sco capital assets/accumulated depreciation template: training on new enhancement roberta mcniel,...

SCO Capital Assets/Accumulated Depreciation Template: Training on

New Enhancement

Roberta McNiel, Sr. Manager

Nathanael Bryant, Financial Systems & Reporting Analyst

Systemwide Financial Standards & Reporting

June 15, 2015

Learning Objectives:• Familiarize campuses with the new enhancement, how it

functions, and what the numbers ties to• Explain how the data is populated• Demonstrate how to test• Discuss validation of the beginning balances• Discuss completion of the data in August• Provide deadlines for completing test, validating

beginning balances and making final entries

June 2015 SCO CA/AD Template Training on New Form 2

Introduction

• Beginning FYE 6/30/15, SCO requirement to provide capital asset/accumulated depreciation data by state fund on a GAAP basis will be fulfilled through entries made by campuses in Asset Management (AM) module.

• Consolidated schedule will be pulled by CO from AM.

• Changes expected to streamline the year-end process and make it easier for both the campuses and the CO to meet the SCO requirement.


Introduction (cont.)• Although Reports 18/19 are no longer required to be

prepared by the CSU, the AM process remains in place to facilitate review of activity by campuses.• The pages used for Reports 18/19 have been enhanced

so that the SCO requirement to provide capital asset/accumulated depreciation data by state fund on a GAAP basis can be met. • Crystal reports for 18/19 will remain the same. • New BI reports have been created for SCO GAAP-basis

reporting.


First Step

• Campuses must run the Load Capital Asset process for the fiscal yearFailure to do this will cause the campuses to not

see any data

• San Diego will have to run the upload process


Navigation

• From the Main Menu in CFS, the navigation to the new form is as follows:

CSU State & SW Reporting

Capital Asset Reporting

Prior Period Adjustments


Navigation (cont.)

• At the Prior Period Adjustments screen:

Enter your business unit

The SCO Fund The fiscal year (i.e.

2014)


Overview of Enhancement• Beginning Balance – imported from AM database• Prior Period Adj, Additions and Deductions – campus

entries to adjust AM beginning balances to GAAP• Adjusted Beg Balance – GAAP balances at 6/30/14• Additions, Deductions – imported from AM database• GAAP Adj, Additions and Deductions – campus entries of

current year adjustments to restate additions and deductions to GAAP


Overview of Enhancement (cont.)• Transfers In and Transfers Out – campus entries for

transfers included in AM data• Net Transfers – calculated by program• GAAP Adj, Net Transfers - campus entries of current year

adjustments to restate transfers to GAAP• Ending Balance – calculated by program, representing

ending balance before adjustment to GAAP• Adjusted GAAP Ending Balance – calculated by program,

representing ending balance after adjustment to GAAP


CWIP & PWIP• Asset categories

Construction Work-in-Progress (CWIP) and Internally Generated Assets in Progress (PWIP) are entered on separate screens.

• PWIP & CWIP screens generally contain the same elements as the screen displayed at Slide 8.

• Note that there is only one column for Prior Period Adjustments and one column for Transfers, but that the GAAP Adjustments columns are the same.

June 2015 SCO CA/AD Template Training on New Form

11

Testing the Enhancement• Select a minimum of one state

fund and confirm the calculations in the computed fields are accurate

Entries in Prior Period Adj (PPA) – Additions fields reduce the balances in the Additions fields by an equal amount

Entries in Prior Period Adj (PPA) – Deductions fields reduce balances in the Deductions fields

Adjusted Beg. Balance fields are the sum of the Beginning Balance, PPA – Additions and PPA – Deductions fields


Testing the Enhancement (cont.)

Adjusted GAAP End Bal fields sum the Adjusted Beg Balance, Additions, GAAP Adj Additions, Deductions, GAAP Adj Deductions, Net Transfers and GAAP Adj Net Transfers fields

Entries in the Transfers In and Transfers Out fields adjust the Additions and Deductions fields

Net Transfers fields are the net of the Transfers In and Transfers Out fields


Testing the CWIP & PWIP Screens

Only the Ending Balance and Adjusted GAAP Ending Balance fields are calculated fields. Campuses are required to enter data in the remaining fields.


14

REVISED 6/24/15

Validating the Adjusted Beginning Balances• Update the PPA – Additions

and PPA - Deductions fields with actual data for every state fund in which capital assets reside

• Tie the Adj Beg. Balance fields to the ending balances reported on the campus’ 2014 SCO GAAP Capital Assets/Accumulated Depreciation Worksheet

• Validated Adj Beg. Balance fields will be loaded into Production so campuses don’t need to re-enter data for the September submission


Validating the Adjusted Beginning Balances (cont.)

• Prior period adjustments columns on CWIP and PWIP screens will also need to be updated with actual data for every state fund in which these asset categories reside.• Tie adjusted beginning balances for these asset

categories to last year’s ending balances.• Validated balances will be loaded into

Production.


16

Reporting Results to CO

• Test Results

Via email to Nathanael Bryant, copy to Roberta McNiel, but only on an exception basis. No communication required if no problems noted.

Due no later than June 23.


Reporting Results to CO (cont.)

• Validation of Adjusted Beginning Balances Notify Nathanael Bryant and Roberta McNiel

via email when entry of the adjustments has been completed and the adjusted beginning balances fields have been tied to last year’s ending balances.

Due no later than June 23.


Completing the Enhancement• To convert the capital

assets/accumulated depreciation data residing in AM to GAAP, for every state fund where capital assets have been recorded, populate appropriate cells in the GAAP Adj – Additions and GAAP Adj – Deductions fields

• Enter data for Transfers In and Transfers Out

• Enter GAAP Adj – Net Transfers

• ***Tie the Adjusted GAAP End Bal on the AM form to TM1 and the net capital assets in GAAP FIRMS***


• For CWIP/PWIP, populate the GAAP Adj.- Additions, GAAP Adj. – Deductions, Transfers and GAAP Adj. – Transfers fields as appropriate.

• ***Tie the Adjusted GAAP End Bal to TM1 and the net capital assets in GAAP FIRMS***


20

Completing the Enhancement (cont.)

CAUTION

No balances for 0997 should be included on schedule!!!


Submitting Depreciation Expense Data

• NO CHANGE!!! Use the same Excel worksheet as provided last year

• The total depreciation expense must tie to the amount reported in TM1

• Form is at 18.3b in the GAAP manual


Final Deadline

• All entries for capital assets and accumulated depreciation must be completed in AM no later than September 10• The completed depreciation expense worksheet

must be uploaded to the State Reporting SharePoint site no later than September 10


Contacts• Regarding technical issues in connection with AM:

Carmen Arreguin, [email protected] or (562) 951-4279• Regarding use of the form: Nathanael Bryant,

[email protected] or (562) 951-4549• Submit email notifications of test results and

completion of update to Adj Beg Balance to Nathanael and Roberta McNiel ([email protected]) June 2015 SCO CA/AD Template Training on New Form 24

mailto:[email protected]



Wrap Up

• Chapter 18 will be updated to reflect change to submission of capital asset/accumulated depreciation data; revision will be available shortly.• After this year, campuses will not need to update

the PPA fields as these will be brought forward by the program.


Wrap Up (cont.)

• IMPORTANT REMINDER: The new enhancement is a reporting mechanism only and any entries made in the cells DO NOT adjust the data in the AM database.• Remember to use the proper signs when

entering data in cells (e.g. additions carry a positive sign; deductions carry a negative sign).


www.calstate.edu


http://www.calstate.edu/

sco capital assets/accumulated depreciation template: training on new enhancement roberta mcniel,...

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