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How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site

How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site. Test and actual sites. COA test site mirrors the actual site Available year around

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How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site

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  1. How to use the Certified Annual Report (CAR) – Chart of Account (COA) test site and actual site

  2. Test and actual sites • COA test site mirrors the actual site • Available year around • Switches to the current fiscal year’s edits after all the past fiscal year’s CARs have been received and reviewed • Additional capability of testing individual account codes • Actual upload site is available in August • All accruals and deferrals should be made prior to upload

  3. Log in to the Iowa Education Portal:https://portal.ed.iowa.gov/iowalandingpage/Landing.aspx

  4. Go into appropriate application

  5. Test site • Test early and test often!!! • Testing gives you the opportunity to clean up incorrect account codes or reconciliations early on.

  6. Test site – testing individual records

  7. Enter up to 5 account numbers & click the Run Test button

  8. OR… upload entire text file

  9. First time through – answer questions. Edits are based on the answers.

  10. Click on NOT COMPLETE button-Stage1

  11. Stage 1 - Green Complete – can progress through Stages 2, 3 and 4. Stage 1 – Red Not Complete – can progress to Stage 2 only if the edits are due to negative amounts on the balance sheet. Otherwise Stage 1 edits will need to be corrected to progress.

  12. If edits appear in Stage 2, they do not need to be corrected at that point and you can advance to Stages 3 and 4.

  13. To view edits – 2 possible buttons ordrop-down menu (hit GO)

  14. Edits are grouped in 2 ways – by fund and in categories

  15. Individual account vs. entire file • Individual account codes • Most edit checks to look at the format of an account code are in Stages 1 and 2. • Progressing to Stages 3 and 4, which are comprised of various reconciling edits, will give edit messages that do not relate to the account number. • Entire files • Some edits in Stages 3 and 4 cannot be corrected until accruals, deferrals, and end of the year journal entries are made.

  16. Examples of edits after all 4 stages

  17. Try, try, and try again! • Individual account codes • Repeat this process for 1 to 5 account codes at any time • May only want to do Stages 1 and 2 which determine the validity of the code • Entire files • Correct edits and repeat process • Mirrors the actual upload site which is available in August

  18. Actual CAR upload and reports • Check points • Bank accounts are reconciled to financials • Using most updated version of financial software • One upload file – all accounts from all funds must be included in one comma delimited text file • Accounting entries have been made (adjustments, accruals, and deferrals) • Opened CAR reports and verified balances to ledger • Reviewed for accuracy • Report must be completed & certified by Sept. 15th

  19. Actual CAR upload and reports – check reports for accuracy

  20. Navigation of CAR-COA • Use the Dropdown menu on each page to navigate through the application: choose page and hit GO button • In completing a report or certification, information is only accepted after hitting UPDATE button

  21. Complete 1 report – Nonprofit School OrganizationsIf not applicable, must still hit Update

  22. Instructions • Instructions can be found at: Certified Annual Financial Reports (CAR) • Or navigate by going to https://www.educateiowa.gov/ , A-Z Index, Certified Annual Financial Reports (CAR)

  23. Resources • Use the Department of Education website often at https://www.educateiowa.gov/ & bookmark !!! • School Business & Finance, Accounting & Reporting, CAR • CAR Information & Instructions • School Business & Finance, Accounting & Reporting, Uniform Financial Accounting • Appendix G: Chart of Account Descriptions • Appendix H: Minimum Chart of Account Quick Reference Guide • Uniform Financial Accounting Manual – 2004 Edition • School Business & Finance, Accounting & Reporting, Procedures • Uniform Administrative Procedures for LEAs (AEAs)

  24. Other tips for using the Department of Education’s website Use the A-Z Programs List for finding things quickly

  25. Other tips to using the Department of Education’s website Quick link to Iowa Education Portal

  26. Contact Us!!!! • Denise Ragias – for help with the uploads and reports • Email: denise.ragias@iowa.gov • Phone: 515-281-4741 • Janice Evans - for help with account codes and journal entries • Email: janice.evans@iowa.gov • Phone: 515-281-4740

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