Certification/Appropriation Reports

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Last updated: Nov 19, 2021 by Pat Zelei
6 min read

The Certification/Appropriation Reports allows the user to generate an Amended Certificate of Estimated Resources summary or detail report or a Certificate of Available Balances summary or detail report.  The Certificate reports will be based on the fiscal year for the current period and the Amended Certificate reports will be based on the current period.   

Certificate of Available Balances

The Certificate of Available Balances program produces a report which is to be submitted to the county auditor at the beginning of the fiscal year.  The reports will include amounts based on the fiscal year of the current posting period.  The program offers both detail and summary report options. By default, all funds will be reported at the Fund/SCC level.  However, you can choose to enter ranges of fund numbers and specify a reporting level of either Fund or Fund/SCC.  Please refer to the Fund Levels for Reporting section of this chapter for further information.

Exclude Fund/SCC

  • You may also enter Fund/SCCs you wish to exclude from the report. This might be utilized when it becomes necessary to exclude a budget reserve fund, student activity funds, or auxiliary service funds, etc. 

Principal Amounts for Permanent Funds

  • Allows the user to enter the fund and special cost center along with the associated principal amount for any permanent funds. Reporting requirements state that only interest earnings are supposed to be considered available for expenditure when certifying year-end balances of a permanent fund to the county auditor.  NOTE: The amount entered for each Fund/SCC will be subtracted from the beginning cash balance reported for the fund.
  • Use the + to add principal amounts for permanent funds.  You will be prompted to enter the permanent Fund/SCC and Principal amount.  The SCC will default to '0000' if an SCC isn't entered.

Advances Not Repaid

  • It is necessary to enter any advances from the prior fiscal year that have not been repaid as of July 1st.  NOTE: A positive amount should be entered for the fund that made the advance and a negative amount entered for the fund that will be making the reimbursement.

Format

  • Select the desired output format and click on 'Generate'. 

Snapshot of Report in PDF format:


Report Columns Calculations

  • Cash Balance June 30: Cash Balance as of June 30 of the prior year
  • Encumbrances June 30: all outstanding encumbrances as of June 30 which have been carried over into the new year
  • Advances not Repaid: Advances not repaid have to be entered into the program (see 'Advances Not Repaid' above)
  • Carryover Balance Available for Appropriation: Column 1 – Column 2 +/- Column 3.
  • Total Amount From all Sources Available for Expenditures: Pulled from the receivable amounts stored on the revenue accounts.  For example, the total in this column for the general fund should equal the total sum of the receivable amounts for all general fund revenue accounts  If district did not enter temporary or permanent appropriations to their revenue accounts, this amount will be zero.
  • Total Amount Available Plus Balances: Column 4 + 5

Narrative Data for Certificate of Available Balances

The Certificate of the Total Amount from All Sources Available for Expenditures, and Balances narrative from Classic's CERTBAL program, which included the date/time/location, explanation of the report, as well as signature lines for County Auditor officials is not available in the Redesign report. A separate document (i.e. Word document) will need to be created.

Click here for a sample narrative (in Word format) in which you can then save and customize with your district information.


Amended Official Certificate of Estimated Resources

The "Amended Official Certificate of Estimated Resources" report is to be submitted to the county auditor when there have been changes made to estimated resources and will be run for the current posting period.   By default, all funds will be reported at the Fund/SCC level.  However, you can choose to enter ranges of fund numbers and specify a reporting level of either Fund or Fund/SCC.  Please refer to the Fund Levels for Reporting section of this chapter for further information. 

 Tax Options

  • By default, values listed will be included in the "Taxes" column on the report unless you place a checkmark next to the Property Tax Allocation (3131, 3132, 3133, 3134, 3135, 3139), Income Tax (1130) or Other Taxes (1190) options.   

Exclude Fund/SCC

  • You may also enter Fund/SCCs you wish to exclude from the report. This might be utilized when it becomes necessary to exclude a budget reserve fund, student activity funds, or auxiliary service funds, etc. 

Principal Amounts for Permanent Funds

  • Allows the user to enter the fund and special cost center along with the associated principal amount for any permanent funds. Reporting requirements state that only interest earnings are supposed to be considered available for expenditure when certifying year-end balances of a permanent fund to the county auditor.  NOTE: The amount entered for each Fund/SCC will be subtracted from the beginning cash balance reported for the fund.
  • Use the + to add principal amounts for permanent funds.  You will be prompted to enter the permanent Fund/SCC and Principal amount.  The SCC will default to '0000' if an SCC isn't entered.

Advances Not Repaid

  • It is necessary to enter any advances from the prior fiscal year that have not been repaid as of July 1st.  NOTE: A positive amount should be entered for the fund that made the advance and a negative amount entered for the fund that will be making the reimbursement.

Format

  • Select the desired output format and click on 'Generate'. 


Snapshot of Report on PDF format:

Report Columns Calculations

  • Unencumbered Balance July 1: calculated for each fund by taking the July 1 cash balance - Prior year carryover encumbered + Advances not repaid - Principal entered on screen
  • Taxes and Other Sources: are the Receivable amounts; these are the final receivables at the time which would include any additions or deductions made.  If district did not enter temporary or permanent appropriations to their revenue accounts, this amount will be zero.
  • Total:  total of Column 1 + Column 2 + Column 3


In the first year after migrating to USAS-R, if there were differences on the Classic Carry Over Reconciliation report, then the difference will reflect in the Unencumbered Balance July 1 total because this calculation includes the Prior year carryover encumbrances.


Narrative Data for Estimated Resources

The Amended Official Certificate of Estimated Resources narrative from Classic's AMDCERT program, which included the district name, date/time/location and signature lines for the Budget Commission is not available in the Redesign report. A separate document (i.e. Word document) will need to be created. Click here for a sample narrative (in Word format) in which you can then save and customize with your district information.

Fund Levels for Reporting

The report subtotals are based on reporting levels that can be specified on the associated Fund. 

  1. Under Core/Accounts, click on the the  tab to display the Fund grid.



  2. Click on to edit an existing Fund.  
  3. Select the 'Certification Reporting' level for the fund and the Certification/Appropriation reports will be based on that fund level.  You can choose from 'Fund' or 'Fund/SCC'.
  4. Select the resolution reporting levels for the Appropriation Resolution report. 
  5. Click on  to save changes.