“Managing the Paperwork” Division of School Business Information Analysis & Support

““Managing the Managing the Paperwork”Paperwork”

Division of School BusinessDivision of School BusinessInformation Analysis & SupportInformation Analysis & Support

NCASBO NCASBO Professional DevelopmentProfessional Development

August 20, 2003August 20, 2003

Agenda:Agenda:

Who Does WhatWho Does What

Monthly CalendarMonthly Calendar

Monthly Expenditure ReportsMonthly Expenditure Reports

Monthly Financial Report (MFR/AFR)Monthly Financial Report (MFR/AFR)

Who Does What:Who Does What: Nancy Harris: 807-3725Nancy Harris: 807-3725

General Reporting Issues, Chart of Accounts, MFR/AFR Issues.

Richard Smith: 807-Richard Smith: 807- 37293729 Zero-Out, School Bldg Bonds, Datafile, Sales Tax Refunds.

Alice Lambright: 807-Alice Lambright: 807- 37203720 State Expenditures & Adjustments.

Barbara Chalk: 807-Barbara Chalk: 807- 37163716 Federal Expenditures & Adjustments.

Ally Barfield: 807-Ally Barfield: 807- 37153715 UERS Compliance.

Agenda:Agenda:






Month-End Closing - Build MFR File.Month-End Closing - Build MFR File.

Approximately the 3rd Approximately the 3rd workingworking day of the day of the month - Financial & MFR files picked-up.month - Financial & MFR files picked-up.

4 4 workingworking days after files are picked-up - days after files are picked-up - Refunds & Adjustments for prior month can Refunds & Adjustments for prior month can be processed.be processed.

Monthly CalendarMonthly Calendar 15th of the month - Cash Zero-Out Posted 15th of the month - Cash Zero-Out Posted

& netviewed and Monthly Reports & netviewed and Monthly Reports netviewed.netviewed.

20th of the month – Financial Data Report 20th of the month – Financial Data Report Card & Project Summary Analysis Card & Project Summary Analysis netviewed.netviewed.

20th thru End of Month – LEA’S Should 20th thru End of Month – LEA’S Should Reconcile Monthly Reports.Reconcile Monthly Reports.

Agenda:Agenda:





Monthly Expenditure Monthly Expenditure ReportsReports

Approximately the 15th of the month:Approximately the 15th of the month:

Cash Zero-Out ReportsCash Zero-Out Reports – – State and Federal Entries Posted & Reports netviewed.

State Public School FundState Public School Fund – Allotment Balance Reconciliation

Report - ““351351””– Certification History Report – “856” “856”



Federal Grants FundFederal Grants Fund – Budget Balance Reconciliation Report –

““305305” ” – Cash Balance Report – “314”“314”

School Building BondsSchool Building Bonds– Allotment Balance Report – “406”“406”– Project Balance Report – – “407”“407”



Financial Data Report CardFinancial Data Report Card netviewed– PART 1:PART 1: UERS Compliance– PART 2:PART 2: Monthly Cash Zero-Out– PART 3:PART 3: Expenditure Code Errors

Project Summary AnalysisProject Summary Analysis (Bonds) netviewed

Cash Zero-Out ReportsCash Zero-Out ReportsState Cash Zero-out ReportState Cash Zero-out Report (JHA360EG) (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 positive (cash remaining) then we do a negativenegative certification.

If the balance is negative negative (cash deficit) then we do a positivepositive certification.

Cash Zero-Out ReportsCash Zero-Out ReportsFederal Cash Zero-out ReportFederal Cash Zero-out Report (JHA903EG) (JHA903EG)

A summary report by program (PRC) to notify the A summary report by program (PRC) to notify the LEA of the amount of the monthly cash zero-out LEA of the amount of the monthly cash zero-out for the Federal funds, by PRC.for the Federal funds, by PRC.

The Cash Advance Account (22430000)Cash Advance Account (22430000) is the mirror image of the Cash Account (11010000).Cash Account (11010000).

Therefore, the 22430000 Account22430000 Account carries a creditcredit balance. CreditCredit = = Positive BalancePositive Balance.

Cash Zero-Out ReportsCash Zero-Out ReportsFederal Cash Zero-out ReportFederal Cash Zero-out Report (continued) (continued)

If the balance in the 22430000 Account22430000 Account is a CREDITCREDIT, the zero-out will process a NEGATIVENEGATIVE certification.

If the balance in the 22430000 Account22430000 Account is a DEBITDEBIT, the zero-out will process a POSITIVEPOSITIVE certification.

State Public School State Public School FundFund

Allotment Balance Report (JHA351EG)Allotment Balance Report (JHA351EG)

This report is grouped by PRCPRC: 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 See MFR Report “899”.Report “899”.

State Public School State Public School FundFund

Certification History Report (JHA856EG)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 FundFederal Grants FundBudget Balance Report (JHA305EG)Budget Balance Report (JHA305EG)

Report is grouped by PRCPRC. 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 See MFR Report “899”.Report “899”.

Federal Grants FundFederal Grants FundCash Balance Report(JHA314EG)Cash Balance Report(JHA314EG)

This report shows the beginning fiscal year cash balance, the certifications recorded, the cash transactions recorded, and the ending calculatedcalculated cash balance.

Used to reconcile the cash certifications which have posted for your LEA.

An Asterisk ( Asterisk (**)) in the “Error Flag” column: calculatedcalculated cash balance does not equal the ““22430002243000”” Cash Advance AccountCash Advance Account balance.

Should match the Zero-Out Report.

School Building BondsSchool Building Bonds

(Are covered after MFRMFR reports.)

Agenda:Agenda:





Monthly Financial Monthly Financial Report Report (MFR/AFR)(MFR/AFR)


MFR Revenue & Expenditure SummaryMFR Revenue & Expenditure Summary MFR Error Messages IssuedMFR Error Messages Issued MFR Verification Messages IssuedMFR Verification Messages Issued Information Dropped Per FO RequestInformation Dropped Per FO Request Information Dropped – Invalid DataInformation Dropped – Invalid Data DBS/MFR Match Report – “899”DBS/MFR Match Report – “899”

MFR Revenue & MFR Revenue & Expenditure SummaryExpenditure Summary

Report is grouped by PRCPRC. 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 correctlyAre State, Federal, and Local flags set correctly??

MFR Error MessagesMFR Error Messages Lists Account Code and Posting Errors. Edits State and FederalState and Federal codes against the

defined Uniform Chart of Accounts for these funds.

Edits LocalLocal codes against the Uniform Chart of Accounts – PurposePurpose code & ObjectObject code must be valid; PRCPRC not equal ZeroZero for expenditures.

Correct all items on this report by final 13Correct all items on this report by final 13thth Period reporting. This includes all funds: Period reporting. This includes all funds:

State, Federal, and LocalState, Federal, and Local ! !

MFR Verification MFR Verification MessagesMessages

Notification of unusual transactions / conditions.– Expenditure codes with “negative” balances.– Code notices: “Object 421 for State Textbooks”.

Items on this report do notdo not have to be corrected if they are valid transactionsvalid transactions.

If they are not valid transactionsnot valid transactions, you need to correct correct your general ledger your general ledger onlyonly.

You do not need to notify DPI of these correctionsYou do not need to notify DPI of these corrections..

Information Dropped Information Dropped Per Finance Officer Per Finance Officer

RequestRequest 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 You may notmay not exclude Fund 1 or Fund 3 exclude Fund 1 or Fund 3 codes/PRCs.codes/PRCs.

Information Dropped Information Dropped Due to Invalid DataDue 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 Unresolved Errors on the “MFR Error Messages” Report.Messages” Report.

DBS/MFR Match ReportDBS/MFR Match Report Shows the comparison MTDMTD and YTDYTD between

the DBSDBS data (DatafileDatafile) and the MFRMFR data (LEA LEA general ledgergeneral ledger).

Any differences on this report Any differences on this report mustmust be reconciled. be reconciled. Monthly is recommended.

““899” Report – 899” Report – This is Your Reconciliation ReportThis is Your Reconciliation Report

School Building BondsSchool Building Bonds

Allotment Balance ReportAllotment Balance Report – – “406”“406” Project Balance ReportProject Balance Report – – “407”“407” Summary Project Analysis – Cash Balance Summary Project Analysis – Cash Balance

Report.Report.

School Building BondsSchool Building BondsAllotment Balance Report (JHA406CO)Allotment Balance Report (JHA406CO)

Shows Current, YTD, and life-to-date (LTD) expenditures for each project by account number.

The Allotment BalanceAllotment Balance is the remaining cash allotment after LTD expenditures.

Used in the reconciliation process. See Summary Project Analysis – Cash Balance Summary Project Analysis – Cash Balance ReportReport.

School Building BondsSchool Building BondsProject Balance Report (JHA407CO) 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 Summary Project Analysis – Cash Balance ReportReport.

School Building BondsSchool Building BondsSummary Project Analysis – Summary Project Analysis –

Cash Balance ReportCash Balance Report

Combines information from the “406”“406” and “407”“407” reports.

Shows “At-A-GlanceAt-A-Glance” Allotment BalanceAllotment Balance and Cash Cash BalanceBalance.

Error Flag **Error Flag ** - Expenditures charged to invalid projects or expenditures exceed Total Project Amount.

Use to determine theUse to determine the Cash Zero-Out AmountCash Zero-Out Amount.

MSA TrainingMSA TrainingScheduleSchedule

9:00am to 4:00pm9:00am to 4:00pm

October 7, 2003October 7, 2003 (Charter Schools) (Charter Schools)

November 17, 2003November 17, 2003 (LEAs) (LEAs)

January 27, 2004January 27, 2004 (LEAs) (LEAs)

March 23, 2004March 23, 2004 (LEAs) (LEAs)

“Managing the Paperwork” Division of School Business Information Analysis & Support

Documents

Transcript of “Managing the Paperwork” Division of School Business Information Analysis & Support