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

Transcription

1 FINANCE CYCLES 8, 9 & 1 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/CHARTER > CLICK 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. Salaries and FTE (Formerly 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 > UPDATE DATA > LEA PROFILE Cycle 8

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

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

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

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

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

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

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

19 SIS > HOME > SUBMIT DATA

20 SIS > HOME > SUBMIT DATA > BUILD HISTORY

21 SIS > HOME > SUBMIT DATA > VALIDATE HISTORY

22 SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTS

23 SIS > Home > Submit Data > View SIS Tables

24 SIS > HOME > SUBMIT DATA > SUBMIT HISTORY

25 SIS > HOME > CERTIFIED REPORTS

26 SIS > HOME > PROCESS SELECTED REPORTS

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

28 SIS > HOME > SUBMIT DATA > RESUBMISSION CYCLE INFO

29 Finance Cycle Troubleshooting

30 Finance Cycle Tables Finance Pulled Tables Employee Employee Salaries/FTE (formerly page 3637) Employee Additional Duty Salary Employee Base Salary Employee Fringe Benefits Employee Salary/Benefits Finance Expenditures Finance Revenue Finance General Ledger Job Assignment Salary Schedule Salary Range SES Provider SIP Vendor

31 Finance Cycle Tables Finance Keyed Tables Act 28 Act 61 Act 61 Tier II Bank Reconciliation Building Loss Contracted Non Employees Employee Benefit Employee Bonus Programs On Behalf of Other Agencies Property Value Underpayments

32 Non-Finance Cycle Tables with Finance Data Contact Person Coordinator Code 6 Bookkeeper E Treasurer G General Business Manager District Employee Health Insurance paid by District

33 SIS CYCLE ERRORS Build Errors Validate Errors Validate Warnings

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

35 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

36 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

37 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 - TIRAND Exp Category = 99 Status/Experience Category needs updated Em_Race SSN Check Race/Ethnicity Field Professional Development PD0050-ProfDev State Reporting ID, Staff Column is Null Service Desk will open a SIS Programming ticket

38 Page Cycle 8 Instructions Page28-29 CC0000-SalFTE_payable-Cash Requirements Not Null CC0001-SalFTE_SalFndDetdist-SalFTE totals do not match Salary Fund detdist total. CC0001-SalFTE_SalFnd- Salary Fund: detdist total not equal to expenditures CC0002-SalFTE_GenOpFndDetdist-SalFTE totals do not match Gen Op Fund detdist total. C00002-SalFTE_GenOpFnd-Gen Op Fund: detdist total not equal to expenditures CC0006-SalFTE_FedGrtsFnd=Detdist-SalFTE totals do not match Fed Grants Fund detdist total. CC0006-SalFTE_FedGrtsFnd-Fed Grants Fund: detdist total not equal to expenditures CC0008-SalFTE_FoodSvcFndDetdist- SalFTE totals do not match Food Svc Fund detdist total. CC0008-SalFTE_FoodSvcFnd- Food Svc Fund: detdist total not equal to expenditures CC0220-Page 3637_MinTchrSalAvg State Minimum Teacher Salary CCinfo -Page3637_ASRTchrSalAvg-Average Teacher Salary (ASR Line 84) below state minimum CC0100-SalFTE_Nurse Nurse total FTE mismatch SalFTE vs. job assignment Validate Errors - Continued Contractors Non Employees Nurse Data Collection NE0050-Nurse Job Codes SIS Handbook Page 51 NE0060-Degree Degrees for nurses SIS Handbook Page 51

39 SIS Error Guide

40 EM0125 UNIQ_EMP_ID SIS Error Guide

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

42 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.

43 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 is should be in the list and is showing up as Null then call in to help desk and they a ticket with SIS programming will be opened..

44 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

45 NEW DATA COLLECTION - NATIONAL BOARD CERTIFICATION Path in efinance : Certifications Number A number of district s choice Issued Date National Board Certification Acquired MM/YYYY Expiration Date Certification Expired MM/YYYY Registration Can be left blank not collected in Cycle Type Select NBC NATIONAL BOARD CRT (If selected it will display in Cycle table with a Yes and entries for Issued and Expiration in the software must be completed.

46 CURRENT BANK RECONCILATION Will change Cycle

47 NEW BANK RECONCILATION FORM Beginning Cycle 1 of FY18, Bank Reconciliation form will change to below layout and required printed name, signatures and variance explanation.

48 NEW REQUIRED METHOD TO SUBMIT CYCLE CERTIFICATION FORMS All cycle certifications, including bank reconciliations, should be scanned and ed and sent to ADE beginning Cycle 1, September 15, Forms and reconciliation data have been accepted by starting Cycle 8.. The to send the forms is: Bank Reconciliation Forms Cycles 1-9 Certification of Data Accuracy Cycles 1-9 AFRB Signature Page Cycle 1 Database Security Applications Form Cycle 1 Statement of Assurance Cycle 2

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