SACS Web System release update June 6, 2023

Dear School Business Professionals, We have been asked to forward the following information regarding the SACS Web System release update from June 6, 2023. 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>
A SACS Web System release update has been successfully deployed and tested.
The following is a list of the issues that were addressed with the latest release:
1. Form MYPI-IFC-End of Year-District/COE- IFC MYPI008 erroneously not populating red text in Section F when IFC is failed. 2. Fixed issues with GL user/state data extractions in 01CS, MYP, MYPI, MYPIJ forms.
These system release update notes will also be made available on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ in the near future.
Accessing The 2023–24 Budget Reporting Period
Upon logging into the SACS Web System, users will need to change their context fiscal year to 2023–24 in order to access the 2023–24 budget 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.
User Guide
The online version of the SACS Web System User Guide is available throughout the SACS Web System reporting screens by clicking on the help icon (question mark) 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 Release Updates.
Tips for getting an official status dataset
As you complete your 2022–23 End of Year Projection and/or 2023–24 Budget reports, please follow these troubleshooting steps to get an official status dataset:
1. Follow the data processing sequence to ensure forms are opened and saved in the correct order. The data processing sequence is available in the online SACS User Guide here: docs.sacs-cde.org/2023-24/News/Procedures/#data-processing-sequence. Users should click on either “Budget and Unaudited Actuals” or “Interims” to access the applicable data processing sequence.
2. Open and save forms that may be affected by the release update, e.g., Form 01CS, Form MYPI.
3. Run the TRCs for all the data types, this includes
a. For 2022–23 End of Year Projection:
* Actuals to Date * Board Approved Operation Budget * Original Budget * Projected Totals
b. For 2023–24 Budget:
* Estimated Actuals * Budget
4. Ensure all required explanations are entered for Warning exceptions for all applicable data types. You must enter a text explanation. Do not enter a blank space.
We appreciate your patience as we implement updates to the system.
Sincerely,
CDE SACS Web System Team
California Department of Education
School Fiscal Services Division
Office of Financial Accountability and Information Services
sacsweb@cde.ca.gov<mailto:sacsweb@cde.ca.gov>

SACS Web System release update May 18, 2023

Dear School Business Professionals, We have been asked to forward the following information regarding the SACS Web System release update from May 18, 2023. 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>
A SACS Web System release update has been successfully deployed and tested.
The following is a list of the issues that were addressed with the latest release:
1. Form MYPI, End of Year Projection: lines E2a-E2c erroneously not pulling in the correct Fund 17, Objects 9750, 9789 and 9790 amounts 2. Form MYPI, End of Year Projection: Unrestricted tab, lines E2a-E2c erroneously not pulling in the correct Fund 17, Object 9750, 9789 and 9790 amounts. 3. Form 01CS, COE, Budget: Criterion 2C erroneously not extracting the correct LCFF revenue amount for the Prior Year and Budget Year. 4. Form 01CS, COE, Budget: Criterion 4B, the extracted amounts for total federal revenues, total other state revenues, and total local revenues are incorrect. 5. Form 01CS, COE, Budget: Criterion 4B, the First Prior Year and Budget Year, the extracted amounts for Books and Supplies and Services and Other Operating Expenditures are incorrect. 6. Form 01CS, JPA, Budget: Criterion 6B, the extracted amounts for total federal revenues, total other state revenues, and total local revenues are incorrect. 7. Form 01CS, JPA, Budget: Criterion 6B, the First Prior Year and Budget Year, the extracted amounts for Books and Supplies and Services and Other Operating Expenditures are incorrect. 8. Version History: When selecting Version History from the Left Navigation, the user is presented with an “Oops! Something went wrong” screen.
These system release update notes will also be made available on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ in the near future.
System Version Update
The SACS Web System version has been updated to version 5.1. In order to clear the VERSION-CHECK technical review checks (TRCs), users need to open and save all forms and internal form checks, then re-run all the TRCs for both budget and estimated actual data types.
Accessing The 2023–24 Budget Reporting Period
Upon logging into the SACS Web System, users will need to change their context fiscal year to 2023–24 in order to access the 2023–24 budget 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.
User Guide
The online version of the SACS Web System User Guide is available throughout the SACS Web System reporting screens by clicking on the help icon (question mark) 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 Release Updates.
Tips for getting an official status dataset
As you complete your 2022–23 End of Year Projection and/or 2023–24 Budget reports, please follow these troubleshooting steps to get an official status dataset:
1. Follow the data processing sequence to ensure forms are opened and saved in the correct order. The data processing sequence is available in the online SACS User Guide here: docs.sacs-cde.org/2023-24/News/Procedures/#data-processing-sequence. Users should click on either “Budget and Unaudited Actuals” or “Interims” to access the applicable data processing sequence.
2. Open and save forms that may be affected by the release update, e.g., Form 01CS, Form MYPI.
3. Run the TRCs for all the data types, this includes
a. For 2022–23 End of Year Projection:
* Actuals to Date * Board Approved Operation Budget * Original Budget * Projected Totals
b. For 2023–24 Budget:
* Estimated Actuals * Budget
4. Ensure all required explanations are entered for Warning exceptions for all applicable data types. You must enter a text explanation. Do not enter a blank space.
We appreciate your patience as we implement updates to the system.
Sincerely,
CDE SACS Web System Team
California Department of Education
School Fiscal Services Division
Office of Financial Accountability and Information Services
sacsweb@cde.ca.gov<mailto:sacsweb@cde.ca.gov>

CRRSA Act Late Liquidation Update

Dear School Business Professionals, We have been asked to forward the following information regarding an update on the CRRSA Act Late Liquidation. 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>
May 15, 2023
The California Department of Education (CDE) Federal Stimulus Team is providing an update regarding liquidation extension requests for the Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act funds, including the Elementary and Secondary School Emergency Relief (ESSER) II and Governor’s Emergency Education Relief (GEER) II funds.
On Friday, May 5, 2023, the U.S. Department of Education (ED) released guidance that would allow states to submit applications on behalf of local educational agencies (LEAs) that are recipients of CRRSA Act funds to request an extension to the liquidation period for these funds. If approved, individual obligations could be liquidated for up to 18 months following the obligation deadline of September 30, 2023, for these funds.
The CDE is reviewing this guidance and developing a process to collect applications and any additional required documentation for these requests from LEAs as soon as possible. We will provide further information through our listserv as soon as this process is finalized.
As a note, this guidance does not change the obligation deadline for CRRSA Act funds. All expenditures must still be properly obligated by September 30, 2023, to be considered an allowable use of funds.
Additionally, please be aware that each request for an extension to the liquidation period will be reviewed individually, on a project-by-project basis. ED does not allow any blanket extensions at the LEA or state level.
ED has indicated that it intends this process to be for exceptional circumstances only, not as a general policy. As such, please be aware that not all applications will be approved, and LEAs should plan accordingly. Any obligations denied a liquidation extension would likely need to be transferred to an alternate, allowable funding source if the expenditure cannot be liquidated within the standard liquidation period. The CDE will provide additional guidance for completing and submitting applications as soon as possible. For more information regarding CRRSA Act funds, please see the CDE CRRSA Act Funding web page: www.cde.ca.gov/fg/cr/crrsa.asp.

Thank you,
CDE Federal Stimulus Team

To receive updates on Federal Stimulus Funds, including reporting updates, please join our listserv by sending a blank email message to join-edrelieffunds@mlist.cde.ca.gov<mailto:join-edrelieffunds@mlist.cde.ca.gov>.

LCAP Development & Previews

Dear School Business Professionals,
With the release of the May Revise today, we would like to remind you that LCAP information and resources, including the Crosswalk for LCFF Budget Overview for Parents and LCAP Carryover Table annotated are available here –> SBO Meeting Padlet<santabarbaracountysbas.padlet.org/debbiebreck/sbo-meeting-april-27-2023-amepdl858z0pyxib>
We are happy to answer questions and preview the Budget Overview for Parents* prior to your public hearing. In the past we have been able to identify common issues that can be fixed in time to prevent the plan from having to be brought back to the board for clarification later in the summer. Once the May Revise LCFF Calculator is released and final figures are incorporated in the LCAP, please send the following documents to your District Financial Advisor:
* Budget Overview for Parents * May Revise LCFF Calculator (estimated release around May 20) * Final SACS Form 01 * Final LCAP (including completed expenditure tables)

*Note: We are performing a high-level preview, additional issues may be discovered during the full LCAP Review.
Please submit preview documents far enough in advance of your board meeting to ensure enough time for preview turnaround in the event adjustments are necessary. We generally ask for two weeks since we receive all our district LCAPs during a short window, but we realize that may not be feasible given your internal timelines. The more time we have, the more thorough preview we can provide. Our goal is to help districts ensure that the Budget Overview for Parents goes to the board with all the correct data.
If you have any questions, 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.
Visit our new website: www.sbceo.org/sbas<www.sbceo.org/sbas>
To unsubscribe, click here<mailto:sbasfinance@sbceo.org?subject=Unsubscribe>.

SACS Web System release update May 9, 2023

Dear School Business Professionals, We have been asked to forward the following information regarding the SACS Web System release update from May 9, 2023. 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>
A SACS Web System release update has been successfully deployed and tested.
The following is a list of the issues that were addressed with the latest release:
1. Form CASH: Budget column is erroneously extracting and summing values from multiple prior reporting periods. 2. The save/excel/print icons are erroneously missing from screens such as CEFB and PGM when moving immediately from the IFC Statuses screen to CEFB or PGM. 3. All template based forms and reports are erroneously printing in landscape instead of portrait after printing Fund Form 01 in landscape. 4. Form 01: Cosmetic issues in text alignment header in print pdf. 5. Form CB: Left alignment cosmetic issue. 6. Form 61, 63, 66, 67, 71 and 73: Data is erroneously showing in the 2023–24 Budget and Percent Difference columns for Object 9660.
These system release update notes will also be made available on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ in the near future.
Tips for getting an official status dataset
As you complete your 2022–23 End of Year Projection and/or 2023–24 Budget reports, please follow these troubleshooting steps to get an official status dataset:
1. Follow the data processing sequence to ensure forms are opened and saved in the correct order. The data processing sequence is available in the online SACS User Guide here: docs.sacs-cde.org/2023-24/News/Procedures/#data-processing-sequence. Users should click on either “Budget and Unaudited Actuals” or “Interims” to access the applicable data processing sequence.
2. Open and save forms that may be affected by the release update, e.g., Form CASH.
3. Run the technical review checks (TRCS) for all the data types, this includes
a. For 2022–23 End of Year Projection:
* Actuals to Date * Board Approved Operation Budget * Original Budget * Projected Totals
b. For 2023–24 Budget:
* Estimated Actuals * Budget
4. Ensure all required explanations are entered for Warning exceptions for all applicable data types. You must enter a text explanation. Do not enter a blank space.
What’s New for the SACS Web System 2023–24 budget reporting components
A summary of changes to the 2023–24 budget reporting components has been posted on the CDE Financial Reporting web page at www.cde.ca.gov/fg/sf/fr/ under Web Application Resources.
We appreciate your patience as we implement updates to the system.
Sincerely,
CDE SACS Web System Team
California Department of Education
School Fiscal Services Division
Office of Financial Accountability and Information Services
sacsweb@cde.ca.gov<mailto:sacsweb@cde.ca.gov>

Adopted Budget

[A picture containing text, businesscard, stationary, envelope Description automatically generated] Adopted Budget<www.sbceo.org/domain/251> – In lieu of sending an Adopted Budget Letter, we have posted updated information our SBAS website.
Education Code requires districts to prepare the 2023-24 Adopted Budget Report and present it to the board for approval prior to July 1. Important information regarding the district’s Budget and Public Hearing requirements, as well as tools and resources needed to complete the Adopted Budget Report, are available on the SBAS Website – Adopted Budget Webpage<www.sbceo.org/domain/251>. Please continue to check the website as additional resources, like the Common Message, will be posted once information becomes available.
Reminder: Districts must submit all documents to our office within five calendar days after adoption, or July 1, whichever is earlier. Please note that a revised Submission Checklist<sbas.sbceo.org/Escape/Submission%20checklist.5.2023.pdf> has been posted with updated procedures for electronic budget routing in SACS Web.
Please contact your District Financial Advisor if you have any questions, we are here to support you!
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>