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.
- 1. Go to Core/Organization
- Enter/Verify Central office square footage
- 2. Go to Periodic/Building Profiles
- Enter/Update Building IRN, Description, square footage, transportation and lunchroom percentages for each building in your district.
- 3. Generate
SSDT District Building Information report under the Report Manager grid or from the home screen under All Reports. - 4. Generate
SSDT Account Validation report under the Report Manager or from the home screen under All Reports to ensure no invalid accounts exist.
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If invalid accounts do exist, they should be changed via Utilities/Account Change |
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Accounts with amounts in them for the reporting fiscal year MUST be cleaned up. If an account does not have an amounts for the reporting fiscal year it can be ignored if desired. Running the Account Validation Report and entering 'true' to the Exclude Accounts with Zero Amounts query parameter will list ONLY invalid accounts with amounts. |
- 5. Go to Core/OPUs
- Review OPUs to make sure IRN numbers and Entity types are correct.
Tip You may generate an SSDT OPU LISTING report under the Report Manager or from the home screen under All Reports if desired. All OPUs must have an IRN within your district.
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- 13. Go to Periodic/Cash Reconciliation
- Verify it has been completed for June June if not enter information as needed
- 14. Go to Periodic/Civil Proceedings
- Enter any existing civil proceedings
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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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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. |
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Go to Periodic/Federal Assistance SummaryStatus colour Blue title Optional - 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. |
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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.Status colour Blue title Optional
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- 19. Go to Core/Posting Periods
Click on
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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
Post Fiscal Year-End Closing
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For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wikki Wiki |
- 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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