This procedure outlines the steps to be taken to close the USAS fiscal year.

PRE-Closing Procedures

The following procedures can be completed any time prior to starting fiscal year end closing.

You have the option to run an early collection before closing June in order to validate accounts and for MOE

Run an early collection of your financial data in EMIS-R with the option to submit to ODE

  • Enter "2019" in the fiscal year prompt of the USAEMSEDT - Federal Assistance Summary Option
  • Run USAEMS and use UEMS_EMAIL to email the file to yourself.  Upload into EMIS-R
  • Collect and prepare your data in the data collector to check for bad or missing values.
  • Optionally submit the data to ODE in order to receive reports back from ODE
  • Make any necessary corrections before closing out June 

Month-End Closing

If all above steps are performed and totals all agree, you are in balance and may proceed.

Monthly Copy

%COPY-E-OPENIN, error opening NBA:[GLORE.TEST]ACCT.IDX;2 as input -RMS-E-FLK, file currently locked by another user
THIS IS AN ERROR CONDITION AND THE USER SHOULD INFORM NWOCA IMMEDIATELY

Provided no messages appear in the form described above, the user may proceed

Monthly CD/Reports

Please IGNORE the message at the end of the MONTHLYCD program that tells you to wait to run ADJUST until after MONTHLYCD has completed. This message is there for the benefit of the majority of the districts around the state who do not utilize monthly copy accounts. As long as you run MONTHLYCD from your "B" account you can set it run for later and still run ADJUST from your live account immediately


Upon completion of MonthlyCD you will receive an email message in your "B" account; the reports will be accessible via the following URL:

 www.nwoca.org/fiscdrom/xx

-xx meaning the two character abbreviation used for your districts archive account

ADJUST

YOU MUST NOT BE RUNNING ANY OTHER PROGRAMS FROM YOUR NORMAL ACCOUNT DURING THIS PROCESS (THAT INCLUDES THE WEB AND PAYROLL PROGRAMS!)

Fiscal Year-End Closing

You will be preparing your fiscal year-end reports from your "B" account; therefore you may indicate to this program that you have already generated those reports.


Once you have completed the above steps, you have completely closed your NORMAL account for June and can begin processing for July.

An update has been made to the USAEMSEDT program back in FY2016 per AOS bulletin 2015-004, the Single Audit threshold has been updated from $500,000 to $750,000 in the Federal Assistance Summary option. Be sure your Federal Assistance Summary record is set properly. Below is a screenshot of changing the flag on the Federal Assistance Summary record.

Menu> usaemsedt
This program allows entry of miscellaneous
information required for EMIS reporting.
 
*** Main Menu ***
     1 - Cash Reconciliation
     2 - Federal Assistance Programs - Summary
     3 - Federal Assistance Programs - Detail
     4 - Civil Proceedings
     5 - Exit Program
 
***System Manager Only***
     6 - Change flags
 
Enter option < 5>: _
                   2
  
*** Federal Assistance Programs - Summary ***
 
Enter Option (A/C/D/L/R/E/? <?>): _
                                  c
 
Federal Assistance Programs Summary
 1. Entity                : SARA LOCAL SCHOOLS  
 2. County                : HENRY     
 3. Fiscal Year End       : 2019
 4. Total Federal Expenditures
        This Fiscal Period: Under $750,000
 5. Comments: 
 
Enter field number to change or <CR> if no change: _
Enter '9' to display record.                       4
 
Total Federal Expenditures This Fiscal Period:
 
Do you have $750,000 or more in Federal Expenditures
this Fiscal Period (Y/N <N>):_


NWOCA does not validate/load your financial data into EMIS. EMIS-R is used to submit financial data and is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.), with the correct EMIS-R role, uploads the financial data into EMIS-R, runs the data collection process, and submits the financial data to ODE.

This program will email the USAEMS_EMISR.SEQ file to your email. Since you are running this procedure from the B account, it will prompt you to enter your email address which would be the email address you normally use (i.e. exchange email address). Once you receive the file, you will either forward it onto the person designated to upload files into EMIS-R or you will download it to your computer to be uploaded at a later time.


For information on how to upload the financial flat file into EMIS-R please, refer to the "NWOCA Financial checklist"

Due to the importance of securing a copy of the USAS files, once the fiscal copy procedure is complete you will receive an automated email message indication that you are NOT to proceed with the next step in this procedure until notified by NWOCA.


NWOCA staff will respond to you via email with instructions to continue with the procedure. Wait until this message is received from NWOCA before proceeding.

You will be prompted whether you want to generate the reports for NOW or LATER. (NOW would cause it to run immediately and LATER will run at night.) We recommend LATER to relieve load on the system during the day.


Please IGNORE the message at the end of the FISCALCD program that tells you to wait to run ADJUST until after FISCALCD has completed. This message is there for the benefit of the majority of the districts around the state who do not utilize monthly copy accounts.


Upon completion of FISCAL CD you will receive an email message in your "B" account; the reports will be accessible via the following URL:

www.nwoca.org/fiscdrom/xx

-xx meaning the two character abbreviation used for your districts archive account

GAAP_EXP will create the file necessary for uploading into the WEB_GAAP system and also allows you to enter the email address of the person you wish to send the export file to. Multiple addresses may be entered by separating them with commas.


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