SCHOOL BUSINESS UPDATE
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SCHOOL BUSINESS UPDATE

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SCHOOL BUSINESS UPDATE SCHOOL BUSINESS UPDATE Presentation Transcript

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