Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org GASBO 2017 SBO 2017 GaDOE GaDOE Financial Statement Preparation November 8, 2017 Financial Review Team 11/7/2017 1
AGEND ENDA Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • FY 2017 Data Collection Process • Tips for Month End Closing • Tips for Fiscal Year End Closing • Error Checking Portal • Common Error and Warning Codes • Reconcile Expenditures from E to B • Reconcile Revenues on Exhibit B • Resources to Assist in Preparation 11/7/2017 2
Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org FY 2017 Da FY 2017 Data ta Collections Pr Collections Process ocess 11/7/2017 3
DE 46 – DE 46 – FY 2017 Y 2017 Submissions Submissions Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • On deadline date of October 9, 2017 – 46 districts, 12 state charters, and 2 RESAs had not finalized the reports for FY 2017. • After the deadline – 18 districts, 8 state charters, 2 RESAs had not finalized the reports for FY 2017. – 14% • Currently (as of today) – 2 school districts, and 1 RESA have not finalized the reports for FY 2017. • What does this mean for FY 2018? 11/7/2017 4
DE 46 – DE 46 – FY 2018 Y 2018 Submissions Submissions Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org Deadline moved up to Monday, September 17, 2018 11/7/2017 5
DE 46 – DE 46 – FY 2018 Y 2018 Submissions Submissions Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • ESSA Report Card • Financial Efficiency Star Rating • Title I and SEC Maintenance of Effort • Indirect Cost Rates • SEC Excess Cost • 65% Minimum Direct Classroom Expenditures • Scholarship Calculation • QBE Calculations • Federal Reporting (Census and NCES) • Federal Program Monitoring 11/7/2017 6
Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org How will w How will we be a be able to e to complete the r complete the repor ports s earlier? ear lier? Wha What can be implemented can be implemented now now, to ensur , to ensure y e you meet the ou meet the deadline ne deadline next y xt year? ear? 11/7/2017 7
Monthly Close Out Checklist Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • Ensure Receipts/Expenditures All Posted • Categorical Grants analyzed monthly • Bank Reconciliations Timely • Payroll Reconciled Timely • Construction Projects Maintained Monthly • Upload General Ledger to Error Checking EACH MONTH 11/7/2017 8
Fiscal Year End Closing Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” The Tips for Fiscal Year End Closing document provides a checklist of procedures that gadoe.org gadoe.org need to be performed by the district. Not all items on the list may apply to your district. Unless otherwise noted, these procedures should be done before closing the year. The list can be found at: http://www.gadoe.org/Finance‐and‐Business‐Operations/Financial‐Review/Pages/default.aspx 9
Fiscal Year End Closing Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • Bank statements reconciled for all 12 months • Salaries and Benefit Payable accrued • QBE Accounts Receivable posted • Federal Grants reconciled (receivable, payables, deferred inflows posted where applicable) • CS‐1 reconciled for fiscal year • Contracts/Retainages Payables posted for all construction projects • Capital Assets listing updated • Long Term Debt adjusted 11/7/2017 10
Fiscal Year End Closing Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org If the Year End General Ledger has all possible entries posted, what is left for financial statement preparation? 11
Common Adjustments to General Ledger after submission Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent to GaDOE “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • Fund Balance Adjustments – prior year activity should not be posted to current year revenues and expenditures due to grant period of availability requirements. If correction to prior year revenue is required, the general ledger entry is to 0799 (or 0740 SFS). This must be reclassified per GAAP financial statements for audit presentation. • Delinquent Taxes – If taxes are levied at due date (generally December), but not collected within 60 days of fiscal year end, the taxes are considered a Deferred Inflow of Resources . Entry to correct is to post an Accounts Receivable and Deferred Inflow of Resources for levied taxes not received by August 31 st . 11/7/2017 12
Common Adjustments to General Ledger after submission Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent to GaDOE “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • GASB 68 Entries – post the liability and related adjustments to current year pension expense on the government wide financial statements. • Reclassification of New Capital Lease – a new capital lease is required to be recognized at the present value of the lease, at the inception of the lease. • Reclassification of Debt Payments – for budget purposes, you may report payments of bus leases to function 2700. This allows the budget comparison to report to management the budgeted expenditures for transportation. For GAAP, long term debt principal and interest payments should be posted to function 5000 – Debt Services. 11/7/2017 13
Common Adjustments to General Ledger after submission Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent to GaDOE “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • Interfund Activity – eliminate transfers in/out in the General Fund Major Opinion Unit or the Capital Projects Fund when the transfers are between funds that are combined in the Major Opinion Unit. • Interfund Activity – eliminate revenues/expenditures between the governmental school activity funds and the general fund that were the result of the school reimbursing the central office for services or good provided (example – bus driver for field trip). • Reclassification of Fund Balance Designations – reclassify fund balance designations to properly report per GASB 54. 11/7/2017 14
Common Adjustments to General Ledger after submission Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent to GaDOE “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org • Reclassification of Cash/Investments – reclassify assets for GAAP reporting. • Adjustment of Expenditures on Exhibit B – the LEA may have some changes in Capital Assets or Long Term Debt that are not mapped correctly based on assumptions made in the universal mapping process. • Adjustment of Revenues on Exhibit B – the LEA may have some reclassifications necessary for Revenues that are not mapped on the GaDOE Financial Statements. 11/7/2017 15
GASB 68 Journal SB 68 Journal Entries Entries Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org 16
Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Er Error Chec or Checking ing Po Portal 11/7/2017 17
Er Error Chec r Checking P ng Portal al Richard Woods, Richard Woods, Georgia’s School Superintendent Georgia’s School Superintendent “Educating Georgia’s Future” “Educating Georgia’s Future” gadoe.org gadoe.org 11/7/2017 18
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