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Dear County and District Chief Business Officials and Charter School Administrators:
2021–22 Unaudited Actual Financial Reporting Software
The software for completing the 2021–22 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), is 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—SACS2022ALL
The SACS software has been revised to incorporate required financial reporting changes, including financial reporting for leases as required by Governmental Accounting Standards Board Statement 87, effective 2021–22. For a detailed description of the associated software changes, please see the “What’s New” section of the SACS2022ALL Software User Guide.
Note that only the 2021–22 unaudited actuals reporting period is available in the software. The 2022–23 budget reporting period is available in, and the 2022–23 interim reporting periods will be available in, the new SACS Web-based Financial Reporting System (SACS Web System). For additional information regarding the SACS Web System, please visit the CDE’s Financial Reporting web page at https://www.cde.ca.gov/fg/sf/fr/#sacswebsystem.
CDE will no longer publish the SACS desktop software after this release. All SACS financial reporting for 2022–23 and subsequent years will be done through the SACS Web System.
California School Accounting Manual
To assist you in using new SACS account codes added since last year's SACS2021ALL software release, any new codes have been included in the software user guide “What’s New” section, under “Revised Fund Forms.”
Additional information and guidance on using SACS codes is available in the California School Accounting Manual (CSAM). 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/. In addition, 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 2020–21 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 2019–20 and 2020–21 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.
The SACS2022ALL software contains the most current validation tables, dated June 16, 2022.
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 2020–21 unaudited actuals in the Charter School Alternative Form and that are preparing a 2021–22 unaudited actuals report using the SACS software.
Software User Guide and Reporting Calendars
Installing the software with the default settings will automatically copy the SACS2022ALL Software User Guide and financial reporting calendars to your C:\SACS2022ALL\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 SACS2022ALL Software: Known Problems/Fixes web page at https://www.cde.ca.gov/fg/sf/fr/sacs2022allprobfix.asp.
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 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 2021–22 Charter School Unaudited Actuals Financial Report—Alternative Form and the related Charter School Alternative Form User Guide are available on our Financial Reporting web page at https://www.cde.ca.gov/fg/sf/fr/. For information about using the Charter School Alternative Form, please refer to the user guide.
Note that beginning with 2022–23 unaudited actuals reporting, the Charter School Alternative Form will be available in the SACS Web System.
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 15, 2022. 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 2021–22 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 2021–22 unaudited actual data, not the 2022–23 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 is due to the CDE by October15, 2022. 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, 2022.
COEs must electronically certify and transfer their county's 2021–22 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 15, 2022, 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 email at firstname.lastname@example.org.
John Miles, Administrator
Fiscal Oversight and Support Office