{"id":1806,"date":"2023-06-30T22:57:58","date_gmt":"2023-06-30T22:57:58","guid":{"rendered":"https:\/\/business.sbceo.org\/memos\/?p=1806"},"modified":"2023-06-30T19:21:16","modified_gmt":"2023-07-01T02:21:16","slug":"sacs-web-system-2022-23-unaudited-actual-financial-reporting-functionality-available","status":"publish","type":"post","link":"https:\/\/business.sbceo.org\/memos\/?p=1806","title":{"rendered":"SACS Web System 2022\u201323 Unaudited Actual Financial Reporting Functionality Available"},"content":{"rendered":"
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<\/a><www.sbceo.org\/sbas<\/a>>
\nNote: 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><\/a>>
\n SACS WEB SYSTEM 2022\u201323 UNAUDITED ACTUALS REPORTING
\nThe 2022\u201323 unaudited actual financial reports, including both the Standardized Account Code Structure (SACS) reporting and the Charter School Unaudited Actuals Financial Report\u2014Alternative 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<\/a>.
\nNOTE: 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.
\nThis year CDE\u2019s 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 \u201cWhat\u2019s New\u201d document posted on the CDE Financial Reporting web page at www.cde.ca.gov\/fg\/sf\/fr\/<\/a>, under \u201cWeb Application Resources.\u201d
\nKNOWN ISSUES AND WORKAROUNDS
\nThe following is a list of recently found SACS Web System known issues and workarounds, if available:
\n1. To access the Charter School Alternative Form user guide, please download the \u201cSACS Web System User Guide\u201d posted on the CDE Financial Reporting web page at www.cde.ca.gov\/fg\/sf\/fr\/<\/a>, under \u201cWeb Application Resources.\u201d
\nOther SACS Web System known issues and available workarounds are posted in the Problems and Fixes section of News and Announcements, available on the user\u2019s dashboard upon logging into the system. This section will be updated as additional issues arise.
\nSYSTEM VERSION UPDATE
\nThe SACS Web System version has been updated to version 6. In order to clear the VERSION-CHECK technical review checks (TRCs) for 2023\u201324 Budget and 2022\u201323 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.
\nRELEASE UPDATES
\nIssues resolved since the last SACS Web System release will be posted to the \u201cWeb Application Release Updates\u201d section of the CDE Financial Reporting web page at www.cde.ca.gov\/fg\/sf\/fr\/<\/a> in the near future.
\nACCESSING THE 2022\u201323 UNAUDITED ACTUALS REPORTING PERIOD
\nUpon logging into the SACS Web System, users will set their context fiscal year to 2022\u201323 in order to access the 2022\u201323 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\u2019s profile information.
\nPRELOADED DATA
\nPrior year ending balances from 2021\u201322 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.
\nIn addition, to the extent possible, general ledger Fund 01, Fund 10, and Fund 17, and attendance data from 2020\u201321 and 2021\u201322 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.
\nSACS VALIDATION TABLES
\nThe 2022\u201323 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<\/a>.
\nTo 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<\/a><mailto:join-sacs-update@mlist.cde.ca.gov<\/a><\/a>>.
\nCHARTER SCHOOL BEGINNING BALANCES
\nThe 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\u201322 unaudited actuals in the Charter School Alternative Form and that are preparing a 2022\u201323 unaudited actuals report using the SACS format.
\nUSER GUIDE AND REPORTING CALENDARS
\nThe 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\/<\/a> under \u201cWeb Application Resources.\u201d
\nThe Financial Reporting and Fiscal Oversight Calendars are available on the CDE Financial Reporting web page at www.cde.ca.gov\/fg\/sf\/fr\/<\/a> under \u201cFinancial Reporting Resources.\u201d
\nCHARTER SCHOOL REPORTING
\nFor those charter schools not using SACS, the 2022\u201323 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\/<\/a> under \u201cWeb Application Resources.\u201d For information about using the Charter School Alternative Form, please refer to the user guide.
\nSUBMISSION OF FINANCIAL DATA TO THE CDE
\nPursuant 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.
\nCOEs must electronically certify and transfer their county’s 2022\u201323 unaudited actual SACS and Charter School Alternative Form submissions to the CDE via the SACS Web System.
\nOnly “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.
\nATTENTION COEs ONLY: Additional communication will be forthcoming regarding how the COE can request the \u201cCertify\/Promote to CDE\u201d role and how to complete the charter school reporting status.
\nCALIFORNIA SCHOOL ACCOUNTING MANUAL
\nTo assist you in using new SACS account codes added since last year, any new codes will be included in the SACS Web System \u201cWhat\u2019s New\u201d document under \u201cRevised Fund Forms.\u201d
\nAdditional 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\/<\/a>. 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\/<\/a> under \u201cProgram Codes.\u201d
\nTRAINING OPPORTUNITY
\nThe 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.
\nIf you have questions regarding the SACS Web System, please contact the CDE by email at sacsweb@cde.ca.gov<\/a><mailto:sacsweb@cde.ca.gov<\/a><\/a>>.
\nSincerely,
\nSACS Web Team
\nCalifornia Department of Education
\nSchool Fiscal Services Division
\nOffice of Financial Accountability and Information Services<\/div>\n","protected":false},"excerpt":{"rendered":"

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