eReporting 2012 Slide 2 The Basics School Systems use eReporting
to: Report Budget and Financial information at Year-End Report
Financial information quarterly for Fund 142 (Federal) Report
Non-Licensed Personnel Report Trustee/Fiscal Agent information
Certify Reports Slide 3 Web Address:
https://www.k-12.state.tn.us/ereporting Slide 4 Enter User ID and
Password Logon to eReporting Slide 5 On the Available Applications
screen, select the appropriate eReporting access Slide 6 Home Page
for eReporting Slide 7 Home Page (Continued) Slide 8 View View will
be used to view any information you have previously loaded on the
system View can also be used to print a report. Edit Edit will be
used to enter your data manually or edit the data you uploaded.
Slide 9 IN LOCAL GOVERNMENT, GO TO: ACCOUNTING REPORTS BOE ANNUAL
FINANCIAL REPORT FROM CREATE/LOAD, SELECT CREATE SDE FILE FROM GL
(OR FROM HISTORY IF BOOKS HAVE BEEN CLOSED AT YEAR-END) SCREEN
APPEARS: ENTER BY EACH FUND THAT APPLIES (141, 142, ETC.) THEN, HIT
ESCAPE SCREEN APPEARS: SHOWS TOTAL # OF SELECTED FUNDS CHECK: YEAR
SELECT ANNUAL FINANCIAL REPORT, ORIGINAL BUDGET, OR BUDGET
AMENDMENT BY PUTTING X CHECK: THRU MONTH; THEN, ENTER (HIT OK WHEN
ERROR MESSAGE POPS UP) IF THE SCREEN IS CORRECT, SELECT YES SELECT
LOAD SDE ACCOUNTS TO SDE.TXT GO TO PRIMARY SERVER TO SEND THE FILE
TO EREPORTING Creating CSV file in Local Government For Uploading
to eReporting Slide 10 Uploading into eReporting From eReporting
and logged in as District User, click on Send File Link at Top.
Slide 11 Click the Browse button to look for the SDE.TXT file
Uploading into eReporting Slide 12 This dialogue box will come up.
You will need to choose the L: drive from the dropdown. Further
drill down to the Files folder and click on the SDE.TXT file. NOTE:
You will need to be at the server to get your file. (For vendors
other than Local Govt, ask your vendor about the CSV upload file.)
Uploading into eReporting Slide 13 You should now have
L:\Files\SDE.TXT or something similar containing SDE.TXT in the box
next to Browse. Uploading into eReporting L:\Files\SDE.TXT Slide 14
Click Send File to transmit. Uploading into eReporting
L:\Files\SDE.TXT Slide 15 Print your Error report. If Maximum
Number of Errors (50) is reached, you most likely have not
uncertified the report. You will need to uncertify and re-upload
the report. Uploading into eReporting Slide 16 Manually Entering
Data Select Edit for the appropriate report. Slide 17 Manually
Entering Data Select correct reporting period from dropdown. Slide
18 Manually Entering Data Select appropriate fund from dropdown
Slide 19 Manually Entering Data If editing Fund 142, you must
select the appropriate subfund from the dropdown. Slide 20 Manually
Entering Data Enter (or edit) amounts in the appropriate lines.
IMPORTANT: Enter amounts in whole dollars. DO NOT enter centsthis
will cause rounding issues when you balance your report. Slide 21
Manually Entering Data To save the data you have entered or edited,
click on the Save button at the bottom left of the screen. Continue
this process until all data is entered. Slide 22 Beginning of Year
Equity Adjustments Click on Create Adjustment. Fill in: Date
Description Amount Then Save Slide 23 Transfers for AFR and Budget
Enter amounts and Save. If using 49800 or 49810, then Add
Documentation will appear. Slide 24 Transfers for AFR and Budget
(Continued) From dropdown, select the fund from which it was
transferred. Enter a brief description. The amount should already
be showing in the Amount box. Click Save and Add Documentation is
complete. Slide 25 Balancing Your AFR Report From the Reports list,
Select the AFR (Summary Report). Slide 26 Balancing Your AFR Report
Select the appropriate year from the dropdown. Slide 27 Balancing
Your AFR Report On Summary 1, Total Assets (11000) should equal
Liabilities, Reserves & Fund Balance (31000). Slide 28
Balancing Your AFR Report To move to the next page, select Summary
2 from the dropdown or click on >>Next>> Slide 29
Balancing Your AFR Report On Summary 2, Tot. Funds should equal
Tot. Exp. Slide 30 Balancing Your AFR Report Remember to balance
Fund 142 by subfund. Click on Show Subfunds in the upper right-hand
corner. Slide 31 Balancing Your AFR Report Each subfund should
balance on both Summary 1 and Summary 2. Slide 32 Balancing Your
Budget or Budget Amendments From the Reports home page, select View
in either the Budget Detail Report or Budget Amendments. Slide 33
Balancing Your Budget or Budget Amendments After selecting the
correct year, use the account function dropdown to select the
EXPENSE-Expenditure Summary near the bottom of the list. Slide 34
Balancing Your Budget or Budget Amendments Scroll to the bottom and
write down your Grand Total Expenditures by Fund. Slide 35
Balancing Your Budget or Budget Amendments Repeat the process for
the Revenue Summary. Write down the Grand Total Available Funds by
Fund. Slide 36 Balancing Your Budget or Budget Amendments Your
Grand Total Available Funds should be greater than or equal to your
Grand Total Expenditures. This process should be repeated for Fund
142 by subfund. TotalFund 141Fund 142Fund 143 Available Funds
40,653,53434,732,7693,340,4122,580,373 Total Expenses
40,653,53434,732,7693,340,4122,580,373 Difference 0000 Slide 37
Report Certifications To certify a report in eReporting, you must
first Logon as the appropriate role. Slide 38 Report Certifications
Select Report Certifications from the top bar. Slide 39 Report
Certifications Select correct District Period and Report using the
dropdown boxes. Slide 40 Report Certifications HINT: If you do not
select an Application Role from the dropdown, you will see who
needs to certify the report. Click on the Edit command at the far
left of the row for the appropriate role. Slide 41 Report
Certifications To certify the report, check the box and click Save.
Slide 42 Report Certifications When correctly certified, your name
and the date will appear in the Certification box. NOTE: To
uncertify a report, repeat the process and uncheck the box. Slide
43 Brief Overview of eReporting Reports Slide 44 Report Due Dates
3% Fund Balance Test With Budget Detail AFR (Annual Financial
Report) Detail August 1 AFR (Summary Report) With AFR Detail AFR
Expenditures by Other Agencies August 1 AFR Expenditures for School
Indebtedness August 1 AFR Non-Centralized Cafeteria August 1 AFR
School Indebtedness August 1 AFR Student Activity Funds August 1
AFR Tuition August 1 AFR USDA Commodities Not in use ASR
Non-Licensed Personnel February 1 Budget Amendments As approved; no
later than August 1 Budget Detail Report August 1 unless operating
under a Continuing Budget Resolution, then no later than October 1
Career Ladder August 1 Maintenance of Effort Test With Budget
Detail Trustee/Fiscal Agent Report July 15 Slide 45 SOURCE: No data
entry required. Report pulls information from the PY AFR and the CY
Budget Detail to determine the amount of Fund Balance available to
be budgeted for any educational purpose. Slide 46 3% Fund Balance
(continued) This test compares the amount of Beginning Unassigned
Fund Balance Budgeted for Any Education Purpose to the amount of
Fund Balance Available to be Budgeted. Available Fund Balance is
calculated based Beginning Unassigned Fund Balance less 3% of
Operating Expenditures (71100 73100 functions). What to do if Test
Fails: Must correct budget by decreasing Operating Expenditures,
increasing Revenues or budgeting Restricted, Committed or Assigned
funds. Reference TCA 49-3-352 (www.michie.com) Slide 47 SOURCE:
Information is entered by CSV upload or manually from LEA financial
reports. Summary Report is used for the purpose of balancing your
report. USE: Annual Statistical Report and Report Card (per pupil)
(http://www.tn.gov/education/reports_data.shtml), National Center
for Education Statistics (NCES, U.S. Department of Education), and
National Education Association (NEA) Slide 48 BEP Components from
the AFR Equipment: Supplies and Materials: Travel:
RegularSpecialVocationalAlternativeNon- InstructionEducation
Instructional 71100-72271200-72571300-73071150-79072320-701
72110-70472220-79072230-79072215-79072410-701 72120-735 72510-701
72130-790 72610-720 72210-790 72620-701 72620-717 72810-701
72810-709 72810-790 RegularSpecialVocationalAlternativeFee
InstructionEducation Waivers
71100-42971200-42971300-42971150-42971100-535
72110-49971200-49971300-49971150-49971150-535
72130-49972220-49972230-49972215-49971200-535 72210-499 71300-535
RegularSpecialVocationalAlternative InstructionEducation
72130-35572130-524 72220-35572230-35572215-355 72210-35572210-524
72220-52472230-52472215-524 72110-35572110-524 72120-35572120-524
72410-35572410-524 Slide 49 HINT: You must add a description of the
expenditure or the amount will not save. Slide 50 AFR Expenditures
by Other Agencies (Continued) SOURCE: Expenditures paid by other
agencies not reported anywhere else. Examples include: Central
Finance, SROs, Capital Projects paid by City/County. USE:
Expenditures reported in functions 71100-73100 are included in Per
Pupil costs for the Report Card and are reported to NCES. Slide 51
SOURCE: Data should be enter for Bonded Debt, Capitalized Leases,
Other Loans Payable, & Notes Payable. Information should
include ALL debt related to school property which includes debt
paid through the LEA and debt paid by the City/County. USE:
National Center for Education Statistics (NCES) Slide 52 SOURCE:
Cafeteria general ledger NEW for 2012: Report value of USDA
Commodities (not including freight charges or processing costs).
USE: Report Card and Annual Statistical Report (per pupil) and
National Center for Education Statistics (NCES). Slide 53 SOURCE:
Data should be enter for Bonded Debt, Capitalized Leases, Other
Loans Payable, & Notes Payable. Information should include ALL
debt related to school property which includes debt paid through
the LEA and debt paid by the City/County. USE: National Center for
Education Statistics (NCES) NOTE: Enter data as positive number. In
Edit mode, the numbers are added but amounts are correctly
subtracted in the View mode. Slide 54 Totals in View mode correctly
reflect the Net Indebtedness. Slide 55 SOURCE: Enter data by
General Fund and Restricted Fund from School Activity Fund
financials (summarized for all schools). USE: National Center for
Education Statistics (NCES) Slide 56 SOURCE: Enter data from
financial statements and save. USE: National Center for Education
Statistics (NCES) NOTE: In 2010-11, only one system was reporting
Tuition Paid to Out of State LEAs. Slide 57 This report is no
longer in use. Information is now reported in the AFR or the AFR
Non Centralized Cafeteria report. View mode is available for prior
years information only. Slide 58 SOURCE: Enter data from payroll
nearest December 1and Save. USE: National Center for Education
Statistics (NCES) NOTE: Report due date corresponds to the PIRS
December 1 report which is February 1. Slide 59 SOURCE: Information
is entered from LEA financial statements by CSV upload or manually.
At this time, the reports must be balanced manually. USE: Internal
use by the Tennessee Department of Education. Slide 60 SOURCE: The
only information required to be entered manually are the payment
amounts (not including benefits) from LEA financial statements or
payroll records. USE: The Office of Local Finance calculates Career
Ladder payments based on Personnel Information Reporting System
(PIRS) data and the Restricted for Instruction (Career Ladder)
balance from the Career Ladder report. Slide 61 Reserves,
Adjustments, and Revenue pull from the AFR Detail. CL Supplements
are manually entered in the Edit mode. Benefit Rate is preloaded in
Nashville. Slide 62 SOURCE: Information for the MOE Test is pulled
from the PY AFR, the PY Budget and Budget Amendments, and the CY
Budget. If test fails at Level 1, a Level 2 Per Pupil test can be
performed by Nashville staff. USE: Required by TCA Section 49-2-
203(a)(10)(A)(ii) and Section 49-3-314 (c)(1). Slide 63
Explanations are required for variances of 5%. Click the blue
account number on the line to add your comment. Click Save. Slide
64 Select appropriate fund from the dropdown. SOURCE: Trustees
Office or Fiscal Agent USE: Required by TCA 49-3-352 Slide 65
Select appropriate page from the dropdown. Slide 66 On Page 4,
deductions must be entered as negative amounts. Slide 67 Questions?
If you have questions that do not get answered today, please
contact your Fiscal Consultant or the Nashville staff: Maryanne
Durski615-532-9510 Brenda Pursley615-532-2838 Karen (Weidemann)
Justice615-532-1662 Kimberly Miller615-741-8835 Spencer
Yonce615-532-4718 Debbie Dungan615-532-1657 Ron Adelman615-306-4062
Jackie Broyles615-306-7429 Brad Davis615-308-3616 Carol
Newton615-306-7974 Bobby Palmer615-308-1592 Malinda
White615-969-9352
