InSite Expenditure Report

InSite, 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 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 InSite data on total expenditures and percentages of teacher salaries.

Menu path

Choose Fund Accounting from the main navigation menu, then choose State. Click InSite 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 InSite Expenditure report, set up the following:

• Reporting Structure

• Crosswalk

• Copy Setup

• Exclusions

Reporting Structure

Before running the InSite 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 InSite Expenditure Report - Setup - Reporting Structure page.

1. Choose Setup, then Reporting Structure.

2. Use the filter criteria to filter records. 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 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.

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

Crosswalk

1. Choose Setup, then Crosswalk.

2. Select the Crosswalk Type and Year.

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

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.

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 InSite 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 InSite 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.

Prerequisite

Complete the Setup procedures.

Load data

You can load data based on the fiscal year.

1. Choose Load.

2. Select the Fiscal Year.

3. Click Load, then Yes.

4. Save the SC InSite 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 InSite Expenditure Report page, use the filter criteria to filter records.

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 whose account codes were 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.

InSite Expenditure report

1. Choose Reports, then InSite 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 InSite 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.

Follow the state's submission procedures.

Purge data

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

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

• 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.