July 6, 2011
Dear County and District Chief Business Officials and Charter School Administrators:
The software for completing the 2011–12 budgets and interim reports and the 2010–11 unaudited actual financial reports, including both the Standardized Account Code Structure (SACS) financial reporting software and the Charter School Unaudited Actuals Financial Report—Alternative Form (Alternative Form), are now available on our Web page at http://www.cde.ca.gov/fg/sf/fr/.
This year our efforts were primarily focused on required changes, with some enhancements. There are also some changes to forms, processes, and technical review checks in the software to ensure that the data the California Department of Education (CDE) collects are accurate. The most notable changes are noted below. Please see the "What's New" section of the SACS2011ALL Software User Guide for additional information on the changes made to the software.
The SACS software has been revised to incorporate the new fund balance classifications required by Governmental Accounting Standards Board Statement 54 (GASB 54). Many forms and processes were impacted, including the fund forms, Form CEFB—Components of Ending Fund Balance, Form 01CS—Criteria and Standards, Form MYP—Multiyear Projections, Form JUV—Juvenile Court and County Community Schools Account, and a number of technical review checks. For a detailed description of the changes, please see the “What’s New” section of the SACS2011ALL Software User Guide.
It is important to note that although local educational agencies (LEAs) are required to implement GASB 54 in their 2010–11 financial statements, the SACS software GASB 54 related changes are effective 2011–12. In response to requests from LEAs that they be allowed additional time for training and implementation, the CDE agreed to not incorporate the SACS software changes until 2011–12.
For information on GASB 54, please see our January 7, 2011 letter, available at http://www.cde.ca.gov/fg/ac/co/.
New Form 10—Special Education Pass-Through Fund has been added to the software. This new special revenue fund, effective 2011–12, is for use by the Administrative Unit of a Special Education Local Plan Area to account for special education pass-through funds. For information on the new fund, please see our March 3, 2011 letter, available at http://www.cde.ca.gov/fg/ac/co/.
Form SIAI—Summary of Interfund Activities – Projected Year Totals, equivalent to existing forms SIAA/SIAB open to unaudited actuals and budget reporting periods, has been added to the software to the interim reporting periods as an optional supplemental form.
Form ICR—Indirect Cost Rate and Form NCMOE—No Child Left Behind Maintenance of Effort, both originally open to unaudited actuals reporting period only, have been added to the interim reporting periods as optional forms and are provided for planning purposes only.
To assist you in using new SACS account codes added since the 2008 edition of the CSAM was released, new codes added this year have been included in the SACS Software User Guide “What’s New” section, under “Revised Fund Forms.” Descriptions and other relevant information on new resource codes can be obtained from our SACS Query Web page at http://www.cde.ca.gov/fg/ac/ac/.
Prior year ending balances from 2009–10 unaudited actual data (including funds, assets, debt, juvenile court and county community schools designated for economic uncertainties and capital outlay reserves, and lottery), Gann Limit, No Child Left Behind Maintenance of Effort, and first and second prior year indirect cost rate information have been preloaded into the software.
In addition, to the extent possible, general ledger Fund 01 and Fund 17, attendance, and revenue limit from 2008–09 and 2009–10 unaudited actuals, as well as the California Basic Educational Data Systems (CBEDS) data, have been preloaded in the software for use in the Criteria and Standards Review form.
As in last year's software, the prior year ending fund balances from the Charter School Alternative Form have been crosswalked to the equivalent SACS fund and object codes and included with the prior year ending fund balances from the SACS submissions, to ensure consistency of the data. This only affects charter schools that reported 2009–10 unaudited actuals in the Charter School Alternative Form and that are preparing a budget or unaudited actuals report using the SACS software.
The interim period Criteria and Standards Review form will extract applicable budget period data (July 1 single or September 8 dual adoption), if such data are available; otherwise, it will require manual input. To enable extraction of budget period data, the officially exported budget file from the SACS2011 software must be imported (official import is recommended) into the SACS2011ALL software. Be sure to save an electronic copy of your officially exported budget data file for import into the SACS2011ALL software (the software official export default directory is C:\SACS2011\Official). Once the budget data have been imported into the SACS2011ALL software, the SACS2011 software is no longer necessary and can be uninstalled.
Installing the software with the default settings will automatically copy the SACS2011ALL Software User Guide and financial reporting calendars to your C:\SACS2011ALL\Calendars and Manuals subdirectory. The user guide is accessible from the software Help menu and also by pressing F1 from within most of the forms and processes in the software.
It is recommended to download and install the software onto a Windows XP machine or onto a Windows 7 32-bit machine (new copy or non-upgraded, clean installation of Windows 7). There are known and as yet unresolved issues with running the SACS software on a Windows 7 64-bit machine or on a Windows 7 machine that has been upgraded from Windows XP.
As in the past, we will communicate any detected software bugs and their fixes or workarounds to the county office SACS software contacts via e‑mail, and we will also post them to the CDE Internet. We are very interested in hearing from all LEAs regarding the overall software, forms, and instructions. Comments from charter schools regarding using SACS and/or the Charter School Alternative Form would also be helpful. Send your comments and suggestions using the Change Order form (CHG) included in the SACS software or by e-mail to email@example.com. The completed CHG form may either be faxed to 916-324-7141 or mailed to us at the address shown at the top of the form.
Please be sure to let the appropriate people within your agency know where they can access the software on our Web page. For assistance with the SACS software, districts should contact their county office of education, and charter schools should contact their authorizing agency. County offices may contact us by phone at 916-322-1770 or by e-mail at firstname.lastname@example.org.
Pursuant to Education Code Section 42100, each charter school must prepare an annual statement of all receipts and expenditures for the preceding fiscal year. For those charter schools not using SACS, a Microsoft Excel file containing the 2010–11 Charter School Unaudited Actuals Financial Report—Alternative Form and the related Charter School Alternative Form User Guide are available on our Web page at http://www.cde.ca.gov/fg/sf/fr/. For information about using the Alternative Form, please refer to the user guide.
Each county office of education (COE) should complete the "Charter School Financial Reporting Status" form and return the form to the CDE by September 15, 2011. This form (attached for COEs only) lists all of the authorized charter schools within each county. The form is used to identify whether the charter school 2010–11 unaudited actual financial information is being reported: 1) within the authorizing agency's unaudited actual SACS submission; 2) as a separate SACS submission; or 3) in the Charter School Alternative Form. Please be sure that the reporting status form addresses the status of each charter school's 2010–11 unaudited actual data, not 2010–11 budget data. COEs may fax these completed forms to us at 916-324-7141.
Pursuant to Education Code sections 1628 and 42100, unaudited actual data for COEs, school districts, joint powers agencies (JPAs), and charter schools are due to the CDE by October 15, 2011. School district and JPA data must be submitted via the COE; charter school data must be submitted via the charter authorizing agency and the COE. The financial data is due to COEs and authorizing agencies (for charter schools) by September 15, 2011.
COEs must electronically certify and transfer their county's unaudited actual SACS submissions and Charter School Alternative Forms to our office via the Internet using electronic transfer (eTransfer). COEs should complete the "Request for SACS2011 eTransfer Access" form and mail it to the School Fiscal Services Division (with original signatures) by September 15, 2011, at the address on the form. To comply with statute regarding certification of the data, we need original signatures on the form each year. (This form is attached for COEs only.)
Only "Official" unaudited actual SACS submissions are accepted by the CDE unless prior approval from our office is granted. If prior approval is granted, please send an e‑mail explaining all fatal exceptions, the reason for not using the "Official" export, and the name of the CDE person who granted the exception, to email@example.com immediately after the unaudited actual submission (created with the "Other" export option) is eTransferred to the CDE.
Please distribute this information to the appropriate staff within your agency. If you have questions, or if we can be of further assistance, please contact us by phone at 916-322-1770 or by e-mail at firstname.lastname@example.org.
Peggy O’Guin, Administrator
Office of Financial Accountability and Information Services