Appendix 8 sco’s Year-End Reports Checklist




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APPENDIX 8
SCO’s Year-End Reports Checklist

______ 1. Agency name, organization code, fund name, and fund number appear on all reports.

______ 2. Reports have been prepared for all funds that had activity during the reporting year and/or balances on June 30.

______ 3. Reports for Bond Funds and Special Deposit Funds have been prepared for each



subfund. For the Special Deposit Fund, include a consolidated report.

______ 4. “SCO Use Only” areas on Report Nos. 1, 3, and 5 are left blank, unless something is

pre-printed in that area.
Certification Letter:

______ 1. Only one fund is listed on the certification letter, with the exception of bond fund subfunds.

______ 2. Agency name and organization code appear on the letter as well as the mailing

address, names of the campus President and Vice President, Administration & Finance and their respective e-mail addresses.

______ 3. Fund name and number.

______ 4. All required reports are listed for each fund. If there are no amounts to report,

include the statement “No Activity to Report” beside the appropriate report number.

______ 5. Contact name, phone number, and e-mail address are listed for each fund.

______ 6. Included on the letter is a statement certifying the listed reports as being true and

correct and signed by theVice President, Adminstration & Finance.

______ 7. On each of your fund certification letters identify the fund that will include your

agency’s Report of Bank and/or Savings and Loan Association Accounts Outside

the State Treasury – Form 445 (Report No. 14).


Report of Accruals to Controller’s Accounts (Report No. 1):

______ 1. Agency name, organization code, fund name, and fund number appear on every

page.

______ 2. All amounts appear in dollars and cents and without dollar signs.



______ 3. Amount and encumbrance columns are left blank for accounts without accruals and

encumbrances.

______ 4. Total debits equal total credits for accruals and encumbrances.

______ 5. Credit amounts appear without brackets or minus signs.

______ 6. General ledger account numbers are the lowest level from the Uniform Codes

Manual.


______ 7. For accruals to Due from Other Funds (GL 1410) and Due to Other Funds

(GL 3114), subsidiary numbers are shown reflecting the fund number of the other

fund involved and agency involved.

______ 8. For accruals to Interfund Loans Receivable (GL 2170) and Interfund Loans Payable

(GL 4050), subsidiary numbers are shown reflecting the fund number of the other

fund involved.

______ 9. The unencumbered amount Due from Other Funds (GL 1410.XXXX) agrees

with the unencumbered amount Due to Other Funds (GL 3114.XXXX) in the related

fund. Reminder: Submit two copies of the Due To/From Other Funds/Appropriations Supplementary Information form to the SCO – one hard copy and one electronic copy.

______ 10. For Prepayments to the Architecture Revolving Fund (GL 1730) and corresponding

Reserve for Prepaid Items (GL 5330), fund number 0602 is shown as the subsidiary

number.


11. Reminder: A four-digit organization code subsidiary number is provided for Due From Other Appropriations (GL 1420) and Due To Other Appropriations (GL 3115).

______ 12. For Allowance for Uncollectible Accounts (GL 1390) and Provision for Deferred

Receivables (GL 1600), subsidiary numbers are shown reflecting the general ledger

account number for the related receivable preceded by a zero.

______ 13. Prepayments to the Service Revolving Fund (GL 1730.0666) are not included on the report.

______ 14. Encumbrance amount to a nominal account is equal to or less than the accrual amount. Debit and credit signs for encumbrances are the same as the related accruals.

______ 15. Encumbrances reported for assets and liabilities do not exceed the related accruals.

______ 16. Reminder: For encumbrances funded by reimbursements, encumbrances are

reported for the reimbursement account and corresponding receivable account.

______ 17. Accruals are not reported for Encumbrances (GL 6150) and Reserve for

Encumbrances (GL 5350).

______ 18. Accruals and/or encumbrances to accounts not preprinted on Form 571C are posted to Form 571D.

______ 19. No expenditure or transfer accruals are reported for reverted appropriations that will not be revived by SCO in the current year.

______ 20. Accruals for abatements or reimbursements to reverted appropriations are credited to Refunds to Reverted Appropriations. The fiscal year should be prior year.

______ 21. Accruals on Forms 571A, 571B, and 571A/B agree with column totals on Report No. 2. (The Deferred Credits column may contain accruals for more than one general ledger account, which should be included on these forms as separate entries.)

______ 22. Accruals on Forms 571A, 571B, and 571A/B agree with the general ledger account

balances on the Post-Closing Trial Balance (Report No. 8) and the Pre-Closing Trial

Balance (Report No. 7), excluding the nominal accounts and Fund Balance Clearing

or amounts already on the Controller’s balances.

______ 23. Accruals on Forms 571C and 571D agree with the Net Total Accruals Per Agency

column on Report No. 2, but with the opposite signs.

______ 24. For Revenue Collected in Advance (GL 3410) or Reimbursements Collected in

Advance (GL 3420), the accrual amount does not include amounts previously

remitted to the SCO; the amount reported should only include the amount remaining

in General Cash as of June 30.

______ 25. Agency General Cash (GL 1110) has a debit balance.

______ 26. General Ledger account number agrees with account description.

______ 27. Surplus Money Investment Fund (SMIF) quarterly or semi-annual interest earned as of June 30 is accrued.

______ 28. For every amount, there is a “D” or “C” listed in the “D/C” column.

______ 29. No accruals are posted for the following: Categories 94, 95, 96, 98 and 99.



30. Program 99 has a zero balance.
Accrual Worksheet (Report No. 2):

______ 1. Column totals agree with the general ledger account balances on Report No. 8 and

Report No. 7, excluding the nominal accounts and Fund Balance Clearing. (The

Deferred Credits column on Report No. 2 may contain accruals for more than one

general ledger account.)

______ 2. For Revenue Collected in Advance (GL 3410) or Reimbursements Collected in

Advance (GL 3420), the amount reported does not include the amounts previously

remitted to the SCO; the amount reported should only include the amount in General

Cash.

______ 3. Prepayments to Other Funds (GL 1730) and Advances to Other Funds (GL 2120) are



included on Report No. 2.

______ 4. Provision of Deferred Receivables, Revenue Collected in Advance, Reimbursements

Collected in Advance, Uncleared Collections, and the Revolving Fund Adjustment

lines should net to zero in the Net Total Accruals per Agency column.

______ 5. For shared funds, the grand total agrees with Fund Balance Clearing (GL 5570) on

Report No. 8.

______ 6. The grand total agrees with the total “Apply Current Year Accruals” on the

Reconciliation of Agency Accounts with Transactions per State Controller (Report

No. 15).
Adjustments to Controller’s Accounts (Report No. 3):

______ 1. For governmental cost funds, the amounts reported should be the adjustments

submitted to the SCO after July 1 that are needed to correct the account balances on

the SCO cash basis records as of June 30.

______ 2. For nongovernmental cost funds, the amounts reported should be the adjustments to

the following general ledger accounts that are needed to bring the agency’s balances

into agreement with the SCO cash basis records as of June 30 for: Cash in State

Treasury (GL 1140), Deposits in Surplus Money Investment Fund (GL 1210),

Prepayments to Other Funds (GL 1730), and Advances to Other Funds (GL 2120).

______ 3. Agency name, organization code, fund name, and fund number appear on every

page.

______ 4. All amounts appear in dollars and cents and without dollar signs.



______ 5. Amount column is left blank for accounts without adjustments.

______ 6. Total debits equal total credits.

______ 7. Credit amounts appear without brackets or minus signs.

______ 8. General Ledger account numbers are the lowest level from the Uniform Codes

Manual.

______ 9. For adjustments to Due From Other Funds (GL 1410) and Due To Other Funds (GL



3114), subsidiary numbers are shown reflecting the fund number of the other fund

and agency involved.



10.Reminder: A four-digit organization code subsidiary number is provided for Due From Other Appropriations (GL 1420) and Due To Other Appropriations (GL 3115).

______ 11.For Allowance for Uncollectible Accounts (GL 1390) and Provision for Deferred

Receivables (GL 1600), subsidiary numbers are shown reflecting the general ledger

account number for the related receivable preceded by a zero.

______ 12. For governmental cost funds only, adjustments to accounts not preprinted on Form

576B are posted to Form 571D.

______ 13. For governmental cost funds only, no adjustments are reported for reverted

appropriations that will not be revived by SCO in the current year.

______ 14. Attachments explaining the adjustments (e.g., copy of the SCO Transaction Request

form) accompany the Report No. 3, with each adjustment on the Report No. 3 cross-referenced to the appropriate attachment.

______ 15. Adjustment amount(s) on Form 576-B agrees with the adjustment amount(s) reported on Report Nos. 5 and 15 and the supporting attachments.______ 16. Font size for accounts and amounts is no smaller than 10.
Revisions to Year-End Reports:

______ 1. This report contains the revisions needed to correct the amounts previously

submitted on Report Nos. 1, 3 (GC Funds) or 7 (NGC Funds). Do not submit

another complete set. Submit only the reports affected by the change(s). For

nongovernmental cost funds, the amount on the revision form should only be the

difference between the original amount as reported for a specific GL account on the

original Pre-closing Trial Balance (Report No. 7) and the correct amount.

______ 2. The amounts on this report, plus the amounts on the Report Nos. 1 and 3 that were

originally submitted to the SCO, agree with the agency’s revised balances.

______ 3. Agency name, organization code, fund name, and fund number appear on every

page.


______ 4. All amounts appear in dollars and cents and without dollar signs.

______ 5. Total debits equal total credits.

______ 6. Credit amounts appear without brackets or minus signs.

______ 7. General ledger account numbers are the lowest level from the Uniform Codes

Manual.

______ 8. For revisions to Due From Other Funds (GL 1410) and Due To Other Funds (GL



3114), subsidiary numbers are shown reflecting the fund number of the other fund

involved.



9. Reminder: A four-digit organization code subsidiary number is provided for Due From Other Appropriations (GL 1420) and Due To Other Appropriations (GL 3115).

______ 10. For Allowance for Uncollectible Accounts (GL 1390) and Provision for Deferred

Receivables (GL 1600), subsidiary numbers are shown reflecting the general ledger

account number for the related receivable preceded by a zero.

______ 11.Attachments explaining the revisions accompany this report with each adjustment on the report cross-referenced to the appropriate attachment.

______ 12. Get approval from SCO before submitting revisions if they have to be submitted after the due date.

______ 13. Only material amounts per SAM section 7981 should be submitted as revisions.
Final Statement of Revenue (Report No. 4):

______ 1. Only current year revenue is reported.

______ 2. Revenues agree with the current year revenues on Report No. 15.

______ 3. Total revenue agrees with current year revenue (GL 8000) on Report No. 7.

______ 4. Accruals agree with Report No. 1, Forms 571C and 571D.

______ 5. Adjustments to Controller’s Accounts agree with Report No. 3, Form 576B.


Final Reconciliation of Controller’s Accounts With Final Budget Report/Agency Records

(Report No. 5):

______ 1. Preprinted amounts are not altered.

______ 2. If the agency does not agree with any preprinted amount, a footnote is provided to

indicate the amount per the agency’s records.

______ 3. All amounts appear in dollars and cents.

______ 4. Adjustments to Controller’s accounts agree with Report No. 3, Form 576B.

______ 5. Accruals agree with Report No. 1, Forms 571C and 571D.

______ 6. Adjustment to Controller’s accounts and accruals are posted to both the expenditure

column and the appropriation balance column.

______ 7. Executive Orders and/or Budget Revisions approved by the Department of Finance

by June 30 but not yet recorded on the Controller’s records are summarized on the

Pending Budget Revisions, Allocation Orders, Executive Orders line in the

appropriation balance column.

______ 8. Allocation orders not yet recorded on the Controller’s records as of June 30 are

summarized on the Pending Budget Revisions, Allocation Orders, Executive Orders

line in the appropriation balance column.

______ 9. Include support documentation for amounts reported as an increase/decrease

on the Pending Budget Revision, Allocation Order, or Executive Order line of the

Final Reconciliation with Controller’s Accounts with the Final Budget Report

(Report No. 5), in the form of a copy of an executive order, allocation order, or

budget revision.

______ 10. Expenditures agree with the corresponding expenditures on Report No. 15.

______ 11. Total appropriation balance is zero or a credit amount.
Pre-Closing Trial Balance (Report No. 7):

______ 1. All amounts appear in dollars and cents and without dollar signs.

______ 2. Amount column is left blank for accounts without amounts.

______ 3. Reminder: Use “GLAN” as the column heading for the general ledger account

numbers.

______ 4. Total debits equal total credits.

______ 5. Credit amounts appear without brackets or minus signs.

______ 6. General ledger account numbers are the lowest level from the Uniform Codes

Manual.

______ 7. For Due From Other Funds (GL 1410) and Due To Other Funds (GL 3114),



subsidiary numbers are shown reflecting the fund number of the other fund involved.

______ 8. For Prepayments to the Architecture Revolving Fund (GL 1730) and corresponding

Reserve for Prepaid Items (GL 5330), fund number 0602 is shown as the subsidiary

number.


______ 9. Reminder:A four-digit org code subsidiary number is provided for Due From Other Appropriations (GL 1420) and Due To Other Appropriations (GL 3115).

______ 10. For Allowance for Uncollectible Accounts (GL 1390) and Provision for Deferred

Receivables (GL 1600), subsidiary numbers are shown reflecting the general ledger

account number for the related receivable preceded by a zero.

______ 11. Encumbrances (GL 6150) and Reserve for Encumbrances (GL 5350) are not shown

on this report.

______ 12. For non-shared funds, Cash in State Treasury (GL 1140) and Deposits in SMIF (GL 1210) should be debit balances and agree with SCO as of June 30. If a credit balance, a footnote is provided with an explanation.

______ 13. A footnote is provided disclosing the terms of any loan or interest payment(s) that

will be repaid within the year.

______ 14. A footnote is provided to explain abnormal general ledger account balances.

______ 15. Liabilities for Deposit (GL 3500) should equal zero or have a credit balance.

______ 16. Beginning Fund Balance (GL 5530) on the current year Report No. 7 equals the ending Fund Balance (GL 5530) as reported on the prior year’s Report No. 8.

______ 17. A footnote is provided to explain abnormal balances for all real and nominal accounts.

______ 18. One copy of the Material Variance Explanation Form is submitted.


Federal Trust Fund:

______ 1. Due From Federal Government (GL 1510) is used only in the Federal Trust Fund, or

any other fund in which federal monies are directly deposited.

______ 2. Revenue should equal expenditures; inflows must equal outflows. All nominal



accounts net to ZERO.

______ 3. Fund Balance-Unappropriated (GL 5530) must be zero unless money is being

returned to the federal government in the upcoming fiscal year.

______ 4. A credit balance in GL 5530 is explained in a footnote.

______ 5. A debit balance in GL 5530 is an overdraft that must be corrected prior to submitting

reports.

______ 6. Cash in State Treasury (GL 1140) must equal total of appropriation control “C”

accounts and grant account (1944) “C” accounts.


Post-Closing Trial Balance (Report No. 8):

______ 1. Asset and liability amounts agree with Report No. 7.

______ 2. For non-shared funds, Fund Balance-Unappropriated (GL 5530) has a credit balance

or zero balance.

______ 3. An explanation is provided for any deficit (debit) Fund Balance-Unappropriated

(GL 5530).


Analysis of Change in Fund Balance (Report No. 9):

______ 1. The beginning fund balance agrees with the ending fund balance from the previous

year’s Report No. 9.

______ 2. A footnote is provided to explain adjustments that changed the previous year’s

ending fund balance.

______ 3. Receipts and disbursements agree with Report No. 7.

______ 4. The ending fund balance agrees with the fund balance on Report No. 8.

______ 5. The fund balance for the Federal Trust Fund is zero.


Report of Bank Accounts Outside the Treasury System (Report No. 14):

______ 1. Only one report has been prepared for the agency and two copies were sent to the SCO – one an Excel version sent electronically and one a hard copy version sent with the year-end reports.

_____ 2. Indicate on each certification letter which fund’s statement will include the

Report No. 14 for your agency.

______ 3. Agency name and organization code appear on the report.

______ 4. If there are no accounts outside the State Treasury, this is indicated on the Report

No. 14 as “No Accounts Outside the State Treasury” or as “No Activity to Report”

on the certification letter. Include accounts closed during the fiscal year and specify the date of closure. Must be signed by the Vice President, Administration & Finance.


Reconciliation of Agency Accounts With Transactions Per State Controller (Report No. 15):

______ 1. All amounts appear in dollars and cents.

______ 2. Amounts in the Transactions Per Controller column agree with the balances on the

Controller’s records as of June 30.

______ 3. Amounts reflected in the Reverse Prior Year Accruals and Reverse Prior Year

Adjustments to Controller’s Accounts columns agree with the amounts reflected in

the Apply Current Year Accruals and Apply Current Year Adjustments to

Controller’s Accounts columns, respectively, on the previous year’s Report No. 15, including revision amounts submitted for the prior year.

______ 4. Amounts reflected in the Reverse Prior Year Adjustment Made by SCO agree with

the amounts in the SCO’s Prior Year Accrual Summary report, but with the opposite

signs.

______ 5. Amounts reflected in the Apply Current Year Accruals column agree with the



accruals on Report No. 2, but with the opposite signs.

______ 6. Amounts reflected in the Apply Current Year Adjustments to Controller’s Accounts

column agree with the adjustments on Report No. 3.

______ 7. Total of the left side of the report agrees with the total of the Transactions for

Agency Accounts columns on the right side of the report.

______ 8. Totals in the Transactions for Agency Accounts columns agree with the nominal

account balances in Report No. 7.

______ 9. For shared funds, total of the Apply Current Year Accruals column agrees with the

Fund Balance Clearing (GL 5570) amount on Report No. 8 and the grand total on

Report No. 2, but with the opposite sign.


Statement of Financial Condition (Report No. 20):

______ 1. Amounts agree with Report No. 8.



Statement of Contingent Liabilities (Report No. 22):

______ 1. Amounts on this report are not reflected in any general ledger account.



______ 2. Report does not have fiscal year, appropriation or funding information.

Revised 2/16/15


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