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USAS

  • FYE EMIS related (MOE)
  • Grants Balancing
  • Period H Balancing back to USAS

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Maintenance of Effort �MOE - What is it?

  • Maintenance of Effort
    • Often shortened to “MOE”
    • Refers to the requirement placed upon many federally funded grant programs whereas the subrecipient (Local Educational Agencies or LEA i.e. school districts) must demonstrate that the level of local funding for a particular program remains relatively constant from year to year.

Why? To ensure the LEA is not using Federal grant monies to replace previously locally funded programs, and instead using the federal funds to supplement the services and programs.

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  • ESEA MOE - Elementary & Secondary Education Act (ESEA) reauthorized by Every Student Succeeds Act (ESSA).

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  • IDEA MOE - Individuals with Disabilities Education Act (IDEA) 34 CFR 300.203

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Resources from website �OH Dept of Education & Workforce

  • The Elementary and Secondary Education Act (ESEA) was signed into law in 1965.  It is currently authorized under the Every Student Succeeds Act (ESSA).
  • ESEA programs:
      • Title I - Improving the Academic Achievement of the Disadvantaged
      • Title II A - Supporting Effective Instruction
      • Title III - English Learners and Immigrant Children and Youth Subgrant
      • Title IV A - Student Support and Academic Enrichment
      • Rural Education Achievement Program (REAP)
      • Title V B - 21st Century Community Learning Centers (CCLC)
      • Migrant Education
      • McKinney-Vento - Homeless Resources for Awareness
      • Summer Learning and Afterschool Opportunities Grant

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Resources

  • Current EMIS manual

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  • ODE EMIS manual - Section 6.1

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  • Ohio’s FAQ section on MOE

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ESEA MOE

  • Districts must demonstrate that their expenditures from State/Local funds remain relatively constant year to year.
      • At least 90% of the prior year’s expenditures must be maintained in either:
          • Aggregate or
          • Per pupil

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  • USAS fund codes: 001 and 016 * per ODE EMIS manual - Section 6.1

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  • If the district does NOT maintain their effort in spending, the district may be penalized and the district may lose this same amount from their federal funding the following year.

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ESEA MOE Waiver

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U.S. Department of Education Secretary may waive the requirement IF:

    • Exceptional or uncontrollable circumstances.

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    • Precipitous decline in a district’s financial resources.

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IDEA MOE

  • Unless an exception applies, district’s special education expenditures from at least one of the following sources must equal, or exceed, the previous year:

– Local funds only

– Combination of state and local funds

– Student per capita from Local funds

– Student per capita from combination of state & local funds

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IDEA MOE expenditures codes �used for calculations

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  • OEC = Office of Exceptional Children
  • Source: ODE EMIS Manual, Version 5.6, Revised: July 1, 2023

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IDEA MOE

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  • Exceptions to IDEA MOE, but no waivers.

Examples:

      • Voluntary departure or departure for just cause of special ed personnel
      • Enrollment decrease of students with disabilities
      • Termination of district obligation to provide exceptionally costly special ed program to a student, as determined by ODE

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  • IDEA MOE must be met at 100%.

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How is MOE data gathered ?

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  • Expenditure data reported by the Period H EMIS financial data reporting submission.

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  • Student per capita numbers reported by Period S EMIS (final) student data reporting submission.

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Reviewing Expenditures

Districts can review the expenditures prior to these being reported to Period H EMIS financial reporting which is due 8/30/2024.

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      • Early EMIS collection before closing June.
          • Validate accounts and look at MOE expenditures.

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      • USAS Template report under Report Manager:
          • SSDT Budget Summary MOE report 

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      • SSDT Account Filter on reports - ssdt-moe

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USAS Account Filter &

Budget Summary-MOE

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  • Account Filter = ssdt-moe

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    • Set up for IDEA MOE funds, functions, objects.

Source: ODE EMIS Manual, Version 5.6, Revised: July 1, 2023

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    • Account Filter can be used on reports.

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    • SSDT Budget Summary-MOE (template) report

includes account filter already

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How does a district know?

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    • District may check on CCIP menu to view status under MOE Home menu.

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    • When District fails, they will be notified.
      • Allowable reasons may waiver the penalty for the reduction of MOE expenditures.

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    • If the District meets MOE, ODE does not notify/email district.

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Grants & balancing with USAS

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  • Many grants are maintained by the CCIP website.
      • CCIP = Continuous Comprehensive Improvement Plan
      • District will log into their SAFE account to access CCIP.
      • CCIP is an application planning system:
        • Budget planning
        • Financial reporting of expenditures
        • Cash requests are processed.

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Grant PCR balancing

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  • PCR / Project Cash Requests (PCR) through the CCIP application using district’s SAFE account to request grant funds spent (or to be spent) against the approved grant budget.

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  • District may be required or opt to submit a transaction detailed financial report with their PCR submission to back up request with documentation.

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  • Details reported:
      • Report As Of period reporting. (i.e. as of April 30th)
      • Report YTD expenses Paid by object codes (i.e. 100s, 200s, 400s, 500s, 600s, 800s)
        • District payment triggered when YTD expenses > cash received from grant.

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PCR - Project Cash Requests

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PCR section to report YTD Total Cash Basis Expenditures by Object Code:

      • Salaries (100)
      • Benefits (200)
      • Purchased Services (400)
      • Supplies (500)
      • Capital Outlay (600)
      • Other (800)

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Grant balancing to USAS

Sample view from CCIP’s PCR request showing the Expenditures by Object code to be reported:

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Grant balancing

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Financial Detail report imported from the Public Shared Reports Library to include the formats by Cash account by Object:

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Grant balancing / CCIP

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  • Districts may have until Sept 30th to pay obligations that existed prior to June 30th depending on the Grant.
      • Thus, purchase orders with outstanding encumbrances as of June 30th can still be paid thru 9/30/24.

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  • September 30 Report
    • Only available in CCIP under Funding Application IF the district is required to submit more expenditure information for the period of 7/1 through 9/30.
    • Report available around November/December of each year under the CCIP Funding Application menu.

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  • FER - Final Expenditure Report due September 30th.

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Questions?

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Financial Data Reporting

  • Authorized person in district (EMIS Coordinator, Treasurer) will UPLOAD flat file, run the data collection process & submit the data

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  • Must be submitted before Period H closes for fiscal year

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  • After the data is prepared and validated, and before it is certified and submitted to the Report Authority, it is strongly recommended that you preview the data before you approve it for submission

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Resources

EMIS Manual: Go to education.ohio.gov | Search EMIS Manual

EMIS Resources: education.ohio.gov/Topics/Data/EMIS

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Financial Data Reporting

Section 6: Financial Records

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USAS Data Sources

  • EMIS Extract
      • CASH RECONCILIATION
      • CIVIL PROCEEDINGS
      • DISTRICT AND BUILDING PROFILE INFORMATION
      • WILL EXCLUDE THE ACCOUNT AND OPERATIONAL UNIT RECORDS.

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  • SIF Agent
      • CASH, EXPENDITURE, REVENUE ACCOUNTS
      • ACCOUNT DATA
      • OPERATIONAL UNITS

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EMIS Extract

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  • Information reviewed/entered at FYE helps prep EMIS Extract Data
    • Periodic > Building Profiles
    • Periodic > Cash Reconciliation for June
    • Periodic > Civil Proceedings
    • Core > Organization > Square Footage

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USAS FYE Checklist

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EMIS Extract

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  • Under the Extracts menu, select EMIS and click on Generate Extract File to create a USAEMS_2024.SEQ file to be uploaded into the data collector for Period H reporting.

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  • Upload file to Data Collector
    • Data Sources > Add Data Source

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EMIS SOAP Configuration

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  • Make sure the EMIS SOAP Service Configuration under SYSTEM/CONFIGURATION is updated to reflect the Fiscal Year the district is reporting for Period H.

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EMIS-R

  • Configuring SOAP Service with USAS-R

https://mcoecn.atlassian.net/wiki/x/QQIq

  • EMIS Soap Service Configuration under SYSTEM/CONFIGURATION must be set to fiscal year they are reporting to EMIS-R
  • Must create a user in USAS-R and add the SSDT’s EMIS_SIF role to it in each district’s instance. 
    • Example: Sampletown user was created
    • Each district will have its own endpoint. Example below:

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EMIS SIF AGENT INTEGRATION

  • The USERNAME & PASSWORD created for the EMIS SIF account will need to be entered into the USxS SIF Agent zone configuration (see below)

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  • A certificate for USxS-R SOAP will need to be added to the SIF agents keystore.  Follow the information found in Configuring Agent SSL Keys for adding the certificate to the keystore.

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  • The zone (district) SOAP Connection will need to be updated in the �USxS SIF Agent for the SOAP endpoint and EMIS SIF user account. 

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  • Enter the district specific SOAP endpoints for EMIS into the SOAP URL.  (see previous slide)

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  • Enter the username and password of the EMIS SIF user account that was in district instance. 

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PERIOD H - Financial Reporting

ODE has DRAFT schedule posted online:

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Check for updates on ODE’s website, email announcements or newsletters for information on Period H Processing.�Current Schedule

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Data Collector

Starting a Collection

  • Locate Period H Collection and Start Collection
  • SIF Zone Data + Data Source

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Financial Reporting Special Notes:

  • Districts only needs to upload the sequential file (from the EMIS EXTRACT) in the “financial” data source in EMIS-R. When they are ready to run a collection in the data collector, they will select the USAS SIF agent and the “financial” data source.

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  • The “EMIS Soap Service Configuration” tells the SIF if it should pull account information from the history records or the current account file

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Data Collector

Prepare Data

  • Validation Errors can still be viewed after this step

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  • Level 1 Validation
    • Fatal: The record will not be submitted if you submit the collection as it is right now. You need to fix all the data errors which cause the fatal validation errors, before all the collected records will be submitted.
    • Critical: Data error should be corrected, but the record will be included in the submission.
    • Warning: An error probably occurred, and should be investigated.
    • Informational: The least significant of all validation error levels; may or may not be an error.

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Level 1 / Level 2 Validation

  • Other warning messages that are validated in the data collector.

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    • Function, Object and/or Receipt must be defined at higher level of detail
    • SUBJ or IL to be entered for this func/obj in most cases
    • OPU to be entered for this func/obj per EMIS Guide

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  • If district receives Level 1 or Level 2 fatal error(s) and has closed the fiscal year, June can be reopened to make any necessary changes.

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Data Collector

Preview Data

  • After the data is prepared and validated, and before it is certified and submitted to the Report Authority, it is strongly recommended that you preview the data before you approve it for submission

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  • Preview > Generate Preview

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Data Collector

Preview Data

  • CSV files of all information being submitted.
  • Valid, invalid, total record counts
  • Review these records to make sure the correct data pulled

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Data Collector

Preview Data

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  • Cash Record - Cash Summary
  • Expenditure Record - Budget Summary
  • Receipt Record - Revenue Summary

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  • Ensure not just that records are valid (no errors) but that the correct information is being reported
  • For example - If a district forgot to change the FY in the EMIS SOAP Configuration, the records may all be valid and error free, but the amounts reported would be from the previous FY.

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Data Collector

Preview Data

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  • Use the Total As Of Period parameter on Reports to generate for end of the FY (if no longer in that period)

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Canned Reports

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Template Reports

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Data Collector

Certify & Submit

  • Once errors have been addressed and data reviewed, they can use certify and submit to submit collection

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Data Collector

Looking back at Previous Years

  • Collection Requests > Data Set = H > Select "Show closed collections"

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Questions ?

Upcoming Fridays with Fiscal:

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  • June 7 – May’s Recap of Releases
  • June 14 – Deeper Dive into STRS Advance
  • June 21 – Deeper Dive into AP Invoicing
  • June 28 – Employee Self Service training
  • July 5 – June’s Recap of Releases

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May 24, 2024