LNOCA Generic Fiscal Year-end

Closing Procedures2011

USAS

Pre-Closing Procedures

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

District/Building Financial Data

• The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY11.

USAEMSDB - DSTMNT

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

USAEMSDB - BLDMNT

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

USAEMSDB - BLDRPT

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

VALACT

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

invalid accountsWarnings on required SUBJ or IL should be

reviewed and the account corrected if appropriateWarnings associated with accounts for an invalid

account with zero amounts can be ignoredThese accounts can be deleted once considered

deleteable by DELACT

EMIS Fund Categories

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VALACTLists errors for invalid fund categoriesLists warnings for funds that should have an

EMIS category but don’tEMISFCAT report

Lists all funds and associated fund categoryEnter * if no appropriate code exists

EMIS Fund Categories

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Operational Units

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Check Operational UnitsCheck IRN and Entity TypeUse OPUEDT to change; OPULST for report

EMIS_SEL

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In order to include the correct fiscal year ADM figures on the reports generated from the EFM_LOCAL program you must run EMIS_SEL prior to running EFM_LOCAL

MENU>EMIS_SEL

Select current fiscal year period H or the appropriate period directed by your ITC

EFM_LOCAL

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Run EFM_LOCAL to generate EFM reportsSelect “U” to use USAS data

U = USAS data instead of EMIS

data

EFM Reports

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Same format used by ODEEnsure Building Expenditures report

(EFMRP1) looks reasonableUse Inclusion/Exclusion reports to verify

totals as needed on EFMRP1Reports are ESTIMATES only at this point

ADM will change and affect prorations doneSee EFM Handbook for specifications

Available on ODE website; Search for “EFM Handbook”

Appropriations

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

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

Appropriations

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

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

NYPMNT…NYPMNT…enter next year proposed amounts individually

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

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Accounts Payable Tracking

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

does not look at this flagRecommend that districts leave set to “Y” year-

roundProvides ability to track items received this fiscal

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

Be sure to enter accurate received dates when invoicing!!!

Month-end Closing

Month-end Closing

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Follow normal process of closing out for the monthAfter all transactions have been entered, reconcile

USAS with the bankBALCHK totals should be in balance

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

Current encumbered from BALCHK should balance with PODETL

Cash Reconciliation from USAEMSEDT should balance with FINSUMM

Month-end Closing

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FINSUMM needs to balance with FINDETFigures are coming from 2 completely different

areasFINSUMM pulls amounts from the account fileFINDET pulls amounts from the detailed

transaction filesIf the 2 do not balance, means something did not

get completely updated during processingRun SM2 CALC option if tracking SM2 figures

Review report for accuracyOptional – also runs automatically as part of ADJUST

Month-end Closing

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Generate any month-end reports desiredMinimum reports recommended are:

BUDSUM, APPSUM, and REVSUMDetailed PODETLFINSUMM & FINDETRECLEDDetailed CHEKPYCash Reconciliation (USAEMSEDT)

May be generated via MONTHLYCDGenerates standard set of monthly reportsCan be made available via secure web siteCan be archived to CDRom

Fiscal Year-end Closing

Fiscal Year-end Closing

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Complete rest of USAEMSEDT optionsEach option must at least be entered and

exited even if there is nothing to enterEach data entry option has the ability to

generate a report Can be very useful to generate the report to see what

has been carried over from the prior year for each option

USAEMSEDT Processing*** Main Menu ***

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

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

Enter option < 5>: _

Option 1 - Cash Reconciliation

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Enter all Bank and ending balances

Enter any deposits in transit

Enter outstanding checks

Enter any adjusting entries

List investmentsBonds & notesCD’sSecuritiesOther investments

List cash on hand (ex: petty cash)

Output file = CSHREC.TXT

Option 1 - Cash Reconciliation

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Figures entered must balance with the Current Fund Balance as reported on the FINSUMMNot in balance if the following is displayed

when exiting option 1

USAEMS will generate error if not in balance

Total entered in option 1Total entered in option 1

Total on the account fileTotal on the account file

Option 2 – Summary Federal Assistance Programs

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FEDSUM.TXT Federal Assistance Summary Asks the following information:

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

Option 3 – Detail Federal Assistance Programs

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FEDDET.TXTContains an initialization option

Deletes prior year information for 5xx fundsCreates new records based on current year

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

enteredRecords for any funds other than 5xx will also

need to be manually entered or updatedBulletin 2009-002 Reporting Federal Student Loans –

Adult Ed. http://www.auditor.state.oh.us/LGS/Bulletins/2009/2009-002.pdf

Option 3 – Detail Federal Assistance Programs

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Suggested Source DocumentsODE Web site summary report of amount of

Federal Contributions received from ODECFDA #’s are listed on the printout from the

ODE website and are in AOS USAS Manual

Option 4 – Civil Proceedings

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CVLPRC.TXT

Enter data for any law suits during reporting period

USAEMSEDT/Financial Data Reporting

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Data is then reported to ODE via EMIS reporting (or EMIS-R?)Reporting period H

Data types consist of:Cash, Budget, and Revenue accountsOperational Unit Codes as set up in OPUEDTData entered in USAEMSEDT and USAEMSDBCapital Assets

USAEMS

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Extracts data from various USAS files and puts it into EMIS file layoutsExtracts the account, OPU, USAEMSEDT, and

USAEMSDB dataWill check that all necessary funds are coded with a

valid EMIS Fund Category Checks that Cash Reconciliation balancesOutputs USAEMS.SEQ & USAEMS_EMISR.SEQ files

USAEMS_EMISR.SEQ contains USAEMSEDT and USAEMSDB data only

Fiscal agents for ITC’s need to run again and enter just funds for ITC

USAEMS

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<2011>

USASAUD

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Run the USAS Auditor Extraction programExtracts information from the account, vendor, check,

and receipt data files for auditing purposesCreates ACCTAUD.SEQ, VENDAUD.SEQ, & TRANAUD.SEQ filesAlso creates FINSUMM report by fund

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

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

Send email to other entities

USASAUD

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Fiscal Year-end Reports

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Generate any fiscal year-end reports desiredSend and email to fiscal-support@lnoca.org to

inform LNOCA to process BACKUPWait for LNOCA to send you a notice form the

HelpDesk to inform users to exit the system. *We may have other districts closing ahead of your district.

Everyone must be out of the system when LNOCA backs up USAS. EVEN PAYROLL !!

LNOCA will notify you when we have a complete BACKUP. At that time we will give you the password to run ADJUST

ADJUST

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Run ADJUST using the LNOCA password. ADJUST will run in batch and CLEAR both the MONTH and FISCAL YEAR totals selecting month-end option

EVERYONE must be out of system during the ENTIRE time ADJUST is running.

You will receive a message the batch procedure is done.

If you want to view in your files use VIEW ADJUST.LOG. If you have any questions or concerns about ADJUST, please just call LNOCA fiscal staff.

Fiscal Yearend ADJUST

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AccountsAmounts moved to USAHIST fileCurrent fund balance moved to July 1st Cash BalanceFuture Year Encumbered added to Future Encumbered

then clearedFuture Year Requisitioned added to Requisitioned Amt

then clearedNext Year Proposed moved to Initial Budget/Rev. and

then clearedCurrent encumbrances moved to Carryover

EncumbrancesFiscal-to-date amounts clearedCalculated fields recalculatedGAAP Original fields set to new expendable/receivable

Fiscal Yearend ADJUST

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VendorsFiscal-to-date amount cleared

USASDAT/USACONCurrent Fiscal Year updatedSM2/ADJUST monthly access flags clearedEMIS Reporting Year set to fy just closed

Post-Closing Procedures

Capital Assets

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Complete submission of Capital Assets information

EIS Districts Follow the EIS closing procedures handout through at least step 3 EISEMS

Non-EIS Districts Enter your capital asset information into EMIS-FFE https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login

Make sure to ask your ITC to resubmit your EMIS data to ODE.

GAAP Conversion

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Run USAEXP/GAAP_EXP option to create necessary files for GAAP reportingCan be run either before or after closing outCreates file (GAAPEXP.TXT) to be uploaded

into WebGAAPEmails GAAPEXP.TXT to specified email

address for uploading into WebGAAP

USAEXP/GAAP_EXP

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WEB - GAAP

GAAP URL https://gasb34sys.auditor.st

ate.oh.us/gaap

GAAP Wikki http://gaapwiki.oecn.k12.oh.u

s/index.php?title=Main_Page

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WEB-GAAP

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Legacy Cash Report Schedule of Expenditure by Function and Object for

all funds – trial balance calculation run after 1/01/2011 or report is blank

Questions ??