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In$ite Expenditure Report

In$ite, the Financial Analysis Model for Education, was designed to assist school leaders in showing how schools within the same district compare on spending patterns. The product intends to analyze 100% of a school district's general ledger. Besides collecting information on the expenditures, it analyzes information at individual school sites. By using this model, the State Department of Education (SDE) can provide valuable information for program areas at the SDE, legislative requests, and questions regarding school and district spending by the public at large. Annual School and district report cards also report In$ite data on total expenditures and percentages of teacher salaries.

Menu Path

Choose Fund Accounting from the main navigation menu, then choose State. Click In$ite Expenditure Report.

Submission Period

The report is submitted at the end of the fiscal year.

Selection Rule

Expenditure information is extracted based on the Reporting Structure and Crosswalks set up for the selected reporting period.

Setup

Before generating the In$ite Expenditure report, set up the following:

Reporting Structure

Before running the In$ite Expenditure report for the first time, provide some detail about the accounting structure. For each level of accounting, specify the level and the starting and ending positions.

You can define your district's reporting structure on the SC In$ite Expenditure Report - Setup - Reporting Structure page.

  1. Choose Setup, then Reporting Structure.

  2. Filter records by the following criteria:

    • Fiscal Year

    • State Level Title

    • Local Organization Level

    • Starting Position within Level

    • Ending Position within Level

  3. To specify filter criteria, choose an option from the list, and enter a keyword or select an option in the following field.

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

  5. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

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

Crosswalk

You can set up crosswalks for the following on the SC In$ite Expenditure Report - Setup - Crosswalk page:

  • Fund

  • Function

  • Object

  • Location / SIDN

  1. Choose Setup, then Crosswalk.

  2. Select the Crosswalk Type and Year.

  3. Filter records by the following criteria:

    • Local Code

    • State Code

  4. To specify filter criteria, choose an option from the list, enter a keyword or select an option in the following field, then click Add.

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

  6. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

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

Copy Setup

Use the Copy Setup option to copy all Reporting Structure, Crosswalk, and Exclusion data from one year to another. This action will need to be performed when transitioning to a new year of In$ite Expenditure report processing.

  1. Choose Setup, then Copy Setup.

  2. Select the Year to Copy and Year to Create. Click Copy.

Exclusions

To exclude codes, create exclusion records.

You can define exclusion levels and values on the In$ite Expenditure Report - Setup - Exclusions page.

  1. Choose Setup, then Exclusions.

  2. Choose a Fiscal Year.

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

  4. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

Process

To create a report:

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

  1. Load the data for the report.

  2. 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 that you make here must be duplicated in the source data.

      If errors require changes to setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

  3. Once the data is validated, create the In$ite Expenditure report.

Download the In$ite Expenditure report and follow the State's submission procedures.

Prerequisite

Complete the In$ite Expenditure report setup.

Load Data

You can load data based on fiscal year.

  1. Choose Load.

  2. Select the Fiscal Year.

  3. Click Load, then Yes.

  4. Save the SC In$ite Expenditure Report Load Summary report, then click OK.

  5. Navigate to the folder containing the summary report file.

  6. Inspect the file. Update data, if needed.

  7. Repeat steps 1 to 6 until all data is loaded.

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 SC In$ite Expenditure Report page, you can filter records by the following criteria:

    • Fiscal Year

    • Budget Code

    • Account

    • Fund

    • Function

    • Object

    • Location / SIDN

    • Amount

    • Exclude Zero Amount

  2. To specify filter criteria, choose an option from the list, and enter a keyword or select an option in the following field.

  3. To add a record, click Add Record. Specify valid information and click Save. Click Yes.

  4. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

Create Files

Audit Log

The Audit Log shows the changed values of records that were added, deleted, or had amounts changed. For records that had an account code changed, both the original and new records are printed.

  1. Choose Reports, then Audit Log.

  2. Select the Fiscal Year.

  3. Under File Format, select PDF or Excel.

  4. Click Create, then Yes.

  5. Save the file and click OK.

In$ite Expenditure Report

  1. Choose Reports, then In$ite Expenditure Report.

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

    1. Select the Year.

    2. Under File Type, select Hard Copy.

    3. Under File Format, select PDF or Excel.

    4. Click Create, then Yes.

  3. Save the In$ite Expenditure report and navigate to the folder containing the file.

  4. Inspect the file. Update data, if needed.

  5. Repeat steps 1 to 4 until all data is included.

  6. Create the electronic file:

    1. Select the Year.

    2. Under File Type, select Electronic File.

    3. Click Create, then Yes.

  7. Save the file and click OK.

Purge Data

You can purge the data for the report in the following scenarios:

  • You want to discard the data for the report completely.

  • You want to change the setup or employee data and reload the data.

  1. Choose Purge.

  2. Select the Fiscal Year.

  3. Click Submit.

  4. Click Yes, then OK.

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