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  • USAEMSEDT - Entry of Misc. information for EMIS reporting
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overview

The purpose of this program is to produce the required financial information for EMIS reporting.

accessing the program

To use the USAEMSEDT program, type the following command:

$ RUN OECN$BUD:USAEMSEDT

at the $ prompt or in the menu system type:

Menu>USAEMSEDT

usaemsedt menu

 
 
    This program allows entry of miscellaneous information required for 
    EMIS reporting. 
    *** Main Menu *** 
     
         1 - Cash Reconciliation 
         2 - Federal Assistance Programs - Summary 
         3 - Federal Assistance Programs - Detail 
         4 - Civil Proceedings 
         5 - Exit Program 
 
Enter option < 5>: _ 
 
 

summary of procedures

  1. The first procedure will call for the Cash Reconciliation information to be entered. This will ask for all depository balances, adjustments, investments, and cash on hand. The output file that is generated for this option is CSHREC.TXT.
    The Cash Reconciliation option will allow you to enter up to five Other Investment descriptions and amounts, five Petty Cash descriptions and amounts, up to 6 Change Cash descriptions and amounts, and up to four Adjustment descriptions. When changing petty cash you will be shown a list of the current petty cash descriptions/amounts and can select the ones to modify. The same is true for adjustments, change cash and other investments.
  2. The Schedule of Federal Assistance Summary is a summary report specifying whether a district has made more or less than $750,000 in Federal Expenditures. The output text file that is generated for this option is FEDSUM.TXT.
  3. The Schedule of Federal Assistance Detail report details the federal program monies the district has received during the fiscal year. The detailed report does not need to be reported if the district has expended less than $750,000 in federal assistance. The "initialization" option will delete all federal assistance detail records with a 5xx fund number. A record is then automatically created for all 5xx cash accounts found on the account file with FYTD receipts or expenditures with non-zero amounts. The output text file that is generated for this option is FEDDET.TXT.
  4. The Civil Proceedings section is to be completed if there are any law suits pending against the district during the reporting period. The output text file that is generated for this option is CVLPRC.TXT.

cash reconciliation

The Cash Reconciliation option totals all depository balances, cash in transit, outstanding checks, adjustments, securities and cash on hand. The ending balance should equal the total balance of all fund accounts.

       
 
    *** Cash Reconciliation *** 
     
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      <CR> 
    
    ** Options: ** 
     
         A - Add Record 
         C - Change Record 
         D - Delete Record 
         L - Look at Record 
         R - Report 
         E - Exit to Main Menu 
         ? - Display Options 
     
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      A 
    
    [You may have up to 99 gross depository balances, number these 100 
    through 199] 
                 
    Please enter the following information: 
     
    Enter your Gross Depository Balances, do NOT include 
    any Depository Clearance accounts at this time. 
    (Depository Numbers will range from 100 to 199) 
     
    Depository Number:  100 
     
    Name of Depository: ________________________________ 
    (<CR> if no more)   Sample Bank 
    
    Depository Balance: _________.__ 
                        25000.00 
 
    Depository Number:  101 
 
    Name of Depository: ________________________________ 
    (<CR> if no more)   <CR> 
 
    
    Cash in Transit to Bank: _________.__ 
                             4500 
     
    Outstanding Checks: _________.__ 
                        2500  
 
    Adjustments:  _________.__ 
                  1500.00 
 
    You may enter up to 4 adjustment descriptions. 
 
    Enter description: ________________________________________ 
    (<CR> if no more)   This is description 1 
 
    Enter description: ________________________________________ 
    (<CR> if no more)   This is description 2 
 
    Enter description: ________________________________________ 
    (<CR> if no more)   Third description 
 
    Enter description: ________________________________________ 
    (<CR> if no more)   Fourth description 
 
    *** Total Adjustments:       3,500.00 
     
    Treasury Bonds and Notes: _________.__ 
                              986,294.02  
     
    Certificate of Deposits: _________.__ 
                             100000 
    
    Other Securities: _________.__ 
                      <CR> 
 
    You may enter up to 5 entries for other investments. 
    
    Enter Other Investment Description: ______________________________ 
                                        Star Ohio 
    Other Invesment: __________.__ 
                        310,000.00  
 
    Enter Other Investment Description: ______________________________ 
                                        <CR> 
 
    *** Total Investments:   1,396,294.02 
 
    You may enter up to 5 Petty Cash entries. 
 
    Enter Petty Cash description: ______________________________ 
                                  Newspaper Fund 
    Petty Cash: _________.__ 
                500.00 
 
    Enter Petty Cash description: ______________________________ 
                                  Pizza Fund 
    Petty Cash: _________.__ 
                300.00 
 
    Enter Petty Cash description: ______________________________ 
                                  Pepsi/Coke Fund 
    Petty Cash: _________.__ 
                150.00 
 
    Enter Petty Cash description: ______________________________ 
                                  Lottery 
    Petty Cash: _________.__ 
                4000.00 
 
    Enter Petty Cash description: ______________________________ 
                                  Slush Fund 
      
    Petty Cash: _________.__ 
                250.00 
 
    You may enter up to 6 entries for change cash. 
 
    Enter Change Cash description: _________________________ 
                                   Description 1 
       
    Change Cash: _________.__ 
                 250.00 
 
    Enter Change Cash description: ________________________ 
                                   <CR> 
       
    Cash with Fiscal Agent: _________.__ 
                            <CR> 
 
    *** Total Cash on Hand:       5,450.00 
 
    *** Total Balances, End of Year:   1,430,244.02 
 
    Enter all other Depository Balances. Include Payroll 
    or Bond & Coupon and all Other Depository Clearance Accounts. 
    (Depository Numbers will range from 200 to 299) 
     
    Depository Number:  200 
     
    Name of Depository: ________________________________ 
    (<CR> if no more)   Sample Bank 
    
    Depository Balance: _________.__ 
                        10                     
 
    Depository Number:  201 
 
    Name of Depository: ________________________________ 
    (<CR> if no more)   <CR> 
 
     1. Gross Depository Balances 
         No.  Depository Name                          Balance 
         ---  ---------------                          ------- 
         100  Sample Bank                            25,000.00 
 
    *** Total Gross Depository Balances  :      25,000.00 
 
    Do you want to display more data? (Y/N <Y>): _ 
                                                 <CR>                                              
 
    Adjustments to Bank Balance 
     2. Cash in Transit to Bank          :       4,500.00 
     3. Outstanding Checks               :       2,500.00- 
     4. Adjustments                      :       1,500.00 
         This is description 1 
         This is description 2 
         Third description 
         Fourth description 
        Total of Adjustments             :       1,500.00 
    *** Total Adjustments to Bank Balance:       3,500.00 
 
    Investments 
     5. Treasury Bonds and Notes         :     986,294.02 
     6. Certificate of Deposits          :     100,000.00 
     7. Other Securities                 :           0.00 
     8. Other Investments               
         Star Ohio                             310,000.00 
        Total Other Investments          :     310,000.00 
    *** Total Investments                :   1,396,294.02 
 
    Cash on Hand 
     9. Petty Cash               
         Newspaper Fund                            500.00 
         Pizza Fund                                300.00 
         Pepsi/Coke Fund                           150.00 
         Lottery                                 4,000.00 
         Slush Fund                                250.00 
        Total Petty Cash                 :       5,200.00        
    10. Change Cash 
         Description 1                             250.00 
        Total Change Cash                :         250.00 
    11. Cash with Fiscal Agent           :           0.00 
    *** Total Cash on Hand               :       5,450.00 
 
    *** Total Balances, End of Year      :   1,430,244.02 
 
    Do you want to display Depository Clearance Accounts? (Y/N <Y>): _ 
                                                                     <CR> 
 
    12. Depository Clearance Accounts 
         No.  Depository Name                          Balance 
         ---  ---------------                          ------- 
         200  Sample Bank                                10.00 
  
    *** Total Clearance Account Balances :           10.00 
    
    Enter field number to change or <CR> if no change: __ 
    Enter '99' to display Cash Rec.                    <CR> 
    
    *** Cash Reconciliation *** 
 
    Total Ending Balance:  1,420,244.02 
    Total Fund Balance:    1,420,244.02 
     
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      R 
    
    Enter school district name for report: 
    ________________________________________ 
    (<CR> for USADAT name)   <CR>              
 
    Enter Reconciliation Date (MMDDYYYY) <07142000> ________ 
                                                    <CR> 
    Reports generated this run 
    CSHREC.TXT 
         
    Enter Option (A/C/D/L/R/E/? <R>): _ 
                                      E 
 

Sample Cash Reconciliation Report

 
DATE: 07/14/2000              SAMPLE CITY SCHOOLS                    PAGE:   1 
TIME: 08:40          CASH RECONCILIATION AS OF 07/14/2000              (USAEMSEDT) 
   
                                                   SUB-TOTALS            TOTALS 
                                                   ----------            ------ 
Gross Depository Balances:                                                      
   Sample Bank                                $     25,000.00                   
                                              ---------------                   
Total Depository Balances (Gross)                               $     25,000.00 
                                                                                
Adjustments to Bank Balance:                                                    
   Cash in Transit to Bank                    $      4,500.00                   
   Outstanding Checks                                2,500.00-                  
   Adjustments                                       1,500.00                   
      This is description 1                                                     
      This is description 2                                                     
      Third description                                                         
      Fourth description                                                        
                                              ---------------                   
Total Adjustments to Bank Balance                                      3,500.00 
                                                                                
Investments:                                                                    
   Treasury Bonds and Notes                   $    986,294.02                   
   Certificate of Deposits                         100,000.00                   
   Other Securities                                      0.00                   
   Other Investments:                   
      Star Ohio                                    310,000.00 
                                               ---------------               
Total Investments                                                  1,396,294.02 
                                                                                
Cash on Hand:                                                                   
   Petty Cash:                                                                  
      Newspaper Fund                          $        500.00                   
      Pizza Fund                                       300.00                   
      Pepsi/coke Fund                                  150.00                   
      Lottery                                        4,000.00                   
      Slush Fund                                       250.00                   
   Change Cash: 
      Description 1                           $        250.00      
   Cash with Fiscal Agent                                0.00                   
                                              ---------------                   
Total Cash on Hand                                                     5,450.00 
                                                                --------------- 
                                                                                
Total Balances                                                  $  1,430,244.02 
                                                                =============== 
                                                                                
Total Fund Balance                                              $  1,430,244.02 
                                                                =============== 
                                                                                
Depository Clearance Accounts:                                                  
   Sample Bank                                $         10.00                   
                                              ---------------                   
Total Clearance Account Balances                                $         10.00 
                                                                                
                                                                                
                                                                                
                                       ---------------------------------------- 
                                                       Treasurer                
 
 

fed assistance programs - summary

This section is a summary report specifying whether a district has made more or less than $500,000 in Federal Expenditures.

 
    [Enter Federal Assistance - Summary] 
     
    *** Federal Assistance Programs - Summary *** 
     
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      A 
    
    Please enter the following information: 
     
    Entity <SAMPLE CITY SCHOOLS  >: ______________________________ 
                                    <CR>         
    
    County <FRANKLIN     >: __________ 
                            <CR> 
    
    Fiscal Year End <2000>: ____ 
                            <CR> 
                         
    Total Federal Expenditures This Fiscal Period: 
     
    Do you have $500,000 or more in Federal Expenditures 
    this Fiscal period? (Y/N <N>): _ 
                                   <CR> 
    
    Comments: 
    (Enter <CR> at the beginning of a line when done.) 
     
    ---------------------------------------------------- 
    <CR> 
 
    Federal Assistance Programs Summary 
     1. Entity                : SAMPLE SCHOOL DIST. 
     2. County                : FRANKLIN 
     3. Fiscal Year End       : 2000 
     4. Total Federal Expenditures 
            This Fiscal Period: Under $500,000 
     5. Comments: 
     
    Enter field number to change or <CR> if no change: _ 
    Enter '9' to display record.                       <CR>               
    *** Record Added *** 
     
    Enter Option (A/C/D/L/R/E/? <A>): _ 
                                      R 
    
    Enter school district name for report: 
    ________________________________________ 
    (<CR> for USADAT name)   <CR>              
    
    FEDSUM.TXT 
        
    Enter Option (A/C/D/L/R/E/? <R>): _ 
                                      E 
 
 

Federal Assistance Programs - Summary Report

 
                                                                                
DATE: 07/14/2000             SAMPLE CITY SCHOOLS                    PAGE:   1 
TIME: 08:35          FEDERAL ASSISTANCE PROGRAMS - SUMMARY             (USAEMSEDT)   
                                                                                
         1. Entity Name           : Sample City School District       
                                                                                
         2. County                : Franklin                                    
                                                                                
         3. Fiscal Year End       : 2000                                        
                                                                                
         4. Total Federal Expenditures                                
 
                This Fiscal Period: Under $500,000                            
                                                                                
         Comments:                                                              
                                                                                
 
 

fed assistance programs - detail

This section details the federal program monies the district has received during the fiscal year. The detailed report does not need to be reported if the district has expended less than $500,000 in federal assistance. The "initialization" option will delete all federal assistance detail records with a 5xx fund number. A record is then automatically created for all 5xx cash accounts found on the account file with FYTD receipts or expenditures with non-zero amounts

 
    [Enter Federal Assistance - Detail] 
     
    *** Federal Assistance Programs - Detail *** 
     
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      ? 
    ** Options: ** 
 
         A - Add Record 
         C - Change Record 
         D - Delete Record 
         I - Initialize Record 
         L - Look at Record 
         R - Report 
         E - Exit to Main Menu 
         ? - Display Options 
 
    Enter Option (A/C/D/I/L/R/E/? <?>): _ 
                                        A 
    
    Enter Federal Program Reference Number <0000>: ____ 
                                                   2345 
    Please enter the following information: 
     
    Catalog of Federal Domestic Assistance Number: ____ 
    (without the period)                           1355 
     
    Grant Title: ______________________________ 
                 CHAPTER II  
 
    Enter the fund to which proceeds are channeled. 
 
Fund: ___ 
      572 
 
  SCC: ____ 
       9200 
 
Amount of Federal Contribution Received: _________.__ 
                                         10000                            
 
Amount of Federal Expenditure: _________.__ 
                               10000 
 
Program Reference Number         : 2345 
 1. C.F.D.A. number              : 13.55 
 2. Grant Title                  : Chapter II                    
 3. Fund/SCC                     : 572 9200 
 4. Federal Contribution Received:       10000.00 
 5. Federal Expenditures         :       10000.00 
 
Enter field number to change or <CR> if no change: __ 
Enter '99' to display record.                      <CR> 
 
Enter Option (A/C/D/L/R/E/? <A>): _ 
                                  R 
 
Enter school district name for report: ________________________________________ 
(<CR> for USADAT name)                 <CR> 
 
 
    FEDDET.TXT 
         
    Enter Option (A/C/D/L/R/E/? <R>): _ 
                                      E 
 

Federal Assistance Programs - Detail Report

 
DATE: 07/14/2000               SAMPLE CITY SCHOOLS                     PAGE:   1  
TIME: 08:37               SCHEDULE OF FEDERAL ASSISTANCE              (USAEMSEDT)     
NAME OF SUBDIVISION: SAMPLE CITY SCHOOLS      COUNTY OF: FRANKLIN 
 
                                    FUND NUMBER      AMOUNT OF                                               
                                    (SCHOOLS LIST    FEDERAL         AMOUNT OF                           
REF.  CFDA                          SPECIAL COST     CONTRIBUTION    FEDERAL                             
NO.   NUMBER   GRANT TITLE          CENTER)          RECEIVED        EXPENDITURE                         
                                                                                                                                    
2345  13.55    Chapter II           572 9200         10,000.00       10,000.00                         
 
DISTRIBUTION:  1 COPY YOUR FILE                                                                                                     
               1 COPY DISTRICT OFFICE - AUDITOR OF STATE                                                                            
               1 COPY TO BE SUBMITTED WITH YOUR FINANCIAL REPORT TO THE AUDITOR OF STATE                                            
 
 

civil proceedings

This section is to be completed if there are any law suits pending against the district during the reporting period.

 
 
    *** Civil Proceedings *** 
     
    Do you have any Civil Proceedings to process? (Y/N <N>): _ 
                                                             Y 
    
    Enter Option (A/C/D/L/R/E/? <?>): _ 
                                      A 
    
    Enter Civil Proceeding Number <0000>: ____ 
                                          3333 
    
     
    Please enter the following information: 
     
    Court: ______________________________ 
           SAMPLE CO COMMON PLEAS 
    
     
    Case Number: ____________________ 
                 23445667 
    
     
    Indicate the capacity in which the Board of 
    Education is (was) a party to the proceedings: 
     
    (P)laintiff or (D)efendant: _ 
                                D 
                                      
    
    Indicate the total expenses incurred by the Board 
    of Education with respect to this proceeding through 
    the end of the fiscal year. 
     
    Total Expenses: _________.__ 
                    10000 
     
    Indicate the expenses incurred by the Board of 
    Education with respect to this proceeding during 
    the fiscal year. 
     
    Fiscal Year Expenses: _________.__ 
                          10000 
    
    You may enter up to 5 Plaintiffs and Defendants. 
     
    (P)laintiff or (D)efendant: _ 
    (<CR> to exit)              <CR> 
    
    Description of Proceedings: 
    (Enter <CR> at the beginning of a line when done.) 
    ----------------------------------------------------------- 
    TEST CASE 
    ----------------------------------------------------------- 
    <CR> 
    
    Civil Proceeding Number  : 3333 
     1. Court                : SAMPLE CO COMMON PLEAS        
     2. Case Number          : 23445667            
     3. Board Capacity       : Defendant 
     4. Total Expense        :      10,000.00 
     5. Fiscal Year Expense  :      10,000.00 
     6. Plaintiffs/Defendants: 
     7. Description          : 1) TEST CASE 
    
    Enter field number to change or <CR> if no change: __ 
    Enter '99' to display record.                      <CR>          
    
     *** Record Added *** 
     
    Enter Option (A/C/D/L/R/E/? <A>): _ 
                                      R 
    
     Enter school district name for report: 
    ________________________________________ 
    (<CR> for USADAT name)  <CR>               
    
    CVLPRC.TXT 
         
    Enter Option (A/C/D/L/R/E/? <R>): _ 
                                      E 
    
 

Civil Proceedings Report

 
DATE: 07/14/00                      SAMPLE CITY SCHOOLS                         PAGE:  1 
TIME: 08:38                           CIVIL PROCEEDINGS                         (USAEMSEDT)   
                                                                                
          CIVIL PROCEEDING NUMBER: 3333                                         
                                                                                
         1. COURT                :      Sample Co. Common Pleas                      
         2. CASE NUMBER          :      23445667                                     
         3. BOARD CAPACITY       :      DEFENDANT                                    
         4. TOTAL EXPENSES       :           10,000.00                               
         5. FISCAL YEAR EXPENSES :           10,000.00                               
         6. PLAINTIFFS/DEFENDANTS:                                              
                                                                                
                                                                                
         7. DESCRIPTION:                                                        
                                                                                
              Test Case                                                         
 

usaemsedt error checking

The following error checks are made within the program modules:

  1. Cash Reconciliation
    • No records on file.
    • 9999 record not on file.
    • Total Gross Depository Balance must equal the sum of all the Gross Depository Balances.
    • Total Adjustments must equal Cash in Transit + Outstanding Checks
    • Total Investments must equal Treasury Bonds and Notes + Certificates of Deposit + Other Securities + Other Investments.
    • Total Cash on Hand must equal Petty Cash + Change Cash + Cash with Fiscal Agent
    • Total Balance must equal Total Gross Depository Balance + Total Adjustments + Total Investments + Total Cash on Hand.
    • Total Clearance Account Balance must equal sum of all clearance account balances.
    • Total Balance, end of year must equal the Total Fund Balance from the cash accounts on the ACCT.IDX file.
  2. Federal Assistance Programs - Summary
    • Must be on file.
  3. Federal Assistance Programs - Detail
    • The CFDA number and Grant Title must be entered.
  4. Civil Proceedings
    • No error checking done.

miscellaneous notes

Report Summary

The followimg table gives a summary of the reports generated by the USAEMSEDT program:

Option Report Explanation

1

CSHREC.TXT

Cash Reconciliation Report

2

FEDSUM.TXT

Federal Assistance Programs - Summary

3

FEDDET.TXT

Federal Assistance Programs - Detail

4

CVLPRC.TXT

Civil Proceedings

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