FINANCE CYCLES 8, 9, 1 & 2 CYCLE PROCESS & TROUBLESHOOTING TIPS

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1 FINANCE CYCLES 8, 9, 1 & 2 CYCLE PROCESS & TROUBLESHOOTING TIPS

2 APSCN.ORG > SIS

3 STATEWIDE INFORMATION SYSTEMS

4 PULL CYCLE DOCUMENTS

5 SIS CYCLE SUBMISSIONS FORMS (INSTRUCTIONS & FORMS) LINK TO SIS > ARKANSAS.GOV

6 LOGIN USING STATE ACTIVE DIRECTORY ACCOUNT

7 SELECT YOUR DISTRICT/COOP OR CHARTER > SET DISTRICT

8 SIS > HOME PAGE The log-in page takes the user to the Home page of the ADE Statewide Information System (SIS). The ADE SIS website has nine main tabs: 1. Home 2. Resources 3. Update Data 4. Submit Data 5. Certified Reports 6. Page 3637 (Cycle 8 Only) 7. Error Guide 8. Report Descriptions 9. Financial Applications

9 SIS > HOME PAGE > RESOURCES

10 SIS > HOME PAGE > UPDATE DATA

11 SIS > HOME > SUBMIT DATA

12 SIS > HOME > SUBMIT DATA > BUILD HISTORY

13 SIS > HOME > SUBMIT DATA > VALIDATE HISTORY

14 SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTS

15 SIS > Home > Submit Data > View SIS Tables

16 SIS > HOME > SUBMIT DATA > SUBMIT HISTORY

17 SIS > HOME > SUBMIT DATA > RESUBMISSION CYCLE INFO

18 Finance Pulled Tables Employee Page 3637 Detail Employee Salary Finance Expenditures Finance Revenue Finance General Ledger Job Assignment SES Provider Vendor SIP Finance Keyed Tables Act 28 Bank Reconciliation Building Loss Contracted Non Employees- NEW TABLE Employee Bonuses Programs On Behalf of Other Agencies Property Value Underpayments Professional Development Employee Benefit Finance Cycle Tables

19 SIS CYCLE ERRORS Build Errors Validate Errors Validate Warnings

20 Build Errors Must be corrected Cannot move to Validation until corrected After Correction, run Build process until error free

21 Validation Errors Must be corrected Cannot submit until corrected After Correction, o Run Build process if data changed in FMS database o Run Validate process if data changed in LEA Profile tables

22 Validation Warnings Can submit Cycle without correcting warning Determine if Validation Warning is an acceptable error Warning examples: Page3637 Nurse, FTE, Total and Avg Sal for Nurses State Reporting ID is Blank

23 Build Errors Bank Reconciliation Validate Errors Employee EM0040 SSN Check pay rate and Job Assignment screen o Period must = the pay rate # on their pay rate screen o Percent on the Assignment screen must = the FTE on their pay rate screen. EM0180-Experience Category (STATUS) - Status should be 1-4 EM Beginning Teacher Must be 0 in Years in District, Years in State & Years in Total EM State Reporting ID is Blank Check Empl State ID under State Required - TRIAND Exp Category = 99 Status/Experience Category needs updated Em_Race SSN Check Race/Ethnicity Field Page Cycle 8 Instructions Page28-29 CC0220 Page 3637_MinTchrSalAvg State Minimum Teacher Salary CCinfo-Page3637_ASRTchrSalAvg-Average Teacher Salary (ASR Line 84) below state minimum Professional Development PD0050-ProfDev State Reporting ID, Staff Column is Null Service Desk will open a SIS Programming ticket Contractors Non Employees Nurse Data Collection NE0050-Nurse Job Codes SIS Handbook Page 51 NE0060-Degree Degrees for nurses SIS Handbook Page 51

24 SIS Error Guide

25 EM0125 UNIQ_EMP_ID SIS Error Guide

26 Verify reports Uncertified Reports Available at Build Available prior to Submission Certified Reports Available after Submission Official records Keep copy

27 SIS > HOME > CERTIFIED REPORTS

28 SIS > HOME > PROCESS SELECTED REPORTS

29 SIS > HOME > CERTIFIED REPORTS > VIEW CERTIFIED REPORTS > REPORT STATUS

30 Finance Cycle Troubleshooting

31 SIS > Home > Update Data > LEA Profile> Bank Reconciliation Best Practice is once done with Cycle 9 and in Cycle 1 delete fiscal year Finance Period Bank Reconciliation Data and start fresh with new Fiscal Year.

32 Employee State ID Number issued by Triand State ID is found on State Required screen. Main Menu > Human Resources > Employee Information > Payroll Information > State Required. If State ID is blank and getting Validation Error, temporarily put the employee in a valid (not S or X) but unused Pay Group. Check State ID next day and, if State ID is populated, change the Pay Group back. For Triand to issue a State ID, the employee must have valid date of birth, SSN, and not be in Pay Group S or X.

33 SHIPPING ADDRESS CODES Main Menu Purchasing Reference Tables Shipping Codes Shipping Address for each 7 digit LEA is the street name and building number where packages or freight are received. Must be a street address not a P.O. Box.

34 SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 8

35 SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTS CYCLE 8

Compare the amounts and FTEs on the Current, FTE by Name, and Salary SubTotal

36 CYCLE 8 PAGE 36/37 After final Build, print or save each Report: Current, FTE by Name, DetDist Totals, Salary Details, Salary SubTotal, and Summary. Compare the amounts and FTEs on the Current, FTE by Name, and Salary SubTotal Reports for each Line on all 3 Reports. If there is a difference, find the cause and make corrections as needed.

37 FTE CALCULATION: Days Worked/Contract Days X FTE X Budget Unit % 190 days worked / 190 contract days x 1 FTE x 1 Budget Unit % = 1 FTE

38 SIS > Home > UPDATE DATA > LEA PROFILE > PROFESSIONAL DEVELOPMENT Delete employees who did not work in Add users who worked and do not show up on screen. If a user should be in the list and is showing up as Null, then call in to Help Desk and they will open a ticket with SIS programming...

39 SIS > Home > Update Data > LEA Profile Cycle 9

40 SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 9

41 CONTRACTED NON-EMPLOYEE (NEW TABLE)

42 SIP VENDORS - SCHOOL IMPROVEMENT PROVIDERS School Improvement Providers enter SIP in the Status 1 field. If a vendor is being paid for goods or services in addition to School Improvement, they will need another vendor number. To FIND your SIP vendors, in Vendor Information select Advanced search and enter:

43 UNDERPAYMENTS At time check is done for underpayment, the employee cannot be in pay group S or X because it will not pull into Cycle 9. Payment MUST have unique Pay Code and Job Class. Function 1190 is required for the payment. Federal funds cannot be used for underpayments. BONUS PAYMENTS Payment MUST have unique Pay Code and Job Class. At time check is done for Bonus, the employee cannot be in pay group S or X because it will not pull into Cycle 9.

44 CYCLE 9 & FINAL CLOSE Always do an Interim Close after making Period 13 Journal Entries. Interim Close can be run as often as needed. Don t forget to Build again if you made changes in efinance (Journal Entries etc.). Changes do not automatically pull over the Build pulls the information into the Cycle. Final Close of the Fiscal Year MUST be done immediately after the submission of Cycle 9. This is to prevent additional entries being done in the previous Fiscal Year after Cycle 9 submission.

45 SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 1

46 SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 1

47 CYCLE 1 EMPLOYEE BENEFITS Benefits for Select Employees Employee Title Employee Benefit Benefits NOT offered to ALL employees: 1 = Vehicle Benefit 2 = Housing Benefit 3 = Dental 4 = Health Insurance 5 = Life/Disability 6 = Annuities/Additional Retirement 7 = Membership/Professional and Other Dues & Fees 8 = Travel 9 = Other

48 SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 2

49 SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 2

50 Employee Cycle errors Cycle 2 Status: Beginning Teacher Beginning teachers must have zero years experience for: Years in District Years in State Years in Total To assist you in finding this information, Cognos Reports have been created and can be found in the Personnel folder.

ASSIGNMENT SCREEN Who NEEDS Assignment Codes?

find Employee Select Personnel Information menu >

51 ASSIGNMENT SCREEN Who NEEDS Assignment Codes? *ALL Classified staff * ALL Dyslexia staff * ALL Certified staff who do not have students. Main Menu > Human Resources > Employee Information > find Employee Select Personnel Information menu > Assignments Assignment = Job Code Percent = FTE % for each Assignment Period = Pay Rate #

PARAPROFESSIONAL EMPLOYEE TYPE Main Menu > Human Resources > Employee Information > Personnel Tab > Employee Type Job Codes: 758 = Paraprofessional Instructional 760 = Paraprofessional

52 PARAPROFESSIONAL EMPLOYEE TYPE Main Menu > Human Resources > Employee Information > Personnel Tab > Employee Type Job Codes: 758 = Paraprofessional Instructional 760 = Paraprofessional Non-Instructional 762 = Paraprofessional Special Education Employee Type Required for Instructional Paraprofessional *1 = Yes, HQ. Has passed Praxis Examination *2 = Yes, HQ. Has 60 college/university hours on a transcript *3 = Yes, HQ. Associate Degree (AA) 4 = Yes, HQ. Bachelor s Degree (BA or BS) 5 = No, Not a highly qualified paraprofessional 6 = Not Applicable *7 = Yes, HQ. Para works only in Pre-School & has CDA license *Schools REQUIRED to have evidence/documentation.

DEGREE Must Have Highest Degree Designated Main Menu Human Resources Employee Information Personnel Information Degrees Employee may have more than one degree;

53 DEGREE Must Have Highest Degree Designated Main Menu Human Resources Employee Information Personnel Information Degrees Employee may have more than one degree; however, the Highest degree MUST be designated. The only recognized degrees are Bachelors, Masters, Doctorate, or Less than Bachelors. It is a required entry for Cycle 2.

54 REMINDERS No certified salary object account will be allowed with a fund that begins with 2XXX. No classified salary object account will be allowed with a fund that begins with 1XXX. Transfer Coding Foundation Funding transfer objects end in 1 expenditure and revenue th digit of Transfer Expenditure Object code designates where it is being transferred TO for example: transferring to fund 3XXX the expenditure object is rd digit of Transfer Revenue Object code designates where it is being transferred FROM for example: transferring from fund 2XXX the revenue object is ALWAYS budget BOTH revenue and expenditure for Transfers. The transfer expenditure MUST equal the transfer revenue.

FINANCE CYCLES 8, 9 & 1 CYCLE PROCESS & TROUBLESHOOTING TIPS

FINANCE CYCLES 8, 9 & 1 CYCLE PROCESS & TROUBLESHOOTING TIPS APSCN.ORG > SIS STATEWIDE INFORMATION SYSTEMS PULL CYCLE DOCUMENTS SIS CYCLE SUBMISSIONS FORMS (INSTRUCTIONS & FORMS) LINK TO SIS > HTTPS://ADESIS.