RIDE UCOA Report

The RIDE (Rhode Island Department of Education) UCOA (Uniform Chart of Accounts) report provides an accounting method that features transparency, uniformity, accountability, and financial information comparability for all schools and districts.

Menu Path

Fund Accounting > State > State > RIDE UCOA Report

Submission Period

Annual or Quarterly

Selection Rule

Actual vs. Budgeted amount information is extracted based on the Reporting Structure and Crosswalks set up for the selected reporting period.

Setup

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

Set up the following:

• Reporting Structure

• Crosswalk

• Copy Crosswalk

• Exclusions

Reporting Structure

1. Select Setup > Reporting Structure. 

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.

Crosswalk

1. Select Setup > Crosswalk. 

2. Select the Crosswalk Type and Year.

3. Filter records using the following criteria:

   • Local Code

   • State Code

To specify filter criteria, select an option from the list, enter a keyword or select an option in the next 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.

5. To download Crosswalk information, click Download, then select Download PDF or Download as an Excel Document. 

Copy Crosswalk

1. Select Setup > Copy Crosswalk. 

2. To copy profile and crosswalk data from one year to another, select the Year to Copy and Year to Create. Click Copy.

Exclusions

1. Select Setup > Exclusions. 

2. Select the Year.

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.

Load Data

1. On the navigation bar, select Load. 

2. Select the Reporting Year and Reporting Period. 

3. Specify the District ID.

4. Click Load.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to the application information must also be updated in the source data.

1. On the RI RIDE UCOA Report page, filter records by the filter criteria.

2. To specify filter criteria, select an option from the list, enter a keyword or select an option in the next 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 File

RIDE UCOA Report

1. On the navigation bar, select Reports > RIDE UCOA Report.

2. Select the Reporting Year and Reporting Period.

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. Under Detail/Summary, select Detail or Summary.

   4. Select Exclude Zero Amounts to exclude records with zero amount values from the report.

   5. Click Create, then click Yes. 
      The RIDE UCOA report is created. If any errors are encountered, an error message appears. Click OK.

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. Select Exclude Zero Amounts to exclude zero amounts from the report.

   3. Click Create, then click Yes. 

   4. If a hard copy of the report was not created, a message is displayed. Click OK and follow Steps 3 and 4 to create a hard copy of the report and confirm that the required data is included. 

   5. Select Electronic File and click Create.

Follow the state's submission procedures. 

Audit Log

The audit log shows the history/log of all the data changes in the selected reporting period.

1. On the navigation bar, select Reports > Audit Log.

2. Select the Reporting Year and Reporting Period. 

3. Under File Format, select PDF or Excel. 

4. Click Create, then click Yes. 
   The Audit Log is created. 

Purge Data

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

1. On the navigation bar, select Purge.

2. Select the Reporting Year and Reporting Period.

3. Click Submit.

4. Click Yes.