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overview

The AMDCERT program generates the "Amended Official Certificate of Estimated Resources" report to be submitted to the county auditor. The program offers the option to create a spreadsheet file which can be used to electronically send the information to the auditor's office. AMDCERT is an option located under the main USACERT menu.

The AMDCERT program has the ability to properly report permanent funds. Reporting requirements state that only interest earnings are supposed to be considered available for expenditure when certifying year-end balances of a permanent fund to the county auditor. AMDCERT allows the user to enter the fund and special cost center along with the associated principal amount for any permanent funds. The amount entered for each fund/scc will be subtracted from the beginning cash balance reported for the fund.

AMDCERT also allows you to indicate how you want property tax allocations (receipt codes 3131, 3132, 3133, 3134, 3135 and 3139), Income Taxes (receipt code 1130), and Other Taxes (receipt code 1190) to be reported. You are given the option to have them included in the "Taxes" column or in the "Other Sources" column of the report. You may also choose to exclude funds. This might be utilized when it becomes necessary to exclude a budget reserve fund, student activity funds, or auxiliary service funds, etc. There is also an option that allows you to select whether you would like estimated receipts for Income Tax (receipt code 1130) included under the column "Taxes" or under the column "Other Sources".

This program also offers the functionality of allowing you to specify the reporting level of certain funds. By default, all funds will be reported at the fund/scc level. However, you can choose to enter ranges of fund numbers and specify a reporting level of either fund or fund/scc.

You should also note that it is necessary to enter any advances that have not been repaid when generating the report.

accessing the program

The program may be executed by typing:

$ RUN OECN$BUD:USACERT

at the $ prompt, then select AMDCERT from the main menu, or in the menu system type:

Menu>USACERT

and then select AMDCERT from the main menu.

main menu

________________________________________________________________________________
|                                                                              |
| USACERT - USAS Certification/Appropriation Reports                           |
| ---------------------------------------------------------------------------- |
|                                                                              |
|    1. CERTBAL    - Certificate of Available Balances                         |
|    *2. AMDCERT    - Amended Certificate of Estimated Resources*              |
|    3. APPRES     - Appropriations Resolution                                 |
|    4. SF5        - SF-5 Part C - Appropriations (ESC's only)                 |
|    5. EXIT       - Exit program                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
|     Menu: USACERT Option>                                                    |
|                                                                              |
|  XX  Accept        XX  Help          XX  Exit          XXX Next              |
|______________________________________________________________________________|

screen layout

AMDCERT Screen 1 of 4



-------------------------------------------------------------------------------
|               AMDCERT - Amended Certificate of Estimated Resources          |
|                                                                             |
| Output file                                          AMDCERT.TXT            |
| Output spreadsheet file               __________________          Type  CSV |
| Print options page? (Y,N)                            Y                      |
|                                                                             |
|- Report Criteria -                                                          |
|                                                                             |
| Beginning year for report:                           2003                   |
| Date of Report (for Report Headings):                11/29/2002             |
| Include accounts with all zero balances? (Y,N)       N                      |
| Include Property Tax Allocations as Taxes or Other? (T,O)                   |
|         3131:__  3132:__ 3133:__ 3134:__ 3135:__ 3139:__                    |
| Include Income Tax as Taxes or Other? (T,O)          O                      |
| Include Other Taxes as Taxes or Other? (T,O)         O                      |
|                                                                             |
|Press NEXT SCREEN to enter special criteria by fund, such as excluding       |
|specific funds, specifying advances not repaid, reporting level (fund        |
|or fund/scc), and principal amounts for permanent funds.                     |
|                                                                             |
| Amended Certificate                                                1 of  4  |
|  XX  Execute         XX  Cancel          XX  Next Screen                    |
|  XX  First Screen    XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit            XX  Prev Screen                                        |
-------------------------------------------------------------------------------

Field Definitions

  • The default report file name is AMDCERT.TXT. The text file name can be changed at the Output file prompt.
  • You may choose to create a spreadsheet file that can be used to electronically send the report to the auditor's office. Enter a file name on the Output spreadsheet file field to create a file.
  • Type is the type of spreadsheet export file that you wish to create. In order to see the available options, move the cursor to the "Type" line and press the Help key. A pop-up
    window such as the following will appear. You may then highlight the type of your choice and press Return.

    
    
    ---------Output Types Available----------
    |                                       |
    | WKS Lotus 1-2-3 (Version 1.0)         |
    | CSV Comma Separated Values            |
    | TAB Tab Delimited Values              |
    | PRN Comma and " delimited             |
    |                                       |
    |                                       |
    -----------------------------------------
    
    
    

    The list of available types may vary based on the capabilities of the system you are working on.

  • The Print options page prompt, if set to Y (yes), will cause a listing to print at the beginning of the AMDCERT.TXT file showing which options were selected during the program run.
  • The *Beginning year for the report * prompt should be set to the year starting the fiscal year to be reported. For instance if the report is for Fiscal Year 2002 (July 2001 - June 2002), you would want to enter 2001.
  • The Date of Report allows you to enter the date that you would like to appear in the report header. The default will be the date that the program is run.
  • Enter "Y" or "N" to *include accounts with all zero balances*.
  • The *Include Property Tax Allocations as Taxes or Other* prompts allow you to indicate (for each code: 3131, 3132, 3133, 3134, 3135, 3139), whether you want the receivable amounts reported in the "Taxes" column or the "Other Sources" column of the report. This allows more flexibility to meet the varying needs of each county.
  • The Include Income Taxes as Taxes or Other prompt allows you to select whether you would like estimated receipts for Income Tax (receipt code 1130) included under the column "Taxes" or
    under the column "Other Sources" of the report.
  • The Include Other Taxes as Taxes or Other prompt allows you to select whether you would like the receipts for Other Taxes (receipt code 1190, Local Taxes) reported under the column "Taxes" or under the column "Other Sources" of the report.

AMDCERT Screen 2 of 4



--------------------------------------------------------------------------------
|               AMDCERT - Amended Certificate of Estimated Resources           |
|Special Reporting Criteria by Fund:                                           |
|                   Advances Not Repaid                  Advances Not Repaid   |
| Fund/SCC Exclude?  (As of July 1)    Fund/SCC Exclude?    (As of July 1)     |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
| ___ ____    _     _____________      ___ ____    _       _____________       |
|Press NEXT SCREEN to enter reporting levels and 008 principal amounts.        |
|                                                                              |
| Amended Certificate                                                 2 of  4  |
|  XX  Execute         XX  Cancel          XX  Next Screen                     |
|  XX  First Screen    XX  Reset                                               |
|  XX  Help            XX  Save/Recall                                         |
|  XX  Exit            XX  Prev Screen                                         |
--------------------------------------------------------------------------------

Field Definitions

  • Enter Fund/SCC numbers that you wish to exclude from the report or that you have advances not repaid to report. You may enter an '*' for the special cost center to exclude all scc's for a particular fund. Leaving the scc field blank will also exclude all scc's for the specified fund.
  • To Exclude a fund from the report, enter "Y". Enter "N" or leave blank to have a fund included. Examples of funds to be excluded may be your budget reserve fund, student activity funds, auxiliary service funds, etc.
  • Any Advances Not Repaid from July 1 of the prior year must be manually entered. Enter a positive amount for the fund that made the advance, and a negative amount for the fund that will be making the reimbursement. The amounts entered should match what was entered when generating the Certificate of Available Balances through CERTBAL.

AMDCERT Screen 3 of 4



-------------------------------------------------------------------------------
|               AMDCERT - Amended Certificate of Estimated Resources          |
|                                                                             |
|                                                                             |
|Special Reporting Levels:                                                    |
|                                                                             |
|                 Reporting                               Reporting           |
|      Fund         Level                      Fund         Level             |
|     Ranges       (FD,FS)                    Ranges       (FD,FS)            |
| From ___ To ___    __                   From ___ To ___     __              |
| From ___ To ___    __                   From ___ To ___     __              |
| From ___ To ___    __                   From ___ To ___     __              |
| From ___ To ___    __                   From ___ To ___     __              |
| From ___ To ___    __                   From ___ To ___     __              |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|Press NEXT SCREEN to enter 008 principal amounts.                            |
|                                                                             |
| Amended Certificate                                                3 of  4  |
|  XX  Execute         XX  Cancel          XX  Next Screen                    |
|  XX  First Screen    XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit            XX  Prev Screen                                        |
-------------------------------------------------------------------------------


Field Definitions

  • The Fund Ranges allows you to specify ranges of fund numbers to be reported at the same reporting level.
  • The Reporting Level allows you to set the level, Fund or Fund/Special Cost Center, of reporting for the specified range of funds. If not specified, the default for all funds is the fund/scc level. Funds reported at the fund level will be listed on the report with only one line summarizing all special cost centers for that particular fund.

AMDCERT Screen 4 of 4



-------------------------------------------------------------------------------
|               AMDCERT - Amended Certificate of Estimated Resources          |
|                                                                             |
|Principal Amounts for Permanent Funds:                                       |
|                                                                             |
| Fund/SCC      Principal                 Fund/SCC      Principal             |
|  008 9001        985.00                  008 ____  _________________        |
|  008 9004       7250.00                  008 ____  _________________        |
|  008 9090       4500.00                  008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|  008 ____  _________________             008 ____  _________________        |
|                                                                             |
|                                                                             |
|                                                                             |
| Amended Certificate                                                4 of  4  |
|  XX  Execute         XX  Cancel          XX  Next Screen                    |
|  XX  First Screen    XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit            XX  Prev Screen                                        |
-------------------------------------------------------------------------------

Field Definitions

  • The Principal Amounts for Permanent Funds allows you to enter the permanent fund and special cost center along with the associated principal amount of that fund. The default value of 008 may be overridden - it will accept funds other than just 008. The amount entered for each fund/scc will be subtracted from the beginning cash balance reported for the fund.

sample report



-- Options Summary --


     Output file:  AMDCERT.TXT
     Type:  CSV
     Print options page? (Y,N)  Y
     Beginning year for report:       2003
     Date of Report (for Report Headings):   11/29/2002
     Include accounts with all zero balances: (Y/N)  N
     3131:  T
     3132:  T
     3133:  O
     3134:  O
     3135:  T
     3139:  O
     Include Income Tax as Taxes or Other? (T,O)  O
     Include Other Taxes as Taxes or Other? (T,O) O
     : 008
     : 9001
     :         985.00
     :  008
     :  9084
     :        7250.00
     :  008
     :  9090
     :        4500.00
     :  008
     :  008
     :  008
     :  008
     :  008
     :  008

 BAT_AMDCERT executed by USERNAME on node NWOCA4:: at  7-DEC-2002 08:57:46.33

Date: 11/29/02                           SAMPLE CITY SCHOOLS                                   Page:  1
Time:  8:57 am           Amended Official Certificate of Estimated Resources                   (AMDCERT)
                                       Rev. Code, Sec. 5705.36
                                       -----------------------
                           Office of Budget Commission, HENRY County, Ohio.
                                     SAMPLE CITY, Ohio, November 29, 2002
                            TO THE TAXING AUTHORITY of SAMPLE CITY SCHOOLS
 The following is the amended official certificate of estimated resources for the fiscal year beginning
 July 1st, 2001, as revised by the Budget Commission of said County, which shall govern the total of
 appropriations made at any time during such fiscal year:
--------------------------------------------------------------------------------------------------------
                                    Unencumbered
        Fund                          Balance              Taxes         Other Sources            Total
                                    July 1, 2001
--------------------------------------------------------------------------------------------------------
 GOVERNMENTAL FUND TYPE
      General Fund                   2,240,444.66      3,365,150.00      4,838,442.00     10,444,036.66
      Special Rev                       93,524.30               .00        369,389.33        462,913.63
      Debt Service                     246,738.42        281,857.00               .00        528,595.42
      Capital Projects                   5,000.00               .00               .00          5,000.00
 PROPRIETARY FUND TYPE
      Enterprise                        91,590.59               .00        332,000.00        423,590.59
      Internal Service                        .00               .00         50,000.00         50,000.00
 FIDUCIARY FUND TYPE
      Expendable Trust                   4,978.34               .00          1,050.00          6,028.34
      Agency Fund                       21,074.28               .00         73,973.00         95,047.28
   Total All Funds                   2,703,350.59      3,647,007.00      5,664,854.33     12,015,211.92
                               ____________________________________________________________
                                                                                              Budget
                               ____________________________________________________________
                                                                                              Commission
                               ____________________________________________________________

Date: 05/07/02                           SAMPLE CITY SCHOOLS                                   Page:  2
Time:  8:57 am           Amended Official Certificate of Estimated Resources                   (AMDCERT)
                                       Rev. Code, Sec. 5705.36
                                       -----------------------
--------------------------------------------------------------------------------------------------------
                                    Unencumbered
        Fund                          Balance              Taxes         Other Sources            Total
                                    July 1, 2001
--------------------------------------------------------------------------------------------------------
 GOVERNMENTAL FUND TYPE
 General Fund
   001 0000 GENERAL FUND             2,341,982.15      3,123,950.00      4,509,345.00      9,975,277.15
   001 9111 Parity Aid                        .00               .00        105,097.00        105,097.00
   001 9194 School Bus Purchase Fund    47,332.07               .00         24,000.00         71,332.07
   001 9412 Bud Reserve Set-Aside Fund  27,921.01               .00               .00         27,921.01
   001 9413 Txt/Instr.Mat Set-Aside Fund20,902.71        193,500.00               .00        214,402.71
   001 9414 Cap/Maint Set-Aside Fund   197,693.28-        47,700.00        200,000.00         50,006.72
Total General Fund                   2,240,444.66      3,365,150.00      4,838,442.00     10,444,036.66
 Special Revenue
   018 981A ELEM PUB SCHOOL SUPPORT FUND   261.28               .00          9,900.00         10,161.28
   018 982A H S PUB SCHOOL SUPPORT FUND    102.94               .00          1,315.00          1,417.94
   018 983A Middle School Support Fund        .00               .00         10,300.00         10,300.00
   300 913A DRAMA FUND                   2,748.39               .00          7,100.00          9,848.39
   300 944A BAND                           678.23               .00         14,000.00         14,678.23
   300 947A VOCAL MUSIC                    585.39               .00          4,810.00          5,395.39
   300 948A SHOW CHOIR                     741.17               .00          4,200.00          4,941.17
   300 950A ATHLETIC FUND               33,485.03               .00         96,770.00        130,255.03
   300 951B Baseball Camp Fund           3,258.18               .00          1,900.00          5,158.18
   300 951C Boys' Basketball Camp Fund     433.87               .00          1,000.00          1,433.87
   300 951G Football Camp Fund             296.15               .00         11,100.00         11,396.15
   300 953E Softball Camp Fund              43.97               .00            250.00            293.97
   300 953F Volleyball Camp Fund           805.78               .00          1,000.00          1,805.78
   300 955D CHEERLEADER FUND               638.74               .00          4,900.00          5,538.74
   300 968A YEARBOOK                     8,210.40               .00         19,563.00         27,773.40
   300 969A SCHOOL PAPER SALES           1,265.13               .00            765.00          2,030.13
   416 9696 Teacher Development Grant         .00               .00            603.33            603.33
   432 9590 Management Info.Sys.Fund     4,022.57               .00         20,000.00         24,022.57
   451 9501 ONE Net - ODE                     .00               .00         10,500.00         10,500.00
   452 9502 SchoolNet Prof.Dev.               .00               .00          4,142.00          4,142.00
   459 9901 OhioReads Volun Coord. Grant 1,666.16               .00               .00          1,666.16
   459 9902 OHIO READS GRANT #15283           .00               .00         30,000.00         30,000.00
   465 9001 Ext Learning Opp Initiative 12,393.35               .00               .00         12,393.35
   499 9497 NWO-RPDC GRANT                    .00               .00          1,400.00          1,400.00
   499 9800 Safe School Help Line Grant       .00               .00          1,107.00          1,107.00
   .
   .
   .
 PROPRIETARY FUND TYPE
 Enterprise
    006 0000 LUNCHROOM FUND             85,201.37               .00        330,000.00        415,201.37
    006 9003 Fruit & Veg. Pilot Grant         .00               .00         50,000.00         50,000.00
    009 0000 UNIFORM SUPPLIES FUND         371.58               .00         13,000.00         13,371.58
Total Enterprise                        85,572.95               .00        393,000.00        478,572.95
   .
   .
   .
 FIDUCIARY FUND TYPE
 Non-Expendable Trust
    008 9001 Trust Fund 1                     .00               .00            560.00            560.00
    008 9084 Trust Fund 2                     .00               .00            400.00            400.00
    008 9090 Trust Fund 3                     .00               .00            515.00            515.00
Total Non-Expendable Trust                    .00               .00          1,475.00          1,475.00
   .
   .
   .
   Total All Funds                   2,703,350.59      3,647,007.00      5,664,854.33     12,015,211.92

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