FYI October 13, 2016

Transcription

1 FYI October 13, 2016 Wayne K. McCullough, DBA, PRSBA Director of Leadership and Development Susan Green, MBA, CPA, PRSBA Chief Financial & Operations Officer Southern York County School District

2 Thanks for Joining Us! Listen to audio over your computer speakers. If you are not able to listen via the Internet, you can dial-in by phone using the numbers shown on your screen. If you disconnect, simply repeat instructions to reconnect to the program. If listening to audio by phone, you can adjust the volume by pressing *4. To submit a question, type in the chat window and click Enter to send. CPE and CEU Credits are NOT available for this forum.

3 Archives and Today s Handout available at Strategic Plan Outreach and Mentorship Effort for New and Newer PASBO Members in all aspects of School Business Management Use PASBO Experts to Help New Entrants Continuing Series Next one will be Thursday, November 10 at 1:30 pm 3

4 Today s Agenda 1. What's Due Calendar of State and Federal Reports 2. PASBO Tools You Can Use Resources to Help You 3. Your Questions Answered An Open Forum for Your Questions! 4. Preparing the AFR 4

5 The due dates on the calendar are intended as a guide not as absolute deadline dates. The calendar is a work in progress and will be modified throughout the year. This is not an official calendar although it has been reviewed by PDE. Before We Start 5

6 1-Oct New Hire Report Monthly Report of New Hires HR 1-Oct 1-Oct NSL Report on PEARS Monthly Reimbursement for Lunches Served each Month Food Service PDE-1043's On- Line Annual Transportation Report Transport. PDE 1-Oct Fall PDE reporting Annual Public School Enrollment Report 10-Oct Upload NPAS Reports and Send On-line 15-Oct Title IX Report Monthly Annual Child Accounting PDE Dept. of Labor & Industry CN PEARS Report of Wages & Retirement Contributions Finance PSERS/NPAS Expenses and Participation by Sport by Building Finance School Services

7 31-Oct PDE Oct 941 Quarterly Quarterly Report of Soc. Sec. & Medical Tax Contributions Finance DSD&A Employer's Quarterly Federal Tax Return Finance IRS 31-Oct PDE-2057 Annual Annual Financial Report Finance Comptroller Pupil Membership/Child 31-Oct 4059AVTS Annual Accounting Reports (charter schools) Child Accounting PDE Dept. of Labor & 1-Nov New Hire Report Monthly Report of New Hires HR Industry 1-Nov NSL Report on PEARS Monthly Reimbursement for Lunches Served each Month Finance CN PEARS 10- Nov Upload NPAS Reports and Send On-line Monthly Report of Wages & Retirement Contributions Finance PSERS/NPAS 7

8 There s a doc for that at the Electronic Resource Center Delivering Best Practices and Good Ideas

9 Add PASBO to your social networks Follow PASBO twitter.com/pasbo_org Like PASBO

10 The Budget Blog Invitation only site related to the State Budget If you have not yet signed up, please send an to Sign-up is easy

11 Time for More Questions! Send text questions using the Chat function at the left side of your screen. Type message in box and click Enter to send.

12 AFR Basics Due October 31 st each year Online/web-based = CFRS PDE/Teachers&Administrators/School Finances/Office of Comptroller Operations/Annual Financial Report PDE 2057 SD, Charter Schools, AVTS PDE 2056 Intermediate Units 12

13 Resources AFR User Manual Posted 8/31/2016 CFRS General User Manual Summary of Changes for AFR AFR Accounting & Reporting Clarification 13

14 AFR Basics %20Administrators/School%20Finances/Offic e%20of%20comptroller%20operations/pages /Annual-Financial-Report---School- District.aspx#tab-1 If filed more than 30 days after the due date of October 31, a fine of $300/day for each day it is late DO NOT EVER DO THIS! File and revise, if needed, or contact PDE

15 AFR Basics CFRS = Consolidated Financial Reporting System AFR and Budget CFRS User Manual on how to register = PA Portal Must then be given access Multiple users may work in it MyPDESuite Application Login Pick CFRS

16 Enter School Information First Step Fill in the names and contact information Go back to Main Screen

17 Data Load Detailed file specification instructions in the user manual Will save gobs of data input time Will improve accuracy Most Financial Software vendors have this functionality built into their products Worth learning how to do this If you don t, will have to manually type in a lot of data Run this now! See if you have any accounts that pop out as exceptions that need fixed.

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19 Still must enter information Data load will save lots of time, but not everything will populate Will need to enter some revenue detail, financial statement information, and special schedule information Follow the order for input, but look through it all now. Keep a binder to gather special schedule information.

20 Data Entry Order of Entry is NOT the order listed. Page 2 of Manual Revenues Expenditures Special Schedules Financial Statements 20

21 Special Schedules Not going to go over each one individually Highlight those that have financial impacts Pages 4 8 of the manual Start now! Contact PASBO with questions about others

22 Special Education Schedule Important because it determines your Act 1 exception for Special Education Expenses Allocation of costs between regular and special education Many Districts allocate based on number of students for certain areas, while inputting known costs in other (Transportation especially) Cannot change methodologies to increase your Act 1 Exception

23 Example Transportation Schedule Only applies to district-owned transportation expenditures, not payments to contracted service providers. Read through directions of schedules.

24 Financial Statements Need audited financials to produce much of this information May not have audit ensure numbers are good through discussion with auditors Fund financial statements not entitywide

25 Validations Must either be cleared or a justification put in where applicable before submitting Approximately 60 validation checks Many are just verifying last year s ending balances or matching up to the FAI system Highlight some Sample is similar on next slide. Leave a day or two to clear errors cannot run until all input is done.

26 Federal Expenses and Revenue for Special Education

27 Federal Expenses and Revenue for Special Education

28 Special Education Revenue and Expenses IDEA is Federal revenue Gets sent to the IU and then onto Districts IU reports the REVENUE as Federal District reports it as 6832 Pass Through Revenue Despite it appearing to be a local revenue, the expenses by Districts are in fact Federal Report them as such Overpaying charter school tuition if not reporting these expenses correctly as Federal expenses

29 Prior to Submitting Validation Free Reports Section 3 p. 11 of Manual 2. Document Templates / Documents Uploaded The Signature Document Templates required for submission can be downloaded from the links on the right hand side of this section. These documents must be printed, signed, and scanned to pdf format in order to upload and complete the submission process. The left hand side of this section displays the most recently uploaded document of each type. 29

30 Submitting Section 4 page 11 Accuracy Certification Statement 10/31/xx Chief School Administrator Board Secretary Audit Certification 12/31 Chief School Administrator Board Secretary 30

31 Questions Please type questions in the text box at the bottom of the screen Contact me at or with questions after the presentation State folks are very helpful on these issues Remember, file by October 31 if at all possible and no later than November 30, and IDEA expenses are Federal expenses for School Districts

32 Thank you for your participation! CPE and CEU Credits are not available for this forum. Next FYI is November 10 at 1:30 p.m. Visit pasbo.org/fyi