This procedure outlines the steps to be taken to close USAS for the fiscal year in the Redesign.
Items to consider prior to FYE - district policies & procedures will vary
Closing out all possible purchase orders
Review old outstanding disbursements
Maintenance of Effort (MOE)
Info
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. If invalid accounts do exist, they should be changed via Utilities/Account ChangeAccounts 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. 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.
- 6. If you plan to enter your next year proposed budgets and revenue estimates, this may be completed before closing the fiscal year (or at any time) via Budgeting/Scenarios
Month-End Closing
- 7. Enter all transactions for the current month
- 8. Attempt to reconcile USAS records with your bank(s)
Perform bank reconciliation procedure
Under the Periodic menu, select 'Cash Reconciliation' to enter your cash reconciliation information for the month
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.
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.
- 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
Monthly CD Report Bundle
The SSDT Monthly CD Report Bundle will automatically run when the Posting Period is closed as long as it is enabled. The bundle includes 27 SSDT Template reports. A list of reports can be found here. Reports can be found in File Archive under the Utilities menu.
Fiscal Year-End Closing
- 12. Under System/Configuration, edit the EMIS Soap Service Configuration and update the fiscal year to the correct reporting year.
Not everyone has the ability to access this configuration screen. A particular permission must be granted to a user. If access is needed please notify the fiscal staff.
Under the Periodic menu:
- 13. Go to Periodic/Cash Reconciliation
- Verify it has been completed for June
- 14. Go to Periodic/Civil Proceedings
- Enter any existing civil proceedings
Before generating the Extract file, make sure you have edited the 'EMIS SOAP Service Configuration" per Step 12 under SYSTEM and entered the Fiscal Year you are reporting for Period H.
- 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.
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
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.
Click on
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
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
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.
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)
View existing federal assistance detail record using the
from the gridClick on
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
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.
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)
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.
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
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.
- Click on
- 20. You are now closed for the month and fiscal year.
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
- 21. Go to Extract/GAAP if you use the Web-GAAP system for GASB34 reporting.
For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wikki
- 22. Submit your financial data via EMIS-R
Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R
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:
SSDT USAS Auditor Extract
SSDT USAS Auditor Extract - Transaction
SSDT USAS Auditor Extract - Vendor
SSDT Cash Summary
GAAP Extract