Please provide an electronic copy in pdf format of the District’s/Charter’s Bank

Statements (PAGE 1 ONLY). PED may require additional information as needed.

The purpose for providing the “Budgetary Basis of Accounting” definition is to provide guidance to

better reflect available resources.

“Budgetary Basis of Accounting- a government’s budget may be adopted on a basis other than

GAAP. Since the budgetary comparison focuses on the budget as legally adopted, amounts in

the budget comparison statement are always presented using the budgetary basis of

accounting. If the budgetary basis of accounting does, in fact, differ from GAAP, the SSAP

should describe the budgetary basis of accounting and explain how it differs from GAAP.”

Gauthier, S. J. (2012) Governmental Accounting, Auditing, and Financial Reporting. Chicago, IL:

Government Finance Officers Association of the United States and Canada.

Line 1 - Total Cash 6/30/xxxx

The amount in this line will come from Line 7 of the previous Year’s Final Cash

Report. It represents the Total Cash Balance of the District/Charter. This

amount should agree to the total cash balance plus liabilities (summer payroll)

on the school’s financial system. When the audit has been completed, the total

cash balance will be reconcilable to the Balance Sheet (Cash, Cash Equivalent,

or Cash on Deposit, plus investments) presented in the audit. When the audit

is available the calculated cash from the balance sheet must be used on Line 1.

Line 2- Current Year Revenue to Date (Per OBMS Actuals Revenue Report)

This amount should be the amount on the District’s/Charter’s Financial

Management Systems Revenue Report, which is a total of all year to date

revenues recorded in the General ledger, reported on OBMS and reconciled to

current year refunds should be treated as a reduction in expenditures and

included in the totals on line 5.

Line 3 - Prior Year Warrants Voided

Any prior year checks voided in the current year require a credit entry to the fund

balance account on the District’s/Charter’s records. This total will only change with

additional prior year voids and will always carry a positive (+) amount on this

Line 4 - Total Resources to Date for Current Year

This line is a calculated subtotal of lines 1 through 3.

Line 5- Current Year Expenditures to Date (Per OMBS Actuals Expenditure Report)

This amount should be the amount on the District’s/Charter’s Financial

Management Systems Expenditure Report, which is a total of all year to date

expenditures recorded in the General ledger, reported on OBMS, and

negative (-).

Revised 07-09-2024

Line 6- Permanent Cash Transfers/Reversions

Permanent cash transfers are not limited to transfers between funds. They may

also include refunds of unobligated balances reverted back to PED or other

granting agencies. Therefore, the “Grand Total All Funds” column may not equal

to zero. PED authorization is required in addition to local board authorization,

prior to making these transfers. These transfers will be adjustments to the fund

balance rather than due to/due from accounts for refunds of prior year revenue

only. Districts/Charters will be required to identify these amounts at the

end of the cash report.

Line 7- Total Cash

This line is a calculated subtotal of lines 4 through 6. This amount will be

carried forward from 4th quarter to 1st quarter and become the beginning cash

balance for the ensuing year.

Line 8 – Total Payroll Liabilities (Not available to budget)

This amount represents payroll expenditures not yet liquidated; for example, held

checks and electronic fund transfers (EFT’s) for either benefits or the remainder

of the current year personnel contracts. They must be added back to the

calculated cash above in order to reconcile to cash reported in the general ledger

and reconciled to the bank accounts.

Please note: All payroll related expenditures must be recorded in the

fiscal year in which the services were rendered.

Line 9 - Adjustments

This amount represents any other payables or receivables posted to the

District’s/Charter’s Financial Management System. Expenditures that have not

yet been liquidated by issuing checks or revenue that has not yet been

received. Districts/Charters will be required to identify these amounts at the

end of the cash report.

Line 10 – Total Reconciled Cash Balance

This line is a calculated subtotal of lines 7 through 9. This amount must

reconcile to bank statement(s).

Line 11- Total Outstanding Loans

This is a negative adjustment in Operational ONLY, and positive adjustments in

temporary loans. The “Grand Total All Funds” column should net to zero on this

line. Districts/Charters will be required to identify these amounts at the

end of the cash report.

Line 12- Total Ending Cash

This line is a calculated subtotal of lines 10 through 11.

Revised 07-09-2024