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USAS Fiscal Year End Checklist

USAS Fiscal Year End Checklist

Individual ITC's may supply slightly different instructions depending on the policies and procedures of the ITC.  Therefore, these procedures are intended to be general guidelines only.

Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

1. The Central office square footage must be populated in the 'ORGANIZATION'  program under CORE.  The district profile includes information to report the central office square footage for your district.
2. The Building Profiles information must be updated in the 'BUILDING PROFILES' program under PERIODIC.  The building profiles includes information to report the correct square footage, bussing percentages, and lunchroom percentages for each building in your district. 
3. A Building Profiles report may be generated by running the 'SSDT District Building Information' report under the Report Manager grid.
4. Run the SSDT Account Validation Report under the Report Manager to ensure no invalid accounts exist.  If invalid accounts do exist, they should be changed via the 'ACCOUNT CHANGE' program under UTILITIES by changing them to valid account codes.
5. Run an 'SSDT OPU LISTING' report under the Report Manager grid to review your OPUs to make sure your IRN numbers and Entity types are correct. Use OPUs under CORE to make any necessary changes.  All OPUs must have an IRN within your district.
6. If you plan to use the SCENARIOS option under BUDGETING to enter your next year proposed budgets and revenue estimates, this may be completed before closing the fiscal year. 

Month-End Closing

7. Enter all transactions for the current month
8. Attempt to reconcile USAS records with your bank(s)

  • Perform bank reconciliation procedure

  • Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month

9. Generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.

◊  The Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.

◊   Totals from reports should balance.

10.  If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
11. Manually run and review desired reports

The SSDT Monthly Report Bundle will automatically run when the Posting Period is closed if it is enabled. A list of the included reports & descriptions can be found here.

Fiscal Year-End Closing

Under the Periodic menu:

12. Confirm the 'CASH RECONCILIATION' for the current has been completed.
13. Select the 'CIVIL PROCEEDINGS' program and enter any existing civil proceedings

Before generating the Extract file, make sure you have edited the 'EMIS SOAP Service Configuration" under SYSTEM and entered the Fiscal Year you are reporting for Period H.

Before running a collection in EMIS-R, an EMIS user account must be created in the district's instance.  The EMIS SIF Agent Integration must be set up as well.  Please refer to Configuring SOAP Service with USxS for further information.

14. Under the Extract menu, select EMIS and click on 'Generate Extract File' to create a .SEQ file to be uploaded into the data collector.

  • Warning messages may be issued if the cash reconciliation or civil proceedings programs have not been completed.

  • As of FY2024, the Federal Assistance Summary and Detail are no longer required for Period H Reporting and will not be contained in the EMIS Extract. Based on district feedback, these pages remain in the software as an optional tool that may be used for entering and reporting on Federal Schedule information.

The EMIS Extract is to be used along with the USAS SIF agent when collecting the data in EMIS-R. The submission process for EMIS-R is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the extract before running the data collection process and submitting the data.

15. Manually run and review desired reports

The SSDT Fiscal Report Bundle will automatically run when the last Posting Period of the fiscal year is closed if it is enabled.  A list of the included reports & descriptions can be found here. 

16.  To close the Fiscal Year, under the Core menu, click on Posting Periods.

  • Click image-20250515-142916.png to close the June posting period. This will close the month and fiscal year.

  • The SSDT Monthly and Fiscal report bundles will automatically run when the Posting Period is closed.

If there are custom Report Bundles scheduled to run on the PostingPeriodCloseCompleted or the FiscalPeriodCloseCompleted event, users should allow the custom Report Bundles to complete before changing the current posting period to the new period.

   

18.  Click image-20250515-143039.png to make July the current posting period.  

You are now closed for the month and fiscal year, proceed with your next month's financial transactions.

Reminder

After the July posting period is open, please review any Pending Transactions in Transactions>Pending Transactions that are to be posted in July.   Please post accordingly.

 

 Post Fiscal Year-End Closing

19. Review or Schedule Extracts for AOS.

If the Audit Job has already been scheduled to run annually, the job does not need to be scheduled again. The job would be visible on the Utilities > Job Scheduler grid by the user that scheduled it and Admin users.

The District Audit Job can be scheduled through the Job Scheduler to generate the following reports for the previous fiscal year based on the current period. The reports will be sent to the Audit Reports section of the File Archive and they will be sent via SFTP directly to AOS when the job runs. Since this generates reports for the previous fiscal year, this should be scheduled after July of the new fiscal year has been made current. This may be scheduled for the district's typical type of audit.

  • SSDT USAS AUDITOR EXTRACT – ACCOUNT

  • SSDT USAS AUDITOR EXTRACT – TRANSACTIONS

  • SSDT USAS AUDITOR EXTRACT – VENDOR 

  • SSDT CASH SUMMARY 

  • GAAP Extract

 If you plan to use the Web-GAAP system for GASB34 reporting or to access the Legacy Cash Reports continue with the next step.

20. The GAAP program under the EXTRACT menu can be run if you use the Web-GAAP system for GASB34 reporting.  It will create the file necessary for uploading into the WEB_GAAP system. If the district user wishes to use Web-GAAP, an account will need to be set up if the district does not already have one.

For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wiki