, the CDE is confident that LEAs incur a sufficient level of non-administrative costs, e.g., instruction and pupil services, to easily meet the intent of Proposition 30 to not use EPA funding for administrative costs.
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11. Specifically, for what types of activities may EPA funds be used? Except as provided below for COEs, the following tables of SACS functions show the activities for which EPA funds may and may not be used: 1000–1999 INSTRUCTION
2000–2999 INSTRUCTION-RELATED SERVICES
3000–3999 PUPIL SERVICES
4000–4999 ANCILLARY SERVICES
SACS Function Chargeable to EPA?
1000 Instruction Yes
1110 Special Education: Separate Classes Yes
1120 Special Education: Resource Specialist Instruction Yes
1130 Special Education: Supplemental Aids and Services in Regular Classrooms Yes
1180 Special Education: Nonpublic Agencies/Schools Yes
1190 Special Education: Other Specialized Instructional Services Yes
SACS Function Chargeable to EPA?
2100 Instructional Supervision and Administration No
2110 Instructional Supervision (optional) No
2120 Instructional Research (optional) No
2130 Curriculum Development (optional) No
2140 In-house Instructional Staff Development (optional) No
2150 Instructional Administration of Special Projects (optional) No
2200 Administrative Unit (AU) of a Multidistrict SELPA No
2420 Instructional Library, Media, and Technology Yes
4200 School-Sponsored Athletics (optional) Yes 16.15 June 2013
5000–5999 COMMUNITY SERVICES
6000–6999 ENTERPRISE
7000–7999 GENERAL ADMINISTRATION
8000–8999 PLANT SERVICES
4900 Other Ancillary Services (optional) Yes
SACS Function Chargeable to EPA?
5000 Community Services Yes
5100 Community Recreation (optional) Yes
5400 Civic Services (optional) Yes
5900 Other Community Services (optional) Yes
SACS Function Chargeable to EPA?
6000 Enterprise No
SACS Function Chargeable to EPA?
7100 Board and Superintendent No
7110 Board No
7120 Staff Relations and Negotiations (optional) No
7150 Superintendent (optional) No
7180 Public Information (optional) No
7190 External Financial Audit—Single Audit No
7191 External Financial Audit—Other No
7200 Other General Administration No
7210 Indirect Cost Transfers No
7300 Fiscal Services (optional) No
7310 Budgeting (optional) No
7320 Accounts Receivable (optional) No
7330 Accounts Payable (optional) No
7340 Payroll (optional) No
7350 Financial Accounting (optional) No
7360 Project-Specific Accounting (optional) No
7370 Internal Auditing (optional) No
7380 Property Accounting (optional) No
7390 Other Fiscal Services (optional) No
7400 Personnel/Human Resources Services (optional) No
7410 Staff Development (optional) No
7430 Credentials (optional) No
7490 Other Personnel/Human Resources Services (optional) No
7500 Central Support (optional) No
7510 Planning, Research, Development, and Evaluation (optional) No
7530 Purchasing (optional) No
7540 Warehousing and Distribution (optional) No
7550 Printing, Publishing, and Duplicating (optional) No
7600 All Other General Administration (optional) No
7700 Centralized Data Processing No
SACS Function Chargeable to EPA?
8100 Plant Maintenance and Operations Yes
8110 Maintenance (optional) Yes
8200 Operations (optional) Yes
8300 Security (optional) Yes
8400 Other Plant Maintenance and Operations (optional) Yes
8500 Facilities Acquisition and Construction Yes
16.16 June 2013
9000–9999 OTHER OUTGO
County Office of Education only
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12. May EPA funds be used for indirect costs? Indirect costs are not an allowable use of EPA funds because they are primarily administrative costs.
13. Will the CDE provide a template that LEAs can use for reporting EPA revenues and expenditures? Proposition 30 did not prescribe a format for LEAs to report their receipt and expenditure of EPA funds, nor did it require the CDE to develop a format. Therefore, the CDE will not be providing a template. It will be at an LEA’s discretion to determine the format for reporting its EPA revenue and expenditures on its Web site.
14. Proposition 30 requires that the use of EPA funds be determined by the governing board at an open public meeting. Does this meeting need to be a separate meeting only for the discussion of EPA funding? Proposition 30 language does not specify that the open public meeting has to be a separately held meeting. Therefore, this requirement may be satisfied at a regularly scheduled meeting, which the CDE believes could be the annual budget adoption meeting.
15. When should the open public meeting for discussing the use of 2012–13 EPA Funding be held?
Most likely this will be the meeting at which the second interim report is presented, although it could be at any open public meeting before expenditures are recorded for 2012–13.
16. Will the CDE provide guidance or sample language for a governing board’s approval of the use of EPA funds at an open public meeting?
No. Proposition 30 did not prescribe the format that the governing board’s approval of the use of EPA funding must take, and did not require the CDE to develop a format. Therefore, it will be at an LEA’s discretion to determine the appropriate approval format, based on local governing board policies.
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17. What are some example journal entries? a. The local educational agency (LEA) records receipt of its 2012-13 EPA entitlement in June 2013.
b. For 2012-13, the school district reclassifies $10,000 of instructional expenditures (teacher salaries and benefits) originally accumulated in Resource 0000 to Resource 1400, according to the spending determination made by the governing board.
8700 Facilities Rents and Leases Yes
SACS Function Chargeable to EPA?
9100 Debt Service Yes
9200 Transfers Between Agencies Yes
SACS Goal Chargeable to EPA?
8600 County Services to Districts (without regard to function) Yes
Debit (Dr)/ Credit (Cr) Fund Resource Project Year Goal Function Object Amount
Cr 01 1400 0 0000 0000 8012 $10,000
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Dr 01 1400 0 1110 1000 1100 $7,000
Dr 01 1400 0 1110 1000 3101 $1,000
Dr 01 1400 0 1110 1000 3401 $ 700
Dr 01 1400 0 1110 1000 3501 $ 600
Dr 01 1400 0 1110 1000 3601 $ 400
Dr 01 1400 0 1110 1000 3801 $ 300
Cr 01 0000 0 1110 1000 1100 $7,000
Cr 01 0000 0 1110 1000 3101 $1,000
16.17 June 2013
c. The LEA records receipt of its 2013-14 EPA entitlement.
d. The LEA records receipt of its 2012-13 EPA entitlement adjustment, based on 2012-13 Annual apportionment (assumes the amount was not accrued in 2012-13).
e. For 2013-14, the school district reclassifies $11,000 of instructional expenditures (teacher salaries and benefits) originally accumulated in Resource 0000 to Resource 1400, according to the spending determination made by the governing board. (Note that an LEA could instead charge expenditures directly to EPA from the beginning.)
Examples specific to county offices of education (COEs) f. The COE determines that it will use its EPA entitlement for the instructional expenditures of its community schools program. EPA funds are transferred to the Juvenile Court/County Community Schools resource.
g. An excess tax COE determines that it will use its EPA entitlement to fund some of the costs of a program that it operates on a fee-for-service basis on behalf of school districts. The program incurs costs that are allowed to be charged to EPA. In this case, the program is funded with unrestricted revenues. Therefore, EPA funds are transferred to the unrestricted resource.
NOTE: If EPA funds are transferred out of Resource 1400 then the LEA should keep local accounting records to document that the EPA funds have been spent for non-administrative costs for purposes of the reporting requirement and the annual audit.
18. Can the charter school 1% supervisorial oversight fee be charged on EPA funds? Yes. Pursuant to Education Code (EC) sections 47613 and 47632, the amount that can be charged for the charter supervisorial oversight fee is based on revenues which, for purposes of calculating the oversight fee, is defined as general-purpose entitlement and categorical block grant funding. Proposition 30 did not change the definition of those revenues or the calculation for the general purpose entitlement; rather, it changed where the funds for general purpose entitlement will come from. Specifically, part will come from the EPA and part will come from state aid (EC Section 47633).
For information on whether EPA funds may be used to pay the supervisorial oversight fee, see question 10.
Cr 01 0000 0 1110 1000 3401 $ 700
Cr 01 0000 0 1110 1000 3501 $ 600
Cr 01 0000 0 1110 1000 3601 $ 400
Cr 01 0000 0 1110 1000 3801 $ 300
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Cr 01 1400 0 0000 0000 8012 $9,000
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Cr 01 1400 0 0000 0000 8019 $2,000
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Dr 01 1400 0 1110 1000 1100 $7,000
Dr 01 1400 0 1110 1000 3101 $1,000
Dr 01 1400 0 1110 1000 3401 $ 700
Dr 01 1400 0 1110 1000 3501 $ 600
Dr 01 1400 0 1110 1000 3601 $ 400
Dr 01 1400 0 1110 1000 3801 $ 300
Cr 01 0000 0 1110 1000 1100 $7,000
Cr 01 0000 0 1110 1000 3101 $1,000
Cr 01 0000 0 1110 1000 3401 $ 700
Cr 01 0000 0 1110 1000 3501 $ 600
Cr 01 0000 0 1110 1000 3601 $ 400
Cr 01 0000 0 1110 1000 3801 $ 300
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Dr 01 1400 0 0000 0000 8091 $15,000
Cr 01 2400 0 0000 0000 8091 $15,000
Dr/Cr Fund Resource Project Year Goal Function Object Amount
Dr 01 1400 0 0000 0000 8091 $15,000
Cr 01 0000 0 0000 0000 8091 $15,000
16.18 June 2013
California Department of Education (http://www.cde.ca.gov/fg/aa/ca/stspecsch12adjltr.asp) Page Generated: 6/3/2013 9:31:28 AM
Last Reviewed: Thursday, January 17, 2013
January 18, 2013
Dear County Superintendents of Schools:
ADJUSTMENT TO SCHOOL DISTRICT REVENUE LIMIT APPORTIONMENTS FOR STUDENT ATTENDANCE IN STATE SPECIAL SCHOOLS
FISCAL YEAR 2012–13
Statute requires the school district of residence of the parent or guardian of any residential student attending a State Special School to pay 10 percent of the excess annual cost of education for that student (California Education Code Section 59300). Item 6110-006-0001 of the Budget Act of 2012 (Chapter 21, Statutes of 2012) requires the State Controller’s Office (SCO) to withhold the amount due from each school district, as reported by the California Department of Education (CDE), from the district’s principal apportionment, and transfer that amount to the State Special Schools account (6110-006-0001). The amount withheld will be shown as a separate item in the remittance advice for the principal apportionment payment.
Accordingly, enclosed is the schedule of transfers or “adjustments” for projected excess costs for fiscal year 2012–13 reported by the CDE to the SCO. These adjustments will be deducted by the SCO from the January 2013 principal apportionment payments, scheduled for January 29, 2013. CDE will authorize the final adjustments in fiscal year 2013–14 once actual excess costs for fiscal year 2012–13 are known. Please note, the schedule also includes a correction for San Diego County to reimburse Escondido Union for a prior year overpayment.
County superintendents will be notified by e-mail, addressed to the county’s CDEfisc e-mail address, regarding these adjustments. The e-mail includes a link to the CDE Categorical Programs Web page at http://www.cde.ca.gov/fg/aa/ca/statespecialschool.asp where these adjustments are posted. The CDE requested that the e-mail be forwarded to all school districts and charter schools in the county.
For standardized account code structure coding, use Resource Code 0000, Unrestricted Resources, and Expenditure Object Code 7130, State Special Schools.
If you have any questions regarding the adjustments, please contact AnneMarie Rouse, Office Technician, State Special Schools & Services Division, by phone at 916-327-3850 or by e-mail at [email protected]. General questions regarding this notice may be directed to Shannon Reel, Associate Governmental Program Analyst, Categorical Programs Unit, by phone at 916-319-0323 or by e-mail at [email protected].
Sincerely,
Scott Hannan, Director School Fiscal Services Division
16.19 June 2013
SCHEDULE OF ADJUSTMENT TO SCHOOL DISTRICT REVENUE LIMIT APPORTIONMENTSFOR STUDENT ATTENDANCE IN STATE SPECIAL SCHOOLS
FISCAL YEAR 2012–13
COUNTY NAMECOUNTY/DISTRICT
CODE DISTRICT NAME
CALIFORNIA SCHOOL FOR THE BLIND - FREMONT
CALIFORNIA SCHOOL FOR THE DEAF - FREMONT
CALIFORNIA SCHOOL FOR THE DEAF - RIVERSIDE
DISTRICT TOTAL
SAN DIEGO 37-73551 Carlsbad Unified $8,418 $0 $0 $8,41837-68098 Escondido Union*** ($4,404) $0 $0 ($4,404)37-68106 Escondido Union High*** $12,717 $0 $19,426 $32,14337-68122 Fallbrook Union High $0 $0 $6,838 $6,83837-68130 Grossmont Union High $0 $0 $6,838 $6,83837-68213 Mountain Empire Unified $8,416 $0 $0 $8,41637-73569 Oceanside Unified $9,327 $0 $0 $9,32737-68304 Ramona City Unified $9,326 $0 $0 $9,32637-68338 San Diego City Unified $18,652 $0 $20,826 $39,47837-68346 San Dieguito Union High $0 $0 $6,843 $6,84337-73791 San Marcos Unified $0 $0 $6,944 $6,94437-68411 Sweetwater Union High $0 $0 $6,841 $6,841
California Department of EducationSchool Fiscal Services Division
***Correction made from 2011–12 Adjusted LEA Billing. Escondido Union Elementary charged instead of Escondido Union High. This is the correction.
Page 1 of 1
16.20 June 2013
FIS PROCESSES
This section will cover items specific to the
Financial Information System (FIS) at the San
Diego County Office of Education.
During the year-end closing process, there are
three FIS processes (Clear Vendor Invoices,
Roll Vendor History and Clear Encumbrances)
that Financial Accounting runs for districts.
These are done annually. We will discuss
why they are run and their purposes. You
need to know how they impact your district's
records and how they relate to year-end
closing.
Different FIS screens need to be used and are
there to assist you during the closing process.
We will talk about why they are necessary and
their functions.
17.1 JUNE 2014
INFO Screen At year-end, we enter year-end closing deadline dates and information reminders on the INFO screen. After logging on FIS, go to the INFO screen and check the date and time the INFO screen was last updated. To keep year-end reminders handy, make a copy of this screen if the date has changed from the last time you looked at it. A date change indicates something has been added, changed or deleted from the screen.
SDCOE Customer Resource Center Staff PHONE NUMBERS
Michele O’Hagan (800) 289-1500
Jocelyn Milla (800) 289-1500
SCREEN ACCESS
Access Removed 6/28/14 AM: INVADD
Access Removed 6/30/14 AM: ENCENT, ENCUPD
Available 7/04/14 AM: FIS FY 13-14 FYTRN, FYDIST (with a 06/30/14 date)
(Dist 90-FYCASH)
FY 14-15 ENCENT, ENCUPD, INVADD
17.2 JUNE 2014
2013-14 YEAR-END PROCEDURE
PAYROLL POSTS – M12 and S24 Payrolls These payrolls will post to FIS as soon as they are in balance. The 7/03/14 payroll will be included in June month end reports that processes on 7/03/14.
SXADJ SCREEN Adjustment Deadline
Payroll Expense Distribution Calculation Exceptions (PEDCER) Adjustments
Through 6/24/14
To adjust Payroll Exceptions in PAYROLL and FIS Use SXADJ Screen "ADJ" function
After 6/30/14
To adjust 13/14 Payroll Exceptions in FIS do Journal Entries using the appropriate screen:
Use the TRNADJ screen 7/01/14 thru 7/03/14 Use the FYTRN screen 7/04/14 thru closing date (8/22/14)
To adjust Payroll Exceptions in PAYROLL only:
Use the SXADJ screen "FIX" function NOTE: SXADJ screen will be disabled from 6/25/14 through 6/30/14, and will be enabled on 7/01/14. To obtain a final report that includes payroll expense distribution for SXADJ "FIX" adjustments, request the following Payroll Report or Payroll Extract with Fiscal year 2013 on the payroll PRQST screen Report Category: DISTRICT 24 - Fiscal YTD SACS Expense Distribution by Employee Report
(This is an alphabetical report) EXTRACT 09 - YTD SACS EXP Distribution / Encumbrances
(Can import and sort at user discretion) July 2014 Monthly Payroll Exceptions
The SXADJ screen "ADJ" function can be used on July 22, 2014 for clearing FY 14/15 payroll exceptions.
17.3 JUNE 2014
Clearing Vendor Invoices
Financial Accounting orders "Remove All Vendor Invoices"
"OTHER" report 03 on June 30,CCYY.
"Remove All Vendor Invoices" This process list unpaid
invoice records.
"Unpaid Vendor Invoice Records" report is produced and distributed to districts.
17.4 JUNE 2014
FIS YEAR-END PROCESSES
CLEAR VENDOR INVOICES
Prior to the final commercial warrant processing date in June, the district should
use INVLST or INVENO to check for old invoices that have not cleared.
Research each invoice and either, delete and re-enter for payment by last date to
input Invoice in the month of June, or just delete using the DELETE function on
INVADD.
Financial Accounting will run a report process on June 30 to remove vendor
invoices. A report of removed invoices and amounts (UNPAID VENDOR
INVOICE RECORDS) will be generated and sent to the district. This report
process does NOT create transactions.
Any invoices appearing with amounts on the report must be cleared manually in
the financial system by the district. For example:
1. An invoice was input with an incorrect due date. If it has not been
paid, it must be accrued. The expenditure has already been charged.
FIS DR 9505 - Accounts Payable
CR 9510 - Current Liabilities
Input the invoice in the new fiscal year for payment, expensing to 9511 to
clear the accrued liability.
2. Invoices previously paid. The invoice should have been deleted.
Reverse the entry.
FIS DR 9505 - Accounts Payable
CR 4000-7999 - Expenditure Account
17.5 JUNE 2014
FIS Year-End Processes
INVLST
INVENO
17.6 JUNE 2014
17.7 JUNE 2014
Rolling the Fiscal Year Vendor Amounts
Financial Accounting orders "Clear Fiscal Year Vendor Amounts"
"OTHER" report 05 on June 30.
Districts may run: VENLST - File Function
to save an electronic file of the fiscal year financial history.
-OR- Districts may order:
Vendor Reports 03 or 04 to maintain a hard copy of the
fiscal year financial history.
"Clear Vendor History" is processed with vendor fiscal year information transferred
from this Fiscal Year to Last Fiscal Year.
No report is produced, but vendor information may be verified on the
VENDMT screen.
17.8 JUNE 2014
FIS YEAR-END PROCESSES
ROLL VENDOR HISTORY
On June 30, Financial Accounting will run a process to move "This Fiscal Year"
Vendor Payments to the "Last Fiscal Year" Payments field on the VENDMT
screen for all districts.
No report is generated.
FISCAL YEAR HISTORICAL VENDOR REPORT
Your district can obtain a vendor history report by fiscal year by one of two ways:
1. Run the File function on VENLST screen by June 30, 2014. This
will create an electronic file that can be imported into Excel, or
2. Request on the REPCAT screen VENDOR #03 report (Alpha) or
VENDOR #04 report (Numeric). This is a large report, so we
recommend ordering it Duplex, Format 2 up.
17.9 JUNE 2014
Clear Vendor History
Before
After
17.10 JUNE 2014
Clearing the Encumbrances
On July 1, Financial Accounting will request the process to remove encumbrances. A report "ENCUMBRANCES REMOVED" will be generated listing all non-salary encumbrances that have been brought to zero. This process will create transactions in FIS.
Financial Accounting orders "Encumbrances"
"OTHER" report 17 on July 1 .
"Encumbrances" are processed with
encumbrance records removed.
"Encumbrances" report is produced and distributed to districts.
17.11 JUNE 2014
17.12 JUNE 2014
FIS PRIOR YEAR POSTING SCREENS
Beginning July 4, 2014 the FIS system will be operating two fiscal years. When
documents are input, different screens must be used. Be extremely careful to
use the correct screen for that fiscal year.
FIS FIS
For FY 13-14 For FY 14-15
Use a 06/30/14 date Use a July date
And the following corresponding screens:
FYDIST DISTCT
FYTRN TRNADJ
(NO FY Screen) ENCADJ
* FYCASH * CASHTR
The DISTCT and FYDIST screens are used for transactions between funds
03-00 and 06-00. The system automatically posts the cash offset entry.
The TRNADJ and FYTRN screens are used for transactions within the same
fund.
The ENCADJ screen is used for encumbrance adjustments in FY 14/15.
* The FYCASH and CASHTR screens are used for transactions between
different funds. They are for County Office use only.
The FY screens will be available from July 4 – August 22, 2014.
17.13 JUNE 2014
GLOSSARY OF COMMON
SCHOOL FINANCE TERMS
18.1 JUNE 2014
http://ww
ADA
AB 1200
Accrual Ba
Ad valorem
Apportion
Appropriat
Appropriat
Assessed V
Attendanc
Base Reve
Basic Aid
Benefit As
Bonded In
Categorica
CBEDS
CBEST
Certificate
Chapter 1
Chapter 2
Classified P
Class Size P
Concurren
Consumer
Cost‐of‐Liv
Credential
Criteria an
ww.sscal.com
asis Accounting
m Taxes
ment
tion Bill
tion For Contin
Valuation
ce Reports
nue Limit
sessment Dist
debtedness
al Aid
ed Personnel
Personnel
Penalties
ntly Enrolled
Price Index (C
ving Adjustme
led Teacher
nd Standards
/glossary.htm
g
ngencies
tricts
CPI)
nt (COLA)
m
GlossaSchool
Indirect Exp
Individualiz
Least Restr
Leveling Do
Mandated
Maintenan
Maintenan
Miscellaneo
Necessary S
Parcel Tax
PERB
Permissive
PERS
PL81‐874
PL94‐142
Prior Year's
Proposition
Proposition
Reduction‐
Reserves
Revenue Li
Revolving C
ROC/P
SB 90
SB 813
Scope of Ba
aryofClFinan
pense and Ove
zed Education
rictive Environ
own & Up
Costs
nce Assessmen
nce Factor
ous Funds
Small School
Override Tax
s Taxes
n 13
n 98
‐in‐Force (RIF)
mit
Cash Funds
argaining
CommonceTer
erhead
Program (IEP)
ment
nt Districts
onrms
)
18.2 JUNE 2014
http://www.sscal.com/glossary.htm
Declining Enrollment Adjustment Secured Roll
Deficit Factor Serrano Decision
Economic Impact Aid (EIA) Slippage
Encroachment Squeeze Formula
Encumbrances State Allocation Board (SAB)
Equalization Aid State School Fund
ERAF STRS
Factfinding Subventions
Forest Reserve Funds Supplemental Roll
Full‐Time Equivalent (FTE) Test 1/Test 2/Test 3
Gann Spending Limit Unduplicated Count
General Obligation Bonds Unencumbered Balance
High Revenue Districts Unsecured Roll
Implicit Price Deflator Waivers
ADA Average daily attendance. There are several kinds of attendance, and these are counted in different ways. For regular attendance, ADA is equal to the average number of pupils actually attending classes who are enrolled for at least the minimum school day. Up through 1997-98, ADA included excused absences but, effective 1998-99, excused absences no longer count towards ADA. In classes for adults and ROC/P, one unit of ADA is credited for each 525 classroom hours. Attendance is counted every day of the school year and is reported to the California Department of Education three times a year.
AB 1200 Reference to AB 1200 (Chapter 1213/1991) that imposed major fiscal accountability controls on school districts and county offices of education, by establishing significant administrative hurdles an obligations for agency budgets and fiscal practices. See especially Education Code Sections 1240 et seq. and 42131 et seq.
Accrual Basis Accounting An accounting system where transactions are recorded when they have been reduced to a legal or contractual right or obligation to receive or pay out cash or other resources.
18.3 JUNE 2014
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Ad valorem Taxes Taxes that are based on the value of property, such as the standard property tax. The only new taxes based on the value of property that are allowed today are those imposed with a two-thirds voter approval for capital facilities bonded indebtedness.
Apportionment State aid given to a school district or county office of education. Apportionments are calculated three times for each school year: (1) the First Principal Apportionment (P-1) is calculated in February of the school year corresponding to the P-1 ADA (see Attendance Reports); (2) the Second Principal Apportionment (P-2) is calculated in June corresponding to the P-2 ADA; and, (3) the annual recalculation of the apportionment is made in February following the school year and is based on P-2 ADA (except for programs where the annual count of ADA is used).
Appropriation Bill A bill before the Legislature authorizing the expenditure of public money and stipulating the amount, manner and purpose for the expenditure items.
Appropriation For Contingencies That portion of the current fiscal year’s budget that is not appropriated for any specific purpose but is held subject to intrabudget transfer; i.e. transfer to other specific appropriation accounts as needed during the fiscal year.
Assessed Valuation (also, Assessed Value)The total value of property for taxation purposes within a school agency, as determined by state and county assessors. The "AV" of a school district will influence the total property tax income of a school district. The percentage growth in statewide AV from one year to the next is an important ingredient in determining appropriations levels required from the state for fully funding district and county revenue limits, as well as for Proposition 98 calculations. Ever since Proposition 13, the assessed value of properties in California are adjusted to the true market value only at the time of new construction or transfer of ownership. For all other properties, the assessed value grows by a maximum of 2% a year, resulting in the assessed value of many properties being far less than their current market value.
Attendance Reports Each school agency reports its attendance three times during a school year. The First Principal Apportionment ADA, called the P-1 ADA or the P-1 count, is counted from July 1 through the last school month ending on or before December 31 of a school year. The Second Principal Apportionment ADA, called the P-2 ADA, is counted from July 1 through the last school month ending on or before April 15 of a school year. Annual ADA is based on the count from July 1 through June 30. The final recalculation of the apportionment is based on a school agency’s P-2 ADA, except for adult education programs, regional occupational centers and programs and nonpublic school funding, all of which use the annual count of ADA. Also, under certain circumstances when a district has a very large influx of migrant students in the Spring, a district may request the use of annual ADA in lieu of P-2 ADA.
Base Revenue Limit See Revenue Limit.
18.4 JUNE 2014
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Basic Aid The California Constitution guarantees that each school district will receive a minimum amount of state aid, called "basic aid," equal to $120 per ADA or $2,400 per district, whichever is greater. "Basic aid school districts" are those eligible for the basic aid constitutional guarantee only, since all of the balance of the school districts' revenue limit is funded by local property taxes.
Benefit Assessment Districts See Maintenance Assessment Districts.
Bonded Indebtedness An obligation incurred by the sale of bonds for acquisition of school facilities or other capital expenditures. Since 1986, districts have been able to levy a local property tax to amortize bonded indebtedness, provided the taxes are approved by a two-thirds vote of the electorate.
Categorical Aid Funds from the state or federal government granted to qualifying school agencies for specialized programs regulated and controlled by federal or state law or regulation. Examples include programs for children with special needs, such as special education and Gifted and Talented Education (GATE); special programs, such as the School Improvement Program (SIP); or, special purposes, such as transportation. Expenditure of most categorical aid is restricted to its particular purpose. The funds are granted to districts in addition to their revenue limits.
CBEDS California Basic Education Data System. The statewide system of collecting enrollment, staffing and salary data from all school districts on an "Information Day" each October.
CBEST The California Basic Education Skills Test. Required of anyone seeking certification as a teacher, the test measures proficiency in reading, writing and mathematics.
Certificated Personnel School employees who hold positions for which a credential is required by the state –teachers, librarians, counselors and most administrators.
Chapter 1 Federal financial assistance to districts to meet the special needs of educationally deprived children, i.e. children whose educational attainment is below the level appropriate for children of their age. Funding is to supplement services in reading, language arts and mathematics to identified students.
Chapter 2 Federal financial assistance for schools under the Education Consolidation and Improvement Act, 20 U.S.C. Sec. 3811 et seq., which consolidated the provisions of Titles II, III, IV, VI, VII and part IX of the Elementary and Secondary Education Act of 1965. The law provides federal grants to develop and implement a comprehensive and coordinated program to improve elementary and secondary instruction in basic skills of reading, math and language arts, as formerly authorized in Title II.
Classified Personnel School employees who hold positions that do not require a credential, like aides, custodians, clerical support, cafeteria workers, bus drivers, etc.
18.5 JUNE 2014
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Class Size Penalties The penalties imposed on school districts that have classes in excess of certain maximum sizes. Class size penalties result in a reduction in ADA which, in turn, results in a loss in revenue limit income. (See Education Code Sections 41376 and 41378).
Concurrently Enrolled Pupils who are enrolled both in a regular program for at least the minimum school day and also in a regional occupational center or program (ROC/P) or class for adults. Such a student will generate both regular ADA for the time in the regular program plus concurrently enrolled ADA for the time in ROC/P or adult classes. By qualifying for both regular ADA and concurrently enrolled ADA, such a student can generate more than one unit of ADA.
Consumer Price Index (CPI) A measure of the cost-of-living for consumers compiled by the United States Bureau of Labor Statistics. Separate indices of inflation are calculated regularly for the United States, California, some regions within California and selected cities. The CPI is one of several measures of inflation.
Cost-of-Living Adjustment (COLA) An increase in funding for government programs, including revenue limits or categorical programs. Current law ties the COLA for most education programs to the annual percentage change in the "Implicit Price Deflator" for State and Local Governments – a government price index. (See Education Code Section 42238.1.)
Credentialed Teacher One holding a credential to teach issued by the State Commission on Teacher Credentialing. A credential is issued to those who have successfully completed all college training and courses required by the State, have graduated from an accredited college or university, have met any other state requirements and have passed the California Basic Education Skills Test (CBEST).
Criteria and Standards Local school agency budgets must meet state-adopted provisions of "criteria and standards." These provisions establish minimum fiscal standards, such as a minimum reserve level, that school districts, county offices of education and the State use to monitor fiscal solvency and accountability. See Education Code Sections 33127 et seq.
Declining Enrollment Adjustment A formula that cushions the drop in income in a district with a declining student population. Under current law, districts are funded for the higher of either current year or prior year ADA.
Deficit Factor When an appropriation to the State School Fund for revenue limits – or for any specific categorical program– is insufficient to pay all claims for state aid, a deficit factor is applied to reduce the allocation of state aid to the amount appropriated.
Economic Impact Aid (EIA) State categorical aid for districts with concentrations of children who are bilingual, transient and/or from low income families.
18.6 JUNE 2014
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Encroachment The expenditure of school districts' general purpose funds in support of a categorical program, i.e. the categorical expense encroaches into the district's general fund for support. Encroachment occurs in most districts and county offices that provide special education and transportation. Other encroachment is caused by deficit factors or local decisions to allocate general purpose funds to special purpose programs.
Encumbrances Obligations in the form of purchase orders, contracts, salaries, and other commitments chargeable to an appropriation for which a part of the appropriation is reserved.
Equalization Aid The extra state aid provided in some years – such as 1996-97 – to a low revenue district to increase its base revenue limit toward the statewide average.
ERAF Education Revenue Augmentation Fund – the fund used to collect the property taxes that are shifted from cities, the county and special districts within each county, prior to their distribution to K-14 school agencies.
Factfinding The culmination of the Impasse Procedures, Article 9, of the State’s collective bargaining law. A tripartite panel, with the chairperson appointed and paid for by PERB, considers several specifically enumerated facts and makes findings of fact and recommendations in terms of settlement to a negotiating agreement. Such recommendations are advisory only and may be adopted or rejected in whole or in part by the parties.
Forest Reserve Funds 25% of funds received by a county from the United States Government from rentals of forest reserve lands are apportioned among the various districts in the county according to school population.
Full-Time Equivalent (FTE) A count of full-time and part-time employees where part-time employees are reported as an appropriate fraction of a full-time position. This fraction is equal to the ratio of time expended in a part-time position to that of a full-time position.
Gann Spending Limit A ceiling, or limit, on each year's appropriations of tax dollars by the state, cities, counties, school districts, and special districts. Proposition 4, an initiative passed in November 1979, added controls on appropriations in Article XIIIB of the California Constitution. Using 1978-79 as a base year, subsequent years' limits have been adjusted for: (1) an inflation increase equal to the change in the Consumer Price Index or per capita personal income, whichever is smaller; and, (2) the change in population, which for school agencies is the change in ADA. Proposition 111, adopted in June 1990, amended the Gann limit inflation factor to be based only on the change in per capita personal income.
General Obligation Bonds Bonds that are a "general obligation" of the government agency issuing them, i.e. their repayment is not tied to a selected revenue stream. Bond elections in a school district must be approved by a two-thirds vote of the electorate, but state bond measures require only a majority vote.
18.7 JUNE 2014
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Gifted and Talented Education (GATE) A program for students in grades 1 through 12 who have shown potential abilities of high performance, capability and needing differentiated or accelerated education. "Gifted child educational programs" are those special instructional programs, supportive services, unique educational materials, learning settings, and other services which differentiate, supplement and support the regular educational program in meeting the needs of gifted students.
High Revenue Districts Districts that have a revenue limit per ADA that is greater than the state average for the same type of district (elementary, high school or unified). Many high revenue districts were formerly called "high wealth" because their assessed value per ADA was significantly above the statewide average.
Implicit Price Deflator See Cost-of-Living Adjustment.
Indirect Expense and Overhead Those elements of indirect cost necessary to the operation of the district or in the performance of a service that are of such nature that the amount applicable to each accounting unit cannot be separately identified. Indirect costs are allocated to all programs in a school agency as a percentage of direct and allocated costs for each program.
Individualized Education Program (IEP)A written agreement between a school agency and parents or guardians of a disabled child specifying an educational program tailored to the needs of the child, in accordance with federal PL 94-142 regulations. An IEP team is comprised of a certified district employee who is qualified to supervise special education, the child’s teacher, one or both parents, the child, if appropriate, and other individuals at the discretion of the parent or school. The IEP must include a statement of the child’s present levels of educational performance, a statement of annual goals and short term instructional objectives, a statement of the specific special education and related services to be provided to the child, the extent to which the child will participate in regular education programs, the projected dates for starting services, appropriate objective criteria, evaluation procedures, and schedules for determining, on at least an annual basis, whether the short term instructional objectives are being achieved.
Least Restrictive Environment Federal and state law requires that disabled students be placed in the least restrictive educational appropriate to their needs so that they can, to the extent appropriate, integrate and be educated with non-disabled students.
Leveling Down Lowering the revenue level of high revenue districts to promote revenue equity among school districts.
Leveling Up Raising the revenue level of low revenue districts to promote revenue equity among school districts.
Mandated Costs School district expenses that occur because of federal or state laws, decisions of state or federal courts, federal or state administrative regulations. Costs that are mandated by state law or regulations must be reimbursed by the state, while
18.8 JUNE 2014
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costs mandated by federal law, a court or an initiative do not need to be reimbursed by the state. See SB 90, 1977.
Maintenance Assessment Districts A methodology for local agencies, including school agencies, to charge property owners a fee for the benefit derived by the property as a result of local agency service improvements. (See Lighting and Landscape Act of 1972, Section 22500 of the Street and Highways Code). Originally, school agencies were allowed to impose the "fee" by a vote of the local governing board only, by merely showing a benefit to each fee payer. Now, however, a school agency must hold an election before such a fee can be levied.
Maintenance Factor See Proposition 98.
Miscellaneous Funds Local revenues received from mineral royalties, bonuses and other payments in lieu of taxes. Fifty percent of such revenues are used as an offset to state aid in the revenue limit formulas.
Necessary Small School An elementary school with 96 or fewer ADA or high school with 286 or fewer ADA that meets the standards of being "necessary." (See Education Code Sections 42280 et seq.)
Parcel Tax A special tax that is a flat amount per parcel and not ad valorem based (i.e. not according to the value of the property). Parcel taxes must be approved by a two-thirds vote of the electorate. (See Government Code Section 50079, et al.)
PERB Public Employment Relations Board. Five persons appointed by the Governor to regulate collective bargaining between school employers and employee organizations. (See Government Code Sections 3541, et seq.)
Permissive Override Tax Prior to Proposition 13, any of a number of local tax levies that were for specific purposes and that required only the permission of a school board to be levied. School agencies are no longer allowed to levy such taxes.
PERS Public Employees' Retirement System. State law requires that classified employees, their employer, and the state contribute to this retirement fund.
PL81-874 A federal program of "Impact Aid" that provides funds to school agencies that educate children whose families live and/or work on federal property, such as military bases. Also called "PL874."
PL94-142 Federal law that mandates a "free and appropriate" education for all disabled children.
Prior Year's Taxes Tax revenues that had been delinquent in a prior year and that are received in the current fiscal year. These revenues offset state aid in the current year in the revenue limit formula.
18.9 JUNE 2014
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Proposition 13 An initiative amendment passed in June 1978 adding Article XIII A to the California Constitution. Under Proposition 13, tax rates on secured property are restricted to no more than 1% of full cash value. Proposition 13 also defined assessed value and required a two-thirds vote to increase existing taxes or levy new taxes.
Proposition 98 An initiative adopted in 1988 and then amended by Proposition 111 in 1990. Proposition 98 contains three major provisions: (1) a minimum level of state funding for K-14 school agencies (unless suspended by the Legislature); (2) a formula for allocating any state tax revenues in excess of the state's Gann Limit; and, (3) the requirement that a School Accountability Report Card be prepared for every school. The minimum funding base is set equal to the greater of the amount of state aid determined by two formulas, commonly called ATest 1@ and ATest 2@– unless an alternative formula, known as "Test 3," applies.
"Test 1" originally provided that K-14 school agencies shall receive at least 40.319% of state general fund tax revenues in each year, the same percentage as was appropriated for K-14 school agencies in 1986-87. Due to the shift in property taxes from local governments to K-14 agencies, the "Test 1" percentage has been reset at 34.559%.
"Test 2" provides that K-14 school agencies shall receive at least the same amount of combined state aid and local tax dollars as was received in the prior year, adjusted for the statewide growth in K-12 ADA and an inflation factor equal to the annual percentage change in per capita personal income.
"Test 3" only applies in years in which the annual percentage change in per capita state general fund tax revenues plus 1/2% is lower than the "Test 2" inflation factor (i.e. change in per capita personal income), and in this case the "Test 2" inflation factor is reduced to the annual percentage change in per capita state general fund tax revenues plus 1/2%.
One provision of Proposition 98/111 applies whenever the minimum funding level is reduced due either to "Test 3" or the suspension of the minimum funding level by the Legislature and Governor. The "maintenance factor" is initially calculated as the amount of the funding reduction, and this amount grows each year by statewide ADA growth and inflation. In subsequent years when state taxes grow quickly, this "maintenance factor" is restored by increasing the Proposition 98 minimum funding level until the funding base is fully restored.
Reduction-in-Force (RIF) The process whereby employment is terminated because of a need to reduce the staff rather than because of any performance inadequacies of the employee.
Reserves Funds set aside in a budget to provide for estimated future expenditures or to offset future losses, for working capital, or for other purposes.
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Revenue Limit The amount of revenue that a district can collect annually for general purposes from local property taxes and state aid. The revenue limit is composed of a base revenue limit – a basic education amount per unit of ADA computed by formula each year from the previous year's base revenue limit – and any of the number of revenue limit adjustments that are computed anew each year.
The total revenue limit of a school district is generally determined by multiplying the district's P-2 ADA times the base revenue limit, adding the applicable revenue limit adjustments and applying a deficit factor.
Revolving Cash Funds A stated amount of money used primarily for emergency or small or sundry disbursements and reimbursed periodically through properly documented expenditures, which are summarized and charged to property accounting classifications.
ROC/P Regional Occupational Center or Program – a vocational educational program for high school students and adults. A ROC/P may be operated by a single district, by a consortium of districts under a joint powers agreement (JPA), or by a county office of education for the districts within the county.
SB 90 Reference to Senate Bill 90 (Chapter 1406/1972) that established the revenue limit system for funding school districts. The first revenue limit amount was determined by dividing the district's 1972-73 state and local income by that year's ADA. This per-ADA amount is the historical base for all subsequent revenue limit calculations.
SB 813 Reference to Senate Bill 813 (Chapter 498/1983) that provided a series of education "reforms" in funding calculations. Longer day, longer year, mentor teachers and beginning teacher salary adjustments are a few of the programs implemented by this 1983 legislation.
Scope of Bargaining The range of subjects that are negotiated between school agencies and employee organizations during the collective bargaining process. Scope includes matters relating to wages, hours and working conditions as defined in the Government Code. PERB and the courts are responsible for interpreting disputes about scope.
Secured Roll That portion of the assessed value that is stationary, i.e., land and buildings. See also Unsecured Roll. The secured roll averages about 90% of the taxable property in a district.
Serrano Decision In 1974, the California Superior Court in Los Angeles County ruled in the Serrano v. Priest case that school district revenues in California depended so heavily on local property taxes that students in districts with a low assessed value per pupil were denied an equal educational opportunity in violation of the "Equal Protection" clause of the California Constitution. This ruling established certain standards under which the school finance system would be constitutional and was upheld by the California Supreme Court in 1976. In 1983, the California Superior Court in Los Angeles
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County ruled that the system of school finance in effect at that time was in compliance with the earlier Court order. The case was subsequently appealed to the Appellate Court which upheld the Superior Court ruling. In March 1989, all of the plaintiffs in the case agreed to dismiss their appeals, thereby settling Serrano as a legal issue.
Slippage Savings in state school fund appropriations that are the result of property tax revenues growing faster than a district’s cost-of-living and enrollment growth. When property tax growth is greater than the growth in a district’s total revenue limit, state aid to the district declines, creating a "slippage" in state expense.
Squeeze Formula The formula used from 1973-74 through 1981-82 for the calculation of the annual inflation increase in the base revenue limit that provided smaller-than-average increases to high revenue districts. This formula thus "squeezed" the revenues of high revenue districts as a means of promoting revenue equalization. Effective 1983-84, the squeeze formula was eliminated and all districts of the same type now receive the same dollar inflation increase.
State Allocation Board (SAB) The regulatory agency that controls most state-aided capital outlay and deferred maintenance projects and distributes funds for them.
State School Fund Each year the state appropriates money to this fund, which is then used to make state aid payments to school districts. Section A of the State School Fund is for K-12 education and Section B is for community college education.
STRS The State Teachers’Retirement System, which is funded by contributions from both certificated employees and their employing school agencies, as well as by direct payments by the state.
Subventions The term used to describe assistance or financial support, usually from higher governmental units to local governments or school agencies. State aid to school agencies is a state subvention.
Sunset The termination of a categorical program. A schedule is in current law for the Legislature to consider the "sunset" of most state categorical programs. If a program sunsets under this schedule, the funding for the program shall continue but the specific laws and regulations shall no longer apply.
Supplemental Roll An additional property tax assessment for properties that are sold or newly constructed that reflect a higher market value than on their prior lien date. By taxing this increase in assessed value immediately – rather than waiting until the next lien date – additional property taxes are generated.
Test 1/Test 2/Test 3 See Proposition 98.
Unduplicated Count The number of pupils receiving special education or special services under the Master Plan for Special Education on the census dates of December 1 and
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April 1. Even though a pupil may receive multiple services, each pupil is counted only once in the unduplicated count.
Unencumbered Balance That portion of an appropriation or allotment not yet expended or obligated.
Unsecured Roll That portion of assessed property that is movable, such as boats, planes, etc.
Waivers Permission from the State Board of Education – or, in some cases, from the Superintendent of Public Instruction– to set aside the requirements of an Education Code provision upon the request of a school agency. Certain Education Code sections cannot be waived. (See Education Code Section 33050.)