CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting. Title IX Athletic Financial Reporting Learning Guide Learning Guide

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Learning Guide 2013 Central Susquehanna Intermediate Unit, USA

3 Table of Contents Introduction... 1 Breakdown Directory... 2 Auto Add Accounts... 3 Proration Codes... 5 Directories > Distribution Types... 5 Reports > Flex Reports... 7 Query by Example Central Susquehanna Intermediate Unit, USA

5 INTRODUCTION Per the Pennsylvania Department of Education, school entities now need to submit, on an annual basis, information on the Interscholastic Athletic Opportunities. This information needs to be broken down by gender. In an effort to assist you, this learning guide explains how to set up account codes for the needed reporting, including applicable examples. We will also review setting up a flex report to be able to compile the financial information needed to fill out the required PDE forms. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 1

6 BREAKDOWN DIRECTORY Per the current PDE dimensions in the Chart of Accounts, account codes have nine breakdowns. In order for account codes to be created appropriately, each possible breakdown must be defined within the BREAKDOWNS DIRECTORY. Establishing the breakdowns for each sport has to be created first in the Breakdown Directory before you can use them in account codes. The Breakdown Directory has 9 dimensions available. You will need to choose a breakdown dimension where you want to establish the sports. In our example, we are suggesting breakdown 9, the Special Cost Center. You will need to add a unique breakdown for every sport. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 2

ACCOUNT CODES DIRECTORY. This field is enabled ONLY when the entry in the Breakdown Number field is '3' for OBJECT and the OBJECT does not begin with a 1xx.

7 AUTO ADD ACCOUNTS After the breakdowns have been established, you will want to take advantage of the Auto Add Accounts feature. Select this check box option to automatically add an account code with the specified Breakdown Account when a wage/salary account code is added in the ACCOUNT CODES DIRECTORY. This field is enabled ONLY when the entry in the Breakdown Number field is '3' for OBJECT and the OBJECT does not begin with a 1xx. Using the above example, we would add account code GBK to the ACCOUNT CODE DIRECTORY: Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 3

8 Then, the following account codes would be added automatically to the ACCOUNT CODE directory. When selecting which Objects to include as you Auto Add, keep in mind all of the account codes needed for: wages; benefits; supplies; utilities; travel; and facilities, including construction, renovation, maintenance, rental, expansion, and repairs. You will also need account codes for maintaining the athletic fields. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 4

PRORATION CODES If several sports share the athletic field facilities, such as a field house and/or stadium, the expenditures will need to be broken down by sport.

9 PRORATION CODES If several sports share the athletic field facilities, such as a field house and/or stadium, the expenditures will need to be broken down by sport. For instance, in the fall the field house and stadium are used by: High School Varsity Football High School Junior Varsity Football Middle School 8th grade Football Middle School 7th grade Football High School Varsity Boys Soccer High School Junior Varsity Boys Soccer High School Varsity Girls Soccer High School Junior Varsity Girls Soccer High School Varsity Field Hockey High School Junior Varsity Field Hockey Middle School Field Hockey Directories > Distribution Types In this scenario, any maintenance repair costs must be distributed among these eleven sports. An easy way to disperse the divided costs is to set up proration codes. To do so we could Add a DISTRIBUTION TYPE directory record with the Description 'Sporting Events'. Then, count the number of events each sport holds in the stadium (used for units of cost). Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 5

When the proration code is specified in the Account code field during data entry, such as for Direct Payments, Purchase Orders, etc.

10 To the PRORATION CODE record for the Distribution Type of 'Sporting Events', enter the number of events per sport in the Units field. The Percentage is calculated automatically. When the proration code is specified in the Account code field during data entry, such as for Direct Payments, Purchase Orders, etc., upon saving the record the proration table distributes the Amount expended among the various accounts based on the calculated proration Percentages. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 6

Reports > Flex Reports The FLEX REPORTS menu item allows you to create reports using 21 pre-defined formats, or based on account code queries and sort specifications.

11 Reports > Flex Reports The FLEX REPORTS menu item allows you to create reports using 21 pre-defined formats, or based on account code queries and sort specifications. With this option, you can specify which account codes to include in reports, how account codes in a report should be sorted, where totals should display, the format of the reports, what type of information should be included, and when to begin a new page. While you can create one report that fits many users, Flex Reports honor user Security. Therefore, users who only have Security permissions for certain operational units will see only those accounts on a report. If you don't like the format of the report, or would like to see a different format, you can update the report format. Using the drop down arrow, select the report format you want to use. Query by Example To add a new report, click the Add button or press ALT+A on your keyboard and complete the data entry fields. Note that you may use the Multi Add feature to easily duplicate information from a displayed report format. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 7

Report ID: Display ONLY. Displays the identification number of the report regardless of the Year. When you add a new report, its ID number is assigned automatically. Year: Required.

12 Report ID: Display ONLY. Displays the identification number of the report regardless of the Year. When you add a new report, its ID number is assigned automatically. Year: Required. Select a fiscal year for which this report applies, as established in the YEAR ASSIGNMENTS directory. Default is the current fiscal year; change as necessary. When you generate the report, ONLY information from the fiscal year specified in this field will display on the report. Default Report? Display ONLY. If a check mark displays in this field, the report is a default report established by the CSIU staff (which prevents you from making changes or deleting the format). A blank field indicates a user-defined report (which allows you to make changes or delete, unless the Flex Report Locked? checkbox is selected). Flex Report Locked? Select this checkbox option to prevent changes or deletion of the flex report. Reports that are locked can only be unlocked by users who have administrator rights in the CSIU Security application. You might select this option if you want to protect against inadvertent changes or deletion of a report you have created. Leave blank if you do not want to lock the report. Title: Required. Enter the report name or title, up to 40 characters. Titles display at the top of every page of the report. Select a meaningful title that easily identifies the purpose or content of the report. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 8

Query Select: To specify the accounts that you want to include in the report, click the ellipsis [ ] button to open the ACCOUNT CODE screen.

13 Report Format: Required. Select a report format code to identify the layout of the report and what type of data will be included. Report formats are defined by the CSIU staff. Query Select: To specify the accounts that you want to include in the report, click the ellipsis [ ] button to open the ACCOUNT CODE screen. The Account Code Query screens allow you to filter specific account codes to include on the Flex Report. Select Query to perform a Query-by-Example. Choosing to subtotal on the Special Cost Center will display totals per sport on the report. Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 9

14 Revised: 05/08/ Central Susquehanna Intermediate Unit, USA Page 10

CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Setting Up a New Fund Step-by-step Instructions 2013 Central Susquehanna Intermediate Unit, USA Table of Contents Introduction... 1 Breakdown