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Biannual Form 9 Report

You can use the Biannual Form 9 Report to submit data that reflects the school corporation's or charter school's expenditures in monthly or six-month increments.

The report is the basis for the information requested by local, state, and federal educators and others to plan school finances. The information furnished must be accurate, complete, and reflect the detailed revenue sources and type of expenditures in exact dollars and cents.

Menu Path

Fund Accounting > State > State - IN > Biannual Form 9 Report

Submission Period

Monthly or Biannual

Selection Rule

Form 9 Report is a biannual report created using the Cash Account or Payroll Cash Account Data.

Report Data

The process cycles through level 1 records in the orgn table. The process checks for receipt accounts within the revledgr table and expenditure accounts within the fund's expledgr table. Existing accounts are reported in the Biannual Form 9 Report.

The receipts and the expenditures are calculated by taking the total amount for that half of the year from the appropriate ledger for each fund, account, and object combination. This is done by taking the sum of the expX fields for each of the six periods within the appropriate half-year.

The Report Half for July-December includes encumbrance information. This is done by summing the enc field in the expledgr table for periods 1-13 and generating this value as a separate record type.

The beginning cash balance amount is calculated by taking the total of the expX fields for every ledger account in a fund for the beginning period of the half-year.

The ending cash balance amount is calculated by taking the total of the expX fields for every ledger account in a fund for all the periods until the end of that half of the year.

Setup

You can generate the report only after the necessary information for the desired half of the year is finalized. Ensure that the following are completed:

  • The account structure is set up using state-specified funds and accounts.

  • ORGN 1 of the organization chart is ACCOUNT. This is set up in the Fund Accounting profile.

Before you can accurately generate reports, the Biannual Form 9 report requires information on building IDs and expenditure subcategories to be set up:

  • Define your district's profile on the IN Biannual Form 9 Report - Setup - Form 9 Setup page.

  • Link your district's building IDs to the state-defined IDs for buildings such as cafeterias, gymnasiums, and libraries on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Building IDs page.

You must define relationships between organizations and accounts used in the Fund Accounting system and state account codes before loading the fiscal year financial data table and generating the files to be submitted to the Department of Education. This only needs to be done once unless a relationship changes.

Set up the following:

Form 9 Setup

You can define the district's state-defined corporate ID and account structure to identify local building IDs on the IN Biannual Form 9 Report - Setup - Form 9 Setup page. Complete this setup first before performing any other setup.

  1. Select Setup > Form 9 Setup.

  2. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

  • To edit a record, click the ellipsis in the Actions column, and select Edit.

  • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Data Crosswalk

You can set up crosswalks for the following on the IN Biannual Form 9 Report - Setup - Data Crosswalk page:

Building IDs

You can map your district's building IDs to the state-defined IDs for buildings such as cafeterias, gymnasiums, and libraries on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Building IDs page.

  1. Select Setup > Data Crosswalk.

  2. From the Crosswalk Type field, select Building IDs.

  3. Filter records using the filter criteria.
    To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete.

Fund

You can map your district's fund IDs to the state-defined fund IDs on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Fund page. You must enter records into the crosswalk for any district funds to be crosswalked to state funds. A data table is created to store the crosswalk information.

Column Name

Data Type

Description

orig_fund

char(3)

Original fund number

state_fund

char(3)

State fund number

  1. Select Setup > Data Crosswalk.

  2. From the Crosswalk Type field, select Fund.

  3. Filter records using the filter criteria.
    To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Account

You can map your district's account IDs to the state-defined IDs for accounts on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Account page.

  1. Select Setup > Data Crosswalk.

  2. From the Crosswalk Type field, select Account.

  3. Filter records using the filter criteria.
    To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete.

Object

You can map your district's object IDs to the state-defined IDs for objects on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Object page.

  1. Select Setup > Data Crosswalk.

  2. From the Crosswalk Type field, select Object.

  3. Filter records using the filter criteria.
    To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete.

Subcategory

You can map your district's subcategory IDs to the state-defined IDs for subcategories on the IN Biannual Form 9 Report - Setup - Data Crosswalk - Subcategory page.

Use the Subcategory to classify expenditures as High Per-Student Expenditure accounts.

  1. Select Setup > Data Crosswalk.

  2. From the Crosswalk Type field, select Subcategory.

  3. Filter records using the filter criteria.
    To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

  4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

    • To edit a record, click the ellipsis in the Actions column, and select Edit.

    • To delete a record, click the ellipsis in the Actions column, and select Delete.

Process

To create a report:

  1. If needed, update the related setup to reflect any changes.

  2. Load the data for the report.

  3. Create the report file and verify that the data was loaded correctly.

    • Review the log file for possible errors.

    • Use the maintenance options to add or delete records or to correct data. Note that any changes made here must be duplicated in the source data.

  4. If errors require setup or source data changes, you must purge the loaded data and repeat steps 2 and 3

  5. Once the data is correct, create the Form 9 Report.

  6. Download the Form 9 Report and follow the state's submission procedures.

Load Data

You can load data based on Year, Report Half, and Corporation Number.

  1. On the navigation bar, select Load.

  2. Select the Year and Report Half.

  3. Specify the Corporation Number.

  4. Click Load.

Maintain Data

You can correct loaded data before submitting the report. However, any changes made here must be duplicated in the source data.

  1. On the IN Biannual Form 9 Report page, you can filter records to display by the following criteria:

  • Year

  • Period

  • Account ID

  • Budget Code

  • Account

  • Fund

  • Object

  • Amount

  • Building

  • Subcategory

2. To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.
3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

  • To edit a record, click the ellipsis in the Actions column, and select Edit.

  • To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

4. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Create Report File

  1. On the navigation bar, select Report.

  2. Select the Year, Report Half, and Accounts.

  3. Create a hard copy of the report to verify data before you create the electronic file:

    1. Under File Type, select Hard Copy.

    2. Under File Format, select PDF or Excel.

    3. Click Create, then click Yes.
      The Form 9 report is created. If report creation encounters any errors, an error message appears. Click OK.

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

  4. Save the files and navigate to the folder containing the report file.

  5. Inspect the files. Update data if needed.

  6. Repeat steps 1-5 until all required data is included.

  7. Create the electronic file:

    1. Under File Type, select Electronic File.

    2. Click Create, then click Yes.

    3. A message is displayed if you did not create a hard copy of the report. Click OK and follow Steps 3 and 4 to create a hard copy of the report and confirm that the required data is included.

    4. Select Electronic File and click Create.

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

The electronic file is created.

Create the Supplemental Report File

  1. On the navigation bar, select Supplemental Report.

  2. Select the Report Year and Report Month.

  3. Select Report Employee Payroll if required.

  4. Create a hard copy of the report to verify data before you create the electronic file:

    1. Under File Type, select Hard Copy.

    2. Under File Format, select PDF or Excel.

    3. Click Create, then click Yes.
      The Form 9 Supplemental report is created. If report creation encounters any errors, an error message appears. Click OK.

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

  5. Save the files and navigate to the folder containing the report file.

  6. Inspect the files. Update data if needed.

  7. Repeat steps 1-6 until all required data is included.

  8. Create the electronic file:

    1. Under File Type, select Electronic File.

    2. Click Create, then click Yes.

    3. A message is displayed if you did not create a hard copy of the report. Click OK and follow Steps 2 - 4 to create a hard copy of the report and confirm that the required data is included.

    4. Select Electronic File and click Create.

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

The electronic file is created.

Purge Data

If you need to correct setups or employee data, purge the existing records and reload the data.

  1. On the navigation bar, select Purge.

  2. Select the Year and Report Half.

  3. Click Submit.

  4. Click Yes.

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