2023-24 Attendance Reporting Calendar

[Attendance | Reynolds School District – Oregon]Dear School Business Professionals and Attendance Professionals,
In order to assist each district in planning for the new fiscal year (2023-24) we have updated our SBAS Attendance website with the new 2023-24 Attendance Reporting Calendar.<sbasweb.sbceo.org/attendance/attendance-reporting-calendar>
If you have any questions, please contact Alejandro Baeza (805) 964-4711 ext. 5372.
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
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Visit our new website: www.sbceo.org/sbas<www.sbceo.org/sbas>
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Year-End Close Information and Resources

Dear School Business Professionals,
[Text, calendar Description automatically generated] The Year-End Close webpage<www.sbceo.org/domain/293> is available with the SBAS Year-End Close Calendar<sbas.sbceo.org/Escape/FiscalYearEndCalendar.2023.pdf>, Checklist<sbas.sbceo.org/Escape/DistrictYECloseCheckList.22-23.pdf> and a variety of other materials to assist you. It is our intent to expand this page to include additional resources in the future, so please continue to check back for updates.

* Survey – Due July 19th We are requesting districts to complete a brief Year-End Close Planning survey<forms.office.com/r/gu1xd1Tqhb> to indicate the date the Unaudited Actuals Report will be going to the board along with available virtual support sessions from a Year-End Close expert. * Year-End Close Checklist – When completed, please use the File Upload<sbas.sbceo.org/docs/fileuploads.shtml> function on the SBAS website to upload a copy of the completed checklist<sbas.sbceo.org/Escape/DistrictYECloseCheckList.22-23.pdf> along with all the listed reports to SBAS for review and processing. * Year-End Close Manual – We have continued developing a district Year-End Close Manual<sbas.sbceo.org/Escape/DistrictFiscalYearEndCloseManual.2023.pdf> to assist you with the closing process. A draft of the manual can be accessed from the webpage in the Toolbox section and will be expanded upon in future years. * Soft Close – Due August 31st Below are general steps and important reminders related to the submission of your Soft Close Checklist Package to our office: Step 1: After you finish the year-end work in Escape and you are ready to Soft Close the district’s General Ledger, please review the checklist and organize your documents for submission.
* Reminder…the district needs to have the SELPA office review the SEMA/SEMB calculation and forms to ensure they are completed correctly. If they are not completed correctly, this could affect your Maintenance Of Effort (MOE). All districts need to complete this form even if the district has nothing to report — the contact name and phone number must be completed.
Note: You may submit your package to SBAS prior to approval from SELPA. Once you receive approval, please forward the SEMA/SEMB forms with the email approval from SELPA via the File Upload<sbas.sbceo.org/docs/fileuploads.shtml> function on the SBAS website. Step 2: Submit all your documents (for approval) via the File Upload<sbas.sbceo.org/docs/fileuploads.shtml> function on the SBAS website.
* When the soft close documentation is submitted to SBAS, our staff conducts a review of the submission documents checking for any errors and omissions as a service to our districts. This preview helps mitigate any potential errors for districts when completing Unaudited Actuals in the SACS software. This is the reason why the due date is August 31. Our staff works our way through an internal review checklist which can take up to 1-2 days to review the entire submission. Then, if anything is identified that needs to be adjusted by the districts, this provides a window of opportunity for our staff to notify districts and for districts to make changes prior to completion of the Unaudited Actuals. Step 3: After you receive an approval email from the SBAS finance team stating that your soft-close is approved, move forward with completing the Unaudited Actuals in SACS.
* Reminder: In order to ensure that what is reported in the district’s Unaudited Actuals matches your general ledger exactly, districts need to have an approved soft close from SBAS prior to the Unaudited Actuals submission to the board. No further changes should be made in Escape after the Unaudited Actuals are presented to the board in mid-September.
* Unaudited Actuals Report – Due Sept. 15 (board approved) It’s our goal to make this process as smooth as possible. If you have any questions, please contact our Finance Team:
Daisy Lazaer, Financial Analyst, 805-964-4711 x5295 Chris Rhodes, Financial Analyst, 805-964-4711 x5226 Alejandro Baeza, Finance Systems Supervisor, 805-964-4711 x5372
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
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SACS Web System training for unaudited actuals, including the Alternative Form – July 11, 2023 at 9:00 a.m.

Dear School Business Professionals, We have been asked to forward the following information regarding the SACS Web System. Regards, School Business Advisory Services Team Santa Barbara County Education Office www.sbceo.org/sbas<www.sbceo.org/sbas>
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox. To unsubscribe, click here<mailto:sbasfinance@sbceo.org?subject=Unsubscribe>

To assist local educational agencies (LEAs) with preparation of 2022–23 unaudited actuals, the CDE is offering SACS Web System training on Tuesday, July 11, 2023, 9:00 a.m. to 11:30 a.m. via webinar. An overview of SACS Web System functionality and introduction to the Charter School Alternative Form will be covered.
Please register for the webinar using the following link:
us02web.zoom.us/webinar/register/WN_1EjlI5GpRB6Hamu9CySrsQ<urldefense.com/v3/__https:/us02web.zoom.us/webinar/register/WN_1EjlI5GpRB6Hamu9CySrsQ__;!!KlnUNGHvdQ!_1G4DaNZ4G72GgOrSWTniYHIbT1Q6IUIB1iHNPGyuaoR0in_YULU0P7SruSj3cOZ2qz2NEzsJ0iYIwmhpw$>
The CDE plans to record this training and post it to the CDE website.
Please pass this information along to other staff who may be interested but are not system users. If you have any questions please email sacsweb@cde.ca.gov<mailto:sacsweb@cde.ca.gov>.
Best regards,
SACS Web System Team
Financial Accountability and Information Services
School Fiscal Services Division
California Department of Education

SACS Web System 2022–23 Unaudited Actual Financial Reporting Functionality Available

Dear School Business Professionals, We have been asked to forward the following information regarding the SACS Web System. Regards, School Business Advisory Services Team Santa Barbara County Education Office www.sbceo.org/sbas<www.sbceo.org/sbas>
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox. To unsubscribe, click here<mailto:sbasfinance@sbceo.org?subject=Unsubscribe>
SACS WEB SYSTEM 2022–23 UNAUDITED ACTUALS REPORTING
The 2022–23 unaudited actual financial reports, including both the Standardized Account Code Structure (SACS) reporting and the Charter School Unaudited Actuals Financial Report—Alternative Form (Charter School Alternative Form), are now available in the SACS Web-based Financial Reporting System (SACS Web System) at sacs-cde.org/security/login.
NOTE: The Special Education maintenance of effort (SEMA and SEMB) and government-wide (CNVRT, DTERM, ENTRY, GSA, and GSNP) reports are not yet finalized. Please do not use these reports until CDE announces a system release update that includes the finalized reports. Completing these reports prior to notification from CDE may result in inaccurate reporting results.
This year CDE’s efforts were primarily focused on required changes, including financial reporting for subscription-based information technology arrangements as required by Governmental Accounting Standards Board Statement 96, and continued refinement of the new web-based system. For a detailed description of the associated changes, please refer to the SACS Web System “What’s New” document posted on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/, under “Web Application Resources.”
KNOWN ISSUES AND WORKAROUNDS
The following is a list of recently found SACS Web System known issues and workarounds, if available:
1. To access the Charter School Alternative Form user guide, please download the “SACS Web System User Guide” posted on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/, under “Web Application Resources.”
Other SACS Web System known issues and available workarounds are posted in the Problems and Fixes section of News and Announcements, available on the user’s dashboard upon logging into the system. This section will be updated as additional issues arise.
SYSTEM VERSION UPDATE
The SACS Web System version has been updated to version 6. In order to clear the VERSION-CHECK technical review checks (TRCs) for 2023–24 Budget and 2022–23 End of Year Projection periods, users need to open and save all forms and internal form checks identified by this TRC, then re-run all the TRCs for all dataset types.
RELEASE UPDATES
Issues resolved since the last SACS Web System release will be posted to the “Web Application Release Updates” section of the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ in the near future.
ACCESSING THE 2022–23 UNAUDITED ACTUALS REPORTING PERIOD
Upon logging into the SACS Web System, users will set their context fiscal year to 2022–23 in order to access the 2022–23 unaudited actuals reporting period. The context fiscal year can be changed via the Fiscal Year drop down menu; it is located in the top right corner of the dashboard, below the user’s profile information.
PRELOADED DATA
Prior year ending balances from 2021–22 unaudited actuals (including funds, assets, debt, and lottery), Gann data, Every Student Succeeds Act Maintenance of Effort, and first and second prior year indirect cost rate information have been preloaded into the system, most of which will be used for unaudited actual reporting.
In addition, to the extent possible, general ledger Fund 01, Fund 10, and Fund 17, and attendance data from 2020–21 and 2021–22 unaudited actuals, as well as the California Basic Educational Data Systems (CBEDS) data, has been preloaded in the SACS Web System for use in the Criteria and Standards Review form.
SACS VALIDATION TABLES
The 2022–23 SACS Web System unaudited actuals release contains the most current validation tables, dated May 1, 2023, which are the same as those posted to the CDE SACS Valid Codes and Combinations web page at www.cde.ca.gov/fg/ac/ac/validcodes.asp.
To receive an email notification each time the validation tables are updated, please send a blank email message to join-sacs-update@mlist.cde.ca.gov<mailto:join-sacs-update@mlist.cde.ca.gov>.
CHARTER SCHOOL BEGINNING BALANCES
The prior year ending fund balances from the Charter School Alternative Form have been cross walked to the equivalent SACS fund and object codes and included with the prior year ending fund balances from the SACS submissions, to ensure consistency of the data by ascertaining that current year beginning balances match prior year ending balances. This only affects charter schools that reported 2021–22 unaudited actuals in the Charter School Alternative Form and that are preparing a 2022–23 unaudited actuals report using the SACS format.
USER GUIDE AND REPORTING CALENDARS
The online version of the SACS Web System User Guide is available throughout the SACS Web System reporting screens by clicking on the help (question mark) icon located next to a screen heading. The CDE has also published a Word version of the user guide, available on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ under “Web Application Resources.”
The Financial Reporting and Fiscal Oversight Calendars are available on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ under “Financial Reporting Resources.”
CHARTER SCHOOL REPORTING
For those charter schools not using SACS, the 2022–23 Charter School Alternative Form is available in the SACS Web System. The related Charter School Alternative Form User Guide is available on the Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ under “Web Application Resources.” For information about using the Charter School Alternative Form, please refer to the user guide.
SUBMISSION OF FINANCIAL DATA TO THE CDE
Pursuant to Education Code sections 1628 and 42100, unaudited actual data for COEs, school districts, joint powers agencies (JPAs), and charter schools is due to the CDE by October 15, 2023. School district and JPA data must be submitted via the COE; charter school data must be submitted via the charter authorizing agency and the COE. The financial data is due to COEs and authorizing agencies (for charter schools) by September 15, 2023.
COEs must electronically certify and transfer their county’s 2022–23 unaudited actual SACS and Charter School Alternative Form submissions to the CDE via the SACS Web System.
Only “Official” status unaudited actual SACS and Charter School Alternative Form submissions are accepted unless prior approval from is granted by the CDE. If prior approval is granted, please send an email to the CDE explaining all fatal exceptions, the reason for not using the “Official” export, and the name of the CDE contact who granted the exception.
ATTENTION COEs ONLY: Additional communication will be forthcoming regarding how the COE can request the “Certify/Promote to CDE” role and how to complete the charter school reporting status.
CALIFORNIA SCHOOL ACCOUNTING MANUAL
To assist you in using new SACS account codes added since last year, any new codes will be included in the SACS Web System “What’s New” document under “Revised Fund Forms.”
Additional information and guidance on using SACS codes is available in the California School Accounting Manual (CSAM). The CSAM is available to be viewed, printed, or downloaded from the CDE Accounting Definitions, Instructions, & Procedures web page at www.cde.ca.gov/fg/ac/sa/. In addition, descriptions and other relevant information on new resource codes established since the last CSAM update can be obtained from the CDE SACS web page at www.cde.ca.gov/fg/ac/ac/ under “Program Codes.”
TRAINING OPPORTUNITY
The CDE is planning to offer a training session on July 11, 2023 that will provide a refresher overview of the system and guidance for preparing the Charter School Alternative Form. Additional information will be provided in the near future.
If you have questions regarding the SACS Web System, please contact the CDE by email at sacsweb@cde.ca.gov<mailto:sacsweb@cde.ca.gov>.
Sincerely,
SACS Web Team
California Department of Education
School Fiscal Services Division
Office of Financial Accountability and Information Services

ANNUAL NOTIFICATIONS: Non-Voter Approved Debt and Proposed Collective Bargaining Agreements

Dear School Business Officials,
This is an annual reminder regarding the required public disclosures for Non-Voter Approved Debt and Proposed Collective Bargaining Agreements. Information is included on our website year-round for your reference, including education and government codes, requirements, disclosure forms, articles, timelines, etc.
Please click on the following links for information related to these public disclosures:
* Non-Voter Approved Debt<www.sbceo.org/domain/254> * Proposed Collective Bargaining Agreements<www.sbceo.org/domain/255>
If you need assistance in preparing any of these documents, please contact your District Financial Advisor.
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox.
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45-Day Budget Revisions Webpage and Survey (ACTION REQUIRED)

Dear School Business Officials,
The California state budget was signed by the governor on Tuesday, Jun. 27, 2023, which means that Education Code Section 42127(i)(4) is now in effect. This means that the district needs to update its budget and present the revisions to the board within 45 days, which is Friday, Aug. 11. In the past, we have sent a 45-Day Budget Revision memo to the business listserv as a reminder with the timeline for submitting the updated budget information to our office. This information is now included on our website here<www.sbceo.org/domain/256>.
ACTION: Please complete the 45-Day Budget Revision Survey<forms.office.com/r/5M5sYascn1> (Due July 31)
The “Common Message” is currently under development. When it arrives, we will post it on the webpage for consideration in revising your district’s budget. In addition, an updated FCMAT LCFF Calculator<www.fcmat.org/lcff> is scheduled to be released at the end of July with changes from the Enacted Budget. This calculator should be used to run new LCFF projections and assess the impact on the budget, even if you do not plan to present a 45-day revision to the board. Please visit the website periodically to check for updates on the availability of these items – we will post as soon as we receive them.
If you have questions or need assistance, please contact your District Financial Advisor.
Regards,
School Business Advisory Services Team Santa Barbara County Education Office
Note: This message was sent on behalf of the School Business Advisory Services Team. Please do not respond to this message. Replies will be routed to an unmonitored mailbox. To unsubscribe, click here<mailto:sbasfinance@sbceo.org?subject=Unsubscribe>