June 27, 2019
Sent by electronic mail
Dear County and District Chief Business Officials and Charter School Administrators:
2018–19 Unaudited Actual Financial Reporting Software
The software for completing the 2019–20 budgets and interim reports and the 2018–19 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 (Charter School Alternative Form), are now available on the California Department of Education (CDE) Financial Reporting Software web page at https://www.cde.ca.gov/fg/sf/fr/.
SACS FINANCIAL REPORTING SOFTWARE—SACS2019ALL
This year our efforts were primarily focused on required changes and updating the Criteria and Standards Review forms. For additional information on the changes made to the software, please refer to the “What’s New” section of the SACS2019ALL Software User Guide.
California School Accounting Manual
To assist you in using new SACS account codes added since the 2019 edition of the California School Accounting Manual (CSAM) was released, any new codes have been included in the software user guide “What’s New” section, under “Revised Fund Forms.”
The CSAM is available to be viewed, printed, or downloaded from the CDE Accounting Definitions, Instructions, & Procedures web page at https://www.cde.ca.gov/fg/ac/sa/. Descriptions and other relevant information on new resource codes can be obtained from the CDE SACS web page at https://www.cde.ca.gov/fg/ac/ac/ under “Program Codes.”
Prior year ending balances from 2017-18 unaudited actual data (including funds, assets, debt, and lottery), Gann data, Every Student Succeeds Act Maintenance of Effort data, and first and second prior year indirect cost rate information has been preloaded into the software.
In addition, to the extent possible, general ledger Fund 01, Fund 10, and Fund 17, and attendance data from 2016–17 and 2017–18 unaudited actuals, as well as the California Basic Educational Data Systems (CBEDS) data, has been preloaded in the software for use in the Criteria and Standards Review form.
Charter School Beginning Balances
As in last year's software, the prior year ending fund balances from the Charter School Alternative Form have been cross walked 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 by ascertaining that current year beginning balances match prior year ending balances. This only affects charter schools that reported 2017–18 unaudited actuals in the Charter School Alternative Form and that are preparing a 2019–20 budget or 2018–19 unaudited actuals report using the SACS software.
Extracting Budget Period Data for Interim Criteria and Standards Review
The interim period Criteria and Standards Review form will extract July 1 budget period data, 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 SACS2019 software must be imported (official import is recommended) into the SACS2019ALL software. Be sure to save an electronic copy of your officially exported budget data file for import into the SACS2019ALL software (the software official export default directory is C:\SACS2019\Official). Once the budget data have been imported into the SACS2019ALL software, the SACS2019 software is no longer necessary and can be uninstalled.
Software User Guide and Reporting Calendars
Installing the software with the default settings will automatically copy the SACS2019ALL Software User Guide and financial reporting calendars to your C:\SACS2019ALL\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.
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 email, and we will also post them to the CDE SACS2019ALL Software: Known Problems/Fixes web page at https://www.cde.ca.gov/fg/sf/fr/sacs2019allprobfix.asp. We are very interested in hearing from all local educational agencies 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 email to firstname.lastname@example.org. The completed CHG form may either be emailed to email@example.com 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 the CDE website. For assistance with the SACS software, districts should contact their county office of education (COE), and charter schools should contact their authorizing agency. COEs may contact us by phone at 916-322-1770 or by email at firstname.lastname@example.org.
CHARTER SCHOOL REPORTING
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 2018–19 Charter School Unaudited Actuals Financial Report—Alternative Form and the related Charter School Alternative Form User Guide are available on our Financial Reporting Software web page at https://www.cde.ca.gov/fg/sf/fr/. Forinformation about using the Charter School Alternative Form, please refer to the user guide.
Charter School Financial Reporting Status Form
Each COE should complete the "Charter School Financial Reporting Status" form and submit the form to the CDE by September 16, 2019. This form will be submitted by each COE to the CDE electronically through the Unaudited Actuals Reporting Center web application.
The Unaudited Actuals Reporting Center Instructions (enclosed for COEs only) provides information about the web based application and login credentials for submitting the “Charter School Financial Reporting Status” form. The web application is used to identify whether the charter school 2018–19 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 2018–19 unaudited actual data, not the 2019–20 budget data.
SUBMISSION OF FINANCIAL DATA TO THE CDE
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 October15, 2019. 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 16, 2019.
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).
The “Request for SACS eTransfer Access” form is filled out online through the Unaudited Actuals Reporting Center web application. COEs should complete the form then print, sign, and mail it to the School Fiscal Services Division by September 16, 2019, at the address on the form. To comply with statute regarding certification of the data, original signatures are required on the form each year.
Official Unaudited Actual Data Submissions
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 email explaining all fatal exceptions, the reason for not using the "Official" export, and the name of the CDE contact 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 email at firstname.lastname@example.org.
Christine Davis, Administrator
Office of Financial Accountability and Information Services