Certification of Balances - Maintain Data

Use the OH Certification of Balances page to maintain fund records used for generating the Certificate of Available Balances report required by Ohio county auditors. This page allows users to add, update, delete, search, and report on fund balance certification data. The data is used to prepare the annual Certificate of Available Balances that must be filed with your county auditor.

If errors are encountered during the Load data process, you can correct the source data on the Certification of Balances Record form of the OH Certification of Balances page. After corrections, you must reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the OH Certification of Balances page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, select 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.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document. The default file names are:
    - Excel: OH Certification of Balances List_<MMDDYYYY_hhmmss>.csv
    - PDF: OH Certification of Balances List_<MMDDYYYY_hhmmss>.pdf

Field descriptions

The following table describes the fields on the Certification of Balances Record form of the OH Certification of Balances page.

Field	Description	Load logic - Data source and Valid values
Fiscal Year	The fiscal year for the fund certification record.	Populated during the data load process. The field value is retrieved from the Year field on the OH Certification of Balances - Fund Load page.
Fund/SCC	The fund number and sub-cost center code.	Populated during the data load process. The field value is retrieved from the Fund field on the Organization Chart page (level 1 organizations only).
Principal	The protected principal amount for the permanent Fund. The amount entered for each Fund/SCC is subtracted from the Fund's initial cash balance. Not available for expenditure. This field is enabled when Permanent Fund is selected.	Defaulted during the data load process. The field value is set to 0.00. The user must manually enter the value after the load process completes.
Title	The descriptive title of the fund.	Populated during the data load process. The field value is retrieved from the Title field on the Organization Chart page (level 1 organizations only).
Fund Classification	The GASB fund classification.	Valid values: Governmental Proprietary Fiduciary Calculated during the data load process. The calculated value represents the GASB fund classification category based on the fund code. Funds 006, 009, 011, 012, 013, 014, 020, 021, 023, 024, 025, and 027 are classified as Proprietary. Funds 007, 008, 022, 026, and 200 are classified as Fiduciary. All other funds are classified as Governmental.
Fund Type	The specific fund type.	Valid values: General Fund Special Revenue Debt Service Capital Projects Permanent Enterprise Internal Service Private Purpose Trust Agency Invalid Fund Type Calculated during the data load process. The calculated value corresponds to the EMIS Fund Class Code on the EMIS Fund Class Codes page. The system retrieves the value from the EMIS Fund Class Codes page and converts it to a two-digit fund type code: G=10 (General Fund) S=20 (Special Revenue) D=30 (Debt Service) C=40 (Capital Projects) P=50 (Permanent) E=60 (Enterprise) I=70 (Internal Service) R=80 (Private Purpose Trust) A=90 (Agency)
Advance Not Repaid	The amount of interfund advances outstanding. The amount is positive for the Fund that made the advance and is negative for the Fund that is making the reimbursement. Reduces available balance.	Defaulted during the data load process. The field value is set to 0.00. The user must manually enter the value after the load process completes.
Budgeted Expenditures	The amount budgeted for expenditures from this fund from all sources that the governmental unit expects to receive during the forthcoming year, which is available for expenditures.	Defaulted during the data load process. The field value is set to 0.00. The user must manually enter the value after the load process completes.
Exclude from Report	Indicates whether to exclude this fund from the Certificate of Balances report.	Defaulted during the data load process. This field is unchecked by default. The user can modify this value after the load process completes to exclude specific funds from the Certification of Balances report.
Roll Up to Fund	Indicates whether to consolidate SCC-level balances to the fund level on the report.	Defaulted during the data load process. This field is unchecked by default. The user can modify the value after the load process completes to roll up Special Cost Center amounts to the fund level on the report.
Permanent Fund	Indicates if this fund is a permanent fund (principal is protected from expenditure). If this option is selected, you must enter a value in the Principal field. This amount is subtracted from the beginning cash balance.	Defaulted during the data load process. This field is unchecked by default. The user can modify the value after the load process completes to identify permanent funds that require principal amount reporting.