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“ Managing the Paperwork” Division of School Business Information Analysis & Support <ul><ul><li>NCASBO  </li></ul></ul><u...
Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><...
Who Does What: <ul><li>Nancy Harris: 807-3725   General Reporting Issues, Chart of  Accounts, MFR/AFR Issues. </li></ul><u...
Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><...
Monthly Calendar <ul><li>Month-End Closing - Build MFR File. </li></ul><ul><li>Approximately the 3rd  working  day of the ...
Monthly Calendar <ul><li>15th of the month - Cash Zero-Out Posted & netviewed and Monthly Reports netviewed. </li></ul><ul...
Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><...
Monthly Expenditure Reports <ul><li>Approximately the 15th of the month: </li></ul><ul><li>Cash Zero-Out Reports  –  State...
Monthly Expenditure Reports <ul><li>Approximately the 15th of the month: </li></ul><ul><li>Federal Grants Fund   </li></ul...
Monthly Expenditure Reports <ul><li>Approximately the 20th of the month: </li></ul><ul><li>Financial Data Report Card   ne...
Cash Zero-Out Reports <ul><li>State Cash Zero-out Report  (JHA360EG) </li></ul><ul><li>To notify the LEA of the amount of ...
Cash Zero-Out Reports <ul><li>Federal Cash Zero-out Report  (JHA903EG) </li></ul><ul><li>A summary report by program (PRC)...
Cash Zero-Out Reports <ul><li>Federal Cash Zero-out Report  (continued) </li></ul><ul><li>If the balance in the  22430000 ...
State Public School Fund <ul><li>Allotment Balance Report (JHA351EG) </li></ul><ul><li>This report is grouped by  PRC :  <...
State Public School Fund <ul><li>Certification History Report (JHA856EG) </li></ul><ul><li>This report shows you the certi...
Federal Grants Fund <ul><li>Budget Balance Report (JHA305EG) </li></ul><ul><li>Report is grouped by  PRC .  </li></ul><ul>...
Federal Grants Fund <ul><li>Cash Balance Report(JHA314EG) </li></ul><ul><li>This report shows the beginning fiscal year ca...
School Building Bonds <ul><li>(Are covered after  MFR  reports.) </li></ul>
Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><...
Monthly Financial Report  (MFR/AFR) <ul><li>Approximately the 15th of the month: </li></ul><ul><li>MFR Revenue & Expenditu...
MFR Revenue & Expenditure Summary <ul><li>Report is grouped by  PRC . </li></ul><ul><li>Shows all revenue and expenditure ...
MFR Error Messages <ul><li>Lists Account Code and Posting Errors. </li></ul><ul><li>Edits  State and Federal  codes agains...
MFR Verification Messages <ul><li>Notification of unusual transactions / conditions. </li></ul><ul><ul><li>Expenditure cod...
Information Dropped Per Finance Officer Request <ul><li>Includes items that were dropped at the LEA Finance Officer’s requ...
Information Dropped Due to Invalid Data <ul><li>Invalid Purpose code transactions. </li></ul><ul><li>Invalid Object code t...
DBS/MFR Match Report <ul><li>Shows the comparison  MTD  and  YTD  between the  DBS  data ( Datafile ) and the  MFR  data (...
School Building Bonds <ul><li>Allotment Balance Report  –  “406” </li></ul><ul><li>Project Balance Report  –  “407” </li><...
School Building Bonds <ul><li>Allotment Balance Report (JHA406CO) </li></ul><ul><li>Shows Current, YTD, and life-to-date (...
School Building Bonds <ul><li>Project Balance Report (JHA407CO)  </li></ul><ul><li>Shows the total amount approved by proj...
School Building Bonds <ul><li>Summary Project Analysis –  </li></ul><ul><li>Cash Balance Report </li></ul><ul><li>Combines...
MSA Training Schedule <ul><li>9:00am to 4:00pm </li></ul><ul><li>October 7, 2003  (Charter Schools) </li></ul><ul><li>Nove...
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SCHOOL BUSINESS UPDATE

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Transcript of "SCHOOL BUSINESS UPDATE"

  1. 1. “ Managing the Paperwork” Division of School Business Information Analysis & Support <ul><ul><li>NCASBO </li></ul></ul><ul><ul><li>Professional Development </li></ul></ul><ul><ul><li>August 20, 2003 </li></ul></ul>
  2. 2. Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><ul><li>Monthly Financial Report (MFR/AFR) </li></ul>
  3. 3. Who Does What: <ul><li>Nancy Harris: 807-3725 General Reporting Issues, Chart of Accounts, MFR/AFR Issues. </li></ul><ul><li>Richard Smith: 807- 3729 Zero-Out, School Bldg Bonds, Datafile, Sales Tax Refunds. </li></ul><ul><li>Alice Lambright: 807- 3720 State Expenditures & Adjustments. </li></ul><ul><li>Barbara Chalk: 807- 3716 Federal Expenditures & Adjustments. </li></ul><ul><li>Ally Barfield: 807- 3715 UERS Compliance. </li></ul>
  4. 4. Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><ul><li>Monthly Financial Report (MFR/AFR) </li></ul>
  5. 5. Monthly Calendar <ul><li>Month-End Closing - Build MFR File. </li></ul><ul><li>Approximately the 3rd working day of the month - Financial & MFR files picked-up. </li></ul><ul><li>4 working days after files are picked-up - Refunds & Adjustments for prior month can be processed. </li></ul>
  6. 6. Monthly Calendar <ul><li>15th of the month - Cash Zero-Out Posted & netviewed and Monthly Reports netviewed. </li></ul><ul><li>20th of the month – Financial Data Report Card & Project Summary Analysis netviewed. </li></ul><ul><li>20th thru End of Month – LEA’S Should Reconcile Monthly Reports. </li></ul>
  7. 7. Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><ul><li>Monthly Financial Report (MFR/AFR) </li></ul>
  8. 8. Monthly Expenditure Reports <ul><li>Approximately the 15th of the month: </li></ul><ul><li>Cash Zero-Out Reports – State and Federal Entries Posted & Reports netviewed. </li></ul><ul><li>State Public School Fund </li></ul><ul><ul><li>Allotment Balance Reconciliation Report - “ 351 ” </li></ul></ul><ul><ul><li>Certification History Report – “856” </li></ul></ul>
  9. 9. Monthly Expenditure Reports <ul><li>Approximately the 15th of the month: </li></ul><ul><li>Federal Grants Fund </li></ul><ul><ul><li>Budget Balance Reconciliation Report – “ 305 ” </li></ul></ul><ul><ul><li>Cash Balance Report – “314” </li></ul></ul><ul><li>School Building Bonds </li></ul><ul><ul><li>Allotment Balance Report – “406” </li></ul></ul><ul><ul><li>Project Balance Report – “407” </li></ul></ul>
  10. 10. Monthly Expenditure Reports <ul><li>Approximately the 20th of the month: </li></ul><ul><li>Financial Data Report Card netviewed </li></ul><ul><ul><li>PART 1: UERS Compliance </li></ul></ul><ul><ul><li>PART 2: Monthly Cash Zero-Out </li></ul></ul><ul><ul><li>PART 3: Expenditure Code Errors </li></ul></ul><ul><li>Project Summary Analysis (Bonds) netviewed </li></ul>
  11. 11. Cash Zero-Out Reports <ul><li>State Cash Zero-out Report (JHA360EG) </li></ul><ul><li>To notify the LEA of the amount of the monthly cash zero-out for the State Public School Fund(SPSF) and the School Technology Fund(ST). </li></ul><ul><li>If the balance is positive (cash remaining) then we do a negative certification. </li></ul><ul><li>If the balance is negative (cash deficit) then we do a positive certification. </li></ul>
  12. 12. Cash Zero-Out Reports <ul><li>Federal Cash Zero-out Report (JHA903EG) </li></ul><ul><li>A summary report by program (PRC) to notify the LEA of the amount of the monthly cash zero-out for the Federal funds, by PRC. </li></ul><ul><li>The Cash Advance Account (22430000) is the mirror image of the Cash Account (11010000). </li></ul><ul><li>Therefore, the 22430000 Account carries a credit balance. Credit = Positive Balance . </li></ul>
  13. 13. Cash Zero-Out Reports <ul><li>Federal Cash Zero-out Report (continued) </li></ul><ul><li>If the balance in the 22430000 Account is a CREDIT , the zero-out will process a NEGATIVE certification. </li></ul><ul><li>If the balance in the 22430000 Account is a DEBIT , the zero-out will process a POSITIVE certification. </li></ul>
  14. 14. State Public School Fund <ul><li>Allotment Balance Report (JHA351EG) </li></ul><ul><li>This report is grouped by PRC : </li></ul><ul><li>Shows the most recent allotment; beginning YTD transaction balance; current month transactions, including adjustments and refunds by account code; source code of transaction; YTD transactions; and remaining allotment balance. </li></ul><ul><li>Used in the reconciliation process. See MFR Report “899”. </li></ul>
  15. 15. State Public School Fund <ul><li>Certification History Report (JHA856EG) </li></ul><ul><li>This report shows you the certifications received for each month, the expenditures recorded for each month, and your ending cash balance for the month. </li></ul><ul><li>Used to reconcile the cash certifications which have posted for your LEA. </li></ul><ul><li>Should match the Zero-Out Report. </li></ul>
  16. 16. Federal Grants Fund <ul><li>Budget Balance Report (JHA305EG) </li></ul><ul><li>Report is grouped by PRC . </li></ul><ul><li>Shows the most recent budget; current month transactions, including adjustments and refunds; source code of transaction; YTD transactions; and remaining budget balance. </li></ul><ul><li>Used in the reconciliation process. See MFR Report “899”. </li></ul>
  17. 17. Federal Grants Fund <ul><li>Cash Balance Report(JHA314EG) </li></ul><ul><li>This report shows the beginning fiscal year cash balance, the certifications recorded, the cash transactions recorded, and the ending calculated cash balance. </li></ul><ul><li>Used to reconcile the cash certifications which have posted for your LEA. </li></ul><ul><li>An Asterisk ( * ) in the “Error Flag” column: calculated cash balance does not equal the “ 2243000 ” Cash Advance Account balance. </li></ul><ul><li>Should match the Zero-Out Report . </li></ul>
  18. 18. School Building Bonds <ul><li>(Are covered after MFR reports.) </li></ul>
  19. 19. Agenda: <ul><li>Who Does What </li></ul><ul><li>Monthly Calendar </li></ul><ul><li>Monthly Expenditure Reports </li></ul><ul><li>Monthly Financial Report (MFR/AFR) </li></ul>
  20. 20. Monthly Financial Report (MFR/AFR) <ul><li>Approximately the 15th of the month: </li></ul><ul><li>MFR Revenue & Expenditure Summary </li></ul><ul><li>MFR Error Messages Issued </li></ul><ul><li>MFR Verification Messages Issued </li></ul><ul><li>Information Dropped Per FO Request </li></ul><ul><li>Information Dropped – Invalid Data </li></ul><ul><li>DBS/MFR Match Report – “899” </li></ul>
  21. 21. MFR Revenue & Expenditure Summary <ul><li>Report is grouped by PRC . </li></ul><ul><li>Shows all revenue and expenditure codes. </li></ul><ul><li>Transactions categorized by Fund: State, Federal, and Local. </li></ul><ul><li>For each Fund, shows Total Revenues, Total Expenditures, and any Difference. </li></ul><ul><li>Revenues and Expenditures should equal for State and Federal funds. </li></ul><ul><li>Are State, Federal, and Local flags set correctly ? </li></ul>
  22. 22. MFR Error Messages <ul><li>Lists Account Code and Posting Errors. </li></ul><ul><li>Edits State and Federal codes against the defined Uniform Chart of Accounts for these funds. </li></ul><ul><li>Edits Local codes against the Uniform Chart of Accounts – Purpose code & Object code must be valid; PRC not equal Zero for expenditures. </li></ul><ul><li>Correct all items on this report by final 13 th Period reporting. This includes all funds: State, Federal, and Local ! </li></ul>
  23. 23. MFR Verification Messages <ul><li>Notification of unusual transactions / conditions. </li></ul><ul><ul><li>Expenditure codes with “negative” balances. </li></ul></ul><ul><ul><li>Code notices: “Object 421 for State Textbooks”. </li></ul></ul><ul><li>Items on this report do not have to be corrected if they are valid transactions . </li></ul><ul><li>If they are not valid transactions , you need to correct your general ledger only . </li></ul><ul><li>You do not need to notify DPI of these corrections . </li></ul>
  24. 24. Information Dropped Per Finance Officer Request <ul><li>Includes items that were dropped at the LEA Finance Officer’s request. </li></ul><ul><li>To request that certain funds and/or PRC’s be excluded for per-pupil calculations, complete the “Funds and/or PRC’s to exclude for MFR Process” request form located on DPI’s website. </li></ul><ul><li>You may not exclude Fund 1 or Fund 3 codes/PRCs. </li></ul>
  25. 25. Information Dropped Due to Invalid Data <ul><li>Invalid Purpose code transactions. </li></ul><ul><li>Invalid Object code transactions. </li></ul><ul><li>Invalid PRC code transactions. </li></ul><ul><li>Invalid Account code combination transactions. </li></ul><ul><li>Unresolved Errors on the “MFR Error Messages” Report. </li></ul>
  26. 26. DBS/MFR Match Report <ul><li>Shows the comparison MTD and YTD between the DBS data ( Datafile ) and the MFR data ( LEA general ledger ). </li></ul><ul><li>Any differences on this report must be reconciled. Monthly is recommended. </li></ul><ul><li>“ 899” Report – </li></ul><ul><li>This is Your Reconciliation Report </li></ul>
  27. 27. School Building Bonds <ul><li>Allotment Balance Report – “406” </li></ul><ul><li>Project Balance Report – “407” </li></ul><ul><li>Summary Project Analysis – Cash Balance Report. </li></ul>
  28. 28. School Building Bonds <ul><li>Allotment Balance Report (JHA406CO) </li></ul><ul><li>Shows Current, YTD, and life-to-date (LTD) expenditures for each project by account number. </li></ul><ul><li>The Allotment Balance is the remaining cash allotment after LTD expenditures. </li></ul><ul><li>Used in the reconciliation process. See Summary Project Analysis – Cash Balance Report . </li></ul>
  29. 29. School Building Bonds <ul><li>Project Balance Report (JHA407CO) </li></ul><ul><li>Shows the total amount approved by project, the amount that has been allotted (cash available to draw), and the cash certifications drawn against each project’s allotment. </li></ul><ul><li>Allotment Balance = Amount of Remaining Cash Available to Draw for each project. </li></ul><ul><li>Project Balance = Amount of Funding Available to be Allotted. </li></ul><ul><li>Used in the reconciliation process. See Summary Project Analysis – Cash Balance Report . </li></ul>
  30. 30. School Building Bonds <ul><li>Summary Project Analysis – </li></ul><ul><li>Cash Balance Report </li></ul><ul><li>Combines information from the “406” and “407” reports. </li></ul><ul><li>Shows “ At-A-Glance ” Allotment Balance and Cash Balance . </li></ul><ul><li>Error Flag ** - Expenditures charged to invalid projects or expenditures exceed Total Project Amount. </li></ul><ul><li>Use to determine the Cash Zero-Out Amount . </li></ul>
  31. 31. MSA Training Schedule <ul><li>9:00am to 4:00pm </li></ul><ul><li>October 7, 2003 (Charter Schools) </li></ul><ul><li>November 17, 2003 (LEAs) </li></ul><ul><li>January 27, 2004 (LEAs) </li></ul><ul><li>March 23, 2004 (LEAs) </li></ul>
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