FY2006 CERTIFIED ANNUAL FINANCIAL REPORT (CAR)
CHART OF ACCOUNTS (COA) Transmittal over the Internet
and Web-Based Reporting
Due September 15, 2006
Due
Dates
Due date for both the COA upload and the
web-based CAR to be submitted electronically over the Internet is September 15,
2006 for all districts and AEAs. There
are no extensions available for due dates and no changes to the district/AEA
records after the CAR is filed. Changes
to CAR data discovered after filing are reported as auditor’s upward or
downward adjustments in the books for the following year.
Iowa Code 256.9(18) states that the Department
of Education is required to prepare forms and procedures as necessary to be
used by AEA and districts to insure uniformity, accuracy, and efficiency in
keeping records in both pupil and financial accounting and the submission of
reports, and to notify the AEA or district when a report has not been filed in
the manner or on the dates prescribed that the district/AEA will not be accredited
(state aid withheld) until the report has been properly filed.
Iowa Code 257.31(11) states that failure to
provide information as requested for the accomplishment of review or hearing is
justification for the SBRC to instruct the director of the department of
management to withhold any state aid until the committee’s inquiries are
satisfied completely.
These Code sections will be applied beginning with Fiscal Year 2005-2006
year end reporting and all reporting thereafter for any district or AEA that
does not timely file. Questions related
to the applicability of these Code sections to your district or AEA may be
directed to Su McCurdy, liaison to the SBRC.
Questions
Denise Ragias, 515-281-4600, Denise.Ragias@iowa.gov
Deb Schroeder, 515-281-4741, Deb.Schroeder@iowa.gov
Janice Evans, 515-281-4740, Janice.Evans@iowa.gov
·
All districts and AEAs are required to report
according to the definitions and classifications in the 2004 edition of Uniform Financial Accounting for Iowa
LEAs/AEAs (UFA manual) in each
and every fund. This publication is on
the DE website.
·
LEAs/AEAs are required by law to be in
compliance with Generally Accepted Accounting Principles (GAAP). This
requirement applies to all Parts on the CAR. All LEAs and AEAs shall use 60 days for the cut-off period for
revenue recognition. The CAR is
reported at the fund level prior to any adjusting entries necessary to complete
the entity-wide statements for the audit.
·
If there is any conflict between GAAP or UFA and
the instructions to the CAR, follow the CAR instructions.
Considerations
before Beginning the CAR
·
Reconcile the bank statement and accounting
records
·
Ensure all funds are in balance
·
Make adjusting entries to close books on a GAAP
basis if the district or AEA operates day-to-day on a cash basis
·
For help entering
general journal entries related to long-term debt, ISCAP, Part B, or Medicaid,
refer to the sample entries in the
Appendix of the Uniform Financial Accounting manual on the web site at http://www.state.ia.us/educate/fis/sft/documents.html
·
Do not “Close”
fiscal year books until the CAR has been finalized and accepted by the DE.
·
No further changes on that fiscal year’s books.
·
Auditor adjustments are made to subsequent year
·
Assemble all materials needed to complete the
CAR
Suggested Timeline
July 1:
o
Reconcile
the bank statement and accounting records.
o
Do general
journal entries, if necessary, to ensure that the beginning balances on the
district records are the same as the DE file on the website for your district
or AEA. This is necessary if the
district/AEA made changes to its books not required by the DE after the FY05
CAR was filed or if the district/AEA did not make changes to its books that
were required by the DE during the CAR processing.
o
Ensure all
funds are in balance.
July 15:
o
Enter all
known accounts receivable and payables and any other known accruals and
deferrals. These entries should be made
by the district/AEA and NOT its auditor.
The CAR/records may not match to the audit. The CAR reporting requirements control the records rather than
the audit. If adjustments are necessary
for the audit, those are made within the audit and not the CAR or district/AEA
records.
o
File and
certify all claims on the data collection web site.
August 15
o
Enter the
August property tax payment as soon as received.
o
Review and
adjust the accruals and deferrals.
o
Ensure that
all funds are still in balance.
o
The fiscal
CAR can now be transmitted. File and
certify no later than September 15.
September 15
o
Last day to
file the CAR (COA upload and web-based CAR data collection forms) without state
aid being withheld.
Materials
needed to Prepare a CAR
·
Cumulative attendance records by grade,
segregated by public and nonpublic students (web-based CAR).
·
Cumulative attendance records for summer
session.
Beginning
balances report from the DE web site under CAR training materials. These numbers are the numbers to be used by
the district or AEA on its final records which will be uploaded.
·
ISCAP statements
·
final statement for 04-05 Series B (Feb)
·
final statement for 05-06 Series A (July)
·
June 30, 2005, Report of Financial Activity
·
Abstract of Elections from the County Auditor
(web-based CAR)
·
Insurance Policies on buildings (web-based CAR)
General
Information
·
Cell
references on the web-based CAR are read as:
Part number, Row number, Column number:
XXXXXX.
·
Report actual numbers—do not estimate, allocate,
or prorate.
·
Use 60 days for revenue recognition.
·
Be sure
that all errors noted in the software edit program provided by the district’s
vendor and on the upload system are corrected and the CAR uploaded again.
Location
Start Up Screen
·
USER ID is
the four-digit district number.
·
PASSWORD is
the same as the password assigned for the BEDS data collection. If you do not know the password, see your
superintendent/administrator. That
person is the custodian of the password.
·
Click the submit button to go to the next screen.
Application Menu Screen
·
Click on
the gray bar for the CAR Chart of
Account to enter into the CAR Data Collection section of this web site.
·
Click on
the gray bar Exit to leave this screen and return to the start up screen.
Certified
Annual Report (CAR) Data Collection Screen
The 2005-2006
CAR Data Collection page will appear.
o
Click on
“Chart of Account” to go to the CAR file Upload screen to begin the upload
process.
CAR File (Upload) Screen
Use this page to
upload your CAR Chart of Account (COA) import file information to the Department
of Education.
·
Type the
path and filename to be exported from your system and imported into the
Department of Education system. If you
are unsure of the path, click the Browse
button to search your computer to find the CAR file to be exported.
·
Be
sure that it is the data file of your CAR output from the software
program provided by the district’s
vendor for this purpose that is being transferred and is NOT the program
file or any spreadsheet or database file that is not in the correct file
format. The file must be
comma-delimited. If a field is not
required for a certain record, the comma delimiter will directly follow the
preceding delimiter. Contact the vendor
if unsure which file to transmit.
·
When the
file is located, click the Upload
button.
CAR Status
Page
·
A page will
appear that states
o
Errors = 0
o
Successful
Records = 0
o
“Not
Complete” for Stage 1, Stage 2, and/or Stage 3
·
This page
is used to complete different stages of error checking on the upload file. You must click through the stages starting
from 1 to 3. If your file has any
errors, you can correct those errors on your records and upload the file
again. You cannot edit the uploaded
file online. Before going to the next
stage, all errors in the previous stage must be corrected. You must run through all the error checks in
all the stages and have no errors to have a successful file.
·
Click on
the “Uploaded Errors” to view errors in Stage 1. This stage will check for errors such as negative numbers that
should not be negative, invalid account codes, and header vs detail
problems. The form shows errors grouped
in 2 ways: Grouped by Fund or Grouped
by Category of Error. Click on the gray
button that shows the count of errors to see a list of the records containing
errors. These records can be sorted by
dimension (field) in any way that is helpful to the district/AEA. Click “back” to go back to the Status
Page. Click “Upload” to return to the
CAR File Upload Screen.
·
Correct the
records and upload again until Stage 1 says “Complete” on the CAR Status Page.
·
Then click
on the “Uploaded Errors” to view errors in Stage 2. This stage will check for errors such as unbalanced interfund
transactions and missing required accounts.
Click “Status Page” to return to the Uploaded Errors Screen. Click “Upload Page” to return to the Import
File Upload Screen.
·
Correct the
records and upload again until Stage 2 says “Complete” on the CAR Status Page.
·
The click
on the “Uploaded Errors” to view errors in Stage 3. This stage will check for errors such as relationships between
one account and another or one dimension and another (appropriate accounting
theory tests). Click “Status Page” to
return to the Uploaded Errors Screen.
Click “Upload Page” to return to the Import File Upload Screen.
·
Correct the
records and upload again until Stage 3 says “Complete” and the Message appears
that “Your file has been uploaded successfully without errors.” This message will not be shown until after
all errors in all 3 stages have been corrected.
·
If the
district/AEA has an error that it believes is a programming error in the
Department’s testing program, contact Deb, Denise, or Janice.
View
Reports
o
On the
Dropdown menu select “View Reports” and click “go” to go to the static
reports. The static reports plus the
CAR web-based reports constitute the CAR that will be given to the auditor for
audit.
o
The Status
Reports Include:
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Static
reports and queries are created from the data included in the imported CAR COA
file and cannot be edited.
o
The
district/AEA may enter a number to select after how many rows or columns to
repeat the headers for ease in printing.
o
In the
query option, the district/AEA may select the dimensions and subtotal levels to
create reports from the imported data.
o
If the
district/AEA is not satisfied with the accuracy of the static reports/queries,
it may correct its records and import the corrected file to go through the
process again as many times as necessary to obtain accurate static report as
long as the entire process is completed by September 15, 2006.
Web-based
CAR Reports
o
From the
Dropdown menu, select “Certification” and click “go” to go to the web-based CAR
reports screen. The web-based CAR
reports plus the static reports constitute the CAR that will be given to the
auditor for audit. These reports cannot
be completed until the CAR COA file has been successfully uploaded.
o
From the
Certification screen select each web-based CAR report to complete. These reports will be populated to the
extent possible from the CAR COA uploaded data. The district/AEA must complete the information that is not part
of a chart of account or could not be determined from the chart of account.
o
The
web-based CAR reports include:
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Gifted
and Talented Programs (TAG, Program Codes 270-279) |
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o
Personnel
and Medicaid Costing Detail |
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o
Replacement
Cost of Education Facilities |
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o
Bonded
Indebtedness Elections |
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o
Local
Option Sales and Services for School Infrastructure Elections |
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o
Voter-approved
Physical Plant and Equipment Elections |
|
o
AEA
Special Education Support Expenditure Detail |
|
o
Student
Attendance |
|
o
Nonprofit
School Organizations Established by the Board |
See specific
instructions for the web-based CAR reports below.
Certification
·
The
certification and contact information for the CAR COA upload and CAR-web-based
data collection is included on the CAR web-based data collection. This is the final step in the CAR reporting
process and must be completed no later than September 15, 2006. Again, see the information at the top of
these instructions related to withholding of state aid for late filing.
WEB-BASED
CAR REPORT INSTRUCTIONS
After completing each form and when the district
is satisfied that the information is correct, click the update button to save the information on that form. Then select the next form from the dropdown
menu or by clicking on the number by the name of the form.
(LEAs)
Row
1 The Gifted and
Talented (TAG) amount provided through the finance formula has been
entered. This is calculated as the per
student amount times the budget enrollment (line 1.1 of the aid and levy
worksheet).
Row 2. The amount of the 25% local match that is required to be
provided from district cost has been entered.
This is 1/3 of the amount on row 1.
Row 3. Enter the amount of district allocations to the TAG program
beyond the 25% required local match.
Rows
4. Enter any
donations received for the TAG program.
Row
5. Enter any other
sources of revenue for the TAG program.
This would include State and Federal grants received for the TAG
program.
Row
7 is entered from the COA upload data and is the total of all
TAG program expenditures and other financing uses for the fiscal year.
Row
9. The beginning
balance for the Gifted and Talented Programs has been entered from last year’s
report.
Row
10. Enter upward
adjustments in the current year for prior year’s errors. (Note:
downward adjustments have been included in row 7).
Row
11 is the total of rows 8, 9, and 10 and is
automatically calculated. The ending
balance may not be less than zero. If
the total of rows 8, 9, and 10 is negative, increase the other district
allocation to TAG on row 3 so the ending balance calculates to zero.
(LEAs and AEAs)
·
Total salaries by appropriate function and
object has been entered from your CAR COA upload data.
·
Object code
classification is based on the requirements for the position regardless of the
actual education of the individual. For
example, a licensed teacher employed as an aide is classified under object 10X
(paraprofessional) rather than object 120 (educational professional).
·
Report supervisors in the function/object
category with the individuals they supervise.
Sharing Arrangements
In shared arrangements, each LEA reports FTE and
costs, but reports them on different rows.
·
The district holding the contract has the dollar
amount imported that represents the full contract amount and will enter the
full FTE on rows 1 through 57. The
district holding the contract has also included revenues in its COA. The total salaries reported on row 57 equals
the total salaries included in the CAR COA upload data in all funds except
internal service funds and Management Fund.
·
The LEA purchasing the services has the
purchased service expenditure entered for the personnel and will enter the FTE
purchased on rows 58-70.
·
If personnel are independent contractors whose
services are not purchased from an LEA/AEA, do not report their FTE on
this form.
Column
1, FTE. Enter
the full-time equivalent (FTE) for each school employee. In determining FTE, utilize an eight-hour
day, forty-hour week. A bus driver
driving a bus four hours a day, is considered a .5 equivalent. A full-time custodian (eight hours) who also
drives a bus two and one-half hours a day for a total of 10 ½ hours, is to be
counted twice; once as full-time custodian (l.0) and also a part-time bus
driver (.3). The same procedure is
followed if a full-time teacher drives a bus. The teacher counts as one (1.0)
under teachers, and part-time under bus drivers. FTEs are reported to the nearest one-tenth.
Report supervisors FTE in the function/object
category with the individuals they supervise.
Column
2, Total Salaries. The
salary cost has been imported for the CAR COA upload data.
Column
3, Annual Aggregate Contract Hours. Enter
the total aggregate contract hours for all of the FTEs reported on each row
where this column is not shaded.
Contract hours are calculated
as the total contract days times the hours per day for each individual FTE and
then all the contract hours for the individual FTEs are summed. For example, if the district has one
counselor who works 190 days and each day is 7.5 hours, that counselor has
aggregate contract hours of 1,425. 190
x 7.5 = 1,425. If a second counselor
works 190 days but only works 4 hours per day, that counselor has aggregate
contract hours of 760. If the district
only had those two counselors, the district would enter total contract hours as
2,185.
Column
4, Average Salary. Average
salary is calculated automatically by dividing total salaries by total FTEs.
(LEAs and AEAs)
Numbers and replacement values have been entered
from last year’s form. Please overwrite
any numbers or values that are different from last year.
100%
Replacement Value
The purpose of this form is to record the number
of buildings in the LEA/AEA and the replacement costs of those buildings at
100%. Replacement values are generally
found in the LEA's/AEA’s insurance policy.
If the LEA's/AEA’s buildings are insured at 100% replacement value, use
that amount. If the LEA's/AEA’s
buildings are insured at less than 100% replacement value, adjust the values so
that 100% replacement values are reported.
For example, if the LEA’s/AEA’s buildings are insured at $80,000 which
is 80% replacement value: 100%
replacement values are $80,000 / .8 = $100,000.
·
Do not use the same values used in Fund 08 for
Governmental Long-term Assets.
·
Do not use appraised values.
·
Do not include buildings under construction
until completed and ready for occupancy.
·
Do not list the number of classrooms used for
instructional purposes.
·
Do not indicate a fraction of a building.
·
If the LEA/AEA has a K-12 district with all
students at one location but in two buildings (K-6 and 7-12), list these as one
elementary and one secondary building rather than as two K-12 buildings.
·
If the high school vocational program is in a
separate building, list this as two secondary buildings.
·
If two buildings are connected by a walkway,
record them as two buildings. Do not
count any building more than once.
Columns
1 and 2, permanent
structures owned by the district/AEA, is the number of permanent structures
and their replacement cost.
Columns
3 and 4, relocatable/portable
structures owned by the district/AEA, is the number of relocatable/portable structures and their
replacement cost.
Column
5 and 6, permanent
and relocatable structures leased (rented) by the district/AEA, is the number of leased permanent
structures and the number of leased relocatable/portable structures. Leased structures are those that are rented
long-term (leased). Leases do not
include lease-purchases.
Lease-purchased structures would be included in columns 1-4.
Row
1 is the number of
elementary buildings. Examples of
grades housed in elementary buildings are K-9, K-8, K-7, K-6, K-5, K-4, K-3, and K-2.
Row
2 is the number of middle/junior high buildings. Examples of grades housed in middle/junior
buildings are 5-7, 5-8, 6-8, and 7-9.
Row
3 is the number of
secondary school buildings. Examples of
grades housed in secondary buildings are 6-12, 7-12, 8-12, 9-12, and 10-12.
Row 4