Financial accounting and reporting manual

Transcription

1 Financial accounting and reporting manual Business Services Division District Financial Services Financial Accounting and Reporting June 2014 San Diego County Of ice of Education 6401 Linda Vista Road, Room 609 San Diego, CA

2 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 i.

3 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 ii.

4 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 and budget rollover process and form. 1.1

5 Financial Accounting Service and Leadership for Student Achievement About SDCOE Superintendent Board of Education Programs and Services Human Resources Educators Parents SDCOE» BUSINESS SERVICES» DISTRICT FINANCIAL SERVICES» FINANCIAL ACCOUNTING Financial Accounting Forms and Documents Financial Accounting and Reporting Manual Web Resources Financial Accounting The Financial Accounting Unit assists school districts, community colleges, and charter schools throughout San Diego County with all aspects of financial accounting. Areas of responsibility 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 Year-End Closing Workshop (webcast) Auditor's Transfers for Independent Districts First Interim Letter Second Interim Letter Payroll Extracts William Pickering Financial Accounting and Data Support Manager Lydia Campos Account Clerk III Agustin Quintana Account Clerk III Maria Soto Delfin Fiscal Technician San Diego County Office of Education 6401 Linda Vista Road San Diego, CA Contact Us 2013 Board of Education, San Diego County. All rights reserved. Web Content Disclaimer SDCOE Staff Directory 1.2 JUNE :25:48 PM]

6 Financial Reporting Service and Leadership for Student Achievement About SDCOE Superintendent Board of Education Programs and Services Human Resources Educators Parents SDCOE» BUSINESS SERVICES» DISTRICT FINANCIAL SERVICES» FINANCIAL REPORTING Financial Reporting Business Services Upload Business Services Upload User Guide - PDF Charter School Unaudited Actuals Alternative Principal Apportionments Recap of SACS Forum Meetings SACS Validation Tables SACS Financial Reporting Software Standardized Account Code Structure (SACS) Financial Reporting The Management Reporting Services Unit assists school districts and charter schools throughout San Diego County with the reporting of expenditure and revenue information to the California Department of Education. The unit serves as the liaison and reporting 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 procedural materials 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 Charter School Unaudited Actuals Alternative Principal Apportionments Recap of SACS Forum Meetings SACS Validation Tables SACS Financial Reporting Software Standardized Account Code Structure (SACS) William Pickering Financial Accounting and Data Support Manager Patricia Fogliano Financial Reporting Analyst Joe Bandala Financial Reporting Technician San Diego County Office of Education 6401 Linda Vista Road San Diego, CA Contact Us 2013 Board of Education, San Diego County. All rights reserved. Web Content Disclaimer SDCOE Staff Directory 1.3 JUNE :29:05 PM]

7 Personnel Information Financial Accounting and Reporting FAX: (858) Website: William Pickering II (858) Financial Accounting & Data Support Manager Maria Soto-Delfin Accounting Technician (858) Deposit Permits for Electronic Funds Transfer Prepare Auditor Transfers Cash Flows Principal Apportionments Property Tax Interest Lottery Temporary Transfer of funds (TTF) Establish/Close Treasury Accounts/Funds Deferred Maintenance TRANs Agustin Quintana Account Clerk III (858) Lydia Campos Account Clerk III (858) Journal Entries Deposits/ Deposit Permits/BS Upload Wells Fargo Account Information Cancel/Voided Warrants Mail Call/Report Distribution Oracle Reports County Treasurer Contact/Online Access/WARP set up External Auditor Contracts Financial Input Schedule Master Dictionary Monthly Cash Balancing Roll Budgets/DDACCT/CHACCT Validation Tables Warrant Stock-Online/Offline/Payroll Year-end Closing Initial Call in Patricia Fogliano Financial Reporting Analyst (858) General Fund Composite Report General Fund Expenditure Report J-29 B/C Tax Reports Revenue Limit Reporting SACS Reporting and J-200 Downloads Districts assigned to Beth Saba, Erin Garcia and Brent Watson Special Education Infant Reporting Joe Bandala Financial Reporting Technician (858) Actuarial Reporting Annual Financial Transaction Report Five-Year Comparison Report Public Hearing Notices SACS Reporting and J-200 Downloads Districts assigned to Sonya Menyon and Teresa Fiscus 1.4 JUNE 2014

8 San Diego County Office of Education Staff List Business Advisory Services FAX (858) Commercial Warrants FAX (858) Payroll Audit FAX (858) Retirement Reporting FAX (858) NAME DEPARTMENT PHONE # ROOM # Baldwin-Granger, Amy Retirement Reporting Bandala, Joe Financial Acct and Reporting Britt, Tammy Retirement Reporting Campos, Lydia Financial Accounting Campos, Rafael Internal Business Cordova, Claudia Commercial Warrants De Los Santos, Rosario Internal Business (JPA) Delos Santos, Clarissa Retirement Reporting Etcheverry, Karina Payroll Audit Fiscus, Teresa Business Services-Consultant Fogliano, Patricia Financial Acct and Reporting Garcia, Erin Business Services-Consultant Henderson, Sheila Retirement Reporting Linzaga, Rose Retirement Reporting Marks, Peg Legal Services Marshall, Ellie Accounts Payable Medina, Marisa Payroll Audit Menyon, Sonya Business Services-Consultant Okamura, Kazuki Commercial Warrants Parker, Bob Accounts Payable Pickering II, William Financial Acct & Data Support Manager Pilapil, Gemma Payroll Audit Quintana, Agustin Financial Accounting Roberts, Patricia Payroll Audit Rogers, Calandra Commerical Warrants Saba, Beth Business Services-Consultant Soto-Delfin, Maria Financial Accounting Squeo, Carolyn Retirement Reporting Stopper, Sheree Payroll Services Manager Carreon, Guiselle Commercial Warrants & Accounts Payable Evans, Renee Retirement Reporting Zendejas, Ofelia Commercial Warrants JUNE 2014

9 WARRANT PROCESSING LIST COUNTY DIST. AUD. I.D. # (ARMS) F/A DISTRICT COMMERCIAL RETIREMENT FINANCIAL WARRANTS STRS/PERS ACCOUNTING ELEMENTARY Alpine Union Rogers Evans/Delos Santos Campos Bonsall Union Rogers Evans/Delos Santos Campos Cajon Valley Union Cordova Evans/Delos Santos Campos D Cardiff Rogers Evans/Delos Santos Campos Chula Vista Elementary Cordova Evans/Delos Santos Campos D Dehesa Cordova Evans/Delos Santos Campos Del Mar Union Cordova Evans/Delos Santos Campos Encinitas Union Cordova Evans/Delos Santos Campos Escondido Union Cordova Evans/Delos Santos Campos Fallbrook Union Elem. Rogers Evans/Delos Santos Campos Jamul-Dulzura Union Rogers Evans/Delos Santos Campos D Julian Union Rogers Evans/Delos Santos Campos Lakeside Union Cordova Evans/Delos Santos Campos La Mesa-Spring Valley Rogers Evans/Delos Santos Campos Lemon Grove Cordova Evans/Delos Santos Campos National Rogers Evans/Delos Santos Campos D Rancho Santa Fe Cordova Evans/Delos Santos Campos D San Pasqual Union Rogers Evans/Delos Santos Campos Santee Cordova Evans/Delos Santos Campos San Ysidro Cordova Evans/Delos Santos Campos Solana Beach Cordova Evans/Delos Santos Campos South Bay Union Rogers Evans/Delos Santos Campos D Spencer Valley Rogers Evans/Delos Santos Campos D Vallecitos Cordova Evans/Delos Santos Campos HIGH Escondido Union Rogers Evans/Delos Santos Quintana Fallbrook Union Cordova Evans/Delos Santos Quintana Grossmont Union n/a Evans/Delos Santos n/a D Julian Union Cordova Baldwin-Granger Quintana San Dieguito Union Rogers Baldwin-Granger Quintana Sweetwater Union n/a Baldwin-Granger n/a UNIFIED Coronado Cordova Baldwin-Granger Quintana Mt. Empire Rogers Baldwin-Granger Quintana Ramona Rogers Baldwin-Granger Quintana San Diego Unified n/a Evans/Delos Santos n/a Vista Rogers Baldwin-Granger Quintana Poway Cordova Baldwin-Granger Quintana D Borrego Springs Cordova Baldwin-Granger Quintana Carlsbad Rogers Baldwin-Granger Quintana Oceanside Cordova Baldwin-Granger Campos San Marcos Cordova Baldwin-Granger Quintana D Warner Unified Cordova Baldwin-Granger Quintana Valley Center - Pauma Rogers Baldwin-Granger Quintana COMMUNITY COLLEGE Palomar n/a Evans/Delos Santos n/a Grossmont-Cuyamaca Rodgers Baldwin-Granger Quintana MiraCosta Cordova Baldwin-Granger Quintana Southwestern Rodgers Baldwin-Granger Quintana San Diego n/a Baldwin-Granger n/a Fin. Acctg. (1) On-Line (2) Off-Line D = Direct Service Districts 1.6 JUNE 2014

10 WARRANT PROCESSING LIST COUNTY DIST. AUD. I.D. # (ARMS) F/A DISTRICT COMMERCIAL RETIREMENT FINANCIAL WARRANTS STRS/PERS ACCOUNTING SPECIAL DISTRICTS CSSF n/a Baldwin-Granger/ Vacant Quintana CHARTER SCHOOLS Vivian Banks n/a Evans/Delos Santos Campos Arroyo Charter n/a Evans/Delos Santos Campos CV Learning n/a Evans/Delos Santos Campos Discovery Charter n/a Evans/Delos Santos Campos Feaster Edison Charter n/a Evans/Delos Santos Campos Mueller n/a Evans/Delos Santos Campos Ecademy California n/a Evans/Delos Santos Campos Literacy First Cordova Evans/Delos Santos Campos Greater San Diego n/a Evans/Delos Santos Campos Barona n/a Evans/Delos Santos Campos Lakeside Montessori n/a Evans/Delos Santos Campos Mandarin Language n/a Evans/Delos Santos Campos River Valley n/a Evans/Delos Santos Campos Julian Charter Cordova Evans/Delos Santos Campos Intergrity Charter n/a Evans/Delos Santos Campos Heritage Charter Rogers Evans/Delos Santos Campos SD Neighborhood n/a Baldwin-Granger Quintana College Prep #1 n/a Baldwin-Granger Quintana SD Virtual #2 n/a Baldwin-Granger Quintana Mt. Peak #4 n/a Baldwin-Granger Quintana Save our Future #5 n/a Baldwin-Granger Quintana Academy of Arts #6 n/a Baldwin-Granger Quintana Guajome Park Academy n/a Baldwin-Granger Quintana Escondido Charter High Rogers Baldwin-Granger Quintana Siatech Cordova Baldwin-Granger Quintana Pacific View Charter Cordova Baldwin-Granger Quintana Guajome Learning Center Cordova Baldwin-Granger Quintana Fin. Acctg. (1) On-Line (2) Off-Line D = Direct Service Districts 1.7 JUNE 2014

11 San Diego County Treasurer Bank Information Wells Fargo Bank: Wells Fargo Bank 3440 Flair Drive, 5 th Floor El Monte, CA All questions regarding Wells Fargo deposits should go through the SDCOE Financial Accounting Department. County Liaison: Lydia Campos (858) lydia@sdcoe.net Auditor & Controller Accounts Payable: Agustin Quintana (858) aquintana@sdcoe.net Warrant Information: Emma Lopez (619) Emma.Lopez@sdcounty.ca.gov Treasurer's Office: Wire Transfers: Rosella Perez (619) Rosella.Perez@sdcounty.ca.gov Bank Supplies: Ordering Additional Depository Supplies Geena Balistrieri (619) XiaoqingGeena.balistrieri@sdcounty.ca.gov Israel Garza (619) Israel.Garza@sdcounty.ca.gov 1. Call Superior Press at , option 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 JUNE 2014

12 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: 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 JUNE 2014

13 Fund Resolutions Service and Leadership for Student Achievement About SDCOE Superintendent Board of Education Programs and Services Human Resources Educators Parents SDCOE» BUSINESS SERVICES» DISTRICT FINANCIAL SERVICES» FUND RESOLUTIONS District Financial Services Fund Resolutions Business Advisory Services Commercial Warrants Financial Accounting Resolution Auditor's Fund # SACS Fund # Download Financial Reporting Legal Services Pupil Accounting Retirement Reporting Adult Education PDF Article XIII-B (Gann Limit) Fund PDF ASB Savings Fund PDF ASB Savings Fund II PDF Building and Debt Service PDF Building Fund-Prop PDF Bond Anticipation Note PDF Cafeteria Fund PDF Cafeteria Revolving Cash Account PDF Capital Facilities - Redevelopment Fund PDF Capital Facilities Account PDF Capital Facilities Account II (CFD additional fds and accts) PDF Capital Facilities/ SB PDF Capital Outlay Projects 05 PDF Capital Project Fund for Blended Component Units PDF Charter School Enterprise Fund PDF Charter Schools Fund PDF Child Dev. -Preschool Fund PDF Child Development Fund PDF Close Fund PDF County School Facilities Fund PDF Debt Service Fund for Blended Component Units PDF Deductible Insurance Loss Fund PDF Deductible Property Loss Insurance Fund PDF Deferred Maintenance Fund PDF District Retirement Trust PDF District Retirement Trust II PDF Enterprise Fund PDF Foundation Permanent Fund PDF Foundation Private Purpose Trust Fund PDF Foundation Special Revenue Fund PDF OPEB Fund Resolution PDF Other Building Fund PDF Pupil Transportation Equipment Fund PDF Routine Repair and General Maintenance Fund PDF Self Insurance PDF Special Reserve- Other than Capital Outlay Projects Fund PDF Special Reserves / Federal Rebate PDF Special Reserves/ Capital Project PDF Special Reserve for Postemployment Benefits Fund PDF State School Building Lease Purchase Fund PDF Tax Overide / Exceptional Childrens Facilities PDF Tax Overide / Lease Purchase School Property PDF Tax Overide Fund PDF San Diego County Office of Education 6401 Linda Vista Road San Diego, CA Contact Us 2013 Board of Education, San Diego County. All rights reserved. Web Content Disclaimer SDCOE Staff Directory 1.10 JUNE :42:03 PM]

14 District Funds Conversion Report SACS Fund # District # Arms Fund # Oracle Fund # Description ALPINE GENERAL ALPINE CAFETERIA ALPINE OTHER BUILDING FUND ALPINE BUILDING ALPINE DEFERRED MAINTENANCE ALPINE CAPITAL FACILITIES ALPINE SPL RESERVES OTHER THAN CAPITAL ALPINE SSBF/LEASE PURCHASE ALPINE STATE SCHOOL FACILITIES ALPINE RETIREE BENEFIT BONSALL GENERAL BONSALL SPECIAL RESERVE CAPITAL PROJECT BONSALL CAFETERIA BONSALL OTHER BLDG FUND BONSALL BUILDING BONSALL BUILDING BONSALL DEFERRED MAINTENANCE BONSALL CAPITAL FACILITIES BONSALL CAPITAL FACILITIES AB BONSALL OTHER ENTERPRISE BONSALL FOUNDATION TRUST BONSALL SPL RESERVES OTHER THAN CAPITAL BONSALL SSBF/LEASE PURCHASE BONSALL STATE SCHOOL FACILITIES CAJON VALLEY GENERAL CAJON VALLEY SPECIAL RESERVE CAPITAL PROJ CAJON VALLEY CAFETERIA CAJON VALLEY CHILD DEVELOPMENT CAJON VALLEY BUILDING 2000B CAJON VALLEY OTHER BLDG FUND CAJON VALLEY ELEM BUILDING CAJON VALLEY DEFERRED MAINTENANCE CAJON VALLEY HEALTH INSURANCE CAJON VALLEY CAPITAL FACILITIES CAJON VALLEY CAPITAL PROJECT CAJON VALLEY TAX OVERRIDE CAJON VALLEY DEDUCTIBLE INSURANCE LOSS CAJON VALLEY BUILDING FUND PROP CAJON VALLEY BUILDING FUND PROP C CAJON VALLEY SSBF/LEASE PURCHASE CAJON VALLEY STATE SCHOOL FACILITIES CAJON VALLEY POST EMPLOYMENT BENEFITS 1.11 JUNE 2014

15 SACS Fund # District # Arms Fund # Oracle Fund # Description CARDIFF GENERAL CARDIFF SPECIAL RESERVE CAPITAL PROJECT CARDIFF CAFETERIA CARDIFF CHILD DEVELOPMENT CARDIFF BUILDING CARDIFF DEFERRED MAINTENANCE CARDIFF CAPITAL FACILITIES CARDIFF CAPITAL FACILITIES AB CARDIFF ENTERPRISE CARDIFF SPL RESERVES OTHER THAN CAPITAL CARDIFF SSBF/LEASE PURCHASE CARDIFF STATE SCHOOL FACILITIES CARDIFF SPECIAL RESERVE POST EMPLOY. BENE CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA ELEM CFD # CHULA VISTA GENERAL CHULA VISTA SPECIAL RESERVE CAPITAL PROJE CHULA VISTA CAFETERIA CHULA VISTA CHILD DEVELOPMENT CHULA VISTA OTHER BLDGING CHULA VISTA BUILDING CHULA VISTA DEFERRED MAINTENANCE CHULA VISTA CAPITAL FACILITIES CHULA VISTA PUPIL TRANSPORTATION/EQUIP CHULA VISTA DEDUCTIBLE INSURANCE LOSS CHULA VISTA BUILDING FUND PROP E CHULA VISTA DEDUCT PROP INS LOSS CHULA VISTA SSBF/LEASE PURCHASE CHULA VISTA STATE SCHOOL FACILITIES CHULA VISTA AGENCY DEHESA GENERAL DEHESA SPECIAL RESERVE CAPITAL PROJECT 1.12 JUNE 2014

16 SACS Fund # District # Arms Fund # Oracle Fund # Description DEHESA CAFETERIA DEHESA CHILD DEVELOPMENT DEHESA BUILDING FUND PROP DEHESA DEFERRED MAINTENANCE DEHESA SPEC RES POSTEMPLOYMT BENEFITS DEHESA CAPITAL FACILITIES AB DEHESA SPL RESERVES OTHER THAN CAPITAL DEHESA SSBF/LEASE PURCHASE DEHESA STATE SCHOOL FACILITIES DEHESA CHARTER SCH ENT FUND DEHESA DISTRICT RETIREE BENEFIT DEL MAR CAPITAL PROJECT COMP UNIT # DEL MAR CAPITAL PROJECT COMP UNIT # DEL MAR GENERAL DEL MAR SPECIAL RESERVE CAPITAL PROJECT DEL MAR CAFETERIA DEL MAR CHILD DEVELOPMENT DEL MAR BUILDING DEL MAR DEFERRED MAINTENANCE DEL MAR SELF INSURANCE DEL MAR CAPITAL FACILITIES AB DEL MAR FOUNDATION TRUST DEL MAR ENTERPRISE FUND DEL MAR DEDUCTIBLE INSURANCE LOSS DEL MAR SPL RESERVES OTHER THAN CAPITAL DEL MAR SSBF/LEASE PURCHASE DEL MAR STATE SCHOOL FACILITIES ENCINITAS GENERAL ENCINITAS SPECIAL RESERVE CAPITAL PROJECT ENCINITAS CAFETERIA ENCINITAS BUILDING ENCINITAS DEFERRED MAINTENANCE ENCINITAS SELF INSURANCE ENCINITAS CAPITAL FACILITIES ENCINITAS CAPITAL FACILITIES AB ENCINITAS FOUNDATION TRUST ENCINITAS FOUNDATION PERMANENT ENCINITAS BUILDING PROP ENCINITAS TAX OVERRIDE ENCINITAS CHARTER SCHOOL ENCINITAS SPL RESERVES OTHER THAN CAPITAL ENCINITAS SPECIAL RESERVE POST EMPLOY. BE ENCINITAS STATE SCHOOL FACILITIES 1.13 JUNE 2014

17 SACS Fund # District # Arms Fund # Oracle Fund # Description ESCONDIDO ELEM GENERAL ESCONDIDO ELEM SPECIAL RESERVE CAPITAL P ESCONDIDO ELEM CAFETERIA ESCONDIDO ELEM CHILD DEVELOPMENT ESCONDIDO ELEM OTHER BLDG ESCONDIDO ELEM BUILDING ESCONDIDO ELEM DEFERRED MAINTENANCE ESCONDIDO ELEM CAPITAL FACILITIES ESCONDIDO ELEM CAPITAL FACILITIES AB ESCONDIDO ELEM FOUNDATION SPECIAL RESER ESCONDIDO ELEM FOUNDATION TRUST ESCONDIDO ELEM FOUNDATION PERMAMENT ESCONDIDO ELEM BUILDING PROP ESCONDIDO ELEM TAX OVERRIDE ESCONDIDO ELEM DEDUCTIBLE INSURANCE LOS ESCONDIDO ELEM SPECIAL RESERVE FEDERAL ESCONDIDO ELEM CAPITAL FACILITIES REDEVEL ESCONDIDO ELEM CHARTER SCHOOL SPECIAL R ESCONDIDO ELEM SPL RESERVES OTHER THAN ESCONDIDO ELEM SSBF/LEASE PURCHASE ESCONDIDO ELEM STATE SCHOOL FACILITIES ESCONDIDO ELEM DEBT SERVICE/FACILITY ESCONDIDO ELEM STUDENT BODY FALLBROOK ELEM GENERAL FALLBROOK ELEM CAFETERIA FALLBROOK ELEM RETIREE BENEFIT FALLBROOK ELEM SP. RESERVE POST EMPLOY FALLBROOK ELEM DEFERRED MAINTENANCE FALLBROOK ELEM SP. RESERVE CAPITAL PROJE FALLBROOK ELEM SELF INSURANCE FALLBROOK ELEM CAPITAL FACILITIES FALLBROOK ELEM PUPIL TRANS/EQUIP FALLBROOK ELEM BLDG PROP39 & DEBT SERV FALLBROOK ELEM SPL RESERVES OTHER FALLBROOK ELEM STATE SCHOOL FACILITIES FALLBROOK ELEM SSBF/LEASE PURCHASE JAMUL-DULZURA GENERAL JAMUL-DULZURA SPECIAL RESERVE CAPITAL PR JAMUL-DULZURA CAFETERIA JAMUL-DULZURA CHILD DEVELOPMENT JAMUL-DULZURA BUILDING JAMUL-DULZURA DEFERRED MAINTENANCE JAMUL-DULZURA CAPITAL FACILITIES AB JUNE 2014

18 SACS Fund # District # Arms Fund # Oracle Fund # Description JAMUL-DULZURA FOUNDATION TRUST JAMUL-DULZURA TRUST FOUNDATION JAMUL-DULZURA PUPIL TRANS/EQUIP JAMUL-DULZURA TAX OVERRIDE JAMUL-DULZURA SPL RESERVES OTHER THAN CA JAMUL-DULZURA STATE SCHOOL FACILITIES JAMUL-DULZURA SSBF/LEASE PURCHASE JULIAN ELEM GENERAL JULIAN ELEM SPECIAL RESERVE CAPITAL PROJE JULIAN ELEM CAFETERIA JULIAN ELEM DEFERRED MAINTENANCE JULIAN ELEM CAPITIAL FACILITIES JULIAN ELEM CHARTER SCHOOL SPECIAL REV JULIAN ELEM SPL RESERVES OTHER THAN CAPIT JULIAN ELEM SSBF/LEASE PURCHASE JULIAN ELEM STATE SCHOOL FACILITIES LAKESIDE GENERAL LAKESIDE SPECIAL RESERVE CAPITAL PROJECT LAKESIDE CAFETERIA LAKESIDE CHILD DEVELOPMENT LAKESIDE CHILD DEVELOPMENT LAKESIDE BUILDING LAKESIDE RETIREE BENEFIT LAKESIDE SPECIAL RESERVE POST EMPLOY. BEN LAKESIDE DEFERRED MAINTENANCE LAKESIDE SELF INSURANCE LAKESIDE CAPITAL FACILITIES LAKESIDE CAPITAL FACILITIES AB LAKESIDE FOUNDATION TRUST LAKESIDE FOUNDATION TRUST LAKESIDE PUPIL TRANSPORTATION/EQUIP LAKESIDE TAX OVERRIDE LAKESIDE BUILDING FUND PROP LAKESIDE CHARTER SCHOOL SPECIAL REV LAKESIDE SPL RESERVES OTHER THAN CAPITAL LAKESIDE SSBF/LEASE PURCHASE LAKESIDE STATE SCHOOL FACILITIES LA MESA-SPRING VALLEY GENERAL LA MESA-SPRING VALLEY ENTERPRISE LA MESA-SPRING VALLEY SPECIAL RESERVE CA LA MESA-SPRING VALLEY CAFETERIA LA MESA-SPRING VALLEY CHILD DEVELOPMENT LA MESA-SPRING VALLEY BUILDING 1.15 JUNE 2014

19 SACS Fund # District # Arms Fund # Oracle Fund # Description LA MESA-SPRING VALLEY DEFERRED MAINTENA LA MESA-SPRING VALLEY CAPITAL FACILITIES AB LA MESA-SPRING VALLEY SPL RESERVES OTHER LA MESA-SPRING VALLEY SSBF/LEASE PURCHAS LA MESA-SPRING VALLEY STATE SCHOOL FACILI LEMON GROVE GENERAL LEMON GROVE SPECIAL RESERVE CAPITAL PROJ LEMON GROVE CAFETERIA LEMON GROVE CHILD DEVELOPMENT LEMON GROVE BUILDING LEMON GROVE DEFERRED MAINTENANCE LEMON GROVE CAPITAL FACILITIES LEMON GROVE FOUNDATION TRUST LEMON GROVE CAPITAL FACILITIES AB LEMON GROVE ENTERPRISE LEMON GROVE DEDUCTIBLE INSURANCE LOSS LEMON GROVE BUILDING FD PROP LEMON GROVE SSBF/LEASE PURCHASE LEMON GROVE STATE SCHOOL FACILITIES NATIONAL GENERAL NATIONAL SPECIAL RESERVE CAPITAL PROJECT NATIONAL CAFETERIA NATIONAL CHILD DEVELOPMENT NATIONAL DEFERRED MAINTENANCE NATIONAL CAPITAL FACILITIES NATIONAL CAPITAL FACILITIES AB NATIONAL CAPITAL FACILITY REDEVELOPMENT NATIONAL CHARTER SCHOOL SPECIAL REV NATIONAL SSBF/LEASE PURCHASE NATIONAL STATE SCHOOL FACILITIES NATIONAL RETIREE BENEFIT RANCHO SANTA FE GENERAL RANCHO SANTA FE SPECIAL RESERVE CAPITAL P RANCHO SANTA FE OTHER BUILDING RANCHO SANTA FE BUILDING RANCHO SANTA FE DEFERRED MAINTENANCE RANCHO SANTA FE CAPITAL FACILITIES RANCHO SANTA FE CAPITAL FACILITIES AB RANCHO SANTA FE BUILDING-PROP RANCHO SANTA FE SPL RESERVES OTHER THAN RANCHO SANTA FE STATE SCHOOL FACILITIES RANCHO SANTA FE RETIREE BENEFIT 1.16 JUNE 2014

20 SACS Fund # District # Arms Fund # Oracle Fund # Description SAN PASQUAL GENERAL SAN PASQUAL SPL RESERVES OTHER THAN CAPI SAN PASQUAL SPECIAL RESERVE CAPITAL PROJE SAN PASQUAL CAFETERIA SAN PASQUAL CHILD DEVELOPMENT SAN PASQUAL BUILDING SAN PASQUAL OTHER ENTERPRISE SAN PASQUAL DEFERRED MAINTENANCE SAN PASQUAL CAPITAL FACILITIES AB SAN PASQUAL SSBF/LEASE PURCHASE SAN PASQUAL STATE SCHOOL FACILITIES SANTEE GENERAL SANTEE CAFETERIA SANTEE CHILD DEVELOPMENT SANTEE BOND ANTICIPATION NOTE SANTEE OTHER BUILDING SANTEE BUILDING-PROP R SANTEE DEFERRED MAINTENANCE SANTEE CAPITAL FACILITIES SANTEE OTHER ENTERPRISE SANTEE CAPITAL PROJECTS SANTEE TAX OVERRIDE SANTEE CAPITAL FACILITIES REDEVEL SANTEE CHARTER SCHOOL SPECIAL REV SANTEE SPECIAL RESERVE CAPITAL PROJECT SANTEE SPL RESERVES OTHER THAN CAPITAL SANTEE SSBF/LEASE PURCHASE SANTEE STATE SCHOOL FACILITIES SANTEE SPECIAL RESERVE POST EMPLOY. BENE SAN YSIDRO GENERAL SAN YSIDRO CAFETERIA SAN YSIDRO SPECIAL RESERVE CAPITAL PROJEC SAN YSIDRO CHILD DEVELOPMENT SAN YSIDRO BUILDING SAN YSIDRO DEFERRED MAINTENANCE SAN YSIDRO CAPITAL FACILITIES SAN YSIDRO FOUNDATION TRUST SAN YSDRO TAX OVERRIDE SAN YSIDRO TAX OVERRIDE SAN YSIDRO SPL RESERVES OTHER THAN CAPIT SAN YSIDRO SSBF/LEASE PURCHASE SAN YSIDRO STATE SCHOOL FACILITIES SAN YSIDRO SPECIAL RESERVE POST EMPLOY. B 1.17 JUNE 2014

21 SACS Fund # District # Arms Fund # Oracle Fund # Description SAN YSIDRO RETIREE BENEFIT SOLANA BEACH DEBT SERVICE (tracking purpose o SOLANA BEACH CFD SOLANA BEACH CFD SOLANA BEACH CFD SOLANA BEACH GENERAL SOLANA BEACH SPECIAL RESERVE CAPITAL PRO SOLANA BEACH CAFETERIA SOLANA BEACH CHILD DEVELOPMENT SOLANA BEACH OTHER BUILDING SOLANA BEACH DEFERRED MAINTENANCE SOLANA BEACH SELF INSURANCE SOLANA BEACH CAPITAL FACILITIES SOLANA BEACH CAPITAL FACILITIES AB SOLANA BEACH FOUNDATION TRUST SOLANA BEACH FOUNDATION SPECIAL REVENUE SOLANA BEACH SPL RESERVES OTHER THAN CA SOLANA BEACH SPECIAL RESERVE POST EMPLO SOLANA BEACH SSBF/LEASE PURCHASE SOLANA BEACH STATE SCHOOL FACILITIES SOUTH BAY GENERAL SOUTH BAY SPECIAL RESERVE CAPITAL PROJEC SOUTH BAY CAFETERIA SOUTH BAY CHILD DEVELOPMENT SOUTH BAY BOND ANTICIPATION NOTE SOUTH BAY BUILDING SOUTH BAY UNDEFERRED MAINTENANCE SOUTH BAY SELF INSURANCE SOUTH BAY CAPITAL FACILITIES AB SOUTH BAY FOUNDATION TRUST SOUTH BAY SPL RESERVES OTHER THAN CAPITA SOUTH BAY SSBF/LEASE PURCHASE SOUTH BAY STATE SCHOOL FACILITIES SOUTH BAY RETIREE BENEFIT SOUTH BAY SPECIAL RESERVE POST EMPLOY. BE SPENCER VALLEY GENERAL SPENCER VALLEY DEFERRED MAINTENANCE SPENCER VALLEY CHARTER SCHOOL SPECIAL RE SPENCER VALLEY SPL RESERVES OTHER THAN C SPENCER VALLEY SSBF/LEASE PURCHASE VALLECITOS GENERAL VALLECITOS SPECIAL RESERVE CAPITAL PROJEC 1.18 JUNE 2014

22 SACS Fund # District # Arms Fund # Oracle Fund # Description VALLECITOS CAFETERIA VALLECITOS CHILD DEVELOPMENT VALLECITOS DEFERRED MAINTENANCE VALLECITOS CAPITAL FACILITIES VALLECITOS PUPIL TRANSPORTATION/EQUIP VALLECITOS SPL RESERVES OTHER THAN CAPIT VALLECITOS SSBF/LEASE PURCHASE ESCONDIDO HIGH GENERAL ESCONDIDO HIGH SPECIAL RESERVE CAPITAL PR ESCONDIDO HIGH CAFETERIA ESCONDIDO HIGH CHILD DEVELOPMENT ESCONDIDO HIGH OTHER BUILDING ESCONDIDO HIGH BUILDING ESCONDIDO HIGH DEFERRED MAINTENANCE ESCONDIDO HIGH SELF INSURANCE ESCONDIDO HIGH OPEB ESCONDIDO HIGH CAPITAL FACILITIES ESCONDIDO HIGH CAPITAL FACILITIES AB ESCONDIDO HIGH FOUNDATION TRUST ESCONDIDO HIGH DEDUCTIBLE INSURANCE LOSS ESCONDIDO HIGH BUILDING-PROP R ESCONDIDO HIGH ADULT EDUCATION ESCONDIDO HIGH SPL RESERVES OTHER THAN C ESCONDIDO HIGH SSBF/LEASE PURCHASE ESCONDIDO HIGH STATE SCHOOL FACILITIES ESCONDIDO HIGH SPECIAL RESERVE POST EMPL ESCONDIDO HIGH RETIREE BENEFIT FALLBROOK HIGH GENERAL FALLBROOK HIGH RETIREE BENEFIT FALLBROOK HIGH SPECIAL RESERVE CAPITAL PR FALLBROOK HIGH CAFETERIA FALLBROOK HIGH DEFERRED MAINTENANCE FALLBROOK HIGH SPECIAL RESERVE/FEDERAL R FALLBROOK HIGH CAPITAL FACILITIES FALLBROOK HIGH CAPITAL FACILITIES AB FALLBROOK HIGH ADULT EDUCATION FALLBROOK HIGH SPL RESERVES OTHER THAN C FALLBROOK HIGH STATE SCHOOL FACILITIES EATS GROSSMONT UNION HIGH GROSSMONT HIGH GEN GROSSMONT HIGH SPECIAL RESERVE CAPITIAL GROSSMONT HIGH CAFETERIA GROSSMONT HIGH CHILD DEVELOP 1.19 JUNE 2014

23 SACS Fund # District # Arms Fund # Oracle Fund # Description GROSSMONT HIGH OTHER BUILDING GROSSMONT HIGH DEFERRED MAINTENANCE GROSMONT HIGH SELF INSURANCE GROSSMONT HIGH CAPITAL FACILITIES GROSSMONT HIGH OPEB GROSSMONT HIGH CAPITAL FACILITIES AB GROSSMONT HIGH FOUNDATION TRUST GROSSMONT HIGH FOUNDATION TRST GROSSMONT HIGH TAX OVERRIDE GROSSMONT HIGH DEDUCT INSURANCE LOSS GROSSMONT HIGH BUILDING PROP GROSSMONT HIGH CHARTER (PREV HELIX) GROSSMONT HIGH ADULT EDUCATION GROSSMONT HIGH SPEC RESERVE OTHER GROSSMONT HIGH SSBF/LEASE PURCHASE GROSSMONT HIGH STATEM SCHOOL FACILITIES GROSSMONT HIGH STUDENT BODY/ASB SAVINGS GROSSMONT HIGH SPECIAL RESERVE-POST EMP JULIAN HIGH GENERAL JULIAN HIGH SPECIAL RESERVE CAPITAL PROJEC JULIAN HIGH OTHER BUILDING JULIAN HIGH BUILDING JULIAN HIGH DEFERRED MAINTENANCE JULIAN HIGH CAPITAL FACILITIES AB JULIAN HIGH BUILDING FUND PROP JULIAN HIGH ADULT EDUCATION JULIAN HIGH SSPL RESERVES OTHER THAN CAPI JULIAN HIGH COUNTY SCHOOL FACILITIES JULIAN HIGH SSBF/LEASE PURCHASE JULIAN HIGH RETIREE BENEFIT JULIAN HIGH SPECIAL RESERVE POST EMPLOY. B JULIAN HIGH AGENCY SAN DIEGUITO GENERAL SAN DIEGUITO SPECIAL RESERVE CAPITAL PROJ SAN DIEGUITO CAFETERIA SAN DIEGUITO OTHER BUILDING SAN DIEGUITO DEFERRED MAINTENANCE SAN DIEGUITO SELF INSURANCE SAN DIEGUITO OPEB SAN DIEGUITO CAPITAL FACILITIES SAN DIEGUITO CAPITAL FACILITIES AB SAN DIEGUITO OTHER ENTERPRISE SAN DIEGUITO PUPIL TRANSPORTATION/EQUIP 1.20 JUNE 2014

24 SACS Fund # District # Arms Fund # Oracle Fund # Description SAN DIEGUITO DEDUCTIBLE INSURANCE LOSS SAN DIEGUITO - BUILDING FUND PROP SAN DIEGUITO ADULT EDUCATION SAN DIEGUITO SPL RESERVES OTHER THAN CAPI SAN DIEGUITO SSBF/LEASE PURCHASE SAN DIEGUITO STATE SCHOOL FACILITIES SAN DIEGUITO AGENCY SWEETWATER CFD # SWEETWATER CFD # EATS SWEETWATER UNION HI SWEETWATER CFD # SWEETWATER GENERAL SWEETWATER SPECIAL RESERVE CAPITAL PROJ SWEETWATER CAFETERIA SWEETWATER BUILDING BOND FUND SWEETWATER DEFERRED MAINTENANCE SWEETWATER DEFERRED MAINTENANCE SWEETWATER CAPITAL FACILITIES AB SWEETWATER FOUNDATION TRUST SWEETWATER FOUNDATION TRUST SWEETWATER TAX OVERRIDE SWEETWATER ADULT EDUCATION SWEETWATER SBF/LEASE PURCHASE SWEETWATER STATE SCHOOL FACILITIES CORONADO GENERAL CORONADO SPECIAL RESERVE CAPITAL PROJEC CORONADO CAFETERIA CORONADO CHILD DEVELOPMENT CORONADO BUILDING CORONADO DEFERRED MAINTENANCE CORONADO CAPITAL FACILITIES CORONADO FOUNDATION TRUST CORONADO FOUNDATION PERMANENT CORONADO FOUNDATION TRUST CORONADO OTHER ENTERPRISE CORONADO FOUNDATION SPECIAL REVENUE CORONADO ADULT EDUCATION CORONADO SPL RESERVES OTHER THAN CAPITA CORONADO STATE SCHOOL FACILITIES MT EMPIRE GENERAL MT EMPIRE SPECIAL RESERVE CAPITAL PROJECT MT EMPIRE CAFETERIA MT EMPIRE CHILD DEVELOPMENT 1.21 JUNE 2014

25 SACS Fund # District # Arms Fund # Oracle Fund # Description MT EMPIRE BUILDING MT EMPIRE DEFERRED MAINTENANCE MT EMPIRE CAPITAL FACILITIES MT EMPIRE CAPITAL FACILITIES AB MT EMPIRE FOUNDATION TRUST MT EMPIRE FOUNDATION TRUST MT EMPIRE OTHER ENTERPRISE MT EMPIRE TAX OVERRIDE MT EMPIRE ADULT EDUCATION MT EMPIRE SPL RESERVES OTHER THAN CAPITAL MT EMPIRE SSBF/LEASE PURCHASE MT EMPIRE STATE SCHOOL FACILITIES MT EMPIRE SPECIAL RESERVE POST EMPLOY. BE RAMONA GENERAL RAMONA SPECIAL RESERVE CAPITAL PROJECT RAMONA CAFETERIA RAMONA DEFERRED MAINTENANCE RAMONA SELF INSURANCE RAMONA CAPITAL FACILITIES RAMONA CAPITAL FACILITIES AB RAMONA ADULT EDUCATION RAMONA SPL RESERVES OTHER THAN CAPITAL RAMONA SSBF/LEASE PURCHASE RAMONA STATE SCHOOL FACILITIES RAMONA CHARTER SCHOOL ENTERPRISE SAN DIEGO UNIFIED GENERAL SAN DIEGO UNIFIED SPECIAL RESERVE CAPITAL SAN DIEGO UNIFIED SPECIAL RESERVE OTHER SAN DIEGO UNIFIED REVOLVING SAN DIEGO UNIFIED CAFETERIA SAN DIEGO UNIFIED CHLD DEVELOPMENT SAN DIEGO UNIFIED BUILDING FUND PROP S SAN DIEGO UNIFIED BUILDING FUND PROP S SAN DIEGO UNIFIED PROP MM BUILDING SAN DIEGO UNIFIED PROP MM REBATE FUND SAN DIEGO UNIFIED PROP MM REBATE FUND SAN DIEGO UNIFIED DEFERRED MAINTENANCE SAN DIEGO UNIFIED SELF INSURANCE WORKERS SAN DIEGO UNIFIED SELF INSURANCE HEALTH SAN DIEGO UNIFIED SELF INSURANCE VISION CA SAN DIEGO UNIFIED CAPITAL FACILITIES SAN DIEGO UNIFIED CAPITAL FACILITIES AB SAN DIEGO UNIFIED FOUNDATION TRUST 1.22 JUNE 2014

26 SACS Fund # District # Arms Fund # Oracle Fund # Description SAN DIEGO UNIFIED PUPIL TRANSPORTATIO/EQUI SAN DIEGO UNIFIED TAX OVERRIDE SAN DIEGO UNIFIED TAX OVERRIDE SAN DIEGO UNIFIED BUILDING PROP SAN DIEGO UNIFIED FOUNDATION SPECIAL REVE SAN DIEGO UNIFIED PROPERTY INSURANCE SAN DIEGO UNIFIED PROPERTY MANAGEMENT SAN DIEGO UNIFIED ADULT EDUCATION SAN DIEGO UNIFIED TRANSPORTATION REPAYME SAN DIEGO UNIFIED SSBF/LEASE PURCHASE SAN DIEGO UNIFIED STATE SCHOOL FACILITIES SAN DIEGO UNIFIED PROP S SCH FAC FD SAN DIEGO UNIFIED PROP S SCH FAC FD SAN DIEGO UNIFIED DEBT SERVICE FOR BLENDE SAN DIEGO UNIFIED RET MED BENEFT MGT SAN DIEGO UNIFIED RET MED BENEFIT TEACHER SAN DIEGO UNIFIED RET MED BENEFIT CSEA SAN DIEGO UNIFIED RET MED BENEFIT TECH SAN DIEGO UNIFIED RET MED BENEFIT PCE OFF SAN DIEGO UNIFIED RET MED BENEFIT PARAPRO SAN DIEGO UNIFIED ENERGY EFFICIENCY SAN DIEGO UNIFIED REDEVELOPMENT AGENCY SAN DIEGO UNIFIED MESA COLLEGE SAN DIEGO UNIFIED TRANS 9798 COUNTY SAN DIEGO UNIFIED STATE INSTRUCTION MATERI SAN DIEGO UNIFIED BALBOA STADIUM SAN DIEGO UNIFIED STATE PRESCHOOL SAN DIEGO UNIFIED SCHOOL AGE PARENTING IN SAN DIEGO UNIFIED INSTRUCTIONAL MATERIAL A VISTA GENERAL VISTA SPECIAL RESERVE CAPITAL PROJECT VISTA SPECIAL RESERVE POST EMPLOY. BENE VISTA CAFETERIA VISTA CHILD DEVELOPMENT VISTA BUILDING VISTA DEFERRED MAINTENANCE VISTA SELF INSURANCE VISTA CAPITAL FACILITIES VISTA TAX OVERRIDE VISTA TAX OVERRIDE VISTA CHARTER SCHOOLS VISTA ADULT EDUCATON VISTA SSBF/LEASE PURCHASE VISTA STATE SCHOOL FACILITIES 1.23 JUNE 2014

27 SACS Fund # District # Arms Fund # Oracle Fund # Description POWAY GENERAL POWAY SPECIAL RESERVE CAPITAL PROJECT POWAY CAFETERIA POWAY CHILD DEVELOPMENT POWAY CHILD DEVELOPMENT POWAY OTHER BUILDING POWAY DEFERRED MAINTENANCE POWAY SELF INSURANCE WORKERS COMP POWAY SELF INSURANCE POWAY CAPITAL FACILITIES POWAY CAPITAL FACILITIES AB POWAY FOUNDATION TRUST POWAY OTHER ENTERPRISE POWAY DEDUCTIBLE INSURANCE LOSS POWAY FOUNDATION SPECIAL REVENUE POWAY BUILDING-PROP POWAY ADULT EDUCATON POWAY ARTICLE X111-B GANN POWAY SPL RESERVES OTHER THAN CAPITAL POWAY SSSBF/LEASE PURCHASE POWAY STATE SCHOOL FACILITIES POWAY STUDENT BODY/ ASB SAVINGS BORREGO SPRINGS GENERAL BORREGO SPRINGS SPECIAL RESERVE CAPITAL BORREGO SPRINGS CAFETERIA BORREGO SPRINGS CHILD DEVELOPMENT BORREGO SPRINGS OTHER BUILDING BORREGO SPRINGS DEFERRED MAINTENANCE BORREGO SPRINGS CAPITAL FACILITIES BORREGO SPRINGS FOUNDATION SPECIAL REVE BORREGO SPRINGS FOUNDATION TRUST BORREGO SPRINGS FOUNDATION PERMANENT BORREGO SPRINGS PUPIL TRANSPORTATION/EQ BORREGO SPRINGS SPECIAL RESERVE POST EM BORREGO SPRINGS ADULT EDUCATION BORREGO SPRINGS SPL RESERVES OTHER THAN BORREGO SPRINGS SSBF/LEASE PURCHASE BORREGO SPRINGS STATE SCHOOL FACILITIES CARLSBAD GENERAL CARLSBAD SPECIAL RESERVE CAPITAL PROJECT CARLSBAD CAFETERIA CARLSBAD CHILD DEVELOPMENT CARLSBAD OTHER BUILDING 1.24 JUNE 2014

28 SACS Fund # District # Arms Fund # Oracle Fund # Description CARLSBAD BUILDING CARLSBAD DEFERRED MAINTENANCE CARLSBAD SELF INSURANCE CARLSBAD CAPITAL FACILITIES AB CARLSBAD TAX OVERRIDE CARLSBAD TAX OVERRIDE CARLSBAD TAX OVERRIDE CARLSBAD BUILDING-PROP CARLSBAD SPECIAL RESERVE/FEDERAL REBATE CARLSBAD ADULT EDUCATION CARLSBAD STATE SCHOOL FACILITIES CARLSBAD STUDENT BODY/ ASB SAVINGS CARLSBAD CFD # CARLSBAD CFD # CARLSBAD CFD # OCEANSIDE GENERAL OCEANSIDE SPECIAL RESERVE CAPITAL PROJEC OCEANSIDE CAFETERIA OCEANSIDE CHILD DEVELOPMENT OCEANSIDE BUILDING OCEANSIDE DEFERRED MAINTENANCE OCEANSIDE SELF INSURANCE OCEANSIDE CAPITAL FACILITIES AB OCEANSIDE BLDG 2000C OCEANSIDE TAX OVERRIDE OCEANSIDE CHARTER SCHOOL OCEANSIDE ADULT EDUCATION OCEANSIDE SSBF/LEASE PURCHASE OCEANSIDE STATE SCHOOL FACILITIES OCEANSIDE STUDENT BODY/ ASB SAVINGS OCEANSIDE FOUNDATION PRIVATE PURPOSE OCEANSIDE AGENCY SAN MARCOS GENERAL SAN MARCOS SPECIAL RESERVE CAPITAL PROJE SAN MARCOS CAFETERIA SAN MARCOS CHILD DEVELOPMENT SAN MARCOS OTHER BUILDING SAN MARCOS BUILDING SAN MARCOS DEFERRED MAINTENANCE SAN MARCOS SELF INSURANCE SAN MARCOS CAPITAL FACILITIES AB SAN MARCOS FOUNDATION SPECIAL REVENUE SAN MARCOS FOUNDATION TRUST 1.25 JUNE 2014

29 SACS Fund # District # Arms Fund # Oracle Fund # Description SAN MARCOS FOUNDATION PERMANENT SAN MARCOS DEDUCTIBLE INSURANCE LOSS SAN MARCOS CAPITAL FACILITIES REDEVEL SAN MARCOS ADULT EDUCATION SAN MARCOS SPL RESERVES OTHER THAN CAPIT SAN MARCOS SSBF/LEASE PURCHASE SAN MARCOS STATE SCHOOL FACILITIES SAN MARCOS COMM FA SAN MARCOS CFD # SAN MARCOS CFD # SAN MARCOS CFD # WARNER GENERAL WARNER SPECIAL RESERVE CAPITAL PROJECT WARNER STATE SCHOOL FACILITIES WARNER CAFETERIA WARNER CHILD DEVELOPMENT WARNER OTHER BUILDING WARNER BOND BUILDING WARNER DEFERRED MAINTENANCE WARNER CAPITAL FACILITIES WARNER FOUNDATION TRUST WARNER SPL RESERVES OTHER THAN CAPITAL WARNER SSBF/LEASE PURCHASE VALLEY CENTER GENERAL VALLEY CENTER SPECIAL RESERVE CAPITAL PRO VALLEY CENTER CAFETERIA VALLEY CENTER SELF INSURANCE VALLEY CENTER BUILDING VALLEY CENTER DEFERRED MAINTENANCE VALLEY CENTER CAPITAL FACILITIES AB VALLEY CENTER DEDUCTIBLE INSURANCE LOSS VALLEY CENTER ADULT EDUCATION VALLEY CENTER CHARTER SCHOOL VALLEY CENTER SP RES OTR THAN CAPITAL OUT VALLEY CENTER SSBF/LEASE PURCHASE VALLEY CENTER STATE SCHOOL FACILITIES NCW SUBORDINATE SPECIAL TAX NCW BUILDING NCW STATE SCHOOL FACILITIES NCW 2 DEL MAR SITE NCW 2 DEL MAR CONSTRUCTION NCW OTHER BUILDING NCW SAN DIEGUITO MS EXPANSION 1.26 JUNE 2014

30 SACS Fund # District # Arms Fund # Oracle Fund # Description DEL MAR CFD 99 1 CAPITAL FACILITIES AB SAN YSIDRO CAPITAL PROJECT COMP UNIT # SAN YSIDRO CAPITAL PROJECT COMP UNIT # SAN YSIDRO CAPITAL PROJECT COMP UNIT # CSSF ALL GENERAL FUNDS CHULA VISTA BUILDING FUND DS ALPINE BUILDING AD ALPINE BUILDING FUND D S CAJON VALLEY BUILDING AD CAJON VALLEY BUILDING FUND D S DEHESA BUILDING AD DEHESA BUILING FUND D S SD UNIFIED CSBF DEBT SERVICE CORONADO BUILDING AD CORONADO BUILDING D S LAKESIDE BUILDING AD LAKESIDE BUILDING D S LA MESA SPRING VALLEY BUILDING AD LA MESA SPRING VALLEY BUILDING D S LEMON GROVE BUILDING AD LEMON GROVE BUILDING D S JAMUL BUILDING AD JAMUL BUILDING D S MT EMPIRE BUILDING AD MT EMPIRE BUILDING D S SANTEE BUILDING AD SANTEE BUILDING D S RAMONA BUILDING AD RAMONA BUILDING D S CSSF GENERAL UNRESTRICTED CSSF DEFERRED MAINTENANCE CSSF JPA PROPERTY AND LIABILITY CSSF CAPITAL OUTLAY CSSF SPECIAL RESERVE CAPITAL PROJECT CSSF SSBF FRIENDSHIP HOMES CSSF ENERGY JPA ENTERPRISE CSSF SPECIAL EDUCATION CSSF TRAINABLE MENTALLY RETARDED MINORS CSSF PHYSICALLY HANDICAP MINORS CSSF EDUCABLE MENTALLY RETARDED MINORS CSSF CHILDRENS INSTITUION TUITION CSSF REGIONAL OCCUPATIONAL CTR CSSF TRAINABLE MENTALLY RETARDED MINORS 1.27 JUNE 2014

31 SACS Fund # District # Arms Fund # Oracle Fund # Description CSSF PHYSICALLY HANDICAP MINORS HS CSSF CHULA VISTA PROJECT CSSF VISTA PROJECT CSSF OCEANSIDE UPROJECT CSSF CHULA VISTA PROJECT CSSF AUTISTIC PUPILS MINOR ELEM CSSF CARLSBAD PROJECT CSSF CHILD DEVELOPMENT CSSF AUTISTIC PUPILS MINOR HS CSSF WORKERS COMP SELF INSURANCE CSSF DEVLEOPMENT CENTER HANDICAP ELEM CSSF FBC HEALTH AND WELFARE CSSF FBC VISION SERVICE CSSF FBC DENTAL CSSF DEVLEOPMENT CENTER HANDICAP HIGH CSSF RETIRED SCHOOL EMPLOYEE HEALTH BEN CSSF SCREC SCHOOL FACILITIES CSSF FBC VOLUNTARY BENEFITS CSSF EAST COUNTY REGIONAL EDUCATION CTR CSSF SUPL COX SETTLEMENT CSSF SUPL SWESTERN STLMNT CSSF SPECIAL RESERVE REDEVELOPMENT CSSF JPA MISC PROPERTY PROGRAM CSSF FBC IRS SECTION 125 ADMIN SERVICE CSSF SPECIAL RESERVE POST EMPLOY. BENE CSSF RETIREMENT TRUST CSSF JPA LIFE INSURANCE CSSF PENSION TRUST CSSF FBC LONG TERM CARE CSSF FOREST RESERVE SCHOOL BONSALL UNIFIED GENERAL BONSALL UNIFIED CAFETERIA BONSALL UNIFIED DEFERRED MAINTENANCE BONSALL UNIFIED CAPITAL FACILITIES/SB BONSALL UNIFIED ENTERPRISE BONSALL UNIFIED VIVIAN BANKS CHARTER BONSALL UNIFIED SPECIAL RESERVE OTHER SCHOOL DIST TRANS REPAYMENT 1.28 JUNE 2014

32 Charters' Fund Conversion Report Fund # State ID # C C S S S C C C C C C S C C C C C C C C C S S C C S S C C C S C S C C C1080 District # Arms Fund # Oracle Fund # Description A. EINSTEIN ACADEMY MIDDLE SCHOOL SDUSD ACADEMY OF ARTS AND SCIENCES ALL TRIBE (WARNER) ALL TRIBES ELEMENTARY CHARTER AMERICA'S FINEST CHARTER SDUSD ARROYO PASEO CHARTER AUDEO CHARTER SCHOOL SDUSD BARONA INDIAN CHARTER BAYSHORE PREP CHARTER BELLE MENTE MONTESSORI ACADEMY CA VIRTUAL SAN DIEGO CALIFORNIA PACIFIC CHARTER SCHOOLS OF SA SANTA YSABEL CHARTER SCHOOL OF SAN DIEGO SDUSD CHARTER SCHOOL OF SAN DIEGO SPECIAL RES CHILDREN'S CONSERVATION ACADEMY SDUSD CHULA VISTA CHARTER SCHOOL SPECIAL REV CHULA VISTA LEARNING CITY HEIGHTS PREP SDUSD CLASSICAL ACADEMY CLASSICAL ACADEMY HIGH CHARTER COASTAL ACADEMY CHARTER COLEMAN TECH HIGH SDUSD COLLEGE PREPARATORY MIDDLE COMMUNITY MONTESSORI CHARTER CORONADO PATHWAYS CHARTER COUNTY COLLABORATIVE CHARTER DARNALL E-CHARTER SDUSD DEHESA CHARTER DIEGO HILLS CHARTER DIEGO VALLEY CHARTER DISCOVERY CHARTER E3 CIVIC HIGH SDUSD EINSTEIN ACADEMY SDUSD EJE ELEMENTARY ACADEMY (BALLANTYNE CHR EJE MIDDLE ACADEMY CHARTER ELEVATE ELEMENTARY EMPOWER CHARTER SCHOOL ENDEAVOR CHARTER EPIPHANY PREPARATORY CHARTER ESCONDIDO CHARTER HIGH EVANGELINE ROBERTS SDUSD EXPLORER ELEMENTARY CHARTER SDUSD FEASTER (MAE L.) GOMPERS PREPARATORY ACADEMY SDUSD 1.29 JUNE 2014

33 Fund # State ID # C C C C C C C C C C C C C S C S C S C S C C C C S C C C C C C C C C S C C C991 District # Arms Fund # Oracle Fund # Description GREATER SAN DIEGO GUAJOME LEARNING CENTER GUAJOME PARK ACADEMY CHARTER SCHOOL HARBOR SPRINGS CHARTER SCHOOL HARRIET TUBMAN VILLAGE CHARTER SDUSD HEALTH SCIENCES CHARTER SDUSD HEALTH SCIENCES MIDDLE SCHOOL CHARTER S HELIX HIGH CHARTER HERITAGE DIGITAL ACADEMY HERITAGE K-8 CHARTER HIGH TECH HIGH CHARTER SDUSD HIGH TECH HIGH INTERNATIONAL SDUSD HIGH TECH HIGH MEDIA ARTS CHARTER SDUSD HIGH TECH MIDDLE CHARTER SDUSD HIGH TECH MIDDLE MEDIA ARTS CHARTER SDU HOLLY DRIVE LEADERSHIP CHARTER SDUSD HOWARD GARDNER COMMUNITY CHARTER HTe IFTIN CHARTER SCHOOL SDUSD IHS STEAM SDUSD IMPERIAL BEACH CHARTER INNOVATIONS ACADEMY SDUSD INTEGRITY CHARTER JUAN BAUTISTA DE ANZA CHARTER JULIAN CHARTER SCHOOL KAVOD ELEMENTARY CHARTER SDUSD KEILLER LEADERSHIP ACADEMY SDUSD KING_CHAVEZ ACADEMY OF EXCELLENCE SDUS KING_CHAVEZ ARTS ACADEMY SDUSD KING_CHAVEZ ATHLETICS ACADEMY SDUSD KING_CHAVEZ COMMUNITY HIGH SDUSD KING_CHAVEZ PREPARATORY ACADEMY SDUSD KING_CHAVEZ PRIMARY ACADEMY SDUSD KIPP ADELANTE PREPARATORY ACADEMY SDUS LAUREL PREPARATORY ACADEMY SDUSD LEARING CHOICE ACADEMY CHARTER SDUSD LEONARDO DA VINCI HEALTH SCIENCES CHART LITERACY FIRST CHARTER SCHOOL MAAC CHARTER MAGNOLIA SCIENCE ACADEMY (MOMENTUM) SD MAGNOLIA SCIENCE ADACEMY SD #3 SDUSD MCGILL SCHOOL OF SUCCESS SDUSD MOUNTAIN PEAK MUELLER ELEMENTARY CHARTER MUSEUM MIDDLE CHARTER SDUSD MUSEUM SCHOOL CHARTER SDUSD NATIONAL UNIV ACADEMY OF HEALTH SERVICE 1.30 JUNE 2014

34 Fund # State ID # CS C C C S S S C C C C C C C S C S C C C C C C C C C C C S S C104 District # Arms Fund # Oracle Fund # Description NESTOR LANGUAGE ACADEMY NEW SCHOOL CHARTER ENT NORTH COUNTY TRADE TECH CHR NUBIA LEADRSHIP CHARTER SDUSD O'FARREL SCHOOL SDUSD OLD TOWN ACADEMY CHARTER SDUSD OXFORD PREPARATORY ACADEMY PACIFIC AMERICAN ACADEMY SDUSD PACIFIC VIEW GENERAL PACIFIC VIEW SPECIAL RESERVE CAPITAL PROJ PIVOT CHARTER PREUSS CHARTER SDUSD RAI ONLINE RIVER VALLEY HIGH SAN DIEGO COOPERATIVE #2 SDUSD SAN DIEGO COOPERATIVE SDUSD SAN DIEGO GLOBAL VISION ACADEMY SDUSD SAN DIEGO GLOBAL VISION MIDDLE SCHOOL SD SAN DIEGO NEIGHBORHOOD SAN DIEGO VIRTUAL CHARTER SAVE OUR FUTURE CHARTER SBC HIGH TECH CHULA VISTA SBC HIGH TECH ELEMENTARY CHULA VISTA SBC HIGH TECH ELEMENTARY NORTH COUNTY SBC HIGH TECH HIGH NORTH COUNTY SBC HIGH TECH HIGH STATEWIDE BENEFIT SBC HIGH TECH MIDDLE CHULA VISTA SBC HIGH TECH MIDDLE NORTH COUNTY SIATECH STEELE CANYON HIGH CHARTER Stephen Hawkins Charter School TAYLION SAN DIEGO ACADEMY THE HEIGHTS CHARTER URBAN DISCOVERY SDUSD VIVIAN BANKS 1.31 JUNE 2014

35 District Deposit Information School districts are responsible for depositing their funds into their Wells Fargo Bank Account. Methods of deposits include: Walk-In Service to Wells Fargo Branch U.S. Mail (Portland, OR) Lock Drop Box Wire Transfers A Wells Fargo Bank Deposit Slip (BS upload or ed) and the SDCOE Deposit Permit in Excel format only (BS upload or ed) are both due to Financial Accounting by 9 a.m. the next day following a deposit. finacct@sdcoe.net BS upload: Any questions regarding the deposit process please contact Agustin Quintana at (858) or Lydia Campos at (858) 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. JOE HENRY 8 LINCOLN AVE. HOMETOWN USA * XXXXX Date: 1906 May 20, XXXX Pay to the order of XYZ School District Twenty Five Dollars and 00/100 ** $ DOLLARS ABC BANK 1 MAIN STREET DISNEYLAND, CA For Joe Henry 1906 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 May 2013

36 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 GIF DAT DOC XLA XLSX TXT CSV DOT ZIP XLS JPG DOCX XML Login You need to be a registered user in order to upload and download files. Go to: 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) or jbandala@sdcoe.net. Figure 1: Login Screen 1.33 JUNE 2014

37 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

38 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

39 SAN DIEGO COUNTY OFFICE OF EDUCATION DEPOSIT PERMIT Official.v2 Form is due to Financial Accounting no later than 9 a.m. the next business day following a bank deposit. DISTRICT USE: District Name: Bank Account : SDCOE USE ONLY: Deposit Permit Number: Date of Deposit: Date of Deposit: 5/14/2014 Reconciliation Number: Document Number: Method of Deposit Deposit Amount: Processor Name: (Bank by Mail, Night Drop, Walk-In, Courier, Other) Oracle Oracle SACS Fund Account Amount Account Description Fund Total Deposit 0.00 Variance with Bank 0.00 (FOR SDCOE USE ONLY) Prepared By Date 5/14/2014 Contact Number: Approved By Date 5/14/2014 Contact Number: 1.36 JUNE 2014

40 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: 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, address (if available) for the person to receive automated notification and original signature and phone number of the person requesting the bank information JUNE 2014

41 Standard Form 1199A A DIRECT DEPOSIT SIGN-UP FORM SECTION 1 XYZ SCHOOL DISTRICT 1234 MAIN ST SAN DIEGO CA B XYZ SCHOOL DISTRICT C DUNS# XXXXXXXXX PAYEE/JOINT PAYEE CERTIFICATION D E X X X X X X F REAP G JOINT ACCOUNT HOLDERS CERTIFICATION JOHN SMITH XX-XX-XXXX SECTION 2 DEPARTMENT OF EDUCATION FINANCIAL MANAGEMENT OPERATIONS 400 MARYLAND AVENUE, SW ROOM 4W116 WASHINGTON, DC SECTION 3 WELLS FARGO BANK GOVERNMENT BANKING FLAIR DRIVE 5TH FLOOR EL MONTE, CA COUNTY OF SAN DIEGO XYZ SCHOOL DISTRICT FINANCIAL INSTITUTION CERTIFICATION Cory E. Jahn Cory E. Jahn XX-XX-XXX THE FINANCIAL INSTITUTION SHOULD MAIL THE COMPLETED FORM TO THE GOVERNMENT AGENCY IDENTIFIED ABOVE. GOVERNMENT AGENCY COPY 1.38 JUNE 2014

42 Standard Form 1199A (EG) (Rev. August 2012) Prescribed by Treasury Department Treasury Dept. Cir A To sign up for Direct Deposit, the payee is to read the back of this form and fill in the information requested in Sections 1 and 2. Then take or mail this form to the financial institution. The financial institution will verify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agency identified below. A separate form must be completed for each type of payment to be sent by Direct Deposit. DIRECT DEPOSIT SIGN-UP FORM DIRECTIONS SECTION 1 (TO BE COMPLETED BY PAYEE) NAME OF PAYEE (last, first, middle initial) ADDRESS (street, route, P.O. Box, APO/FPO) OMB No The claim number and type of payment are printed on Government checks. (See the sample check on the back of this form.) This information is also stated on beneficiary/annuitant award letters and other documents from the Government agency. Payees must keep the Government agency informed of any address changes in order to receive important information about benefits and to remain qualified for payments. D TYPE OF DEPOSITOR ACCOUNT CHECKING SAVINGS E DEPOSITOR ACCOUNT NUMBER B C CITY STATE ZIP CODE TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENT CLAIM OR PAYROLL ID NUMBER Prefix Suffix PAYEE/JOINT PAYEE CERTIFICATION F TYPE OF PAYMENT (Check only one) Social Security Fed. Salary/Mil. Civilian Pay Supplemental Security Income Mil. Active Railroad Retirement Mil. Retire. Civil Service Retirement (OPM) Mil. Survivor VA Compensation or Pension Other (specify) G THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable) TYPE AMOUNT JOINT ACCOUNT HOLDERS CERTIFICATION (optional) I certify that I am entitled to the payment identified above, and that I have read and understood the back of this form. In signing this form, I authorize my payment to be sent to the financial institution named below to be deposited to the designated account. SIGNATURE DATE 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 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, I certify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and 210. 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 GOVERNMENT AGENCY COPY Designed using Perform Pro, WHS/DIOR, Mar JUNE 2014

43 Standard Form 1199A (EG) (Rev. August 2012) Prescribed by Treasury Department Treasury Dept. Cir A To sign up for Direct Deposit, the payee is to read the back of this form and fill in the information requested in Sections 1 and 2. Then take or mail this form to the financial institution. The financial institution will verify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agency identified below. A separate form must be completed for each type of payment to be sent by Direct Deposit. DIRECT DEPOSIT SIGN-UP FORM DIRECTIONS SECTION 1 (TO BE COMPLETED BY PAYEE) NAME OF PAYEE (last, first, middle initial) ADDRESS (street, route, P.O. Box, APO/FPO) OMB No The claim number and type of payment are printed on Government checks. (See the sample check on the back of this form.) This information is also stated on beneficiary/annuitant award letters and other documents from the Government agency. Payees must keep the Government agency informed of any address changes in order to receive important information about benefits and to remain qualified for payments. D TYPE OF DEPOSITOR ACCOUNT CHECKING SAVINGS E DEPOSITOR ACCOUNT NUMBER B C CITY STATE ZIP CODE TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENT CLAIM OR PAYROLL ID NUMBER Prefix Suffix PAYEE/JOINT PAYEE CERTIFICATION F TYPE OF PAYMENT (Check only one) Social Security Fed. Salary/Mil. Civilian Pay Supplemental Security Income Mil. Active Railroad Retirement Mil. Retire. Civil Service Retirement (OPM) Mil. Survivor VA Compensation or Pension Other (specify) G THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable) TYPE AMOUNT JOINT ACCOUNT HOLDERS CERTIFICATION (optional) I certify that I am entitled to the payment identified above, and that I have read and understood the back of this form. In signing this form, I authorize my payment to be sent to the financial institution named below to be deposited to the designated account. SIGNATURE DATE 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 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, I certify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and 210. 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 FINANCIAL INSTITUTION COPY Designed using Perform Pro, WHS/DIOR, Mar JUNE 2014

44 Standard Form 1199A (EG) (Rev. August 2012) Prescribed by Treasury Department Treasury Dept. Cir A To sign up for Direct Deposit, the payee is to read the back of this form and fill in the information requested in Sections 1 and 2. Then take or mail this form to the financial institution. The financial institution will verify the information in Sections 1 and 2, and will complete Section 3. The completed form will be returned to the Government agency identified below. A separate form must be completed for each type of payment to be sent by Direct Deposit. DIRECT DEPOSIT SIGN-UP FORM DIRECTIONS SECTION 1 (TO BE COMPLETED BY PAYEE) NAME OF PAYEE (last, first, middle initial) ADDRESS (street, route, P.O. Box, APO/FPO) OMB No The claim number and type of payment are printed on Government checks. (See the sample check on the back of this form.) This information is also stated on beneficiary/annuitant award letters and other documents from the Government agency. Payees must keep the Government agency informed of any address changes in order to receive important information about benefits and to remain qualified for payments. D TYPE OF DEPOSITOR ACCOUNT CHECKING SAVINGS E DEPOSITOR ACCOUNT NUMBER B C CITY STATE ZIP CODE TELEPHONE NUMBER AREA CODE NAME OF PERSON(S) ENTITLED TO PAYMENT CLAIM OR PAYROLL ID NUMBER Prefix Suffix PAYEE/JOINT PAYEE CERTIFICATION F TYPE OF PAYMENT (Check only one) Social Security Fed. Salary/Mil. Civilian Pay Supplemental Security Income Mil. Active Railroad Retirement Mil. Retire. Civil Service Retirement (OPM) Mil. Survivor VA Compensation or Pension Other (specify) G THIS BOX FOR ALLOTMENT OF PAYMENT ONLY (if applicable) TYPE AMOUNT JOINT ACCOUNT HOLDERS CERTIFICATION (optional) I certify that I am entitled to the payment identified above, and that I have read and understood the back of this form. In signing this form, I authorize my payment to be sent to the financial institution named below to be deposited to the designated account. SIGNATURE DATE 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 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, I certify that the financial institution agrees to receive and deposit the payment identified above in accordance with 31 CFR Parts 240, 209, and 210. 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 PAYEE COPY Designed using Perform Pro, WHS/DIOR, Mar JUNE 2014

45 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 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 Month Day Year KANSAS CITY, MO Check No A Be sure that payee s name is written exactly as it appears on the check. Be sure current address is shown. Pay to F Type of payment is printed to the left of the amount. 123 BRISTOL STREET HAWKINS BRANCH TX the order of JOHN DOE VA COMP F DOLLARS CTS $**** A : : " NOT NEGOTIABLE 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 JUNE 2014

46 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: 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 online form to inform the Financial Accounting Department where to post the transaction. 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 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) Geena Balistrieri, County Treasurer s Office - (619) Israel Garza, County Treasurer s Office - (619) Maria Soto-Delfin, SDCOE Financial Accounting - (858) Agustin Quintana, SDCOE Financial Accounting - (858) Lydia Campos, SDCOE Financial Accounting - (858) * finacct@sdcoe.net 1.43 JUNE 2014

47 Wire Transfer Request Form Section A1 - Wire Request Information Requesting Organization: DISTRICT Wire Type: ACH Account Type Checking Saving Transaction Credit Debit Type: Wire Amount: 1, Request Date: 05/05/20XX Beneficiary Bank Name: Beneficiary Bank Location: (Do not enter $ symbol) Settlement Date: 05/07/20XX 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 $1, Wire Transfer Initiator Signature: Date: Wire Transfer Initiator Name: DISTRICT Date: Print Form Wire Transfer Approver Signature: Wire Transfer Approver Name: Wire Transfer POETA Signature: Date: Date: Date: Wire Transfer POETA Name: COMMERCIAL WARRANT AUDIT Date: 1.44 April 2010

48 ACH or Wire Transactions To the SAN DIEGO COUNTY TREASURER Beneficiary Bank: Address: Wells Fargo Bank, N.A. Wells Fargo, Bank Government Banking 3440 Flair Drive 5th Floor El Monte, CA ACH/Wire Routing Number: Beneficiary (Payee): Beneficiary Account Number: Type of Account: Checking Bank Representative Contact: Cory Jahn For questions regarding this change, you may contact: Name: School District: Phone #: JUNE 2014

49 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 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

50 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 CHACCT 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 DDACCT account screen and make any necessary additions or changes BEFORE the District Dictionary is rolled on April 8 to reflect changes for If a district is deleting a fund, an entire Resource, School/Location and/or Cost Center in that are not being used in , delete them from the District Dictionary in before the DDACCT screen is rolled. They will not 1.47 May 2013

51 appear on the 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 Chart of Accounts. This would eliminate the necessity of individually status coding a D (delete) or T (terminated) in each account in the 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 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) May 2013

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53 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 ) New FY budgets in FIS cannot be rolled until after June month end May 2013

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55 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. 2.1

56 2.2 May 2014 SAN DIEGO COUNTY OFFICE OF EDUCATION District Financial Services Financial Accounting & Reporting YEAR-END CLOSING SCHEDULE Fiscal Year 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) or by at aquintana@sdcoe.net June 27 June 27 June 30 June 30 June 30 July 1 July 3 July 7 July 7 July 7 Final date for districts to request commercial warrants with a June 30 due date. Final date for all deposits to Wells Fargo Bank. Must be received by Wells Fargo Bank by 2:00 p.m. Auditor transfers due to Financial Accounting by 10:00 a.m. Financial Accounting will request program to clear the invoice memo file. Unpaid Vendor Invoice report is produced. 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. Financial Accounting will request program to remove encumbrances. Encumbrances report is produced. Closing of June 30 financial reports. New FY invoices and encumbrances may be entered. Date must be July. New FY activity may be entered as current year data in FIS. Date must be July. 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

57 Aug. 22 Aug. 22 Final day of FIS access for districts to input FY activity. Final date for posting FY budget adjustments. July 7 Financial Accounting auditing and closing of final reports for FY Through (on an individual district basis). Districts must call Financial Accounting at (858) Aug or when you are ready to close. completed district checklist and TRC to Financial Accounting at finacct@sdcoe.net. 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 Report Ordering Responsibility: FYTRN = prior year TRNADJ FYDIST = prior year DISTCT 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, May 2014

58 SAN DIEGO COUNTY OFFICE OF EDUCATION District Financial Services Financial Accounting & Reporting YEAR-END CLOSING SCHEDULE Fiscal Year 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) or by aquintana@sdcoe.net June 25 June 27 June 30 July 1 July 1 July 2 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. Final date for all deposits to Wells Fargo Bank. Must be received by Wells Fargo Bank by 2:00 p.m. Auditor transfers due to Financial Accounting by 10:00 a.m. Auditor transfers can be entered for the new FY Commercial warrants can be requested for the new FY First day commercial warrants are issued for new FY 2.4 May 2014

59 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

60 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

61 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. Yearend 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

62 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

63 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 s Accrue 9910 balances 3.5 May 2014

64 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 to ) 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

65 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) or (858) so they can begin their audit process Do not post unless instructed to post completed district checklist and TRC (EXCEPTIONS ONLY) to Financial Accounting (DO NOT send a SACS DAT file at this time) Financial Accounting will call with report run date Order reports Other - Notes Other Other Other Other Other Other Other 3.7 May 2014

66 INVENTORY During year-end closing, these questions should be answered regarding inventory accounting. 1. If inventory is a material asset, has the auditor been notified of the dates that the physical inventory is to be taken? (Some auditors like to be present to check procedures and do a sampling.) 2. If the physical inventory has been completed, have the adjusting entries been made to bring the book inventory to actual? 3. Have fuel inventories been taken and the expenditures for gas, diesel and oil been reduced to properly reflect expenditures in the transportation account? 4. Are there other inventories that need to be considered in the transportation, maintenance, or food service department? 3.8 May 2013

67 DISTRICT CLOSING CHECKLIST After all the year-end processes are completed, it is time to begin the final checklist. On-line districts should complete this checklist. Once this checklist is completed, fax or a copy to Financial Accounting at (858) or finacct@sdcoe.net and then call Financial Accounting at (858) or at (858) , 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

68 District Closing Checklist 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 Obj-SUBS? 8999 Obj-SUBS? Use "EXPINQ" & "REVINQ" with a resource of 9999 to verify ZERO balances for resource 9999 for all funds. FUNDS Use "EXPINQ" with function MAJOR to verify all major object balances are POSITIVE. Encumbrances must be ZERO. FUNDS May 2013

69 District Closing Checklist 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 must be transferred from Revenue Limit Sources to Other Local Income X 50% = (A) X 50% = (B) Total A + B = Debit balance equaling total of A + B Credit balance equaling total of A + B 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 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 A 3.11 May 2013

70 District Closing Checklist 8. Use "GLTRBL" to verify ZERO balances. (Be sure to check for SUB ACCOUNTS) Use "OBJBAL" if there are no SUB ACCOUNTS. FUNDS Use "OBJBAL" with Resource Total checked to verify the following accounts have DEBIT balances. A positive amount signifies a debit balance. FUNDS May 2013

71 District Closing Checklist 10. Use "OBJBAL" with Resouce Total checked to verify the following accounts have CREDIT balances. A positive amount signifies a credit balance. FUNDS Report Ordering. When you have completed the District Checklist, a copy to Financial Accounting at finacct@sdcoe.net and call Financial Accounting (858) or (858) to inform us that you are ready to be audited. 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 May 2013

72 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

73 PREPAID EXPENSE Account 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 ,500 CR Insurance xxxx xxxx xxxx ,500 The reversing entry in the Current Fiscal Year is: Res Goal Func Obj DR Insurance xxxx xxxx xxxx ,500 CR Prepaid Expense xxxx ,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 ,000 CR Insurance xxxx xxxx xxxx , June 2014

74 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 STEP 1 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. 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: Res Obj DR All Other Federal Revenue $3,000 CR Unearned Revenue $3,000 The reversing entry in the Current Fiscal Year is: Res Obj DR Unearned Revenue $3,000 CR All Other Federal Revenue $3,000 STEP 2 Example 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. 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 $3,500 CR Unearned Revenue $3, June 2014

75 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 DUE FROM - (Asset) amount due from another district fund. Object 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 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 DUE FROM - (Asset) amount due from another district fund - PY. Object DUE TO - (Liability) amount due to another district fund - PY. 4.4 June 2014

76 ATTENTION San Diego County Office of Education ACCOUNTING SECTION JOURNAL ENTRY Sample 1 (Posting Document) XYZ School District L DOCUMENT # J DATE XX DISTRICT NUMBER 02 I N ACCOUNT NUMBER E DEBIT CREDIT REFERENCE FUND-SUB RESRCE-SUB GOAL FUNC-SUB OBJ-SUB SCH LOC COST PJ-YR XXXX , CAFE REIMB/JUNE XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX XXXX-XXX XXXX XXXX XXXX-XXX XXXX XXXX , TO REIMB G/F JUNE XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX , XXXX-XXX XXXX XXXX XXXX-XXX XXXX XXXX XXXX , PLEASE NOTE: DO NOT EXCEED 18 LINES PER PAGE. EXPLANATION: ESTABLISH "DUE TO/DUE FROM" FOR FOOD SERVICES JUNE 20XX REIMBURSEMENT COUNTY OFFICE USE ONLY Prepared By: Date: Input date: Approved By: WHITE - SDCOE Form Financial Acctg. CANARY - SDCOE San Diego County Office of Educ Carbonless Form PINK - School District 4.5 June 2014

77 Sample 2 COUNTY OFFICE USE ONLY ATTENTION San Diego County Office of Education Auditor Date: ACCOUNTING SECTION Entered: Date: (Posting Document) REQUISITION ON COUNTY AUDITOR Office of Educ. Date: PAGE 1 of 1 FOR INTERFUND CASH TRANSFER Reference: A00 COUNTY AUDITOR USE ONLY FUND NO ACCOUNT NUMBER DIST. DISTRICT OR DEBIT CREDIT 9110 CASH NO. FUND NAME ORACLE # (No Post FA) Fund-Sub Resrce-Sub Goal Func-Sub Objt-Sub Sch Loc Cst PjYr 02 XYZ District 5XXXX 31, , XXXX NOTE: ACCOUNT NUMBERS 9311/9611 ARE USED FOR CLOSING ENTRIES DURING THE CURRENT FISCAL YEAR. BEGINNING BALANCE ACCOUNT NUMBERS FOR THE SUBSEQUENT FISCAL YEAR ARE 9312/9612 RESPECTIVELY. COUNTY AUDITOR USE ONLY FUND NO ACCOUNT NUMBER DIST. DISTRICT OR DEBIT 9110 CASH CREDIT NO. FUND NAME ORACLE # (No Post FA) Fund-Sub Resrce-Sub Goal Func-Sub Objt-Sub Sch Loc Cst PjYr 02 XYZ District 5XXXX 31, , XXXX EXPLANATION: REF: FD FR FD Examined, Approved, and Allowed PHONE NUMBER: CLEAR PRIOR YEAR "DUE TO/DUE FROM". REIMBURSE GENERAL FUND FOR CAFETERIS FUND EXPENSES. Date: 7/13/XX BY: BOARD APPROVAL DATE: July 10, 20XX. Deputy Superintendent of Schools Requisition Authorized By: Deputy Auditor and Controller Form 290d - Financial Acctg San Diego County Office of Education 4.6 June 2014

78 Fund Check District XYZ District Funds in Use * 03-00, 06-00, 14-00, 25-19, 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 / / Comments , , , , , , Collection Advice (INCREC) posted incorrectly. District posted Collection Advice (INCREC) to Fund as $127 instead of $172 DR 9140 $127 CR $127 FA posted Deposit Permit (DPOSIT) to Fund DR 9110 $172 CR $127 CR $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

79 FUND CHECK CORRECTIONS 1. Use TRNADJ screen to correct collection advice posting: Account DR CR Fund Res Obj Revenue Suspense xxxx 8681 Developer Fees To balance accruals, adjust 9202/9511; never change 9201 or 9510: Account DR CR Fund Res Goal Func Obj xxxx 8XXX Revenue 1, xxxx 9202 A/R - Collections 1, xxxx 9511 C/L - Payments xxxx xxxx xxxx 4XXX Books & Supplies xxxx xxxx xxxx 5XXX Svcs/Oper. Exp Use TRNADJ screen to clear cafeteria suspense and balance accrual: Account DR CR Fund Res Obj Revenue Suspense 7, xxxx 9202 A/R-Collections 7, June 2014

80 Fund Check District Funds in Use * Watch for Sub-codes. *Check DDACCT **Check GLTRBL ***Check REVINQ AND EXPINQ On-Line** ** ** ** ** ** ** *** *** Date Init Fund / / Comments 4.9 June 2014

81 CLEARING APPORTIONMENT SUSPENSE Total of Apportionment Auditor Transfer posted by Financial Accounting to suspense through 06/30: Example 1 Posted to Suspense from Feb to June Fund Res Obj DR CR Suspense (PY) $ 51, Cash $ 51,558 The district completes the following Journal Entries to clear the Apportionment suspense and set up year-end accruals: 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. Example 2 Clear Suspense - use current date but no later than 6/30 Fund Res Obj DR CR State Aid (PY) $ 51, Suspense (PY) $ 51,558 Example 3 Accrue Liability - use 6/30 in FIS or period 998 in PeopleSoft Fund Res Obj DR CR State Aid (PY) $ 48, Current Liabilities - (PY) $ 48,442 Example 4 Post PY to Suspense Fund Res Obj DR CR Suspense (PY) $ 48, Cash $ 48, June 2014

82 County Code District Code School Code CY Advance Principal Apportionment Exhibit C Local Educational Agencies District Type Adjusted School District Total Revenue Limit Net State Aid ( ) Adjusted Local Control Funding Formula Categorical State Aid - ( /8015) Total Principal Apportionment Education Protection Account (EPA) Entitlement as of Advance ( ) A-2 A-15 B-1 37 XXXXX XXXXXXX XYZ District UNIFIE $ 3,000,000 $ 1,000,000 $ 4,000,000 $ 1,500,000 County Code District Code School Code Local Educational Agencies District Type CY First Principal Apportionment Exhibit C Adjusted School District Total Revenue Limit Net State Aid ( ) Adjusted Local Control Funding Formula Categorical State Aid - ( /8015) Recomputations and Adjustments Total Principal Apportionment Education Protection Account (EPA) Entitlement as of Advance ( ) A-2 A-16 A-27 A-17 A XXXXX XXXXXXX XYZ District UNIFIE $ 3,500,000 $ 1,000,000 $ (100,000) $ 4,400,000 $ 1,400,000 CY First Principal Prior Year Recomputations and Adjustments CDS Code LEA Fiscal Year Program Amount XX XXXXX XXXXXXX XYZ District PY School District Total Revenue Limit $ (100,000) County Code District Code School Code Local Educational Agencies District Type CY Second Principal Apportionment Exhibit C Adjusted School District Total Revenue Limit Net State Aid ( ) Adjusted Local Control Funding Formula Categorical State Aid - ( /8015) Recomputations and Adjustments Total Principal Apportionment Education Protection Account (EPA) Entitlement as of Advance ( ) A-2 A XXXXX XXXXXXX XYZ District UNIFIE $ 4,000,000 $ 1,250,000 $ (100,000) $ 5,150,000 $ 1,350, June 2014

83 Advanced Apportionment Advance 5% 5% 9.00% 9% 9% 9% 9.00% Total XYZ Apportionment July August September October November December January Received State Aid $ 4,000,000 $ 200,000 $ 200,000 $ 360,000 $ 360,000 $ 360,000 $ 360,000 $ 360,000 $ 2,200,000 Gate Suspense * Prior Year Suspense * AT CASH $ 4,000,000 $ 200,000 $ 200,000 $ 360,000 $ 360,000 $ 360,000 $ 360,000 $ 360,000 $ 2,200, % % 57.79% 0.00% 0.00% P-1 Apportionment P-1 1/5 ** 1/5 ** 57.79% X 1/5 ** 0% X 1/5 ** Thru XYZ 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 Apportionment & Deferrals P % 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 * Financial Accounting will post Prior Year Recomputations and Adjustments to suspense. ** 1/5 recertified apportionment less receipts in Advanced *** The July payment also includes any difference between the P-1 & P June 2014

84 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

85 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 AND FUND [03-00] ACCOUNT DEBITS CREDITS NO EFFECT ON BALANCES CASH IN COUNTY TREASURY 128, ] REVOLVING CASH 1, ] CASH WITH TRUSTEE 11, ] ACCOUNTS RECEIVABLE 9, ] ACCTS RECEIVABLE-COLL 0 9, ] DUE FROM OTHER FUNDS 2, ] DUE FROM OTHER FUNDS-PY ] CURRENT LIABILITIES 0 10, ] CURRENT LIAB-PMTS 10, ] NOTE: CLOSE OUT CURRENT LIABILITIES AND ACCOUNTS RECEIVABLE ATTENTION San Diego County Office of Education ACCOUNTING SECTION JOURNAL ENTRY (Posting Document) XYZ School District L DOCUMENT # J DATE XX DISTRICT NUMBER 02 I N ACCOUNT NUMBER E DEBIT CREDIT REFERENCE FUND-SUB RESRCE-SUB GOAL FUNC-SUB OBJ-SUB SCH LOC COST PJ-YR XXXX , CLOSING ENTRIES XXXX , XXXX , XXXX , May 2013

86 Expenditure Accruals Account Number 9510 Services Goods Received Received Performance NO DO NOT by end of NO DO NOT (All or partially ACCRUE June? ACCRUE complete)? YES YES Accrue Completed Portion Accrue Examples: Utilities: Commercial Contracts: Wages & Benefits: Contracts with the County Office: Up to and including those with mailing dates in June Amounts due for services received by the end of June July 5th payroll and Services performed by the end of June Amounts due for services received by the end of June 5.3 May 2013

87 Schedule of Accounts Payable Accrued Accrued for FY SACS Fund: SACS Account Code One Fund Per Page Vendor Vendor Amount Date of Amount Difference SACS Account Charged Number Name Accrued Payment Paid (if any) For Difference Total * * Total should agree with 9510 in the general ledger 5.4 May 2013

88 A Income Accruals Account Number 9201 Income Accrual NO NO NO Do Not Excluded? Earned? Received? Accrue YES YES YES Do Not Abate Income & Accrue Accrue Book Payable Examples: Examples: Examples: Property Taxes Developer Fees Mandated Costs Deferred Maint. LCFF Recalculation Claims against CSSF for Contract Services during theprior Fiscal Year ie: ROP, Migrant Education Some Federal Revenues Some State Revenues Some Local Revenues FORM CAT Lottery Revenues Interest - 4th Quarter LCFF Recalculation (In case of decrease) 5.5 June 2014

89 Schedule of Accounts Receivable Accrued Accrued for FY SACS Fund: One Fund Per Page SACS Amount Date Income Amount Difference SACS Account Charged Account Code Accrued Received Received (if any) For Difference Total * * Total should agree with 9201 in the general ledger 5.6 May 2013

90 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 xxxx 9201 A/R 100, xxxx 8011 State Aid 100,000 B. Unpaid invoices of $20,000 for merchandise or services received by June 30: ACCOUNT DR CR Fund Res Goal Func Obj xxxx xxxx xxxx 4000 Books & Supplies 6, xxxx xxxx xxxx 5000 Svc/Operating Exp. 4, xxxx xxxx xxxx 6000 Capital Outlay 10, xxxx 9510 Current Liabilities 20,000 C. Additional unposted expenditures for July payroll which were not included in the automated payroll accrual process: ACCOUNT DR CR Fund Res Goal Func Obj xxxx xxxx xxxx 1000 Certificated Salaries 16, xxxx xxxx xxxx 2000 Classified Salaries 5, xxxx xxxx xxxx 3000 Employee Benefits 2, xxxx 9510 Current Liabilities 23, May 2013

91 ACCRUAL SAMPLES Continued D. Developer fees received in the Current Fiscal Year to be refunded in the Subsequent Fiscal Year. Fund Res Obj ACCOUNT DR CR xxxx 8681 Developer Fees 1, 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 xxxx 9201 Accounts Receivable 200, 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. Fund Res Goal Func Obj ACCOUNT DR CR xxxx 9201 Accounts Receivable 4, xxxx xxxx xxxx 4000 Books & Supplies 4, May 2013

92 SAN DIEGO COUNTY'S HISTORICAL INTEREST RATES 2004 through 2013 Annualized Rates by Quarter and Year FISCAL 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Average YEAR July - Sept Oct - Dec Jan - Mar Apr - Jun Annual Rate 2004/ % 2.044% 2.444% 2.649% 2.238% 2005/ % 3.221% 3.707% 4.210% 3.470% 2006/ % 5.138% 4.826% 5.351% 5.000% 2007/ % 5.046% 4.603% 3.468% 4.609% 2008/ % 2.800% 1.958% 1.456% 2.360% 2009/ % 1.064% 0.946% 0.818% 1.047% 2010/ % 0.660% 0.637% 0.543% 0.663% 2011/ % 0.556% 0.383% 0.363% 0.469% 2012/ % 0.351% 0.346% 0.791% 0.481% 2013/ % 0.319% 0.356% 0.329% 10 Year Average 1.879% The projected interest of FY in.30% Historical Interest Rates 6% 5% 5.00% 4.61% Interest Rates 4% 3% 3.47% 2% 2.24% 2.36% 1% 1.05% 0% 0.66% 0.47% 0.48% 0.33% 2004/ / / / / / / / / /14 Fiscal Year 5.9 May 2014

93 Petty Cash Reconciliation A. Cash On Hand Period Ending: Denomination Count Amount $ Total Cash on Hand A. B. Reimbursable Vouchers on Hand Date Payee Purpose Amount Total Vouchers on Hand B. C. Other Items Item and Explanation Amount Total Other Items C. * Total Petty Cash A + B + C. * 5.10 May 2013

94 Revolving Cash Reconciliation School District: Period Ending: A. Balance in Checking Account A. B. Cash on Hand B. C. Checks Written that have NOT been reimbursed by Commerical Warrant Check Number Payee Purpose Amount Total Unreimbursed Checks C. D. Deposits in Transit D. E. Other Items (e.g. Voided Checks) Items and Explanation Amount Total Other Items E. Total Revolving Cash A + B + C + D + E. * * This amount must agree with the amount in 9130, Revolving Cash 9130 and the amount on file in the Commerical Warrant Audit Unit. Revolving Cash Fund Custodian ** ** This must agree with the name on file in the Commerical Warrant Audit Unit 5.11 May 2013

95 PAYROLL ACCRUALS 9910 ACCOUNTS Wages and benefits for time worked prior to July 1 st that are unpaid as of June 30th need to be accrued. This section will cover the manual process of accruing payroll information based on 9910 (payroll holding) account balances. Sample entries are included in this section to use for reference. The July 5th payroll will be posted to FIS before the first set of June reports are distributed. NOTES: When setting up accruals for payroll expenditures, please verify that general ledger object 9511 is set up in the appropriate resources. The payroll accrual process for OPEB Allocated Costs and OPEB Direct Costs are discussed in Section 12 GASB. 6.1 May 2013

96 SECTION 1 Item 1 Current Year General Ledger This entry is better handle by using the payroll accrual screen FD Res Obj Debit Credit xxxx Payroll Holding 100,000/A xxxx Social Security 5,000/B xxxx H&W 4,000/C xxxx W/C 3,000/D xxxx Medicare 2,000/E xxxx Other Benefits 1,000/F xxxx ,000/G Item 2 Current Year Accruals District journal entry FD Res Obj Debit Credit xxxx ,000/A xxxx ,000/B xxxx ,000/C xxxx ,000/D xxxx ,000/E xxxx ,000/F xxxx ,000/G Item 3 Subsequent Year TRANS Suspense Cash transfer posted to suspense account by Financial Accounting in FIS Debit Credit ,000/A 5,000/B 4,000/C 3,000/D 2,000/E 1,000/F ,000/G 6.2 May 2013

97 Item 4 Subsequent Year Clearing Accrual District Journal Entry Debit Credit xxxx ,000/G ,000/G NOTE: If there is a difference between the payroll posting (Item1) and the cash transfers (Item 2), increase or decrease the appropriate expense account. 6.3 May 2013

98 SECTION 2 STRS & PERS Item 1 Current Year General Ledger FD Res Obj Debit Credit xxxx STRS (mid-july) 2,000/A xxxx PERS (mid-july) 1,000/B Item 2 Current Year Accruals District journal entry FD Res Obj Debit Credit xxxx ,000/A xxxx ,000/B xxxx ,000/C Item 3 Subsequent Year TRANS Suspense Cash transfer posted to suspense account by Financial Accounting in FIS Debit Credit ,000/C ,000/C Item 4 Subsequent Year Clearing Accrual District Journal Entry Debit Credit xxxx ,000/C ,000/C NOTE: Accrue the estimate and the final transfers for STRS and PERS. If there is a difference between the payroll posting (Item 1) and the cash transfers (Item 2), increase or decrease the appropriate 31XX or 32XX accounts. Any other STRS or PERS transfers for adjustments should also be accrued using the appropriate expenditure accounts. 6.4 May 2013

99 SECTION 3 State Unemployment Insurance (SUI) NOTE: Although SUI charges accrue at every payroll, the cash transfer is completed within one week following the end of each quarter. Item 1 Current Year General Ledger FD Res Obj Debit Credit xxxx SUI 2,000/A SUI expenses for 4/5-6/30 payrolls will be included in SUI payment for quarter ending 6/ xxxx SUI 50/B SUI expenses for 7/5 payroll, per Payroll Expenditure Summary Report, will be included in the SUI payment for quarter ending 9/30 Item 2 Current Year Accruals District Journal Entry FD Res Obj Debit Credit xxxx ,050/A&B xxxx ,050/A&B Item 3 Subsequent Year TRANS Suspense Cash transfer posted to suspense account by Financial Accounting in FIS Cash transfer in July of the Subsequent Year for quarter ending 6/30 Debit Credit ,000/A ,000/A Item 4 Subsequent Year TRANS Suspense Cash Transfer posted to suspense account by Financial Accounting in FIS Cash transfer in October of the Subsequent Year for quarter ending 9/30 Debit Credit /B /B 6.5 May 2013

100 Item 5 Subsequent Year Clearing Accruals District Journal Entry Debit Credit xxxx ,050/A&B ,050/A&B NOTE: If there is a difference between the payroll posting (Item 1) and the cash transfers (Item 2), increase or decrease the appropriate 35XX accounts. 6.6 May 2013

101 DIRECT AND INDIRECT COST Direct costs are charged to the appropriate programs, while direct and indirect support charges are distributed for support service programs to various user programs. These accounting procedures provide the means for assessing the fiscal impact of operating such programs. This section will cover the differences between the charges and methods of accounting for them. An excellent reference is the California School Accounting Manual. Procedures 320, 325, 910 and 915 cover direct, direct support, and indirect costs accounting methods in detail. The United States Department of Education (USDE) has approved a cost allocation plan for California which will govern the methodology for determining restricted indirect cost rates for school districts, charter schools, and county offices of education. 7.1 JUNE 2014

102 Direct Costs Direct costs are expenses that can be separately identified and charged as part of the cost of a product, service, or department. Typical direct costs include items such as instructional materials printed in the district print shop, fuel, oil and repairs of district vehicles, centralized data processing services, in-house equipment repairs, and field trips. Calculating Direct Costs Direct costs can be calculated using different methods, which are described in the accounting manual. An example is a charge to district administration for the printing of workshop materials. Intrafund Direct Costs When direct 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 have a zero balance for each fund. The following is a sample entry charging Title I for School Choice transportation: Fund Res Goal Func Obj DR School Choice Program Imprmt CR HTS Transportation 7.2 JUNE 2014

103 Interfund Direct Costs 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 xxxx 0001 xxxx Child Development-Print Charges CR xxxx 9110 Cash DR xxxx 9110 Cash CR xxxx 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

104 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 Special Education Assessment CR 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 Developer Fees Administrative Expenses CR Cash DR Cash CR General Fund Administrative Expenses 7.4 JUNE 2014

105 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 TITLE I CR 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 Food Services CR Cash DR Cash CR GF 7.5 JUNE 2014

106 California Department of Education ( Page Generated: 6/26/ :50:24 AM April 17, 2014 Sent by electronic mail Dear County Chief Business Officials: 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 standardized account code structure (SACS) expenditure data and has finalized the approved indirect cost rates. The rates are for use, as allowable, with 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 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 Charter School Indirect Cost Rates The approved 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 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 includes this information for most programs. If you have any questions regarding the indirect cost rates, please contact our office by phone at or by at sacsinfo@cde.ca.gov. Sincerely, Peggy O Guin, Administrator Financial Accountability and Information Services Last Reviewed: Wednesday, April 23, JUNE 2014

107 California Department of Education (CDE) - School Fiscal Services Division Restricted Indirect Cost Rates for K 12 Local Educational Agencies (LEAs) Five Year Listing Rates approved based on standardized account code structure expenditure data Address questions to sacsinfo@cde.ca.gov, or call As of April 17, 2014 * C = County CA= Common Administration D = District J = Joint Powers Agency A P P R O V E D R A T E S For use with state and federal programs, as allowable, in: County LEA (based on (based on (based on (based on (based on Code Code Type* LEA Name expenditure data) expenditure data) expenditure data) expenditure data) expenditure data) C San Diego County Superintendent 9.15% 9.41% 9.23% 9.42% 9.37% D Alpine Union Elementary 3.14% 2.75% 2.68% 6.11% 6.82% D Bonsall Union Elementary (reorg. 07/14) 5.29% 5.24% 5.48% 6.05% See D Borrego Springs Unified 10.35% 9.52% 6.61% 5.12% 9.13% D Cajon Valley Union 2.57% 5.00% 6.42% 4.25% 4.96% D Cardiff Elementary 4.50% 4.80% 4.83% 4.27% 3.98% D Chula Vista Elementary 3.74% 3.91% 3.72% 3.91% 4.19% D Coronado Unified 4.75% 4.43% 6.21% 6.24% 4.90% D Dehesa Elementary 4.91% 3.35% 9.03% 4.83% 3.54% D Del Mar Union Elementary 3.55% 4.33% 4.26% 4.55% 8.00% D Encinitas Union Elementary 5.43% 5.30% 5.83% 5.00% 4.64% D Escondido Union Elementary 4.31% 4.44% 4.44% 5.37% 5.03% D Escondido Union High 3.53% 6.55% 5.51% 5.89% 6.06% D Fallbrook Union Elementary 6.10% 6.67% 7.68% 6.91% 8.02% D Fallbrook Union High 7.16% 8.53% 9.41% 7.52% 7.66% D Grossmont Union High 5.16% 5.43% 6.04% 5.59% 5.25% D Jamul-Dulzura Union Elementary 7.69% 8.26% 6.87% 6.51% 5.82% D Julian Union Elementary 2.80% 4.33% 3.69% 3.52% 4.70% D Julian Union High 3.65% 10.85% 11.96% 10.17% 9.62% D Lakeside Union Elementary 2.35% 2.45% 5.57% 5.59% 4.24% D La Mesa-Spring Valley Elementary 5.56% 4.13% 3.92% 4.01% 3.69% D Lemon Grove 5.93% 9.66% 8.83% 6.17% 7.10% D Mountain Empire Unified 4.79% 5.14% 4.75% 6.75% 10.34% D National Elementary 4.88% 4.85% 5.99% 5.09% 5.01% D Poway Unified 4.17% 5.71% 6.46% 5.93% 5.12% D Ramona City Unified 5.86% 5.82% 6.43% 6.22% 7.31% D Rancho Santa Fe Elementary 8.18% 8.77% 9.09% 9.90% 9.15% D San Diego Unified 2.32% 3.48% 4.45% 4.10% 3.98% D San Dieguito Union High 6.12% 5.51% 4.52% 5.23% 4.93% D San Pasqual Union Elementary 3.97% 4.08% 3.80% 6.86% 7.27% D Santee Elementary 6.52% 8.09% 7.73% 6.95% 4.27% D San Ysidro Elementary 4.16% 6.20% 4.52% 6.64% 6.12% D Solana Beach Elementary 6.77% 7.11% 7.31% 7.41% 6.69% D South Bay Union Elementary 5.37% 5.12% 4.95% 4.72% 5.33% D Spencer Valley Elementary 2.29% 0.96% 2.79% 2.44% 1.67% D Sweetwater Union High 5.42% 6.70% 5.73% 5.05% 5.29% D Vallecitos Elementary 3.94% 9.49% 11.05% 19.72% 15.09% D Vista Unified 4.21% 4.00% 3.93% 4.06% 4.70% D Carlsbad Unified 5.38% 5.92% 5.79% 6.53% 6.89% D Oceanside Unified 3.92% 3.84% 3.95% 3.95% 4.28% D San Marcos Unified 2.55% 3.69% 4.86% 4.29% 3.96% D Warner Unified 5.83% 8.71% 8.50% 6.76% 7.62% D Valley Center-Pauma Unified 6.40% 5.15% 8.44% 8.39% 4.11% D Bonsall Unified (effective 07/14) % *Rate revised after original posting. 1 of JUNE 2014

108 California Department of Education (CDE) - School Fiscal Services Division Restricted Indirect Cost Rates - Charter Schools Approved April 2014 by CDE based on standardized account code structure data (New charter schools not yet on the list may use the statewide average rate of 5.69%) Address questions, including on how the rates were determined, to sacsinfo@cde.ca.gov, or call County Code District Code School Code Charter School Name (sorted by county-district-school code) Approved Rates (for use with state and federal programs, as allowable) Literacy First Charter 5.69% Juan Bautista de Anza 5.69% EJE Elementary Academy Charter 5.69% EJE Middle Academy 5.69% Leonardo da Vinci Health Sciences Charter 5.69% Howard Gardner Community Charter 5.69% Feaster (Mae L.) Charter 4.19% Mueller Charter (Robert L.) 4.19% Discovery Charter 4.19% Chula Vista Learning Community Charter 4.19% Arroyo Vista Charter 4.19% Diego Hills Charter 5.14% The Heights Charter 5.69% Dehesa Charter 5.69% Heritage K-8 Charter 5.69% Classical Academy 5.69% Classical Academy High 5.69% Escondido Charter High 5.69% Steele Canyon High 5.69% Helix High 5.69% Greater San Diego Academy 5.82% Diego Valley Charter 3.04% Julian Charter 8.46% National University Academy 5.69% Mandarin Language Academy 4.24% River Valley Charter 4.24% Barona Indian Charter 4.24% California Pacific Charter School of San Diego 5.69% San Diego Neighborhood Homeschools 10.34% Mountain Peak Charter 10.34% College Preparatory Middle 10.34% San Diego Virtual 10.34% Pivot Charter School - San Diego 5.69% Save our Future 5.69% Page 1 of JUNE 2014

109 Academy of Arts and Sciences: El Cajon Middle and High 5.69% Academy of Arts and Sciences: Del Mar Elementary (K-5) 5.69% Academy of Arts and Sciences: Del Mar Middle & High 5.69% Integrity Charter 5.01% High Tech Middle 5.69% KIPP Adelante Preparatory Academy 5.69% High Tech High International 5.69% Learning Choice Academy 5.69% High Tech Middle Media Arts 5.69% IFTIN Charter 5.69% High Tech High Media Arts 5.69% King-Chavez Arts Academy 5.69% King-Chavez Athletics Academy 5.69% Magnolia Science Academy San Diego 5.69% Albert Einstein Academy Charter Middle 5.69% King-Chavez Preparatory Academy 5.69% Health Sciences High 5.69% Arroyo Paseo Charter High 5.69% Urban Discovery Academy Charter 5.69% Innovations Academy 5.69% King-Chavez Community High 5.69% Gompers Preparatory Academy 5.69% Pacific American Academy 5.69% Evangeline Roberts Institute of Learning 5.69% Iftin University Prep High 5.69% San Diego Global Vision Academy 5.69% Coleman Tech Charter High 5.69% Old Town Academy K-8 Charter 5.69% America's Finest Charter 5.69% City Heights Preparatory Charter 5.69% San Diego Global Vision Academy Middle 5.69% Charter School of San Diego 5.69% Preuss School UCSD 5.69% High Tech High 5.69% Audeo Charter 5.69% Darnall Charter 5.69% Keiller Leadership Academy 5.69% Harriet Tubman Village Charter 5.69% King-Chavez Primary Academy 5.69% The O'Farrell Charter 5.69% McGill School of Success 5.69% Nubia Leadership Academy 5.69% Museum 5.69% Holly Drive Leadership Academy 5.69% Explorer Elementary 5.69% San Diego Cooperative Charter 5.69% King-Chavez Academy of Excellence 5.69% Einstein Academy 5.69% Imperial Beach Charter 5.33% Nestor Language Academy Charter 5.33% Page 2 of JUNE 2014

110 California Virtual Santa Ysabel 5.69% California Virtual San Diego 5.69% Stephen W. Hawking Charter 5.29% MAAC Community Charter 5.69% RAI Online Charter 5.69% SIATech 5.69% North County Trade Tech High 5.69% Guajome Learning Center 5.69% Guajome Park Academy Charter 5.69% Coastal Academy 5.69% Pacific View Charter 5.69% Bayshore Preparatory Charter 5.69% All Tribes Elementary Charter 5.69% All Tribes Charter 5.69% High Tech High Chula Vista 5.69% High Tech High North County 5.69% High Tech Middle North County 5.69% High Tech Middle Chula Vista 5.69% High Tech Elementary Chula Vista 5.69% Vivian Banks Charter 5.72% Page 3 of JUNE 2014

111 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

112 ATTENTION San Diego County Office of Education ACCOUNTING SECTION JOURNAL ENTRY (Posting Document) I XYZ School District L DOCUMENT # J DATE XX DISTRICT NUMBER 02 N ACCOUNT NUMBER E DEBIT CREDIT REFERENCE FUND-SUB RESRCE-SUB GOAL FUNC-SUB OBJ-SUB SCH LOC COST PJ-YR , % R/L DEDUCT , PLEASE NOTE: DO NOT EXCEED 18 LINES PER PAGE. EXPLANATION: MISCELLANEOUS FUNDS - 50% NON-REVENUE LIMIT TRANSFER History: This adjustment represents a transfer of 50% of the amounts in accounts from Revenue Limit Sources to Other Local Income. If a district has received funds either in 8081 ( Royalties & Bonuses ) OR 8082 ( Other In-Lieu Taxes ), 50% of the amount received is debited to 8089 ( Non-Revenue Limit Adjustment ) and credited to 8691 ( Misc. Funds Non-Revenue Limit Adjustment ). Remember to leave objects 8081 & 8082 intact. Note: Be sure to enter the amount in object 8089 as a negative number in the state software. 8.2 June 2014 COUNTY OFFICE USE ONLY Prepared By: Date: Input date: Approved By: Deputy Superintendent of Schools WHITE - SDCOE Form Financial Acctg. CANARY - SDCOE San Diego County Office of Educ Carbonless Form PINK - School District

113 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 & 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

114 Interfund Transfers In and Out Continued 1. The following is a sample interfund cash transfer entry before June 30: Fund Obj Account DR CR Cash 200, I/F Transfer In 200, I/F Transfer Out 200, Cash 200, The following is a sample Due To/Due From Journal Entry after June 30: Fund Obj Account DR CR Due From Other Funds 200, I/F Transfer In 200, I/F Transfer Out 200, Due To Other Funds 200, 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 Cash 200, Due From Other Funds-PY 200, Due To Other Funds-PY 200, Cash 200, June 2014

115 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

116 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 subrecipient. 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

117 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

118 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 The following pages illustrate the accounting transactions necessary to close categorical programs for the fiscal year. 9.4 JUNE 2014

119 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 DR Unrestricted Revenue , CR Special Education , JUNE 2014

120 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 DR Title II, Part A Teacher Training and Recruiting , CR Title I, Part A , JUNE 2014

121 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: 21 st 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 DR NCLB Consolidated Admin DR NCLB Consolidated Admin DR NCLB Consolidated Admin CR NCLB Consolidated Admin ,280 At the end of the year. The undistributed costs in Resource 3155 are distributed to the participating programs using Object 5710 (Transfers of Direct Costs). The district has discretion as to how much to transfer to each program, as long as the 9.7 JUNE 2014

122 amount is within the maximum allowable administrative cost for that program. Example: Fd Res Func Obj DR Title I, Part A DR Title II, Part A DR Title III CR NCLB Consolidated Admin ,280 Federal Timekeeping Requirements: Consolidated administration is considered one cost objective for purposes of federal timekeeping requirements. Therefore, LEAs are not required to maintain personnel activity reports to document the time spent for administrative activities performed exclusively for these programs. Semiannual certification must still be completed. Refer to Procedure 905 in CSAM for more information. For more information on consolidated federal administration, see CSAM Procedure JUNE 2014

123 Completing the CAT Form Districts use the CAT Form in the SACS Software to calculate unearned revenue, accounts receivable, accounts payable and/or ending fund balance for each categorical program. There are six separate worksheets in the CAT Form based on the source of funds and the applicable accounting treatment: Unearned Revenue- Federal (see sample) Unearned Revenue- State (see sample) Unearned Revenue- Local Restricted Ending Balance- Federal Restricted Ending Balance- State (see sample) Restricted Ending Balance- Local Instructions for completing the CAT Form are included in the manual downloaded with the SACS software. An online workshop on how to complete the CAT Form is available at: To complete the CAT Form, districts fill in the requested information for the award, revenue received, and expenditures. At the bottom of the CAT Form, the district calculates the deferred revenue, accounts receivable, accounts payable, and/or restricted ending balance. Once the CAT Form has been completed, the applicable entries can be made as shown in the following examples. Note that flexible categorical programs do not need to be shown on the CAT Form because they are unrestricted funds. For the following examples, see the sample CAT Form on pages 9.15 through Example 1: Unearned Revenue. Please note that unearned revenue programs should not have both unearned revenue and accounts receivable. Fd Res Obj DR NCLB Title I, Part A , CR NCLB Title I, Part A , JUNE 2014

124 Example 2: Accounts Receivable Fd Res Obj DR Lottery Instruct. Materials , CR Lottery Instruct. Materials ,000 Example 3: Accounts Payable Fd Res Obj DR Special Ed Mental Health , CR Special Ed Mental Health ,000 Example 4: Unused Grant Award The Unused Grant Award calculation on the CAT Form for unearned revenue programs is the difference between the available award and the total expenditures. In some cases, this amount is the same as the unearned revenue (see Example 1 on CAT Form). In other cases, the unused grant award exceeds the unearned revenue (see Example 5a on CAT Form). In these cases, no accounting entry is done for the difference between the unearned revenue and the unused grant award because the funds have not been earned. Instead, this amount will be budgeted as revenue in the subsequent year. In other cases, there is a receivable, but the district did not spend the total available award (see Example 5b on CAT Form). In these cases, the unused grant award will be an amount in excess of the receivable. This unused award cannot be claimed as a receivable because it has not been earned JUNE 2014

125 Entries in the Subsequent Year In the subsequent year, accounting transactions must be done to reverse or clear the closing entries. Unearned Revenue Step 1: Clear Unearned Revenue. The unearned revenue set up at closing will become a beginning balance in the subsequent year. It is necessary to reverse the unearned revenue so that it will be recognized as current-year revenue. Fd Res Obj DR NCLB Title I, Part A , CR NCLB Title I, Part A ,000 Step 2: Budget Unearned Revenue and an Equal Amount of Expenditures. The unearned revenue must be budgeted so it can be recognized as current-year revenue. In addition, expenditures of an equal amount must be budgeted because an ending balance is not permitted for unearned revenue programs. Accounts Receivable Step 1: Revenue Posted to Suspense by Financial Accounting Financial Accounting posts $7,500 in prior-year Lottery revenue in Suspense. However, the receivable was only $5,000. Fd Res Obj DR Suspense , CR Suspense , JUNE 2014

126 Step 2: Clear Suspense Because the amount deposited into suspense exceeds the receivable, the amount of the receivable is cleared against Object 9202 and the remainder is recognized as currentyear revenue. Fd Res Obj DR Suspense , CR Lottery Instructional Materials , CR Lottery Instructional Materials ,500 Step 3: Clear Accounts Receivable Once 9201 equals 9202 for a resource, the receivable can be cleared as shown below. Fd Res Obj DR Lottery Instructional Materials , CR Lottery Instructional Materials ,000 Accounts Payable The California Department of Education bills the district for grant funding that will not be used. Step 1: Pay Invoice Fd Res Obj DR Special Ed Mental Health , CR Special Ed Mental Health ,000 Step 2: Clear Payable Once 9510 equals 9511 for a resource, the payable can be cleared as shown below. Fd Res Obj DR Special Ed Mental Health , CR Special Ed Mental Health , JUNE 2014

127 Restricted Ending Balance The restricted ending balance will become the beginning balance in the subsequent year. Because this revenue has already been recognized at closing, it should not be budgeted in the following year. However, the district can budget additional expenditures to utilize the carryover. Unused Grant Award The unused grant award from the previous year that could not be accounted for in the closing entries should be budgeted in the subsequent year on both the revenue and expenditure side of the budget JUNE 2014

128 Interest Earned on Federal Funds School districts and charter schools are required to calculate and remit the interest earned on federal programs on at least a quarterly basis. The interest should be calculated based on the cash balances of federal program advances, therefore, the cash balances of federal reimbursement programs and school food service funds should not be included in the calculation. In addition, if any interest was earned on non-cde administered programs, the amount of interest should be calculated separately and remitted to the Federal Treasury via the appropriate state or federal agency. Districts may retain up to $100 in interest earned per year for administrative expense across all federal funds. A district cannot reduce or offset federal interest earned during times when the district does not have federal revenue and is using other revenue sources to temporarily cover federal program expenditures. Please note that SELPAs will not be remitting interest to the California Department of Education (CDE) on behalf of school districts for IDEA funds. How to Calculate Interest: The CDE indicates that districts should calculate federal interest based on the daily cash balance. Districts should calculate the interest for all federal resources together to minimize the amount of interest due. To explain, when a resource has a negative balance and it is kept separate then the interest earned is calculated to be zero. In contrast, when a resource with a negative balance is combined with a resource which has a positive balance, then the combined balance is lower. This will cause the interest earned to be lower when calculated on the combined balance. The San Diego County Office of Education has created Excel tools for on-line and off-line districts to assist with calculating interest earned. Tools: On-line: Off-line: Instructions: Excel 2003: Excel 2007: JUNE 2014

129 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) $1, (01) $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) $ (01) $200 When issuing the warrant no expense will be recorded. Fd Res Obj DR CR 03 (01) $ (01) $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 JUNE 2014

130 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 Sacramento, CA Attn.: Cashier s Office 9.16 JUNE 2014

131 DEFERRED MAINTENANCE NOTE: This section will be inoperative from FY through 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 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 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 (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 (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 (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 June 2012

132 (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 EC Deferred maintenance fund; transfer of excess local funds Nothwithstanding Section 17582, whenever the state funds provided pursuant to Sections and 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 (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 (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 to the extent that those funds are used for purposes that qualify for funding under that section June 2012

133 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 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 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 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 ) Temporarily Suspended 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

134 FY Deferred Maintenance Apportionment Schedule A May 2012 School District Funding Baseline District as a Percent of Statewide Total Apportionment Alpine Union $ 76, % $ 80,779 Bonsall Union Elementary 56, % $ 59,912 Borrego Springs Unified 21, % $ 23,062 Cajon Valley Union 546, % $ 579,368 Cardiff Elementary 24, % $ 25,506 Carlsbad Unified 341, % $ 361,887 Chula Vista Elementary 734, % $ 778,635 Coronado Unified 99, % $ 105,554 Dehesa 6, % $ 6,799 Del Mar Union 127, % $ 135,459 Encinitas Union Elementary 186, % $ 197,242 Escondido Union Elementary 613, % $ 650,711 Escondido Union High 289, % $ 306,422 Fallbrook Union Elementary 190, % $ 202,384 Fallbrook Union High 98, % $ 103,919 Grossmont Union High 841, % $ 892,614 Jamul-Dulzura Union Elementary 36, % $ 38,270 Julian Union Elementary 114, % $ 120,918 Julian Union High 18, % $ 20,056 La Mesa-Spring Valley 450, % $ 477,776 Lakeside Union Elementary 133, % $ 141,474 Lemon Grove 136, % $ 144,901 Mountain Empire Unified 53, % $ 57,060 National 198, % $ 210,288 Oceanside City Unified 654, % $ 694,249 Poway Unified 1,087, % $ 1,153,380 Ramona Unified 222, % $ 235,625 Rancho Santa Fe Elementary 27, % $ 29,002 San Diego City Unified 3,746, % $ 3,972,063 San Diego County Office of Education 1,001, % $ 1,061,440 San Dieguito Union High 415, % $ 440,480 San Marcos Unified 539, % $ 571,739 San Pasqual Union 19, % $ 20,714 San Ysidro Elementary 169, % $ 179,872 Santee Elementary 216, % $ 229,818 Solana Beach Elementary 90, % $ 95,783 South Bay Union Elementary 279, % $ 296,096 Spencer Valley Elementary 1, % $ 1,683 Sweetwater Union High 1,513, % $ 1,604,752 Vallecitos 8, % $ 8,696 Valley Center-Pauma 147, % $ 156,894 Vista Unified 790, % $ 837,619 Warner Unified 10, % $ 11, June 2012

135 10.5 May 2008 FY Deferred Maintenance Funds Schedule B (1) (2) (3) (4) (5) (6) FY 06/07 FY 06/07 FY 06/07 FY 06/07 FY 07/08 School District Unmatched Amount Available Received Available Carryover "Certified" Balance From State Unmatched 91.09% Carryover (Col. 2 + Col. 3) AT# 4151 (Col. 4 - Col. 5) Alpine Union 0 97,861 97,861 89,045 8,816 Bonsall Union 192,682 69, ,116 63, ,869 Cajon Valley Union 0 722, , ,475 64,410 Cardiff 0 157, ,752 28, ,657 Chula Vista Elementary 0 1,183,010 1,183, , ,410 Dehesa 1,718 8,397 10,115 7,648 2,467 Del Mar Union 0 157, , ,698 14,056 Encinitas Union 0 306, , ,623 83,402 Escondido Union 126, , , , ,020 Fallbrook Union Elementary 178, , , , ,322 Jamul-Dulzura Union 7,456 49,531 56,987 45,117 11,870 Julian Union Elementary 0 52,291 52,291 15,701 36,590 Lakeside Union 294, , , , ,760 La Mesa - Spring Valley 0 585, , ,699 52,205 Lemon Grove 150, , , , ,740 National 246, , , , ,491 Rancho Santa Fe 0 35,530 35,530 32,364 3,166 San Pasqual Union 0 24,712 24,712 22,510 2,202 Santee 0 285, , ,635 25,397 San Ysidro 824, ,962 1,038, , ,025 Solana Beach 344, , , , ,059 South Bay Union 944, ,528 1,309, , ,360 Spencer Valley 0 2,226 2,226 2, Vallecitos 0 10,524 10,524 9, Escondido Union High 1,488, ,865 1,847, ,890 1,520,609 Fallbrook Union High 84, , , ,023 98,632 Grossmont Union High 0 1,073,323 1,073, ,689 95,634 Julian Union High 72,567 37, ,275 17,897 92,378 San Dieguito High 0 519, , ,942 46,261 Sweetwater Union High 0 2,478,628 2,478,628 1,744, ,098 Borrego Springs Unified 0 27,776 27,776 25,301 2,475 Carlsbad Unified 29, , , ,446 67,753 Coronado Unified 50, , , ,901 61,039 Mt. Empire Unified 0 68,779 68,779 62,650 6,129 Oceanside Unified 0 864, , ,543 79,175 Poway Unified 191,181 1,374,125 1,565,306 1,251, ,616 Ramona Unified 0 287, , ,740 25,603 San Diego Unified 0 4,885,731 4,885,731 4,450, ,314 San Marcos Unified 0 669, , ,062 67,660 Valley Center-Pauma Unified 3, , , ,325 21,512 Vista Unified 0 1,009,828 1,009, ,852 89,976 Warner Unified 0 15,749 15,749 14,345 1,404 CSSF 0 1,500,000 1,500,000 1,095, ,399

136 FY District Deferred Maintenance Certification SECTION 1 AVAILABLE UNMATCHED CARRYOVER SECTION 2 DISTRICT MATCH TO DEFERRED MAINTENANCE 1. AVAILABLE UNMATCHED CARRYOVER (From Schedule B, Column 6) 1. Routine Restricted Maintenance Account excess transferred in (Resource 6205, Objects 8915 and/or 9311/9312. Must equal Section 3, Line 3) $ 2. OPTION A Amount transferred out of the Deferred Maintenance Fund to another fund. (AT#, dated, amount ) $ 2. Amount of Local Funds transferred into Deferred Maintenance for Matching Purposes (Resource 6205, Objects 8915 and/or 9311/9312) $ AT#, dated, $ AT#, dated, $ AT#, dated, $ 3. OPTION B Available amount from Section 1, Line 1 applied to FY match (Copy figure to Section 2, Line 3) $ 3. Amount of available unmatched carryover to be applied to FY district match (From Section 1, Line 3, Option B) $ 4. TOTAL OF OPTIONS A and B (Section 1, Line 2 + Line 3) $ 4. TOTAL DISTRICT SHARE TO BE CERTIFIED FOR FY (Section 2, Line 1 + Line 2+ Line 3). Must be equal to or greater than Sch. A, Col. 5. $ 5. REMAINING AVAILABLE UNMATCHED BALANCE Amount to be carried forward to subsequent fiscal year. (Section 1, Line 1 minus Line 4) $ SECTION 3 RMA TRANSFER TO DEFERRED MAINTENANCE SECTION 4 MISCELLANEOUS 1. Report funds deposited in the Routine Restricted Maintenance Account (E.C ) in in excess of 2.5 percent that was used towards the district matching share. (Resource 8150, Objects 7615 and/or 9611/9612, AT#, dated and/or JE# if accrued) $ 1. Report Total General Fund budgeted expenditures and other financing uses amount adopted for (From SACS Form 01, Total Expenditures + Transfers Out + Uses) $ 2. Report funds deposited in the Routine Restricted Maintenance Account (E.C ) in in excess of 2.5 percent that was used towards the district matching share. (Resource 8150, Object 7615), AT#, dated $ 2. Report the 3 percent of the General Fund Budget amount required to be setaside for Routine Restricted Maintenance purposes for (Section 4, Line 1 times 3%) $ 3. Total Routine Restricted Maintenance Account transfer into Deferred Maintenance. (Section 3, Line 1 + Line 2. Copy figure to Section 2, Line 1). $ 3. Report the FY amount budgeted for Routine Restricted Maintenance purposes pursuant to E.C and ( Resource 8150, Objects 8980 and/or 8915) $ 4. Enter the actual amount expended in FY for Routine Restricted Maintenance purposes. (Resource 8150) $ AUTHORIZED SIGNATURE DISTRICT TITLE DATE Please return completed certification to Financial Accounting, Room 608 by. $ 10.6 May 2008

137 FY District Deferred Maintenance Certification Instructions Section 1 refers to the unmatched funds from the previous year that may be carried forward and used towards this year's match, provided none of these funds were transferred out pursuant to E.C Line 1 From Schedule B, Column 6, FY 07/08 Available Unmatched Carryover. Line 2 Amount transferred out of the Deferred Maintenance Fund (Fund 14) to another fund pursuant to E.C Indicate Auditor's Transfer #, date and amount. Line 3 Amount from Section 1, Line 1 Available Unmatched Carryover, to be applied to the FY district match. Copy this figure to Section 2, Line 3. Line 4 Total of Section 1, Lines 2 and 3. Line 5 Remaining available unmatched balance to be carried to FY Section 1, Line 1 minus Line 4. Section 2 specifies the total district share to be used for the Deferred Maintenance match. Line 1 Line 2 Line 3 Amount of available unmatched carryover to be applied to the FY district match. From Section 1, Line 3 Option B. Line 4 Transfer from Routine Restricted Maintenance Account to be applied to Deferred Maintenance match. Complete Section 3 first. Must equal Section 3, Line 3. Amount of local funds transferred into Deferred Maintenance Fund (Fund 14) for district matching purposes. Indicate Auditor's Transfer #, date and amount. Total district share into Deferred Maintenance Fund (Fund 14) to be certified for FY Total of Section 2, Lines 1, 2 and 3. Must be equal to or greater than Schedule A, Column 5. If less, refer to EC (c) for reporting requirements. Section 3 specifies the transfer from Routine Restricted Maintenance Account (Restricted General Fund Resource 8150) into Deferred Maintenance Fund (Resource 6205) pursuant to E.C (b)(2)(A). Line 1 To calculate the amount in the RMA available to be transferred into Deferred Maintenance for FY , do the following steps: Step 1. FY actual RMA Contribution (Resource 8150, Objects 8980 and/or 8915). This cannot be less than the required 3% RMA contribution (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 3%). Step 2. Calculate the 2.5% RMA contribution amount (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 2.5%). This amount must remain in the RMA. Step 3. Contribution in excess of 2.5% (Section 3, Line 1, Step 1 minus Step 2). This is the maximum amount of RMA contribution available to be transferred to the Deferred Maintenance Fund for the required district match. Step 4 RMA contribution applied to FY Deferred Maintenance match. Step 5 Actual amount of RMA contribution transferred to the Deferred Maintenance Fund. This must be equal to or less than Section 3, Line 1, Step 3 less Step 4. If an auditor's transfer is not processed in FY , the amount that will be used for the Deferred Maintenance match must be accrued and an auditor's transfer must be processed in FY Indicate Auditor's Transfer #, date, amount and/or Journal Entry #. Line 2 To calculate the amount in the RMA available to be transferred into Deferred Maintenance for FY , do the following steps: Step 1. Calculate the required 3% RMA contribution for FY (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 3%) OR the actual RMA adopted budget. To use this option, the transfer for at least the 3% RMA contribution must be processed. Step 2. Calculate the 2.5% RMA contribution amount (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 2.5%). This amount must remain in the RMA. Step 3. Contribution in excess of 2.5% (Section 3, Line 2, Step 1 minus Step 2). This is the maximum amount of RMA contribution available to be transferred to the Deferred Maintenance Fund for the required district match. Step 4 Actual amount of RMA contribution transferred to the Deferred Maintenance Fund. This must be equal to or less than Section 3, Line 2, Step 3. Indicate Auditor's Transfer #, date and amount. Line 3 Total RMA transfer into Deferred Maintenance for FY Total of Section 3, Lines 1 and 2. Section 4 requests budget information for FY and expenditure information from FY for the Routine Restricted Maintenance Account (Resource 8150). Line 1 Total General Fund adopted budget for FY to be used for RMA contribution calculation (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses). Line 2 Required 3% RMA contribution for FY (Section 4, Line 1 times 3%). RMA ending fund balance cannot be used towards next year's 3% requirement. Line 3 FY adopted revenue budget for RMA (Resource 8150, Objects 8980 and/or 8915). This cannot be less than Section 4, Line 2. Line 4 FY actual expenditures for RMA (Resource 8150, Objects ) May 2008

138 Deferred Maintenance Certification Examples Assumptions Note: For purposes of the following examples, the current year or the fiscal year being closed is and the subsequent year or the budget year is Example 1 1. Use all Available Unmatched Carryover towards the Deferred Maintenance match. 2. Use excess RMA contribution, if needed. 3. Use local funds, if needed. 4. Process auditor's transfer in Example Transfer all Available Unmatched Carryover out of the Deferred Maintenance Fund to the Unrestricted General Fund. Use excess RMA maximum contribution. Accrue in Use excess RMA contribution, if needed. 4. Process auditor's transfers in Example 3 1. Use 50% of the Available Unmatched Carryover towards the Deferred Maintenance match. 2. Use local funds. Accrue $400,000 in Example 4 1. Use local funds only May 2008

139 Deferred Maintenance Certification Examples Assumptions 1. All examples will use the same Schedules A and B and Form 01 for and FY Deferred Maintenance Match Schedule A Estimated 92% (1) School District (2) (3) (4) (5) (6) Serrano Equalized Maximum Estimated RL ADA Category Certification Def Maint Amt. Apportionment FY Multiplier (Col. 2 X Col. 3) (Col. 4 X.005) (Col. 5 X.92) XYZ School District 19,100 7, ,318, , ,664 FY Deferred Maintenance Funds Schedule B (1) (2) (3) (4) (5) (6) FY 05/06 FY 05/06 FY 05/06 FY 05/06 FY 06/07 School District Unmatched Amount Available Received Available Carryover Certified Balance From State Unmatched Carryover (Col. 2 + Col. 3) (Col. 4 - Col. 5) XYZ School District 200, , , , , FY actual RMA contribution $4,300, FY amount budgeted for RMA purposes $4,453, FY amount expended in RMA account $3,500, May 2008

140 XYZ School District San Diego County July 1 Budget (Single Adoption) General Fund Unrestricted and Restricted Expenditures by Object Form 01 Description Resource Codes Object Codes Unrestricted (A) 2005/06 Estimated Actuals 2006/07 Budget Restricted (B) Total Fund col. A + B (C) Unrestricted (D) Restricted (E) Total Fund col. D + E (F) % Diff Column C & F A. REVENUES 1) Revenue Limit Sources ,488, ,455, ,943, ,426, ,534, ,961, % 2) Federal Revenue , ,130, ,388, , ,255, ,507, % 3) Other State Revenue ,600, ,355, ,955, ,203, ,003, ,206, % 4) Other Local Revenue ,152, ,612, ,765, ,198, ,214, ,413, % 5) TOTAL, REVENUES 98,499, ,553, ,053, ,080, ,007, ,088, % B. EXPENDITURES 1) Certificated Salaries ,678, ,578, ,256, ,496, ,732, ,229, % 2) Classified Salaries ,993, ,967, ,960, ,277, ,505, ,783, % 3) Employee Benefits ,439, ,291, ,731, ,660, ,147, ,808, % 4) Books and Supplies ,548, ,514, ,063, ,247, ,789, ,037, % 5) Services and Other Operating Expenditures ,453, ,866, ,319, ,112, ,911, ,023, % 6) Capital Outlay , , , , , , % 7) Other Outgo (excluding Transfers of Indirect/ Direct Support Costs) ,578, ,578, ,761, ,761, % 8) Transfers of Indirect/Direct Support Costs (2,218,095.00) 1,753, (464,373.00) (2,290,556.00) 1,819, (470,560.00) 1.3% 9) TOTAL, EXPENDITURES 94,727, ,131, ,858, ,419, ,019, ,439, % C. EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES BEFORE OTHER FINANCING SOURCES AND USES (A5 - B9) 3,772, (4,578,617.00) (805,932.00) 4,660, (7,012,084.00) (2,351,501.00) 191.8% D. OTHER FINANCING SOURCES/USES 1) Interfund Transfers a) Transfers In , , New b) Transfers Out , , ,401, , , ,451, % 2) Other Sources/Uses a) Sources % b) Uses % 3) Contributions (4,544,175.00) 4,544, (4,830,262.00) 4,830, % 4) TOTAL, OTHER FINANCING SOURCES/USES (5,161,445.00) 3,759, (1,401,944.00) (5,347,272.00) 3,995, (1,351,684.00) -3.6% Total Expenditures 141,439, Transfers Out 1,451, Total 142,891, ,891, X.03 3% Required RMA Contribution 4,286, ,891, X % RMA Contribution 3,572, May 2008

141 XYZ School District San Diego County July 1 Budget (Single Adoption) General Fund Unrestricted and Restricted Expenditures by Object Form /07 Estimated Actuals 2007/08 Budget Description Resource Codes Object Codes Unrestricted (A) Restricted (B) Total Fund col. A + B (C) Unrestricted (D) Restricted (E) Total Fund col. D + E (F) % Diff Column C & F A. REVENUES 1) Revenue Limit Sources ,426, ,516, ,943, ,265, ,099, ,365, % 2) Federal Revenue , ,192, ,444, , ,519, ,692, % 3) Other State Revenue ,203, ,816, ,019, ,351, ,981, ,333, % 4) Other Local Revenue ,198, ,329, ,528, ,283, ,600, ,884, % 5) TOTAL, REVENUES 102,080, ,855, ,935, ,074, ,201, ,275, % B. EXPENDITURES 1) Certificated Salaries ,497, ,612, ,110, ,211, ,097, ,308, % 2) Classified Salaries ,277, ,441, ,719, ,878, ,928, ,807, % 3) Employee Benefits ,661, ,832, ,493, ,740, ,457, ,198, % 4) Books and Supplies ,247, ,978, ,226, ,477, ,111, ,588, % 5) Services and Other Operating Expenditures ,112, ,587, ,699, ,753, ,578, ,332, % 6) Capital Outlay , , , , , , % 7) Other Outgo (excluding Transfers of Indirect/ Direct Support Costs) ,761, ,761, ,982, ,982, % 8) Transfers of Indirect/Direct Support Costs (2,112,710.00) 1,724, (387,948.00) (1,907,375.00) 1,502, (404,845.00) 4.4% 9) TOTAL, EXPENDITURES 97,599, ,300, ,899, ,501, ,785, ,286, % C. EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES BEFORE OTHER FINANCING SOURCES AND USES (A5 - B9) 4,481, (6,445,077.00) (1,964,037.00) 2,573, (8,583,493.00) (6,010,360.00) 206.0% D. OTHER FINANCING SOURCES/USES 1) Interfund Transfers a) Transfers In , , , , % b) Transfers Out , , ,407, , , ,173, % 2) Other Sources/Uses a) Sources % b) Uses % 3) Contributions (4,830,251.00) 4,830, (5,223,806.00) 5,223, % 4) TOTAL, OTHER FINANCING SOURCES/USES (5,347,261.00) 4,040, (1,307,010.00) (5,432,311.00) 4,359, (1,073,179.00) -17.9% Total Expenditures 147,286, Transfers Out 1,173, Total 148,459, ,459, X.03 3% Required RMA Contribution 4,453, ,459, X % RMA Contribution 3,711, ,453, ,711, Excess 742, May 2008

142 FY District Deferred Maintenance Certification Example 1 SECTION 1 AVAILABLE UNMATCHED CARRYOVER SECTION 2 DISTRICT MATCH TO DEFERRED MAINTENANCE 1. AVAILABLE UNMATCHED CARRYOVER (From Schedule B, Column 6) $ 200, Routine Restricted Maintenance Account excess transferred in (Resource 6205, Objects 8915 and/or 9311/9312. Must equal Section 3, Line 3) $ 536, OPTION A Amount transferred out of the Deferred Maintenance Fund to another fund. (AT#, dated, amount ) $ 2. Amount of Local Funds transferred into Deferred Maintenance for Matching Purposes (Resource 6205, Objects 8915 and/or 9311/9312) $ AT#, dated, $ AT#, dated, $ AT#, dated, $ 3. OPTION B Available amount from Section 1, Line 1 applied to FY match (Copy figure to Section 2, Line 3) $ 200, Amount of available unmatched carryover to be applied to FY district match (From Section 1, Line 3, Option B) $ 200, TOTAL OF OPTIONS A and B (Section 1, Line 2 + Line 3) $ 200, TOTAL DISTRICT SHARE TO BE CERTIFIED FOR FY (Section 2, Line 1 + Line 2+ Line 3). Must be equal to or greater than Sch. A, Col. 5. $ 736, REMAINING AVAILABLE UNMATCHED BALANCE Amount to be carried forward to subsequent fiscal year. (Section 1, Line 1 minus Line 4) $ SECTION 3 RMA TRANSFER TO DEFERRED MAINTENANCE SECTION 4 MISCELLANEOUS 1. Report funds deposited in the Routine Restricted Maintenance Account (E.C ) in in excess of 2.5 percent that was used towards the district matching share. (Resource 8150, Objects 7615 and/or 9611/9612, AT#4156, dated 05/15/07 and/or JE# if accrued) Refer to example1b $ 536, Report Total General Fund budgeted expenditures and other financing uses amount adopted for (From SACS Form 01, Total Expenditures + Transfers Out + Uses) $ 148,459, Report funds deposited in the Routine Restricted Maintenance Account (E.C ) in in excess of 2.5 percent that was used towards the district matching share. (Resource 8150, Object 7615), AT#, dated $ 2. Report the 3 percent of the General Fund Budget amount required to be setaside for Routine Restricted Maintenance purposes for (Section 4, Line 1 times 3%) $ 4,453, Total Routine Restricted Maintenance Account transfer into Deferred Maintenance. (Section 3, Line 1 + Line 2. Copy figure to Section 2, Line 1). $ 536, Report the FY amount budgeted for Routine Restricted Maintenance purposes pursuant to E.C and ( Resource 8150, Objects 8980 and/or 8915) $ 4,453, Enter the actual amount expended in FY for Routine Restricted Maintenance purposes. (Resource 8150) $ 3,500,000 XYZ School District AUTHORIZED SIGNATURE DISTRICT Director of Accounting 10/1/2007 TITLE DATE Please return completed certification to Financial Accounting, Room 608 by October 31, May 2008

143 FY District Deferred Maintenance Certification Example 1a Instructions Section 1 refers to the unmatched funds from the previous year that may be carried forward and used towards this year's match, provided none of these funds were transferred out pursuant to E.C Line 1 From Schedule B, Column 6, FY 06/07 Available Unmatched Carryover. Line 2 Amount transferred out of the Deferred Maintenance Fund (Fund 14) to another fund pursuant to E.C Indicate Auditor's Transfer #, date and amount. Line 3 Amount from Section 1, Line 1 Available Unmatched Carryover, to be applied to the FY district match. Copy this figure to Section 2, Line 3. Line 4 Total of Section 1, Lines 2 and 3. Line 5 Remaining available unmatched balance to be carried to FY Section 1, Line 1 minus Line 4. Section 2 specifies the total district share to be used for the Deferred Maintenance match. Line 1 Line 2 Line 3 Amount of available unmatched carryover to be applied to the FY district match. From Section 1, Line 3 Option B. Line 4 Transfer from Routine Restricted Maintenance Account to be applied to Deferred Maintenance match. Complete Section 3 first. Must equal Section 3, Line 3. Amount of local funds transferred into Deferred Maintenance Fund (Fund 14) for district matching purposes. Indicate Auditor's Transfer #, date and amount. Total district share into Deferred Maintenance Fund (Fund 14) to be certified for FY Total of Section 2, Lines 1, 2 and 3. Must be equal to or greater than Schedule A, Column 5. If less, refer to EC (c) for reporting requirements. Section 3 specifies the transfer from Routine Restricted Maintenance Account (Restricted General Fund Resource 8150) into Deferred Maintenance Fund (Resource 6205) pursuant to E.C (b)(2)(A). Line 1 To calculate the amount in the RMA available to be transferred into Deferred Maintenance for FY , do the following steps: Step 1. FY actual RMA Contribution (Resource 8150, Objects 8980 and/or 8915). This cannot be less than the required 3% RMA contribution (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 3%). $4,300,000 Step 2. Calculate the 2.5% RMA contribution amount (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 2.5%). This amount must remain in the RMA. $3,572,288 Step 3. Contribution in excess of 2.5% (Section 3, Line 1, Step 1 minus Step 2). This is the maximum amount of RMA contribution available to be transferred to the Deferred Maintenance Fund for the required district match. $727,712 Step 4 RMA contribution applied to FY Deferred Maintenance match. N/A Step 5 Actual amount of RMA contribution transferred to the Deferred Maintenance Fund. This must be equal to or less than Section 3, Line 1, Step 3 less Step 4. If an auditor's transfer is not processed in FY , the amount that will be used for the Deferred Maintenance match must be accrued and an auditor's transfer must be processed in FY Indicate Auditor's Transfer #, date, amount and/or Journal Entry #. $536,592 Line 2 To calculate the amount in the RMA available to be transferred into Deferred Maintenance for FY , do the following steps: Step 1. Calculate the required 3% RMA contribution for FY (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 3%) OR the actual RMA adopted budget. To use this option, the transfer for at least the 3% RMA contribution must be processed. Step 2. Calculate the 2.5% RMA contribution amount (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses times 2.5%). This amount must remain in the RMA. N/A N/A Step 3. Contribution in excess of 2.5% (Section 3, Line 2, Step 1 minus Step 2). This is the maximum amount of RMA contribution available to be transferred to the Deferred Maintenance Fund for the required district match. N/A Step 4 Actual amount of RMA contribution transferred to the Deferred Maintenance Fund. This must be equal to or less than Section 3, Line 2, Step 3. Indicate Auditor's Transfer #, date and amount. N/A Line 3 Total RMA transfer into Deferred Maintenance for FY Total of Section 3, Lines 1 and 2. Section 4 requests budget information for FY and expenditure information from FY for the Routine Restricted Maintenance Account (Resource 8150). Line 1 Total General Fund adopted budget for FY to be used for RMA contribution calculation (SACS Form 01, Adopted Budget,Total Expenditures + Transfers Out + Uses). Line 2 Required 3% RMA contribution for FY (Section 4, Line 1 times 3%). RMA ending fund balance cannot be used towards next year's 3% requirement. Line 3 FY adopted revenue budget for RMA (Resource 8150, Objects 8980 and/or 8915). This cannot be less than Section 4, Line 2. Line 4 FY actual expenditures for RMA (Resource 8150, Objects ) May 2008

144 COUNTY OFFICE USE ONLY ATTENTION San Diego County Office of Education Auditor Date: ACCOUNTING SECTION Entered: Date: Example 1b (Posting Document) REQUISITION ON COUNTY AUDITOR Office of Educ. Date: 05/15/07 PAGE 1 of 1 FOR INTERFUND CASH TRANSFER Reference: A COUNTY AUDITOR USE ONLY FUND NO ACCOUNT NUMBER DIST. DISTRICT OR NO. FUND DEBIT CREDIT 9110 CASH NO. FUND NAME (No Post FA) Fund-Sub Resrce-Sub Goal Func-Sub Objt-Sub Sch Loc Cst PjYr 02 XYZ District , , NOTE: THE CALIFORNIA DEPARTMENT OF EDUCATION REQUIRES THIS TRANSFER TO BE MADE BY THE DATE SPECIFIED BY THE STATE ALLOCATION BOARD. FUND NO ACCOUNT NUMBER DIST DISTRICT OR NO. FUND DEBIT 9110 CASH CREDIT NO. FUND NAME (No Post FA) Fund-Sub Resrce-Sub Goal Func-Sub Objt-Sub Sch Loc Cst PjYr 02 XYZ District , , EXPLANATION: Examined, Approved, and Allowed TRANSFER FY DEFERRED MAINTENANCE MATCH FROM FY ROUTINE RESTRICTED MAINTENANCE ACCOUNT REF: FD 14 FR FD BY: BOARD APPROVAL DATE: MAY 11, Deputy Superintendent of Schools Requisition Authorized By: PHONE NUMBER: Date: 05/15/07 Deputy Auditor and Controller May 2008

145 1 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 Districts will close 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 August 2012

146 2 RESERVE SAMPLES Account Title Normal Balance 9711 Reserve for Revolving Cash Credit 9712 Reserve for Stores Credit Reserve for Prepaid Expense All Other Nonspendable Assets Restricted Balance Stabilization Arrangements Other Commitments Other Assignments Reserve for Economic Uncertainties Credit Credit Credit Credit Credit 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 Stores Supplies Total Reserves/Designations 5, Reserve for Stores 5, August 2012

147 3 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 Object Description DR CR Desg. Economic Uncertainty 50, Total Reserves/Designations 50, August 2012

148 ATTENTION San Diego County Office of Education ACCOUNTING SECTION JOURNAL ENTRY (Posting Document) XYZ School District L DOCUMENT # J DATE XX DISTRICT NUMBER XX I N ACCOUNT NUMBER E DEBIT CREDIT REFERENCE FUND-SUB RESRCE-SUB GOAL FUNC-SUB OBJ-SUB SCH LOC COST PJ-YR XXXX , ESTABLISH RESERVE XXXX , STORES (9320) XXXX ESTABLISH RESERVE XXXX STORES - CAFETERIA FUND (9320) XXXX , ESTABLISH RESERVE XXXX , PREPAID EXPENSES (9330) XXXX , DESIGNATE FUND BALANCE XXXX , ECONOMIC UNCERTAINTY XXXX , LOTTERY XXXX , DESIGNATE FUND BALANCE XXXX , LEGALLY RESTRICTED PROGRAMS 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

149 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: Restricted Funds Unrestricted Funds 1. Nonspendable 3. Committed 2. Restricted 4. Assigned 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 for audited financial statements as of June 30, 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: June 2012

150 New Fund Balance Classifications Nonspendable 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 decisionmaking 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 30 th. (The actual amounts can be determined subsequent to that date at year-end closing.) 11.6 June 2012

151 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 30 th ), but rather can be made any time prior to the issuance of the financial statements (at yearend 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 Level of constraint must meet the criteria to be reported as committed. Circumstances for spending must be both specific and nonroutine in nature; and identified in the formal action that imposes the parameters for spending June 2012

152 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 (Object 9770 is eliminated for fiscal year ) Available in the General Fund and in Fund 17, Special Reserve for Other Than Capital Outlay June 2012

153 12.1 May 2011 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 total revenues reported. The implementation dates were as follows: Phase 1 District Revenue >$100 million FY Phase 2 District Revenue >$10 million FY Phase 3 District Revenue <$10 million FY

154 12.1A 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.

155 12.2 May 2011 GASB 34 Step 1: Review Coding Before You Close In the SACS software, go to Reports/ Governmentwide 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 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.

156 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Entry - CE001 Data by Function Report ENTRY Fund Resource By Function Project Year Goal Function Object Value , , , , Total, Instruction (Functions ) 129, Total, Instructional Supervision and Administration (Functions except 2420 and 2700) , Total, Instructional Library, Media, and Technology (Function 2420) 16, Total, School Site Administration (Function 2700) 0.00 Total, All Other Pupil Services (Functions except 3600 and 3700) 0.00 Total, Home-to-School Transportation (Function 3600) 0.00 Total, Food Services (Function 3700) 0.00 Total, Ancillary Services (Functions ) 0.00 Total, Community Services (Functions ) 0.00 Total, Enterprise Activities (Functions ) 0.00 Total, All Other General Administration (Functions except 7700) 0.00 Total, Centralized Data Processing (Function 7700) , , , Total, Plant Services (Functions except 8500) 68, , , , California Dept of Education SACS Financial Reporting Software File: ENTRY (Rev 03/17/2005) 12.3 May 2008

157 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Entry - CE001 Data by Function Report ENTRY By Function Fund Resource Project Year Goal Function Object Value , , , , , , , , , , , ,691, , , , , , , , , , , , ,435, ,914, , , , , , , , , , , ,283, Total, Facilities Acquisition and Construction (Function 8500) 15,413, ,627, California Dept of Education SACS Financial Reporting Software File: ENTRY (Rev 03/17/2005) 12.4 May 2008

158 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Entry - CE001 Data by Object Report ENTRY Fund Resource By Object Project Year Goal Function Object Value Total, Certificated Personnel Salaries (Objects ) , , Total, Classified Personnel Salaries (Objects ) 60, , , , Total, Employee Benefits (Objects ) 7, , , , , Total, Books and Supplies (Objects except 4400) 39, , , , , , Total, Noncapitalized Equipment (Object 4400) 1,291, , , , , , , , , , , , California Dept of Education SACS Financial Reporting Software File: ENTRY (Rev 03/18/2005) 12.5 May 2008

159 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Entry - CE001 Data by Object Report ENTRY By Object Fund Resource Project Year Goal Function Object Value Total, Services and Other Operating Expenditures (Objects ) 2,135, , ,691, ,435, , Total, Land (Object 6100) 3,216, Total, Land Improvements (Object 6170) , , , ,914, , ,283, Total, Buildings and Improvement of Buildings (Object 6200) 8,521, Total, Books and Media for New School Libraries (Object 6300) , , , , , , , , , , , , Total, Equipment (Object 6400) 354, Total, Equipment Replacement (Object 6500) ,627, California Dept of Education SACS Financial Reporting Software File: ENTRY (Rev 03/18/2005) 12.6 May 2008

160 Step 2: Beginning Balances 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/ Governmentwide 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 May 2008

161 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Entry - Beginning Balances Report ENTRY Entry BB001 Capital Assets To record beginning balances for capital assets and accumulated depreciation relating to general governmental activities. Object Debit Credit Account Description ,603,167 Land ,515,710 Land Improvements ,200 Accumulated Depreciation - Land Improvements ,699,052 Buildings ,074,462 Accumulated Depreciation - Buildings ,612,948 Equipment ,648,612 Accumulated Depreciation - Equipment ,142,580 Work In Progress 979Z - 94,195,183 Fund Balance/Net Assets Total 101,573, ,573,457 Entry BB002 Long-Term Liabilities To record the beginning balances of unmatured principal of long-term liabilities relating to general governmental activities, net of unamortized discount or premium, and deferred charges for debt issuance costs. Object Debit Credit Account Description 9330 Prepaid Expense ,254,683 General Obligation Bonds Payable State School Building Loan Payable Other Postemployment Benefits ,267 Compensated Absences Payable ,530,000 COPs Payable ,190,143 Capital Leases Payable Lease Revenue Bonds Payable Other General Long-Term Debt 979Z 103,065,093 - Fund Balance/Net Assets Total 103,065, ,065,093 California Dept of Education SACS Financial Reporting Software File: ENTRY (Rev 03/17/2005) 12.8 May 2008

162 Step 3: Conversion Entries In the SACS software, go to Reports/ Governmentwide 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 May 2008

163 12.10 May 2008

164 Step 4: Conversion Worksheet In the SACS software, go to Reports/ Governmentwide 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 May 2008

165 Report CNVRT Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Conversion Worksheet San Diego Count Conversion Entries Statement of Net Assets Statement of Activities Other Worksheet Adjustments * Governmental Funds, Capital Assets and Long-Term Liabilities Entry Amounts Entry Numbers Resource Function Object Assets Funds 01-57, except where indicated Cash ,083,580 0 CE014 24,083,580 Investments CE014 0 Receivables ,120,451 0 CE014, CE018 4,120,451 Due from Other Funds ,633 (531,633) CE014, CE018, CE020 0 Stores ,135 0 CE ,135 Prepaids CE003, CE013, CE014 0 Other Current Assets CE014 0 CE001, CE004, CE005, CE011, CE014 45,603,167 Land ,603,167 0 CE001, CE004, CE005, Land Improvements ,515,710 0 CE011, CE014 3,515,710 Accumulated Depreciation - Land Improvements 9425 (655,200) (16,006) CE005, CE012, CE014 (671,206) CE001, CE004, CE005, CE011, CE014 28,699,052 Buildings ,699,052 0 Accumulated Depreciation - Buildings 9435 (5,074,462) (784,566) CE005, CE012, CE014 (5,859,028) CE001, CE004, CE005, Equipment ,612, ,578 CE011, CE014 3,967,526 Accumulated Depreciation - Equipment 9445 (1,648,612) (311,560) CE005, CE012, CE014 (1,960,172) CE001, CE004, CE005, CE011, CE014 33,870,091 Work in Progress ,142,580 13,727,511 Liabilities Accounts Payable and Other Current Liabilities , ,236,413 2,202,940 CE008, CE014, CE018 4,439,353 Due to Other Funds ,633 (531,633) CE014, CE018, CE020 0 Current Loans Deferred Revenue ,286,577 0 CE006, CE007, CE014 1,286,577 CE002, CE003, CE008, General Obligation Bonds Payable ,254,683 (239,519) CE013 75,015,164 State School Building Loan Payable CE002, CE003, CE013 0 Other Postemployment Benefits ,000 CE ,000 Compensated Absences Payable ,267 84,146 CE009, CE ,413 CE002, CE003, CE013, COPs Payable ,530,000 (345,000) CE014 26,185,000 CE002, CE003, CE013, Capital Leases Payable ,190,143 (235,282) CE ,861 CE002, CE003, CE013, Lease Revenue Bonds Payable CE014 0 CE002, CE003, CE010, CE013, CE014, CE022 5,000, May 2008 Other General Long-Term Debt ,000,000 Fund Balance / Net Assets 979Z 15,972,266 6,082, ,054,938 California Dept of Education SACS Financial Reporting Software File: CNVRT (Rev 05/17/20005)

166 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Conversion from Governmental Funds to Governmental Activities Identification of Program Revenues by Function Detail Report CNVRT Operating Grants and Contributions: Governmental Activities Extracted expenditures by function, default identification of program revenues by function, and user adjustmen Funds Resource Program Revenues by Resource Function: Total NCLB: Title I, Part A, Basic Grants Low 1,757,722 Expenditures by function 507, , , , , ,897-2, ,757,722 Percentage of total % % % % % % % % Default revenue by function 507, , , , , ,897-2, ,757,722 User adjustments - Adjusted revenue by function 507, , , , , ,897-2, ,757, NCLB: Title I, Part B, Reading First Pr 671,797 Expenditures by function 510, ,805-22, , ,796 Percentage of total % % % % % Default revenue by function 510, ,805-22, , ,797 User adjustments - Adjusted revenue by function 510, ,805-22, , , NCLB: Title I, Even Start Family Litera 203,489 Expenditures by function , ,489 Percentage of total % % % Default revenue by function , ,489 User adjustments - Adjusted revenue by function , , NCLB: Title I, Part A, Program Improv 86,668 Expenditures by function 82, , ,669 Percentage of total % % % Default revenue by function 82, , ,668 User adjustments - Adjusted revenue by function 82, , , Special Ed: IDEA Basic Local Assistan 755,586 Expenditures by function 342,369 88, , , ,586 Percentage of total % % % % % Default revenue by function 342,369 88, , , ,586 User adjustments - Adjusted revenue by function 342,369 88, , , , Special Ed: IDEA Preschool Grants, P 18,235 Expenditures by function 17, ,235 Percentage of total % % % Default revenue by function 17, ,235 User adjustments - Adjusted revenue by function 17, , Special Ed: IDEA Preschool Local Ent 29,824 Expenditures by function 28, , ,824 Percentage of total % % % Default revenue by function 28, , ,824 User adjustments - Adjusted revenue by function 28, , , Special Ed: IDEA Local Staff Developm 1,626 Expenditures by function 1, ,626 Percentage of total % % % Default revenue by function 1, ,626 User adjustments - Adjusted revenue by function 1, , Special Ed: IDEA Preschool Staff Dev 156 Expenditures by function Percentage of total % % % Default revenue by function User adjustments - Adjusted revenue by function Special Ed: IDEA Low-Incidence Entit 439 Expenditures by function Percentage of total % % % Default revenue by function User adjustments - Adjusted revenue by function NCLB: Title IV, Part A, Drug-Free Sch 40,766 Expenditures by function 21, , ,155-2, ,766 Percentage of total % % % % % Default revenue by function 21, , ,155-2, ,766 User adjustments - Adjusted revenue by function 21, , ,155-2, , NCLB: Title II, Part A, Teacher Quality 355,498 Expenditures by function 107, ,516-2, , ,499 Percentage of total % % % % % % % Default revenue by function 107, ,515-2, , ,498 User adjustments - California Dept of Education SACS Financial Reporting Software File: CNVRT (Rev 04/12/2005) May 2008

167 Step 5: Statement of Net Assets and Statement of Net Activities In the SACS software, go to Reports/ Governmentwide 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/ Governmentwide 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 May 2008

168 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Government-wide Statement of Net Assets Report GSNA Governmental Business-type Activities Activities Total Assets Cash 24,083, ,083,580 Investments Receivables 4,120, ,120,451 Due from (to) other funds Stores 161, ,135 Prepaid expenses Other current assets Capital assets: Land 45,603, ,603,167 Land Improvements 3,515, ,515,710 Buildings 28,699, ,699,052 Equipment 3,967, ,967,526 Work in progress 33,870, ,870,091 Less accumulated depreciation (8,490,406) 0 (8,490,406) Total assets 135,530, ,530,306 Liabilities Accounts payable and other current liabilities 4,439, ,439,353 Current loans Deferred revenue 1,286, ,286,577 Long-term liabilities: 107,749, ,749,438 Due within one year 1,697,598 1,697,598 Due in more than one year 106,051, ,051,840 Total liabilities 113,475, ,475,368 Net Assets Invested in capital assets, net of related debt 9,079,257 9,079,257 Restricted for: Capital projects 3,601,664 3,601,664 Debt service 2,432,572 2,432,572 Educational programs 6,548,125 6,548,125 Other purposes (expendable) 0 0 Other purposes (nonexpendable) 0 0 Unrestricted 393, ,320 Total net assets 22,054, ,054,938 California Dept of Education SACS Financial Reporting Software File: GSNA (Rev 06/15/2005) May 2008

169 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Schedule of Capital Assets Form ASSET Unaudited Balance July 1 Audit Adjustments/ Restatements Audited Balance July 1 Increases Decreases Ending Balance June 30 Governmental Activities: Capital assets not being depreciated: Land 45,603, (0.20) 45,603, ,603, Work in Progress 12,553, ,589, ,142, ,727, ,870, Total capital assets not being depreciated 58,156, ,589, ,745, ,727, ,473, Capital assets being depreciated: Land Improvements 3,515, ,515, ,515, Buildings 28,954, (255,366.00) 28,699, ,699, Equipment 3,660, (47,657.00) 3,612, , ,967, Total capital assets being depreciated 36,130, (303,023.00) 35,827, , ,182, Accumulated Depreciation for: Land Improvements (699,960.00) 44, (655,200.00) (16,006.00) (671,206.00) Buildings (6,637,854.00) 1,563, (5,074,462.00) (784,566.00) (5,859,028.00) Equipment (1,660,109.00) 11, (1,648,612.00) (311,560.00) (1,960,172.00) Total accumulated depreciation (8,997,923.00) 1,619, (7,378,274.00) (1,112,132.00) 0.00 (8,490,406.00) Total capital assets being depreciated, net 27,132, ,316, ,449, (757,554.03) ,691, Governmental activity capital assets, net 85,289, ,906, ,195, ,969, ,165, Business-Type Activities: Capital assets not being depreciated: Land Work in Progress Total capital assets not being depreciated Capital assets being depreciated: Land Improvements Buildings Equipment Total capital assets being depreciated Accumulated Depreciation for: Land Improvements Buildings Equipment Total accumulated depreciation Total capital assets being depreciated, net Business-type activity capital assets, net California Dept of Education SACS Financial Reporting Software File: ASSET (Rev 05/04/2005) May 2008

170 12.17 May 2008

171 San Diego County Unaudited Actuals 2005/06 Unaudited Actuals Government-wide Statement of Activities Report GSA Program Revenues Net (Expense) Revenue and Changes in Net Assets Operating Capital Charges for Grants and Grants and Governmental Business-type Functions Expenses Services Contributions Contributions Activities Activities Total Governmental activities Instruction 28,418,327 34,533 7,877, ,050 (20,350,347) (20,350,347) Instruction-related services: Instructional supervision and administration 1,753, ,172,804 0 (580,564) (580,564) Instructional library, media and technology 387, , ,684 95,684 School site administration 3,414,099 5, ,591 0 (2,468,409) (2,468,409) Pupil services: Home-to-school transportation 612, ,417 0 (497,778) (497,778) Food services 1,757, ,092 1,682, ,896 44,896 All other pupil services 1,817, ,137,077 0 (680,187) (680,187) General administration: Centralized data processing 383, (383,450) (383,450) All other general administration 2,251,032 8, ,334 0 (1,606,955) (1,606,955) Plant services 3,977,779 2, ,684 0 (3,366,742) (3,366,742) Ancillary services Community services (63) (63) Enterprise activities Interest on long-term debt 4,757,560 (4,757,560) (4,757,560) Other outgo , , ,267 Depreciation (unallocated)* 1,112,132 (1,112,132) (1,112,132) Business-type activities Instruction Instruction-related services: Instructional supervision and administration Instructional library, media and technology School site administration Pupil services: Home-to-school transportation Food services All other pupil services General administration: Centralized data processing All other general administration Plant services Ancillary services Community services Enterprise activities Interest on long-term debt Other outgo Total expenses 50,641, ,820 14,940, ,050 (35,374,340) 0 (35,374,340) *This amount excludes depreciation that is included in the direct expenses of various programs. General revenues: Taxes and subventions: Taxes levied for general purposes 11,122, ,122,556 Taxes levied for debt service 2,959, ,959,384 Taxes levied for other specific purposes 2,007, ,007,893 Federal and state aid not restricted to specific purposes 16,813, ,813,698 Interest and investment earnings 641, ,205 Interagency revenues Miscellaneous 425, ,345 Special and extraordinary items Internal transfers Total general revenues, special and extraordinary items, and transfers 33,970, ,970,081 Change in net assets (1,404,259) 0 (1,404,259) Net assets beginning 23,459, ,459,197 Net assets ending 22,054, ,054,938 California Dept of Education SACS Financial Reporting Software File: GSA (Rev 06/22/2005) May 2008

172 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 May 2008

173 May 2011 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 total revenues reported. As of , all districts must do full implementation of GASB 45. The implementation dates are as follows: Phase 1 District Revenue >$100 million FY Phase 2 District Revenue >$10 million FY Phase 3 District Revenue <$10 million FY 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: 5 Option 2: Using the Payroll System throughout the fiscal year

174 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 Retired Employees: The UAAL Retiree cost must be charged to Objects 3701 and 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 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: May 2011

175 OPTION 1 Manually Allocating Retiree Benefit Costs at Year-End Closing Districts Fully Implementing GASB 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, % Amortization of UAAL $2,216, % Annual Required Contribution $3,945, % 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, % Retirees $7,146, % Total AAL $34,982, % 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, % Retirees $452, % Total Amortized UAAL $2,216, % 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, % UAAL Actives $1,763, % UAAL Retirees $452, % Annual Required Contribution $3,945, % 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, May 2011

176 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 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: 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 , , MONTHLY PUPIL SUPPORT SAL 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 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: Create a new column called Salary Type to distinguish between certificated and classified salaries. a. Create a lookup table like this: T U Certificated 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) May 2011

177 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 and Classified to all account strings with objects 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 ,711, , ,138, , , , , ,016, , , , ,513, ,410, ,923, 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 ,711, , ,138, % 0.34% , , % 0.00% 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, in retiree benefit costs multiplied by 56.18%= $576, May 2011

178 e. Create two new columns called 3701 and 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 Total , , , , , 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 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: May 2011

179 Sum of FTE Salary Type Fund Goal Function Certificated Classified Grand Total 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, 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, in retiree benefit costs multiplied by 43.82%= $449, d. Determine the amount to charge to each FTE by dividing the amount in Step 12c by the total FTE. In this case $449, divided by 2,373= $ e. Create two new columns for Objects 3751 and 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 $3, $2, $2, $ 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 30 th May 2011

180 ACCOUNT NUMBER DEBIT CREDIT REFERENCE FUND- SUB RESRCE- SUB GOAL FUNC- SUB OBJ- SUB SCH LOC COST P $7, Allocate OPEB Costs $1, $3, $ $3, $2, $2, XXXX XXXX $21, Do a conversion entry in the SACS Software: Entry CE021 Reverse Original OPEB Charges 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, 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, 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 Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,918,448 / = -$211, June 2012

181 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 Function (Resource) Extracted Data Default Conversion User Conversion Object of Extracted Data Adjustments Entry Account Description Debit Credit Debit Credit Debit Credit n/a ,994,492 1,994,492 Instruction n/a , ,230 Instructional Supervision and Administration n/a ,203 33,203 Instructional Library, Media and Technology n/a , ,800 School Site Administration n/a ,980 64,980 Home to School Transportation n/a ,355 57,355 Food Services n/a , ,014 All Other Pupil Services n/a ,549 18,549 Ancillary Services n/a ,334 27,334 Community Services n/a 6000 Enterprise Activities n/a ,209 87,209 All Other General Administration n/a 7700 Centralized Data Processing n/a , ,282 Plant Services ,918,448 2,918,448 Other Postemployment Benefits (Net OPEB Obligation) TOTALS 2,918,448 2,918,448 2,918,448 2,918,448 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 Function Extracted Default Conversion of Conversion Account Object (Resource) Data Extracted Data Entry Description Debit Credit Debit Credit Debit Credit n/a ,937,914 1,937,914 Instruction n/a , ,995 Instructional Supervision and Administration n/a ,499 28,499 Instructional Library, Media and Technology n/a , ,990 School Site Administration n/a ,997 56,997 Home-to-School Transportation n/a ,997 56,997 Food Services n/a , ,494 All Other Pupil Services n/a ,499 28,499 Ancillary Services n/a ,499 28,499 Community Services n/a 6000 Enterprise Activities n/a ,496 85,496 All Other General Administration n/a 7700 Centralized Data Processing n/a , ,494 Plant Services ,849,873 2,849,873 Other Postemployment Benefits (Net OPEB Obligation) TOTALS ,849,873 2,849,873 2,849,873 2,849, June 2012

182 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 All expenditures with objects 3711 and 3712 will be posted to FIS with an offset to by Resource: 3711/3712 xxxx $ $ 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 (OPEB ALLOC) will automatically be added to CHACCT (Chart of Accounts) screen in the FIS system for all existing resources May 2011

183 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 by Resource: 3751/3752 xxxx $ $ 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 May 2011

184 Object (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 Object in each fund to Object 9570 (Current Liability OPEB) by Resource. This process must be ordered the day before OPEBRM02. xxxx xxxx-9570 $ $ OPEBRM04 process will allow transferring of the amounts from Object in each fund to Object 9570 (Current Liability OPEB) by Resource. This process must be ordered the day before OPEBRM02. xxxx xxxx-9570 $ $ 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 This process must be ordered the day after your order OPEBRM03 and/or OPEBM04. 03/06-xxxx $ $ May 2011

185 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) May 2011

186 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 CHG Inquire on existing information. 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 May 2011

187 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 May 2011

188 OPEB Data - DATA/EXT/OPEBFILE (EXTRACT 21) - Comma delimited (EXTRACT 71) - Tab delimited Description Max Length Type District Number 3 A/N Last Name 18 A/N First Name 12 A/N Middle Name 10 A/N Social Security No. (nnnn-nn-nnnn) 12 A/N Employer Identification No. (nnnnnn) 7 A/N Position Number 4 A/N FTE Percent (nnn.nn) 6 A/N Primary Position Flag 1 A/N Certificated/Non-certificated 1 A/N Temporary/Permanent 1 A/N Bargaining Unit 3 A/N Bargain Unit Description 18 A/N OPEB Flag 1 A/N OPEB District Retirement % 5 A/N (nnn.nn) OPEB Active Amount (nnnnnn.nn) 9 A/N OPEB Use FTE Percentage 1 A/N HDM Code 1 A/N Fixed/Variable/Summer Code 1 A/N Unit Rate (nnnnnn.nn) 9 N Annual Salary (nnnnnn.nn) 9 N Position Number Of Months 2 N Hours per Day (nn.nn) 5 N Line Number 3 N Distribution Percent (nnn.nn) 6 N Account Number 39 A/N Extract Creation Date - mm/dd/yyyy 10 A/N Blank Field May 2011

189 RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB OPTION 1: VENDOR PAYMENT IN GENERAL FUND During the year, the district pays premiums from the general fund for pay-as-you-go vendor payments using the RTBEN payroll screen. STEP RTBEN 975 1,905 2,880 Vendor Pmt The payroll process allocates OPEB at the district determined rate of x% and direct charges OPEB at an amount of $y per OPEB-eligible FTE. These dollars will post into the FIS system, by resource, as indicated: STEP 2 Payroll xxxx xxxx ,000 xxxx ,500 Process x% xxxx-3751 xxxx-3752 xxxx Payroll ,200 Process $y per FTE The June 30th payroll accrual will post with an offset, by resource, to 9510 Current Liability as indicated: STEP 3 xxxx-3711 xxxx-3712 xxxx-9510 June 30th Payroll Accrual Process x% xxxx-3751 xxxx-3752 xxxx-9510 June 30th Payroll Accrual Process $y per FTE 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 To eliminate the double counting, the district first needs to transfer the amounts in and 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 and 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. STEP 4a Original xxxx ,500 xxxx , Entries Transfer 1,500 1,200 2,700 to Object 9570 = 0 = 0 = 2, May 2011

190 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 to STEP 4b xxxx-9510 xxxx Original Entries Transfer 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 Original 2, ,905 Entries Reconciling 2, ,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 Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,120 / = -$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 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, June 2012

191 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 Function (Resource) Extracted Data Default Conversion of Extracted Data Conversion Object Entry Account Description Debit Credit Debit Credit Debit Credit n/a ,442 1,442 Instruction n/a Instructional Supervision and Administration n/a Instructional Library, Media and Technology n/a School Site Administration n/a Home-to-School Transportation n/a Food Services n/a All Other Pupil Services n/a Ancillary Services n/a Community Services n/a 6000 Enterprise Activities n/a All Other General Administration n/a 7700 Centralized Data Processing n/a Plant Services ,120 2,120 TOTALS 2,120 2,120 2,120 2,120 Other Postemployment Benefits (Net OPEB Obligation) 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 Function (Resource) Extracted Data Default Conversion of Extracted Data Conversion Object Entry Account Description Debit Credit Debit Credit Debit Credit n/a ,720 1,720 Instruction n/a Instructional Supervision and Administration n/a Instructional Library, Media and Technology n/a School Site Administration n/a Home-to-School Transportation n/a Food Services n/a All Other Pupil Services n/a Ancillary Services n/a Community Services n/a 6000 Enterprise Activities n/a All Other General Administration n/a 7700 Centralized Data Processing n/a Plant Services ,530 2,530 TOTALS 2,530 2,530 2,530 2,530 Other Postemployment Benefits (Net OPEB Obligation) June 2012

192 RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB OPTION 1: VENDOR PAYMENT IN GENERAL FUND Payroll would post in July to 9511 with an offset to and To clear, district needs to reverse these entries once posted. STEP 6 July Payroll xxxx xxxx xxxx Post PAYACR x% xxxx-9511 xxxx-9511 xxxx July Payroll Post PAYACR $y per FTE To reverse the PAYACR entries: STEP 7 xxxx-9511 xxxx xxxx Original Entries Reverse PAYACR entries = 0 = 0 = May 2011

193 RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB OPTION 2: VENDOR PAYMENT IN FUND 67 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: STEP 1a / RTBEN 2,880 2,880 Vendor Payment The district would need to move the pay-as-you-go payment from /3702 to in order to properly record the OPEB vendor payment in Fund 67. STEP 1b Original /3702 2, Entries Transfer 2,880 2,880 to Object 5800 = 0 = 2,880 The payroll process allocates OPEB at the district determined rate of x% and direct charges OPEB at rate of $y per OPEB-eligible FTE. These dollars will post into the FIS system, by resource, as indicated: STEP 2 Payroll xxxx xxxx ,000 xxxx ,500 Process x% xxxx-3751 xxxx-3752 xxxx Payroll ,200 Process $y per FTE The June 30th payroll accrual will post with an offset, by resource, to 9510 Current Liability as indicated: STEP 3 xxxx-3711 xxxx-3712 xxxx-9510 June 30th Payroll Accrual Process x% xxxx-3751 xxxx-3752 xxxx-9510 June 30th Payroll Accrual Process $y per FTE 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, The charges to the 3700 object codes will become the source of funds to the vendor payment in Fund May 2011

194 RECONCILING ALLOCATED AND DIRECT CHARGED PAYROLL COSTS WITH PAY-AS-YOU-GO PAYMENTS FOR OPEB OPTION 2: VENDOR PAYMENT IN FUND 67 The district first needs to transfer the amounts in and 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 and 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. STEP 4a Original xxxx ,500 xxxx , Entries Transfer 1,500 1,200 2,700 to Object 9570 = 0 = 0 = 2,700 The district would also need to move the current liability OPEB payroll accrual from xxxx to STEP 4b xxxx-9510 xxxx Original Entries Transfer to Object 9570 = 0 = 0 = 180 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 STEP 5 Original , Entries Reconciling 2,880 2,880 Entry = 0 = 2,880 The charges to 3711, 3712 and 3751, 3752 remain in your books to show the required distribution of OPEB costs. NET OPEB OBLIGATION Since Fund 67 is full-accrual accounting, a year-end closing entry needs to be done to recognize the "Net OPEB Obligation" in Object This is the Annual Required Contribution (ARC) minus the vendor payment in Object May 2011

195 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 Divide the Net OPEB Obligation from the previous year (Year 1) by the amortization factor in the new study: $2,120 / = -$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 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 Original 2,880 Entries Net OPEB 2,120 2,120 Obligation = 5,000 = 2,120 STEP 6 Year Original 2,880 2,120 Beginning Balance Entries Net OPEB 2,530 2,530 Obligation = 5,410 = 4, June 2012

196 May 2011 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

197 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

198 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 Budget, but not for the Estimated Actuals. The SACS2011ALL software will be updated for the Budget and Interims, but not for the Unaudited Actuals. Actions to Take NOW Adopt policies before June 30, Take formal action on commitments before June 30, 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.

199 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 Training webcast can be found at our website at: May 2011

200 TEMPORARY BORROWING 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 May 2013

201 Temporary Transfer of Funds Temporary loans using the Due To/Due From accounts must have governing board approval and conform to Education Code section EC 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, 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.) DUE FROM - (Asset) amount due from another district fund 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 ,000 FD ,000 FD ,000 FD , May 2013

202 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 adopts the following authorization for fiscal year 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. Clerk/Secretary of the Governing Board 13.3 May 2013

203 TRANs Frequently Asked Questions 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 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 May 2013

204 ACCOUNTING FOR TRANS IN SACS Entry to post upon funding FUND RESOURCE OBJECT FUNCTION Cash at Treasury Debit Underwriter's Discount Debit Cost of Issuance (COI) Debit Premium Credit Principal Credit Some issues are structure to have any excess at the time of funding to be set aside in an early repayment account: Cash with Trustee Debit Entry to post at time of set aside FUND RESOURCE OBJECT FUNCTION Cash with Trustee Debit Cash at Treasury Credit Entry to post at time of repayment FUND RESOURCE OBJECT FUNCTION Interest Expense Debit Principal Debit Cash with Trustee Credit Some issues are structure to have any excess at the time of funding to be credited to the COI account: Credit COI Credit NOTE: Refer to the California School Accounting Manual, Procedure May 2013

205 May 28, 2013 To: From: Re: Business Managers Participating Districts William Pickering II Financial Accounting and Reporting TRANs Account Numbers Financial Accounting will process the TRANs and will post the entries on the Financial Information System (FIS) for your transactions. Participating districtss may want to use sub-account numbers to distinguish between the TRANs and the TRANs. We request that districts complete the following sub-account information Barbara Thiss at by Monday, July 8, and it to Please post the TRANs transactions to the following accounts: District Name FUND/RES/P-YR/GOAL/FUNCTION/OBJECT/SCHOOL Cash with Trustee TRANs Payable TRANs Interest Earned TRANs Expenses (Expensess include Underwriter's Discount, Issuance Cost, Credit Enhancement, and Interest Expenses.) PLEASE SET UP THE ABOVE ACCOUNT NUMBERS ON FIS May 2013

206 ACCOUNTING FOR TRANS GIC Date Description Object Dr Cr 7/XX 1 Cash with Trustee 9135 $ 5,000, TRANs (see Note) 9641 $ 5,000, To record the receipt of TRANs proceeds and liability in the GIC account 2 Cash with Trustee 9135 $ 35, Interest Income 8660 $ 35, To record TRANs issued at a premium 3 Administrative Expense 5800 $ 3, Cash with Trustee 9135 $ 3, To record TRANs underwiter's discount 4 Administrative Expense 5800 $ 12, Cash with Trustee 9135 $ 12, To record TRANs cost of issuance 11/XX 5 Cash in County Treasury 9110 $ 2,800, Cash with Trustee 9135 $ 2,800, To record funds withdrawn from the GIC and deposited into the county treasury for cash flow purposes 12/XX 6 Cash with Trustee 9135 $ 2,650, Cash in County Treasury 9110 $ 2,650, To record cash transferred back to GIC from county treasurer 1/XX 7 Cash with Trustee 9135 $ 91, Cash in County Treasury 9110 $ 91, To record cash transferred to the GIC account for the TRANs repayment and interest expense 4/XX 8 Cash with Trustee 9135 $ 91, Cash in County Treasury 9110 $ 91, To record cash transferred to the GIC account for the TRANs repayment and interest expense 6/XX 9 Cash with Trustee 9135 $ 200, Interest Income 8660 $ 200, To record interest earned in GIC 10 Administrative Expense 5800 $ 222, Cash with Trustee 9135 $ 222, To record interest expense by the trustee from the GIC account 11 Administrative Expense 5800 $ 1, Current Liabilities 9510 $ 1, To record interest expense for 6/30 not paid until 7/XX 7/XX 12 Cash with Trustee 9135 $ 84, Interest Earned 8660 $ 84, To record interest income from GIC 7/1 to 7/XX 13 Administrative Expense 5800 $ 70, Current Liabilities-Paid 9511 $ 1, TRANs 9641 $ 5,000, Cash with Trustee 9135 $ 5,072, To record the TRANs repayment and final interest expense payment made by the trustee from the GIC and to clear TRANs general ledger account 7/XX 14 Cash in County Treasury 9110 $ 40, Cash with trustee 9135 $ 40, To record the closing of the GIC account NOTE: Object will roll up to 9640 (Current loans) 13.7 May 2013

207 ACCOUNTING FOR TRANS COUNTY TREASURY Date Description Object Dr Cr 7/XX 1 Cash in County Treasury 9110 $ 5,000, TRANs (see Note) 9641 $ 5,000, To record the receipt of TRANs proceeds and liability 2 Cash in County Treasury 9110 $ 35, Interest Income 8660 $ 35, To record TRANs issued at a premium 3 Administrative Expense 5800 $ 3, Cash in County Treasury 9110 $ 3, To record TRANs underwiter's discount 4 Administrative Expense 5800 $ 12, Cash in County Treasury 9110 $ 12, To record TRANs cost of issuance 1/XX 5 Cash with Trustee 9135 $ 2,587, Cash in County Treasury 9110 $ 2,587, To record cash transferred to the TRANs Repayment account for the TRANs repayment and interest expense 4/XX 6 Cash with Trustee 9135 $ 2,587, Cash in County Treasury 9110 $ 2,587, To record cash transferred to the TRANs Repayment account for the TRANs repayment and interest expense 6/XX 7 Cash with Trustee 9135 $ 100, Interest Income 8660 $ 100, To record interest earned in the TRANs Repayment Account 8 Administrative Expense 5800 $ 222, Cash with Trustee 9135 $ 222, To record interest expense by the trustee from the TRANs Repayment account 9 Administrative Expense 5800 $ 1, Current Liabilities 9510 $ 1, To record interest expense for 6/30 not paid until 7/XX 7/XX 10 Cash with Trustee 9135 $ 84, Interest Earned 8660 $ 84, To record interest income from TRANS Repayment account 7/1 to 7/XX 11 Administrative Expense 5800 $ 70, Current Liabilities-Paid 9511 $ 1, TRANs 9641 $ 5,000, Cash with Trustee 9135 $ 5,072, To record the TRANs repayment and final interest expense payment 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, Cash with Trustee 9135 $ 63, To record the closing of the TRANs Repayment account NOTE: Object will roll up to 9640 (Current loans) 13.8 May 2013

208 Standardized Account Code Structure (SACS) Financial Reporting Software SACS2014 Software User Guide What s New 14.2 Problems Printing Forms/Reports Tips for Using the SACS Software Technical Review Checklist Attachment F Common Technical Review Exceptions Budget and Interim Reports Unaudited Actuals May 2014 Version School Fiscal Services Division Financial Accountability and Information Services California Department of Education 1430 N Street, Suite 3800 Sacramento, CA sacsinfo@cde.ca.gov

209 SACS Software User Guide Introduction continued WHAT'S NEW Listed below is a summary of changes made to the 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 Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.2

210 SACS Software User Guide Introduction continued 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 , 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 , 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 , due to GASB 65. Liabilities section: Modified description of Object 9650 from Deferred Revenue to Unearned Revenue, effective , due to GASB 63. Form 01 Revenue Limit Sources section. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.3

211 SACS Software User Guide Introduction continued Removed the following object lines, effective : 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 : 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 : Resource 2430, Community Day School Additional Funding Current Year. Resource is obsolete due to LCFF. Resources , 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 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 (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) Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.4

212 SACS Software User Guide Introduction continued Form 01 Other Local Revenue section. Unshaded the Unrestricted columns in Object 8675, Transportation Fees From Individuals line, effective , 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 , due to LCFF. Forms 01, 09, and 62 Other State Revenue section. Removed the line for Object 8425, Year Round Incentive, effective 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 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 : 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 : 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 (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 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 Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.5

213 SACS Software User Guide Introduction continued Revenue, and removed Resource 6230 from the All Other Object 8590 line, effective Forms 01, 09, 10, 11, 12, 13, 14, 15, 16,17,18,19, 21, 25, 30, 35, 40, 49, 57, 61, 62, 63, 66, 67, and 73 Employee Benefits section. Removed Object , PERS Reduction, object line, effective 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 Forms 01, 17, 20, 21, 40, and 49 Interfund Transfers Out section. Removed Object 7615, To: Deferred Maintenance Fund, effective 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 Due to LCFF. Forms 11 and 14 Added new LCFF Sources section. Within the new section, added the following lines, effective 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 : 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 , 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 The Deferred Maintenance state match requirement is no longer applicable. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.6

214 SACS Software User Guide Introduction continued Form 52 Uses section. Added line for Object 7699, All Other Financing Uses, effective 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 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 , 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 , 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 , 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). Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.7

215 SACS Software User Guide Introduction continued 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 Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.8

216 SACS Software User Guide Introduction continued 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, 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.9

217 SACS Software User Guide Introduction continued 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 and , Objects and ). 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; Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.10

218 SACS Software User Guide Introduction continued 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 ( ), 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 ( ), 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.11

219 SACS Software User Guide Introduction continued 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 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.12

220 SACS Software User Guide Introduction continued 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 , 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 , 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 , 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 Applies to Unaudited Actual periods. CORR-ADA CORR-NO-ADA Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.13

221 SACS Software User Guide Introduction continued 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 , due to GASB 65. BALANCE-FDxRS CEFB=FD-EQUITY Modified BALANCE-FDxRS and CEFB=FD-EQUITY to include Deferred Outflows of Resources (objects ) and Deferred Inflows of Resources (objects ), 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 to Liabilities object range changed from to 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 , 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.14

222 SACS Software User Guide Introduction continued 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.15

223 SACS Software User Guide Printing continued 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.16

224 SACS Software User Guide Printing continued 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 Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.17

225 SACS Software User Guide 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 Form The SACS software is DATA based rather than FORM based. This means that the 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 form is opened. When data are changed either by import or manual input, each form that uses that data will automatically reflect the change the next time the form is accessed. Form Dependencies in the Technical Review Checklist Those forms that contain general ledger data or supplemental data from another form must be re-extracted (opened and saved) any time relevant general ledger or supplemental data are changed. There is a technical review check to identify such occurrences. See Attachment F for a list of the form dependencies. Automatic Form Tracking The SACS software automatically displays the available forms based upon the current LEA and reporting period (defined in the Preferences screen). For example, for a JPA, only those forms applicable to a JPA, based upon the reporting period, are available. See Attachment A for a complete list of forms. Changes to Data In the SACS software, data are tracked as one of three types: Imported Data imported from LEA's accounting system. Once imported, general ledger data cannot be manually changed within the SACS software. Changes to imported data must be made in the source system and reimported into the software. EXCEPTIONS: Components of ending fund balance/net position data can be added or modified through the Components of Ending Fund Balance/Net Position screen. (For further information see page 65.) In addition, in the interim periods, imported Projected Year Totals general ledger data may be modified in the User Data Input/Review screen. (For further information see page 61.) Calculated Calculations made during import, upon closing the User Data Input screen, within the Components of Ending Fund Balance/Net Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.18

226 SACS Software User Guide Tips for Using the SACS Software continued 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 dependent on entered data will automatically be changed when affected forms are opened and saved. No +/- Signs for Normal Balances Values with normal balances do not display plus or minus signs. When a value is 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 displayed as negatives. Please refer to the 2013 edition of the California School Accounting Manual, Appendix B, for more information. Move by Row To move down vertically within a form, use the Enter key. The cursor will move down the page to the next entry field, bypassing any extracted, calculated, or locked 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 the field type or whether data entry is allowed. Move by Column To move across horizontally within a form, use the Tab key to move to the right and [Shift] [Tab] to move to the left. The cursor will move across the page to the next entry field, bypassing any extracted, calculated, or locked fields. The arrow keys will move the cursor to the next or previous field regardless of the field type. Locked Fields If data entry is attempted in a field that does not allow it, a "Locked cells cannot be modified" message will be displayed. In those entry cells that are two rows tall, simply move your cursor down to the next row to enter data. Selecting From a List In certain windows you may have a list of data choices (Data Sets, for example). To choose several individual items in a list, press and hold the key and click on each item. To select all items in a list, click on the first item then press and hold the Shift key and click on the last item. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.19

227 SACS Software User Guide Tips for Using the SACS Software continued Clear Cell Value Entered Values To clear an entered value, select the cell, and press the Delete key on your keyboard. 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 Values To clear a cell where its value is extracted but can be overwritten (e.g., the CASH and 01CS forms), you must enter a zero in the cell. If extracted cells are cleared by pressing the Delete key rather than entering zero, the original value may be re-extracted when the form is opened, overwriting the deletions every time the form is reopened. Entering Cents; Rounding Cents All dollar values display in the SACS software with two decimal places; whole numbers will automatically have.00 added to them. Numbers that have been rounded to the nearest dollar may be imported into the software, but the data must still pass all the technical review checks, most of which have a $10 rounding allowance. NOTE: If importing rounded numbers, please ensure the numbers were actually rounded and not simply truncated. Editing Text Boxes Some forms (e.g., CHG and 01CS/01CSI) contain text boxes for explanations or descriptions. You may edit existing text, or add new text, by clicking on a selected box and then pressing the F2 key twice. A Cell Text box will open and you may begin editing. When you have finished, click OK and your text will be added to the form. Multiple Windows Multiple windows (i.e., multiple supplemental forms) may be opened simultaneously within the SACS software. However, we suggest you limit the number of open windows since an excessive number of open windows may cause the computer to run out of physical/virtual memory, causing the application to error and close down. In addition, changes made to one form may affect another open form, in which case the open form will not be updated until closed and reopened. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.20

228 SACS Software User Guide Tips for Using the SACS Software continued 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 Sizing Forms may be sized on the screen according to your individual viewing preference by adjusting the view mechanism at the top of each form. To adjust the view, either click the mouse to the point you would like the view sizer to move, or drag the view sizer to the preferred size. After clicking on the view sizer, 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.21

229 SACS Software User Guide Tips for Using the SACS Software continued CHK-UNBALANCED-A (Warning) Form CASH Form GANN Form L Forms MYP/MYPI/MYPIO Forms SEA Reports SEMA/SEMB/SEMAI CHK-UNBALANCED-B (Fatal) Forms 01CS/01CSI Form DEBT Form GANN Form ICR Form L 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 Usage The SACS software may run more quickly with few or no other software applications open at the same time. 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 it appears the printing screen is frozen, please see Question 16 (page 277) of Attachment B. 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.22

230 SACS Software User Guide 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 W/WC O Fatal (Data must be corrected; an explanation is not allowed.) Warning/Warning with Calculation (If data are not correct, correct the data; if data are correct, an explanation is required.) 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). Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.23

231 SACS Software User Guide Technical Review Checklist continued 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.24

232 SACS Software User Guide Technical Review Checklist continued 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. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.25

233 SACS Software User Guide Technical Review Checklist continued Details of Checks: SEQNUM The sequence number is used internally by the software to determine the order in which the checks run and display. TRCID The TRCID is an abbreviated name used to identify each unique technical 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 the check itself; it is not dependent on the LEA's data. The check type does not change 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 is directly 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 status until it is corrected or explained. All checks must contain a status of (P)assed or (E)xplained before Official export can occur. Inf(O)rmational checks are automatically assigned a status of (P)assed. P E M I Passed No exception exists, it's an Informational check that automatically passed, or an exception has been corrected. Explained An explanation has been provided for a non-fatal exception. Explanations should not be entered for incorrect data. Incorrect data must be corrected. 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). 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, when combined with the TRCID, may help users identify the accounting information to be reviewed. Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.26

234 SACS Software User Guide Technical Review Checklist continued 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). Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.27

235 SACS Software User Guide 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. Dependent Forms (save these forms in this order) BUDGET PERIODS Forms Dependent on A 76 95A 95 CASH 01, 62 CEA 01 CEB 01 MYP 01, A Funds (GL) 01CS 01, A, MYP All applicable funds CB 01CS Instructions apply to all LEAs; differences applicable May 2014 to county offices of education (COEs) are indicated by italics SACS2014 Release 14.28

236 SACS Software User Guide Attachment F continued Form Dependencies UNAUDITED ACTUALS PERIOD Dependent Forms (save these forms in this order) Forms Dependent on Funds (GL) A 76 95A 95 CEA 01 GANN A 01, 09, 62 ICR L 01, 09, 11, 12, 13, 19, 57, 61, 62 All funds NCMOE A 01, 09, 13, 61, 62 PCRAF 01, 09, 62 PCR CA PCRAF CEA, GANN, ICR, NCMOE SEMA PCR 01, 09, 62 SEMB PCR 01, 09, 62 01, 09, 11, 12, 13, 19, 57, 61,

237 SACS Software User Guide Attachment F continued Form Dependencies Dependent Forms (save these forms in this order) INTERIM PERIODS Forms Dependent on 01I 01 CASH 01, 62 MYPI MYPIO 01I, AI Funds (GL) All applicable funds except 01 01CSI 01I, AI, CASH, MYPI All applicable funds CI 01CSI SEMAI 01, 09,

238 San Diego County Office of Education Common Technical Review Exceptions 14.31

239 Example 1 EFB-POSITIVE - (W) - All ending fund balances (object 979Z) should be positive by resource, by fund. FUND RESOURCE NEG. EFB , Total of negative resource balances for Fund 01-46, FIX: All resources between the range of 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 , FIX: All resources from roll into resource 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 , , 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

240 Example 4 OBJ-POSITIVE - (W) - All applicable objects should have a positive balance by resource, by fund: FUND RESOURCE OBJECT VALUE 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 , ,648 FIX: The entry should be charged to object The transaction should not be in the above object (Indirect Costs). Example 6 INTERFD-IN-OUT - (F): Interfund Transfers In (objects ) must equal Interfund Transfers Out (objects ). FUND OBJECT INTERFUND IN INTERFUND OUT , , , , , , TOTALS 987, ,035, DIFFERENCE: -48, FIX: This exception has occurred since the total budget for all accounts in Objects does not equal the total budget for all accounts in Objects The difference of -$48,043 needs to be accounted for. The district should review which fund needs to be adjusted to balance objects with objects , thereby eliminating the exception

241 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 , FIX: The above resource is a deferred revenue resource (see CDE s website: 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: FUND EFB BFB DIFFERENCE 51 2,679, ,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

242 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 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 15 th 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 June 2014

243 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. 4. Payroll registers. 5. Payroll Expenditure Detail Report (PEDR) June 2014

244 The following items will be needed for school sites selected for testing Attendance 1 Monthly attendance reports. 2 Teacher scantrons or signed registers. 3 Absence notes and logs. 4 Tardy slips and logs. 5 School calendar, bell schedules, and listing of minimum days, staff development days, etc. 6 Independent study records, if applicable 7 Signed Kindergarten Retention forms, if applicable. ASB Funds 1 Student council minutes. 2 ASB annual budget. 3 ASB bank statements and reconciliations. 4 Listing of deposits and checks written to date. 5 Support for selected disbursements such as check requests, purchase orders, invoices, and cancelled checks. 6 Support for selected deposits such as bank deposit slips, revenue potentials, pre-numbered receipts, ticket control worksheets, cash count worksheets, etc June 2014

245 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) June 2014

246 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 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

247 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 June 2014

248 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 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 term expires. date 15.7 June 2014

249 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 June 2014

250 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 June 2014

251 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) June 2014

252 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) June 2014

253 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 2. California Department of Education (CDE) Correspondence Website at 3. SACS Matrix Updates included with CDE s SACS Validation Tables Update Notification 4. School Services of California (SSC) Fiscal Report Articles at June 2013

254 California Department of Education ( 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, Common coding and reporting issues observed in unaudited actuals data submissions Issue Correct Procedure Reference Transfer remaining balances by year-end. Balances remaining in resource codes subject to categorical and ending balance flexibility Object 5100, Subagreements for Services, not used Since Object 8997 is closed beginning , transfers may be done using Object 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 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. California Department of Education (CDE) letter dated April 17, 2009, Fiscal Issues Relating to Budget Reductions and Flexibility Provisions CDE letter dated December 15, 2006, Indirect Cost and Accounting Changes Effective Beginning California School Accounting Manual (CSAM) Procedure 330, Object Classification Interfund transfers not recorded correctly CSAM Procedure 915, Indirect Cost Rate 1) Interfund transfers are recorded using two different object CSAM Procedure 330, codes, one for the interfund transfer out (761X) and one for the Object Classification 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, June 2013

255 Incorrect use of abatements Credit Fund 13 Object 9310 $10,000 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. 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. Postemployment benefits other than pensions (OPEB) expenditures not distributed per guidance in CSAM (see also under Indirect Costs, below) Special Education Local Plan Area (SELPA) Administrative Unit (AU) activities not reported correctly, e.g., passthrough accounting entries are incorrect, or not reported at all. Audit adjustments/ restatements using objects 9793/9795 recorded in resource codes that are subject to deferred revenue, for which no beginning balances exist. 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. 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. 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. 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 , SELPA AU pass-through activities are recorded in Fund 10, 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 CSAM Procedure 560, Abatement of Expenditures CSAM Procedure 785, Postemployment Benefits Other Than Pensions CSAM Procedure 755, Special Education N/A This entry necessitates an offsetting increase to revenue, with either a decrease to deferred revenue or increase to accounts receivable: 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 PCRAF - Allocation factors entered for programs for which there are no direct costs Dr Deferred Revenue/Accounts Receivable Cr Revenue 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. 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 CSAM Procedure 910, Program Cost Accounting 16.3 June 2013

256 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. Indirect cost calculation lieu of recording them correctly to Goal 7110 in the GL. 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 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. 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 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 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 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) Incorrect use of Function 7700, Centralized Data Processing, for costs other than those of a general administrative nature 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 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 ) 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 CSAM Procedure 325, Function Classification CSAM Procedure 330, Object Classification CSAM Procedure 910, Program Cost Accounting CSAM Procedure 915, Indirect Cost Rate 16.4 June 2013

257 one function, such as ) 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 ). 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 ) 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. Questions: Financial Accountability & Information Services sacsinfo@cde.ca.gov Last Reviewed: Tuesday, March 06, June 2013

258 California Department of Education ( 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, Common coding and reporting issues observed in 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 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 Reference: California School Accounting Manual (CSAM) Procedure 325, Function (Activity) Classification, pages 29 and 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 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 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-timeequivalent 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

259 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 Reference: CSAM Procedure 215, Audit Adjustments, Page 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 June 2013

260 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 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 ). 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 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. References: CSAM Procedure 325, Function Classification CSAM Procedure 330, Object Classification CSAM Procedure 910, Program Cost Accounting CSAM Procedure 915, Indirect Cost Rate Questions: Financial Accountability & Information Services sacsinfo@cde.ca.gov Last Reviewed: Thursday, March 21, June 2013

261 16.9 June 2013

262 16.10 June 2013

263 16.11 June 2013

264 16.12 June 2013

265 California Department of Education ( Page Generated: 6/3/2013 8:23:57 AM Frequently Asked Questions - SACS Frequently asked questions regarding standardized account code structure (SACS) financial reporting. Education Protection Account 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 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 , 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 How should LEAs record EPA expenditures? Since the EPA entitlement merely replaces state aid funds that have June 2013

266 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? Back to top It is appropriate to record periodic adjusting entries between another resource and Resource However, as mentioned previously, the entries should be made using the actual expenditure account lines and not as a lump-sum direct cost transfer. 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 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 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? Back to top 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. 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 June 2013

267 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. Back to top 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: INSTRUCTION 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 INSTRUCTION-RELATED SERVICES 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 2490 Other Instructional Resources Yes 2495 Parent Participation (optional) Yes 2700 School Administration No PUPIL SERVICES SACS Function Chargeable to EPA? 3110 Guidance and Counseling Services Yes 3120 Psychological Services Yes 3130 Attendance and Social Work Services Yes 3140 Health Services Yes 3150 Speech Pathology and Audiology Services Yes 3160 Pupil Testing Services Yes 3600 Pupil Transportation Yes 3700 Food Services Yes 3900 Other Pupil Services Yes ANCILLARY SERVICES SACS Function Chargeable to EPA? 4000 Ancillary Services Yes 4100 School-Sponsored Co-curricular (optional) Yes 4200 School-Sponsored Athletics (optional) Yes June 2013

268 4900 Other Ancillary Services (optional) Yes COMMUNITY SERVICES 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 ENTERPRISE SACS Function Chargeable to EPA? 6000 Enterprise No GENERAL ADMINISTRATION 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 PLANT SERVICES 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 June 2013

269 8700 Facilities Rents and Leases Yes OTHER OUTGO SACS Function Chargeable to EPA? 9100 Debt Service Yes 9200 Transfers Between Agencies Yes County Office of Education only SACS Goal Chargeable to EPA? 8600 County Services to Districts (without regard to function) Yes Back to top 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 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 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. Back to top 17. What are some example journal entries? a. The local educational agency (LEA) records receipt of its EPA entitlement in June Debit (Dr)/ Credit (Cr) Fund Resource Project Year Goal Function Object Amount Cr $10,000 b. For , 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. Dr/Cr Fund Resource Project Year Goal Function Object Amount Dr $7,000 Dr $1,000 Dr $ 700 Dr $ 600 Dr $ 400 Dr $ 300 Cr $7,000 Cr $1, June 2013

270 Cr $ 700 Cr $ 600 Cr $ 400 Cr $ 300 c. The LEA records receipt of its EPA entitlement. Dr/Cr Fund Resource Project Year Goal Function Object Amount Cr $9,000 d. The LEA records receipt of its EPA entitlement adjustment, based on Annual apportionment (assumes the amount was not accrued in ). Dr/Cr Fund Resource Project Year Goal Function Object Amount Cr $2,000 e. For , 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.) Dr/Cr Fund Resource Project Year Goal Function Object Amount Dr $7,000 Dr $1,000 Dr $ 700 Dr $ 600 Dr $ 400 Dr $ 300 Cr $7,000 Cr $1,000 Cr $ 700 Cr $ 600 Cr $ 400 Cr $ 300 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. Dr/Cr Fund Resource Project Year Goal Function Object Amount Dr $15,000 Cr $15,000 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. Dr/Cr Fund Resource Project Year Goal Function Object Amount Dr $15,000 Cr $15,000 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 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 June 2013

271 California Department of Education ( Page Generated: 6/3/2013 9:31:28 AM January 18, 2013 Dear County Superintendents of Schools: ADJUSTMENT TO SCHOOL DISTRICT REVENUE LIMIT APPORTIONMENTS FOR STUDENT ATTENDANCE IN STATE SPECIAL SCHOOLS FISCAL YEAR 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 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 ( ). 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 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, CDE will authorize the final adjustments in fiscal year once actual excess costs for fiscal year 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 , addressed to the county s CDEfisc address, regarding these adjustments. The includes a link to the CDE Categorical Programs Web page at where these adjustments are posted. The CDE requested that the 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 or by at ARouse@cde.ca.gov. General questions regarding this notice may be directed to Shannon Reel, Associate Governmental Program Analyst, Categorical Programs Unit, by phone at or by at SReel@cde.ca.gov. Sincerely, Scott Hannan, Director School Fiscal Services Division Last Reviewed: Thursday, January 17, June 2013

272 SCHEDULE OF ADJUSTMENT TO SCHOOL DISTRICT REVENUE LIMIT APPORTIONMENTS FOR STUDENT ATTENDANCE IN STATE SPECIAL SCHOOLS FISCAL YEAR COUNTY NAME COUNTY/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 Carlsbad Unified $8,418 $0 $0 $8, Escondido Union*** ($4,404) $0 $0 ($4,404) Escondido Union High*** $12,717 $0 $19,426 $32, Fallbrook Union High $0 $0 $6,838 $6, Grossmont Union High $0 $0 $6,838 $6, Mountain Empire Unified $8,416 $0 $0 $8, Oceanside Unified $9,327 $0 $0 $9, Ramona City Unified $9,326 $0 $0 $9, San Diego City Unified $18,652 $0 $20,826 $39, San Dieguito Union High $0 $0 $6,843 $6, San Marcos Unified $0 $0 $6,944 $6, Sweetwater Union High $0 $0 $6,841 $6,841 ***Correction made from Adjusted LEA Billing. Escondido Union Elementary charged instead of Escondido Union High. This is the correction. California Department of Education School Fiscal Services Division Page 1 of June 2013

273 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 JUNE 2014

274 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) Jocelyn Milla (800) SCREEN ACCESS Access Removed 6/28/14 AM: INVADD Access Removed 6/30/14 AM: ENCENT, ENCUPD Available 7/04/14 AM: FIS FY FYTRN, FYDIST (with a 06/30/14 date) (Dist 90-FYCASH) FY ENCENT, ENCUPD, INVADD 17.2 JUNE 2014

275 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 JUNE 2014

276 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 JUNE 2014

277 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 Accounts Payable CR 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 Accounts Payable CR Expenditure Account 17.5 JUNE 2014

278 FIS Year-End Processes INVLST INVENO 17.6 JUNE 2014

279 17.7 JUNE 2014

280 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 JUNE 2014

281 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, 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 JUNE 2014

282 Clear Vendor History Before After JUNE 2014

283 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 JUNE 2014

284 17.12 JUNE 2014

285 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 For FY 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 and 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, JUNE 2014

286 GLOSSARY OF COMMON SCHOOL FINANCE TERMS 18.1 JUNE 2014

287 Glossary of Common Schooll Finance Terms ADA AB 1200 Accrual Basis Accounting Ad valorem Taxes Apportionment Appropriation Bill Appropriation For Contingencies Assessed Valuation Attendance Reports Base Revenue Limit Basic Aid Benefit Assessment Districts Bonded Indebtedness Categorical Aid CBEDS CBEST Certificated Personnel Chapter 1 Chapter 2 Classified Personnel Class Size Penalties Concurrently Enrolled Consumer Price Index (CPI) Cost of Living Adjustment (COLA) Credentialed Teacher Criteria and Standards Indirect Expense and Overhead Individualized Education Program (IEP) Least Restrictive Environment Leveling Down & Up Mandated Costs Maintenance Assessment Districts Maintenance Factor Miscellaneous Funds Necessary Small School Parcel Tax PERB Permissive Override Tax PERS PL PL Prior Year'ss Taxes Propositionn 13 Propositionn 98 Reduction in Force (RIF) Reserves Revenue Limit Revolving Cash Funds ROC/P SB 90 SB 813 Scope of Bargaining JUNE 2014