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USAS Fiscal Year End Checklist

USAS Fiscal Year End Checklist

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

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 Change

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. 
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 if not enter information as needed
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. Pay attention to the Fiscal year, the fiscal year you are reporting and closing should be selected.

  • Warning messages may be issued if the cash reconciliation and civil proceedings programs have not been completed.

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. Optional Federal Assistance Summary and Detail
17. 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.

18. Go to Core/Posting Periods