Certification of Balances
Use this page to create a Certificate of Available Balances report at the beginning of a fiscal year after fiscal year-end adjustments have been made to close the prior fiscal year. Then, submit the report to the county auditor.
The data is retrieved from the expenditure and revenue ledgers. Reporting requirements state that only interest earnings are considered available for expenditure when certifying the year-end balances of permanent Funds to the county auditors. You can enter or update the Fund and special cost center (SCC) and the associated principal amount for any permanent Funds. The amount entered for each Fund or SCC is subtracted from the beginning cash balance reported for the Fund.
Menu Path
From the Fund Accounting menu, select State. From the State - OH menu, select Certification of Balances.
Submission Period
Submit this report at the beginning of the fiscal year for the previous fiscal year’s ending balances.
Selection Rule
Unique level 1 Fund or SCC data from the Fund Accounting Organization Chart for the selected fiscal year is selected and reported.
Prerequisite
You must enter any advances that have not been repaid before generating the report.
Load Data
On the OH Certification of Balances page, select Load.
Select the Fiscal Year. The default is the Year on the Fund Accounting Profile page.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
A record is loaded into the maintenance file for each unique level 1 Fund/SCC from the Fund Accounting Organization Chart. The Fund Classification and Fund Type are defaulted as follows:
Proprietary Classification includes Funds 006, 009, 011, 012, 013, 014, 020, 021, 023, 024, 025 and 027.
Fiduciary Classification includes Funds 007, 008, 022, 026 and 200.
Governmental Classification includes all other Funds.
Fund Types are based on the EMIS Fund Class Code table. Ensure it is set up before running this option.
The loaded records display on the OH Certification of Balances page.
Maintain Data
You can correct loaded data before submitting the report.
On the OH Certification of Balances page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click Add Record. Refer to the Field Descriptions and enter valid information in the required fields. Select Save, and then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
Field Descriptions
The following table describes the fields on the OH Certification of Balances page.
Field | Description |
|---|---|
Fiscal Year | The fiscal year for the Fund/SCC. |
Fund/SCC | The Fund/SCC to be reported. |
Principal | The amount for the permanent Fund. The amount entered for each Fund/SCC is subtracted from the beginning cash balance reported for the Fund. |
Title | Description of the Fund/SCC. |
Fund Classification | The classification of the Fund/SCC. Valid values:
|
Fund Type | The type of the Fund/SCC. Valid values:
|
Advance Not Repaid | A positive amount for the Fund that made the advance and a negative amount for the Fund that is making the reimbursement. |
Budgeted Expenditures | The amount from all sources the governmental unit expects to receive during the forthcoming year which is available for expenditures. |
Exclude from Report | Indicates if the Fund/SCC should be excluded from the report. |
Roll Up to Fund | Indicates whether to roll the calculations up to the Fund level. |
Permanent Fund | Indicates if this Fund/SCC is a Permanent Fund. You must enter a value in the Principal field. This amount is subtracted from the beginning cash balance. |
Create File
On the OH Certification of Balances page, select Report.
Select the Fiscal Year. The default is the Year on the Fund Accounting Profile page.
Enter the School Name, County Name, and City Name.
Select Include Period 13 if adjustments were made to the ledgers after the fiscal year was closed, that should be included in the report.
Select Include Zero Balances to include all Fund/SCC combinations, including those with a zero balance.
Select PDF or Excel.
Select Create, and then Yes.
Save the report file.
If errors are found, save the error log and select OK.
Navigate to the folder containing the report file and error log.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Follow the state's submission procedures.