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BUDGET & UNAUDITED ACTUALS DATA PROCESSING

  • Form A—To collect attendance data used in other forms and calculations within the SACS Web System. Complete, save, and print.

  • Form CAT (unaudited actuals period only)—To calculate the yearend accruals for categoricals prior to reporting them in the general ledger.

  • Import/User Data Input—Import general ledger budget and actual data from the LEA accounting system. Manually input, using the User Data Input/Review screen, any general ledger data that is not maintained in the LEA accounting system. See the Importing Data section for details about automatic recalculations done after the import, reimport, and user data input processes.

  • TRC Import and TRC General Ledger—Run the TRC-Import and TRC-General Ledger modules for budget and actual data to check the imported and manually entered general ledger data for valid SACS Web System codes, combinations of codes, ending fund balances, interfund and intrafund balances, components of ending fund balances, and various other balances. Fatal exceptions must be corrected; warning exceptions must be corrected or, if the data is correct, must be explained; informational exceptions should be corrected or, if the data is correct, an explanation is optional but encouraged.

  • General Ledger Data Corrections—Make general ledger data corrections, as necessary, in the LEA accounting system, and then reimport the applicable fund(s). Rerun TRC-Import and TRC-General Ledger to verify changes. See the Importing Data section for details about automatic recalculations done after the import, reimport, and user data input processes.

  • Form PCRAF (unaudited actuals period only)—To provide allocation factors if there are expenditures in support functions with an undistributed goal.

  • Form PCR (unaudited actuals period only).

  • Forms CEA/CEB.

  • Forms ASSET, DEBT, ICR, L, ESMOE, SEAS, and SEA, if applicable.

  • Form GANN if applicable (unaudited actuals period only).

  • TRC Supplemental—Run the TRC-Supplemental module, which checks for required supplemental forms (and criteria and standards review forms during the budget period) and conditions within those forms. Fatal exceptions must be corrected; warning exceptions must be corrected or, if the data is correct, must be explained.

  • Supplemental Data Changes—Make supplemental data changes, as necessary, in the applicable supplemental forms. If it is necessary to make changes to, and subsequently reimport, general ledger data, see the next step for General Ledger Data Corrections. Re-run TRC-Supplemental to verify changes.

  • General Ledger Data Corrections—Make general ledger data corrections, as necessary, in the LEA accounting system or in the Components of Ending Fund Balance/Net Position screen, and then reimport the applicable fund(s), if necessary. Rerun TRC-Import and TRC-General Ledger to verify changes. See the Importing Data section for details about automatic recalculations done after the import, reimport, and user data input processes.

  • Components of Ending Fund Balance/Net Position—Within the Components of Ending Fund Balance/Net Position screen, enter or revise applicable components of ending fund balance/net position by resource. Rerun TRC-Import and TRC-General Ledger to verify changes. See the Importing Data section for details about automatic recalculations done after the import, reimport, and user data input processes.

  • Form CA(unaudited actuals period only)—Unaudited Actuals Certification. Review the Summary of Unaudited Actual Data Submission worksheet to verify critical data elements.

  • Fund Forms When the general ledger data is finalized, open, review, and print fund forms as necessary. Save Form 01, most importantly during budget period, so applicable data will extract appropriately into Form 01CS and Form MYP.

  • Form CASH (budget period only, if using the SACS format for cashflow analysis).

  • Multiyear Projections (budget period only)—Complete, save, and print Form MYP if using the SACS form for multiyear projection. Form 01 and Form A must be completed and saved first.

  • Criteria and Standards Review (budget period only)—Complete, save, and print the Criteria and Standards Review form (applicable for the General Fund[CSSF] only). Form 01, Form A, and Form MYP (if using the SACS MYP format) must be completed and saved before completing Form 01CS. County Offices using Form MYP should open and save Form MYP after completing Form 01CS since data from Criterion 8 are used in Form MYP.

  • TRC-Supplemental—Re-run TRC–Supplemental checks to verify that the criteria and standard review form has been completed as required.

  • Form CC (budget period only)—Workers’ Compensation Certification.

  • Form CB (budget period only)—Budget Certification. Review the Criteria and Standards Review Summary for any areas of potential concern for fiscal solvency.

  • TRC Export Validation—Run the TRC-Export Validation module, which checks for required forms, forms that have unbalanced or incomplete data, and forms that need to be opened and saved due to general ledger and/or supplemental data changes (dependencies). See Attachment E for information about clearing form dependencies.

  • Technical Review Checklist, All—To verify all exceptions have been corrected, or explained where applicable.

  • Table of Contents—Shows the fund and supplemental reports that contain data and/or have been saved. Upon selecting this form, the SACS Web System will automatically generate the contents based on the information in the database. View or print the Table of Contents to ensure all applicable forms are completed. You may find it helpful to compare the Table of Contents to Attachment A of this user guide. In addition, all fund, supplemental, and criteria and standards review forms can be printed from the Table of Contents window.

  • Export—Export data using the Official option for submission to the reviewing agency, if required.

NOTES: - Unaudited actual submissions to the state must be done as Official unless the CDE has given the LEA permission, prior to submission, to use the Other export option. An email explaining all fatal exceptions and the reason for not using the Official export must be sent to the CDE at sacsetrn@cde.ca.gov when the unaudited actual submission (created with the Other export option) is eTransferred. - The GASB Statement 34 government-wide conversion entries and reports and the Special Education Maintenance of Effort (SEMOE) reports, found within the Reports menu for the unaudited actuals period, should be completed after all the steps above relating to fund reporting are completed.

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