This procedure outlines the steps to be taken to close USAS for the fiscal year in the Redesign.
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Items to consider prior to FYE - district policies & procedures will vary
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Pre-Closing Procedures
The following pre-closing procedures can be completed any time prior to closing the fiscal year.
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Perform bank reconciliation procedure
Under the Periodic menu, select 'Cash Reconciliation' to enter your cash reconciliation information for the month
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Your outstanding checks should be entered as a negative number. (i.e. -10,000) |
- 9. Generate
the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
The Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.
Compare the totals from reports... they should match with the exception of encumbrances.
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Encumbrances on these two reports may not match. Cash Summary |
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picks up total encumbrances (including carry-over encumbrances). Financial Detail Report |
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picks up encumbrances for the date range entered on the report. |
- 10. If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
- 11. Manually run and review desired reports
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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
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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.
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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.
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Fiscal Report BundleThe 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
to create July if it does not already exist. Do NOT Mark the 'current box'. - Verify June is current
- Click on
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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- 22. Submit your financial data via EMIS-R
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Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R |
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SSDT District Audit Job is scheduled to run on the evening of July 31st. When the Audit Job runs, it will generate preconfigured reports for the prior fiscal year, which is determined by the current period, and send them to the File Archive under the Audit Files tab. The reports are also zipped and securely sent to the Auditor of State via SFTP. The District Audit Job runs the following reports:
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