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SACS2014 Budget Software Release Letter

Letter Head: Tom Torlakson, State Superintendent of Public Instruction, California Department of Education

May 8, 2014
Sent by Electronic mail

Dear County and District Chief Business Officials and Charter School Administrators:

2014 STANDARDIZED ACCOUNT CODE STRUCTURE SOFTWARE—BUDGET RELEASE

The 2014 budget version of the Standardized Account Code Structure (SACS) financial reporting software (SACS2014 Budget) is now available on our Web page at http://www.cde.ca.gov/fg/sf/fr/. This version of the software includes only those components necessary to complete the 2014–15 budget reports. A second release is planned for early July 2014 and will include, in addition to the 2014–15 budget components, the 2013–14 unaudited actual and the 2014–15 interim reporting components of the software.

This year our efforts were primarily focused on required changes. The most notable changes relate to the Local Control Funding Formula (LCFF), GASB Statement 63 (GASB 63) and GASB Statement 65 (GASB 65), and modifying the SACS2014 software to mitigate the worst of its incompatibilities with Windows 7. For additional information on the changes made to the software, please refer to the “What’s New” section of the SACS2014 Software User Guide.

Preloaded Data

Prior year ending balances from 2012–13 unaudited actuals (including funds, assets, debt, and lottery), Gann data, No Child Left Behind Maintenance of Effort, and first and second prior year indirect cost rate information have been preloaded into the budget software, most of which will be used for unaudited actual reporting.

In addition, to the extent possible, data from 2011–12 and 2012–13 Fund 01, Fund 17, attendance, and revenue limit 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.

Validation Tables

The SACS2014 Budget software contains the most current validation tables which include the June 30, 2013 end dates for account codes and account combinations that are no longer applicable due to LCFF. Resource and object codes that are now obsolete due to the consolidation of categorical funding into the LCFF were kept open in the 2013–14 software through the second interim reporting period because the accounts were valid when local educational agencies (LEAs) adopted their 2013–14 budgets, and to allow LEAs time for cleanup. Activities in obsolete accounts should be reported in the correct resource and object codes for estimated actuals data (SACS2014 software budget release).

Charter School Beginning Balances

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 will only affect charter schools that reported 2012–13 unaudited actuals in the Charter School Alternative Form and that are preparing a 2014–15 budget or 2013–14 unaudited actuals report using the SACS software.
Software User Guide and Reporting Calendars

Installing the software with the default settings will automatically copy the SACS2014 Software User Guide and financial reporting calendars to your C:\SACS2014\Calendars and Manuals subdirectory. The user guide is accessible from the software Help menu and also by pressing F1 from within most forms and processes in the software. The user guide has only been updated for the budget components; the unaudited actual and interim reporting components will be updated in the SACS2014ALL Software User Guide.

Preparation for Interim Criteria and Standards

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 SACS2014 software must be imported (Official import is recommended) into the SACS2014ALL software. Be sure to save an electronic copy of your officially exported budget data file for import into the SACS2014ALL software (the software’s official export default directory is C:\SACS2014\Official). Once the budget data have been imported into the SACS2014ALL software, the SACS2014software is no longer necessary and can be uninstalled.
Software Bugs and Fixes

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 California Department of Education Web site. 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 at sacsinfo@cde.ca.gov. 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 sacsinfo@cde.ca.gov.

Sincerely,



Peggy O’Guin, Administrator
Financial Accountability and Information Services

cc: County and District Superintendents
Charter School Authorizing Agencies

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