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End of Year Closing Procedure and Records Retention

1. Data to verify

Unpaid Encumbrances

NOTE: This report should reflect what is needed as reserves before continuing. These reserves must tie to what is given to the auditor. Check this report for any unpaid purchase orders that will not be used and close them if necessary and rerun the report.

i-AP/Options/PO Reports/Unpaid Encumbrances

A.       Select the appropriate Fund.

B.       Enter 6/30 for the As of Date.

C.       Check the Print Payroll POs box.

D.      Leave the Include Only Certified box and Print Detail box blank.

E.       Print and Save the Report.

F.       Print for all Funds.

G.      Close all applicable unpaid purchase orders that will not be used and rerun the report, if necessary.

Lapsed Appropriations & Estopped Payments

Determine which purchase orders are to be carried as lapsed appropriations and which payments have been estopped from the prior fiscal year.

A.       Please provide the district Treasurer with lapsed appropriations and estopped payment information, as it is required for their end of year Oklahoma Revenue Reporting.

2. Tasks to perform

Expenditure Journal Entries

Enter all applicable Journal Entries for any transactions the district Treasurer made for payments on Bonds, Coupons, or Interest on Payments or if they made payments on any Judgements with a Treasurer’s Check, so the expenses can be reflected on the end of year Oklahoma Expenditure Reporting.

IMPORTANT: Carefully enter each entry as it cannot be edited once it is saved. If an error is made, a negative JE will have to be entered for the same coding and amount to offset the incorrect entry. There must be sufficient appropriations and money available before entering Journal Entries.

NOTE: We have created a training video to assist with adding Expenditure Journal Entries.

Ø  How To Enter A New Expenditure Journal Entry (access video directly through the application: i-AP/Home

Screen/Training Videos Link/Ctrl+F keys/Search for ‘Expenditure Journal Entry’)

i-AP/Options/Expenditure JE Maintenance

A.       Click New to enter a new Journal Entry.

B.       Enter the Reason, Date and Type for the Journal Entry.

C.       Click New in the Expenditure JE Detail grid and add the appropriate coding and amount.

NOTE: Pay close attention to the Fund and other coding when entering the details.

D.      Click Save to save the Journal Entry or Save & Add to save and add another Journal Entry.

Perform Edit Checks

Use the Perform Edit Checks tool to correct any potential coding issues prior to uploading a trial submission of the data to OCAS. If there are errors, correct them before proceeding.

i-AP/Options/Tools/Perform Edit Checks

A.       Leave the Classification Bolding Selection set to STATE.

NOTE: Make any necessary corrections to the STATE bolding criteria as needed in order to stay current with reporting requirements. (Options/Setup/Classification Bolding)

B.       Check the appropriate Edit Checks box to apply the current fiscal year edit checks.

C.       Click Perform Checks.

D.      Click the Export icon to export the results to PDF and print the report. Correct errors as necessary.

Oklahoma Expenditure Reporting Trial Submission

NOTE: Verify the Oklahoma Expenditure Report does not contain negative errors (the text will be red in the report if negative). If there are errors, correct them before proceeding. It is important to upload a trial submission of the data to OCAS in order to correct any coding issues before printing final state reports.

i-AP/Options/Federal/State Reports/Oklahoma Expenditure Reporting

A.       Enter the Fund(s) or leave blank to include all Funds.

B.       Enter the Payment Date of 6/30 or final payment date to include all expenditures for the fiscal year.

C.       Enter the File Name.

D.      Print the Report and check for errors. Correct errors as necessary.

E.       Click Create File and save file for testing. Upload the file to OCAS and correct errors as necessary.

Unemployment Allocation (i-Payroll)

If Unemployment was paid during the year by purchase order, it will need to be allocated through the i-Payroll application. It is necessary to spread the Unemployment for every payment. It should not be spread for the entire year at one time unless only one payment was made during the year.

IMPORTANT: Correct all coding errors on Payroll purchase orders before allocating, otherwise those coding errors will be allocated on the Unemployment purchase orders and will have to be reclassed.

NOTE: We have created a training video to assist with the Unemployment Allocation.

Ø  Unemployment Allocation (access video directly through the application: i-PR/Home Screen/Training

Videos Link/Ctrl+F keys/Search for ‘Unemployment Allocation’)

i-PR/Options/Reports/Unemployment Allocation

A.       Select the Purchase Order and Payment.

B.       Enter the Apply On Date.

C.       Enter the Begin and End Dates for the Salary Selection.

D.      Enter the Classification Coding, if necessary.

a)       If Unemployment was not included in the Federal Program Allocations, then enter a project range excluding Federal Projects or they may be reclassed on the purchase order after allocating the Unemployment.

E.       Select the Amount Option and then Click Next.

F.       Print and Save the Report.

G.      Click Save to Allocate the Unemployment costs.

Workers Compensation Allocation (i-Payroll)

If Workers Compensation was paid during the year by purchase order, it will need to be allocated through the i-Payroll application. It is necessary to spread the Workers Compensation for every payment. It should not be spread for the entire year at one time unless only one payment was made during the year.

IMPORTANT: Correct all coding errors on Payroll purchase orders before allocating, otherwise those coding errors will be allocated on the Workers Compensation purchase orders and will have to be reclassed.

NOTE: We have created a training video to assist with the Workers Compensation Allocation.

Ø  Workers Compensation Allocation (access video directly through the application:  i-PR/Home Screen/

Training Videos Link/Ctrl+F keys/Search for ‘Workers Compensation’)

i-PR/Options/Reports/Workers Compensation Allocation

A.       Select the Purchase Order and Payment.

B.       Enter the Apply On Date.

C.       Enter the Begin and End Dates for the salary selection.

D.      Enter the Classification Coding, if necessary.

a.       If Workers Compensation was not included in the Federal Program Allocations, then enter a project range excluding Federal Projects or they may be reclassed on the purchase order after allocating the Workers Compensation.

E.       Select the Amount Option and then Click Next.

F.       Print and Save the Report.

G.      Click Save to Allocate the Workers Compensation costs.

Allocate Encumbrances to Appropriations

OPTIONAL STEP: Follow the steps below in order to allocate appropriations to spread them according to the amount encumbered for the year. The unspent amount from the budget can then be added to a 000 coding line (using valid Unit), if applicable.

IMPORTANT: Correct all coding errors on all purchase orders before allocating, otherwise those coding errors will be allocated on the Appropriations and will have to be reclassed.

NOTE: We have created a training video to assist with Allocating Encumbrances to Appropriations.

Ø  How To Allocate Encumbrances To Appropriations (access video directly through the application i-AP/

Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘Allocate Encumbrances’)

i-AP/Options/Tools/Allocate Encumbrances to Appropriations

A.       Select the Fund from the drop down menu.

B.       Click on Allocate Encumbrances to Appropriations.

C.       Select the To Fiscal Year.

D.      Enter the Classification Coding, if necessary.

E.       Enter the New Appropriation Date.

F.       Click Perform Copy and OK to confirm.

G.      Close Appropriations

a.       Choose Options/Appropriation Maintenance and navigate to the appropriate Fund.

b.       Close any appropriations that were previously added, if applicable.

NOTE: Do not close the newly added allocated appropriation, unless repeating this process. The allocation description will display as Encumbrance Allocation (date of appropriation).

c.        Add the budget difference to a 000 appropriation detail (using a valid Unit), if applicable.

REMINDER: Do not submit reports to the auditor until completely verified/balanced in all applications. Make sure to keep copies for the district and auditor, then create OCAS files for state financial reporting. IMPORTANT: DO NOT ADD OR EDIT ANY DATA AFTER REPORTS ARE CREATED AND SENT TO THE AUDITOR.

3. State Reports to verify and print

In addition to a hard copy of the reports required by State Statute, the Board of Education and Auditor, it is important to also save a PDF digital copy of these reports.

For records retention at your district, a historical folder should be created locally for storage of the current school year’s digital copies. This will provide your district an easy way to reference this historical information in the future. See ‘Example of Historical folder’ on last page. IMPORTANT: The historical folder should be secured by the network administrator, giving access only to the appropriate users.

NOTE: Run each report for all applicable funds.

Purchase Order Register

                i-AP/Options/PO Reports/Purchase Order Register

A.       Select the appropriate Fund. 

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       Check the Print Payroll POs box.

D.      Click Print to export the Purchase Order Register to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Purchase Order Register (i.e., Fund 11 Purchase Order Register).

F.       Print for all Funds.

v  The Purchase Order Register should balance to the Encumbrance Register.

Encumbrance Register

                i-AP/Options/PO Reports/Encumbrance Register

A.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

B.       Check the Print Payroll POs box.

C.       Leave the Print Detail box blank.

D.      Select the appropriate Fund. Make sure to print for each Fund separately.

E.       Click Print to export the Encumbrance Register to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Encumbrance Register (i.e., Fund 11 Encumbrance Register).

G.      Print for all Funds.

v  The Encumbrance Register plus the Expenditure JE Register should balance to the Encumbered Total column on the Budget Analysis.

v  The Encumbrance Register should balance to the Unpaid Encumbrance Register Total plus the Payment Register Total.

v  The Encumbrance Register should balance to the Purchase Order Register.

Unpaid Encumbrances

NOTE: This report should reflect what is needed as reserves before continuing. These reserves must tie to what is given to the auditor.

i-AP/Options/PO Reports/Unpaid Encumbrances

A.       Select the appropriate Fund.

B.       Enter 6/30 for the As of Date.

C.       Check the Print Payroll POs box.

D.      Leave the Include Only Certified box and Print Detail box blank.

E.       Click Print to export the Unpaid Encumbrances to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Unpaid Encumbrances (i.e., Fund 11 Unpaid Encumbrances).

G.      Print for all Funds.

v  The Unpaid Encumbrances should balance to the Encumbered Balance column on the Budget Analysis.

Expenditure JE Register

                i-AP/Options/PO Reports/Expenditure JE Register

A.       Select the appropriate Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       Click Print to export the Expenditure JE Register to PDF. Print and retain for records.

D.      Save the PDF to the current year’s historical folder using the file name: Fund XX Expenditure JE Register (i.e., Fund 11 Expenditure JE Register).

E.       Print for all Funds.

v  The Expenditure JE Register plus the Payment Register should balance to the Paid column on the Budget Analysis.

Payment Register

                i-AP/Options/Payment Reports/Payment Register

A.       Select the appropriate Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

NOTE: If payments are dated after 6/30 make sure to extend the End Date to include them.

C.       Check the Print Payroll Payments box.

D.      Click Print to export the Payment Register to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Payment Register (i.e., Fund 11 Payment Register).

F.       Print for all Funds.

v  The Payment Register plus the Expenditure JE Register should balance to the Paid column on the Budget Analysis.

Budget Analysis

                i-AP/Options/Analysis Tools/Reports/Budget Analysis

A.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

NOTE: If payments are dated after 6/30 make sure to extend the End Date to include them.

B.       Leave the Classification Bolding Selection empty.

C.       Leave the Print Detail box blank.

D.      On the Grouping and Printing Choices, choose the following:

E.       Click Print to export the Budget Analysis to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Budget Analysis (i.e., Fund 11 Budget Analysis).

G.      Print for all Funds.

v  The Encumbered Column should balance to the Encumbrance Register plus Expenditure JE Register.

v  The Encumbered Column should balance to the Purchase Order Register plus Expenditure JE Register.

v  The Paid column should balance to the Payment Register plus Expenditure JE Register.

v  The Encumbered Balance column should balance to the Unpaid Encumbrance Register.

Oklahoma Expenditure Reporting

Prior to submitting final Oklahoma Expenditure amounts to the state and after balancing is complete for all funds (including Cash/Activity Funds), it is important to check for negative errors in the data one final time. Then, make final Oklahoma Revenue Reporting files and save for data retention and submission to the state.

                i-AP/Options/Federal/State Reports/Oklahoma Expenditure Reporting

A.       Enter the Fund(s), or leave blank to include all Funds.

B.       Enter the Payment Date of 6/30 or final payment date to include all expenditures for the fiscal year.

C.       Enter the File Name.

D.      Click Print to export the Oklahoma Expenditure Reporting to PDF and check for errors. Correct any negative errors before proceeding. If no errors, save the PDF to the current year’s historical folder using the file name: Oklahoma Expenditure Reporting and retain for records.

E.       Verify the totals before submitting to the state.

F.       Click Create File and save the file for later submission to the state.

NOTE: Include all funds and expenses in the submission to the state. To ensure all expenditures are included in the reporting file, leave the Fund field blank and verify the Payment Date reflects the final payment date for the fiscal year for all funds.

DATA MERGING NOTE: Customers that use an outside Encumbrance Clerk or customers that do not have complete Fiscal Year expenditures entered in MAS for all funds may need to merge their expenditure files before submission to OCAS. Please contact a MAS Support Representative for assistance with merging expenditure files.

Example of Historical Folder for Records Retention: