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This procedure outlines the steps to be taken to close USAS for the fiscal year in the Redesign.

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Info

Info

ODE Fiscal Year 2024 Changes

  • USAS v2024.0.0 Release Notes - Removal of the Federal Assistance Detail and Summary from Period H EMIS reporting. The EMIS Extract no longer contains federal assistance summary and detail data.  The menu options for Federal Assistance Detail and Summary are still available but are now optional.

Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

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  •  15. Go to Extract/EMIS
    •  Click on 'Generate Extract File' to create a USAEMS_FYYY.SEQ file to be uploaded into the data collector.

  • Warning messages may be issued if the cash reconciliation and civil proceedings programs have not been completed.

    Note

    The EMIS Extract contains the same data as Classic's partial (USAEMS_EMISR.SEQ) file.  The EMIS Extract output is to be used along with the USAS SIF agent when collecting the data in EMIS-R. The submission process for EMIS-R is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the extract before running the data collection process and submitting the data to ODE.

  •  16. Go to Periodic/Federal Assistance Summary
    •  Create a record for the current fiscal year with the necessary information
Note

The Federal Assistance Summary MUST be created before the Federal Assistance Detail option in order to link them together.

  •  17. Go to Periodic/Federal Assistance Detail and Clone/Create and update necessary information for the current fiscal year.Below lists out instructions on how to create or clone federal assistance detail records. Users can use either one or a combination of both. 
Expand
titleCreating New Federal Assistance Detail Records

  • Click on image-20240307-133256.pngImage Modified

  • Enter in the required information for the detail record

    • Select the fiscal year to be reported on under Federal Assistance Summary field. 

    • Line number will auto increment once the summary fiscal year is selected

    • Enter the appropriate CFDA number 

Info

To assist with entering the CFDA number and Grant Title, USAS-R includes a tool tip when you hover over the name of these fields. The tool tip cannot contain a clickable link but it does include the URL to help direct users to the appropriate location. A clickable version of the URL can also be found below.

  • Enter the record description

  • Enter the cash account associated with this record

Info

For any Cash Account that is not in the 5xx's (i.e. 006-0000), the FYTD revenues/expenditures will not automatically populate when entering the Cash Account; however, an Account Filter can be created and once the Cash Account and Filter are selected, the received/expended amounts will populate.  The user can also manually enter the expended and received totals.  

For any Cash Account in the 500's FYTD revenues/expenditures (minus amounts associated with Transfer or Advance accounts) will automatically populate based on the current posting period. If there are changes to the FYTD revenues/expenditures after the Federal Assistance Detail record is created, it will need to be edited in order to update.

Image Modified

The user can also manually enter the expended and received totals. 

  • Enter the federal contributions received and expended during the fiscal year.

  • Click on Save (click on cancel to not post the changes and return to the grid)

Expand
titleCloning Federal Assistance Detail Records

  • View existing federal assistance detail record using the image-20240307-133649.pngImage Modified   from the grid

  • Click on image-20240307-133657.pngImage Modified

    • Select the fiscal year to be reported on under Federal Assistance Summary field. 

    • Update any necessary information

    • Enter the cash account associated with this record 

Info

For any Cash Account that is not in the 500's (i.e. 006-0000), the FYTD revenues/expenditures will not automatically populate when entering the Cash Account; however, an Account Filter can be created and once the Cash Account and Filter are selected, the received/expended amounts will populate.  The user can also manually enter the expended and received totals.  

For any Cash Account in the 500's FYTD revenues/expenditures (minus amounts associated with Transfer or Advance accounts) will automatically populate based on the current posting period. If there are changes to the FYTD revenues/expenditures after the Federal Assistance Detail record is created, it will need to be edited in order to update.

Image Modified

The user can also manually enter the expended and received totals.  

  • Click on Save (click on cancel to not post the changes and return to the grid)

Warning

If there are changes to the FYTD revenues/expenditures AFTER the Federal Assistance Detail record is created, it will need to be edited, cash account reselected (and saved) in order to update.

  •  18. Generate any additional fiscal year end reports needed.
Info

Fiscal Report Bundle

The SSDT Fiscal Report Bundle, released on v7.42.0, will automatically run when the June Posting Period is closed as long as it is enabled.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu on the Fiscal Year Reports Archive tab.

  •  19. Go to Core/Posting Periods
    • Click on Image Modified to create July if it does not already exist. Do NOT Mark the 'current box'.
    • Verify June is current
    • Click on Image Modified  to 'Close' June.
    • Go to the Utilities/File Archive to see your Month End & Fiscal Year End reports processing. 
      • Do not make the next month "Current" (the next month can be "open" for continued processing) until your Month end & Fiscal Year End report bundles have finished running.
    • In Core/Posting Periods, click on the Open folder beside July to open (if it is not already), click on the checkmark beside July to make it current. 
  •  20. You are now closed for the month and fiscal year.
    Note

    June of the prior fiscal year may be re-opened as long as it was not imported from Classic. For example, if you started live on the Redesign in May 2019 and you are now in August 2019, you may re-open June 2019 (as long as the rule to 'prevent opening of a previously closed posting period' is not enabled). However, if you started live on the Redesign in July 2019 and you are now in August 2019, you will not be able to open June 2019 because it was an imported period.

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