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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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  •  7. Enter all transactions for the current month
  •  8. Attempt to reconcile USAS records with your bank(s)
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  • Perform bank reconciliation procedure

  • Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month

Tip

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'.
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  • 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.

Info

Encumbrances on these two reports may not match.

Cash Summary picks up total encumbrances (including carry-over encumbrances).

Financial Detail Report picks up encumbrances for the date range entered on the report.

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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.
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  • 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. 

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