CIV Training Financial Management System 2011-2012

1. CIV Training Financial Management System 2011-2012

2. New Financial Coding Requirements for 2011-2012   Districts and Charter Schools Revenue will not be allowed in fund 2000 and/or 2200 in FY 12. Revenue cannot be recorded in funds 1000, 1100-1199, 2000 and 2100-2199.  Revenue previously recorded in fund 2000 should be recorded in fund 2001.  All expenditures from Foundation Funding and Enhanced Funding will continued to be charged to either Fund 1 (Teacher Salary) or Fund 2 (Operating). 

3. New Financial Coding Requirements for 2011-2012  (Continued) A transfer(s) from fund 2001 to fund 2000 must equal to the amount of foundation funding defined in ACA §6-20-2305(a)(2) and should be made by one or more journal entries. DR 2001 5200 000 000 00 69321 XXX.XX CR 2001 01010 XXX.XX DR 2000 01010 XXX.XX CR 2000 52201 XXX.XX Note: Object code 69321 and revenue account code 52201 are new for the 2011-2012 school year and used only for the transfer of funds from 2001 to 2000 equal to the amount of foundation funding. When transferring amounts over that amount use object codes 69320 and revenue code 52200.

4. Fiscal Year End, Budget Reminders… Once the fiscal year end has been processed, if a new fund is set up in the old year in period 13, the balance sheet must be set up in the new year as well as the old year BE absolutely positive that the balance sheet in the new year has all the required balance sheet accounts.  The ‘interim close’ process does not and cannot add new balance sheets to the new year.  If an error log is generated after interim close, DO NOT IGNORE REPORT, CALL HELP DESK.

5. Fiscal Year End, Budget Reminders… When adding new budget units/accounts after the fiscal year end, remember the process cannot go backwards.  If you add new budget units and accounts in the new year, they also have to be added in budget prep.  If you want to do a one-time entry, keying, enter in period 13 of old year, re-extract to budget prep, and re-create to get in new/current fiscal year.  Or you can key to budget prep (instead of period 13 of 11) and re-create to Update ledgers in the new/current fiscal year.

6. CIV Training Cycles 1 - 9Financial Management System 2011-2012

7. CYCLES 1 - 9 Districts, Charters and Coop will submit bank reconciliations for all cycles. Districts, Charters and Coop will submit bank reconciliations for all cycles (1-9). All outstanding checks for all funds are pulled from users database to the bank reconciliation in the cycle. Note: Bank Reconciliation in Cycle does not pull by disbursement fund like bank rec in APSCN database. All cash accounts are pulled in the Cycle Bank Rec. This requires users to record the total amount of ALL Bank Statements in the “Bank Statement Balance” field.

8. CYCLES 1 - 9 Contacts Persons 1-9 Cycles Districts/Charters Work Phone, Fax, & Email for all Contact persons Home and Cell phone number for: T-Technology Coordinator U- Superintendent Some exceptions for “some” charters who don’t provide bus services for students

9. CYLES 1 - 9 Cycle Edits - Contacts Persons Cycles 1 -9 (Continued) Coops Required to have Coordinator Codes 1, E, F, G, S, T and U completed. Coordinator Codes located on Page 36 of SIS handbook.

10. Cycle 2 Cycle 2 - Financial  2010-2011 Employee Screen information Status Code Age Hire Date Assign Race Screen Years in District/State/Total  Insurance Eligible/Participation Job Assignment Run Cognos Reports

11. Cycle 3 - 7 Cycle 3-7 Financial 2011-2012 Bank Reconciliations

12. Cycle 8 Cycle 8 Financial 2011-2012 Page 36/37 Code Structure Do not make entries to salary after Cycle 8. Will have to re-submit Cycle 8 or reverse JE made to salary.

13. Cycle 9 Cycle 9 Financial 2011-2012 Payroll & Fund Accounting Reporting

14. Cycle 9 Cash Balances No negative cash balances in Funds: 1000-6999 8000-8999

15. Cycle 9 Bonus Payments Check pay group of employees before paying Bonus as employees paid in “S” pay group do not pull in Cycle 9 reporting. Set up and use unique Pay Codes (1 for certified, 1 for classified) for Bonus payroll. Set up and use unique Job Classes for Bonus Payroll.

16. Cycle 9 Underpayment(s) Check pay group of employees before paying Underpayment as employees paid in “S” pay group do not pull in Cycle 9 reporting. If underpayment paid while employee is in “S” pay group they will not pull in Cycle report. Set up and use unique Pay Code for Underpayment payroll Set up and use unique Job Class for Underpayment Payroll Function 1190 is required for Underpayments. Note: Federal money cannot be used for underpayments.

17. Cycle 9 SES Providers Approved Supplemental Educational Services (SES) Providers for the 2011-2012 fiscal year are on ADE web site. In Cycle 9, the SES providers should be listed in APSCN database exactly as they are listed in SES Provider list on APSCN webpage under SIS, otherwise they will not pull into the Cycle.

18. Cycle 9 ACT 28 The Act 28 screens are for district, coops and charters to select the standardized reasons for maintaining instead of spending Categorical Funds and Unrestricted Legal Balance. Selection values on the screens will default to N for No. All districts must have at least one (1) Y for Yes under each of the Categorical Funds (ALE, ELL, NSLA and PD) if they have received these funds from the State during the reporting fiscal year. Coops or Charters who do not receive these State funds during the reporting fiscal year can have N (No) as an acceptable value. All Districts, Coops or Charters must have at least one (1) Y for Yes for the Legal Balance screen.

19. Cycle 9 Final Close for FY 12 Must be done after Submission of Cycle 9 Cannot make any more entries after submission of Cycle 9 Field Rep or APSCN help desk will contact user if final close has not been done.