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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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Items to consider prior to FYE - district policies & procedures will vary

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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.

  •  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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  • Perform bank reconciliation procedure

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

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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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  • 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.
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    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.
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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. 

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  •  19. Go to Core/Posting Periods

  • Click on 

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  • image-20240520-163008.pngImage Added 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.

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
Tip

Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R

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