Year-End
Reporting
Presented by
State Controller’s Office
Division of Accounting and Reporting
Jocelyn Roubique, Sandi Rowland & Martin Raygoza
State Government Reporting Section
Introduction
What we will cover:
 Changes
 Deadlines
 Required
Reports
 Award for Excellence in Financial
Reporting
 Common Reporting Problems
Changes to Year-End Reporting

Reminders


Be sure to include an e-mail address for
the fund contact on the Certification
Letter
Additional blank forms available on the
SCO web site.
 www.sco.ca.gov/ard/state
Changes to Year-End Reporting
Cert Letter

Be sure to include a mailing address
and the name of the Campus Director
Deficit Footnote

Non-Governmental Cost Funds
reporting a negative (deficit) fund
balance must provide a footnote on the
Post-Closing Trial Balance (Report No.
8) explaining the negative (deficit) fund
balance.
Changes to Year-End Reporting



Budgetary/Legal
Basis Year-End
Reporting
Instruction
Manual
Revisions should
be sent on a
hardcopy Report
1 or Report 3, not
a new SAM99
www.sco.ca.gov/ard/state
Mailing of SCO Documents to
Agencies - Pg. 8
Date of Mailing Document
May 15, 2006
 Prior Year Accrual Summary
July 5, 2006
 Monthly Reconciliation Reports (Agency & Fund)
 Copies of SCO Journal Entries for June
July 10, 2006
 Agency Fund Checklist*
 Report of Accruals to Controller’s Accounts**
(Report No. 1; Forms 571A, 571B, 571C)
 Final Reconciliation of Controller’s Accounts with
Final Budget Report**
(Report No. 5; Form 573)
*
The Agency Fund Checklist is not all-inclusive. All funds with balances on the Agency Reconciliation Report and/or Fund Reconciliation
Report must have Year-End Financial Reports submitted.
** These reports are only mailed out to non-CalSTARS agencies. If any additional blank copies of these reports are needed, they are available
on the internet at www.sco.ca.gov/ard/state/index.shtml
Prior Year Accrual Summary
PROG ID: R003P14B
STATE CONTROLLERS OFFICE
DATE: 06/30/2006
AGCY
FUND
374
* PRIOR YEAR ACCRUALS SUMMARY REPORT *
CA PR ELE CMP TSL T SRCFUND
ACCOUNT
PRIOR YEAR ACCRUAL PRIOR YEAR ADJUST
-------- ---------
------ ------------ ---- ---- ----- ------ ----- --- -------------
-------------
------------------------------
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
6650
2002
2002
2002
2003
2003
2003
2004
2004
2004
2004
2004
2002
2002
2004
2004
2004
2004
2003
2003
2003
2003
2003
2003
2003
0001000
0001000
0001000
0001000
0001000
0001000
0001000
0001000
0001000
0001000
0001000
0498000
0498000
0498000
0498000
0498000
0498000
0574001
0574001
0574001
0574001
0574001
0574001
0574001
FY
PAGE NO:
REFITEM
001
001
001
001
001
001
001
001
001
001
001
001
001
001
001
301
301
301
301
301
301
301
11
11
7A
90
11
7A
90
97
06
06
06
06
06
06
06
06
48
48
48
50
50
50
50
315
315
060
060
061
C 0000000
D 0000000
C 0000000
D 0000000
F 0498000
F 0001000
C 0000000
D 0000000
F 0478000
F 0001000
D 0000000
C 0000000
D 0000000
Q 0000000
R 0000000
C 0000000
D 0000000
C 0000000
C 0000000
D 0000000
C 0000000
C 0000000
D 0000000
C 0000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000142800
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
00000000000
239.89
239.89
-34759.35
-12344.64
-14567.82
-7846.89
7323420.35
7844295.07
-242382.76
-278491.96
.00
14567.82
14567.82
-256950.58
-256950.58
242382.76
242382.76
116545.38
116545.38
21245.38
21245.38
21245.38
95300.00
95300.00
SCO CHANGE AMOUNT
-------------------------- -----------------------------.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
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.00
.00
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.00
.00
.00
.00
.00
.00
.00
.00
.00
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.00
.00
.00
.00
.00
.00
.00
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.00
.00
.00
.00
.00
.00
Due Dates for
Accounting Documents
Due Dates
June 16, 2006
Documents
 Last day for SCO Accounting to RECEIVE
documents to be processed by June 30, 2006.
Due Dates for
Year-End Reports

- Pg. 9
July 31, 2006
 General
Fund
0001
 Feeder
Funds
0081, 0084, 0085, 0086, 0088, 0089, 0090, 0091,
0094, 0097
 Special
Fund for Economic Uncertainties
0374, 0375, 0377
Note: Files are considered “Received”
when they are readable and able to be
downloaded into SCO’s systems.
Due Dates for
Year-End Reports

- Pg. 9
August 21, 2006
 All
Other Funds
 All Other Special Reports
Report 14 – Bank and/or Savings & Loan
Accounts Outside of the State Treasury
System
Report 18 – Statement of Changes in General
Fixed Assets
Report 19 – Statement of Fixed Assets
Account Group
Report 22 – Statement of Contingent Liabilities
Compliance
If you cannot comply with due dates,
contact:
 Martin
Raygoza 916-323-8754 or
 Sandi Rowland 916-322-9896
For additional copies of Report Forms:
 www.sco.ca.gov/ard/state
Revisions to Y/E reports should be
submitted by September 29, 2006. After
this date, please contact:
 Jocelyn
Roubique, 916-322-4671
FTP Reports
(File Transfer Protocol)
When FTP Reports are sent to
Teale Data Center you must notify
these individuals via e-mail:
Rod
Renteria
rrenteria@sco.ca.gov
Esther
Setser
esetser@sco.ca.gov
Sandi
Rowland
srowland@sco.ca.gov
Martin
Raygoza
mraygoza@sco.ca.gov
Filing Reports
Mail Reports to:
Hand Deliver Reports to:
State Controller’s Office
Division of Accounting and
Reporting
State Government Reports
PO Box 942850
Sacramento, CA 94250-5875
State Controller’s Office
Division of Accounting and
Reporting
State Government Reporting
3301 C Street, Suite 700
Sacramento, CA 95816-3301
Required Reports
Reports Included in SAM 99
Governmental Cost Funds & Bond Funds










Report 1 - Report of Accruals
Report 2 - Accrual Worksheet
Report 3 - Adjustments to Controller’s Accounts
Report 4 - Final Statement of Revenue & Final
Reconciliation of Revenue
Report 5 - Final Reconciliation of Controller’s Accounts
with Final Budget Report
Report 7 - Pre-Closing Trial Balance
Report 8 - Post-Closing Trial Balance
Report 9 - Statement of Operations
Report 15 - Reconciliation of Agency Accounts with
Transactions per State Controller
Report 20 - Statement of Financial Condition
Required Reports
Governmental Cost Funds & Bond Funds
Required Hard Copy
 Report 14 - Report of Bank and/or Savings Accounts
Outside of the treasury System



Report 18 - Statement of Changes in General Fixed
Assets
Report 19 - Statement of General Fixed Assets


One per Campus
One per Campus
Report 22 - Statement of Contingent Liabilities
Required Reports
Non-Governmental Cost Funds
 Report 3 - Adjustments to Controller’s Accounts
 Report 7 - Pre-Closing Trial Balance
 Report 8 - Post-Closing Trial Balance
 Report 9 - Statement of Operations
 Report 20 - Statement of Financial Condition
 Report 22 - Statement of Contingent Liabilities
SUBJECT: YEAR-END FINANCIAL REPORTING REQUIREMENTS
REFERENCES: SAM SECTIONS 7900
TO:
NUMBER: 06-08
DATE ISSUED: May 3, 2006
SUPERSEDES: BL 05-05
Agency Secretaries
Department Directors
Departmental Budget Officers
Departmental Accounting Officers
Department of Finance Budget Staff
“...Preparation
of Past
Year Budget Documents
FROM:
DEPARTMENT
OF FINANCE
Budget Letter
BUDGET LETTER
Past
yearLetter
expenditure
amounts
onfinancial
budget documents
must reconcile
with
This
Budget
reminds and
Staterevenue
departments
of theposted
year-end
reporting deadlines
for
theamounts
fiscal yearreflected
2005-06. in year-end financial reports submitted to the SCO. For the General Fund, Finance
compares amounts on budget documents to SCO data from year-end reports and asks departments to
explain major differences.
ForFINANCIAL
all other funds,
Finance
designates an administering organization. This
YEAR-END
REPORTING
DEADLINES
administering organization prepares the Governor’s Budget Fund Condition Statement and must
reconcile must
differences
the SCO
Annual
Report
and the
Governor’s
Budget. Departments must
Departments
submit between
the appropriate
2005-06
year-end
reports
to the
State Controller’s
Office
(SCO)aand
the State
Treasurer’s
Office according
to Finance
the following
schedule:
provide
written
explanation
of differences
to their
budget
analyst and to the SCO, Division of
Accounting and Reporting...”
July 31, 2006
•General Fund
•Feeder funds (0081, 0084, 0085, 0086, 0088 through 0091, 0094, 0095, and 0097)
•Economic uncertainty funds (0374, 0375, and 0377)
August 21, 2005
•All other funds
Government Code Section 12461.2 authorizes the State Controller to withhold any or all
operating funds from a department if that department fails to submit complete and accurate
Certification Letter
- Pg. 15
Must include:
 Date
 Campus
Name & Number
 List of Funds and Fund Numbers Submitted
 List of Reports Submitted Within Each Fund
 If nothing reported, note it on the cert letter.
 Contact
Person, Phone Number, and e-Mail
Address for Each Set of Reports/Funds
 Campus mailing address and name of campus
Director
 Signed Certification Statement (Page 17)
 Maximum
two pages in length
Submit multiple certification letters to ensure
two page limit
Award
for Excellence
in Financial
Reporting
STATE CONTROLLER’S OFFICE (SCO)
AWARD FOR ACHIEVING EXCELLENCE CHECKLIST
FUND NO.
AGENCY NO.
GOVERNMENTAL AND NONGOVERNMENTAL COST FUNDS:
Yes
No
1. Date reports received: ______/______/2006
July 31, 2006 - General Fund, SFEU and Feeder Funds
August 21, 2006 - All Other Funds
2. An accurate certification letter was received.
3. Required reports were received or noted on certification letter.
4. Revised reports were not submitted after due dates. True?
5. Authorized report format was used.
6. Debits equal credits.
7. Is total error rate less than or equal to 2%?
Cursory Errors:
Error Suspense Errors:
Total Errors:
__________
__________
__________
Total Errors:
Divided By Total Entries:
Equals Error %:
Susidiary accounts missing*
"$$$'s" **
Amount entered on wrong line*
"0"s present in Amount
Column**
* counts as 1 error per infraction
__________
__________
__________
Possible Errors
"0"s present in Encumbrance No agency/fund number on first
Column**
page*
Wrong account numbers*
"SCO Only" box*
** counts as 1 error for all infractions
STATE CONTROLLER’S OFFICE (SCO)
AWARD FOR ACHIEVING EXCELLENCE CHECKLIST
Continued
Notes/Other Errors:______________________________________________________________________________
______________________________________________________________________________
OTHER CRITERIA: (Complete only if items 1 through 7 above are marked Yes)
Yes
8.
(Governmental Cost/Bond Funds) Prior year accruals are within 10%
of expenditures and revenues realized in the current year? Prepare
accrual worksheet after year-end report is completed.
9.
The ending fund balance in the Annual Report is within $100,000
of the ending fund balance in the Governor’s Budget Fund
Condition Statement?
GAAP CRITERIA:
10. Date GAAP information received: ___/___/2006
September 1st – GAAP adjustments, Proprietary fund statements, Note
information, Statement of Changes in Assets and Liabilities, any additional
information.
11. Date Audits received: ___/___/2006
October 1st – If a draft was provided on October 1st then final will be due
on October 15th.
QUALIFIES FOR THE AWARD UNDER THE BUDGETARY/LEGAL BASIS CRITERIA?
No
N/A
CSU Award for Excellence
Statistics
Prior Year Comparison
160
140
135
134
128
120
100
80
61
60
57
55
40
20
0
02/03
Funds Receiving Award
03/04
04/05
Funds Submitted
CSU Award for Excellence
Statistics
02/03
03/04
04/05
Campuses
Receiving Awards
23 out of 24
22 out of 24
24 out of 24
Percentage of
Funds Receiving
Award
41%
48%
42%
Awards by Fund:
0001 - General Fund
0498 - Higher Ed. Fees & Income
0574 - 1998 Higher Ed. Capital Outlay Bond
0658 - 1996 Higher Ed. Capital Outlay Bond
0705 - 1992 Higher Ed. Capital Outlay Bond
0785 - 1988 Higher Ed. Capital Outlay Bond
0791 - June 1990 Higher Ed. Capital Outlay Bond
0890 - Federal Trust Fund
0942 - Special Deposit Fund
6028 - Higher Ed. Capital Outlay Bond
6041 - Higher Ed. Capital Outlay Bond 2004
Other Funds
02/03
3 of 24
10 of 24
11 of 24
1 of 3
2 of 2
0 of 1
1 of 1
2 of 4
7 of 16
14 of 24
13%
42%
46%
33%
100%
0%
100%
50%
44%
58%
4 of 11
36%
Fiscal Year
03/04
8 of 24 33%
9 of 24 38%
12 of 24 50%
0 of 1
0%
04/05
3 of 24 13%
2 of 24 8%
10 of 17 59%
1 of 1 100%
1 of 1 100%
4 of 4 100%
5 of 15 33%
19 of 24 79%
3 of 11 27%
2 of 3
8 of 9
22 of 24
0 of 23
9 of 11
67%
89%
92%
0%
82%
Common CSU Reporting Problems
Fund 0001
 Accruals
for appropriation accounts exceeded
the balance available in the account (1 report)
 Reports received after due date (1 report)
 Prior Year accruals did not match current year
expenditures and/or revenues (21 reports)
 Revenue entries coded as general ledger entries
(5 reports)
 Miscellaneous problems
 Wrong type of account picked up by SAM99, accrual
picked up for FY 05/06, and encumbrance done to wrong
account and encumbrance entry not initiated.

Timely & accurate reports - Certificate of
Excellence to be issued for 3 reports.
Common CSU Reporting Problems
Fund 0498
 Prior
Year accruals did not match current year
expenditures and/or revenues (16 reports)
 Accruals for appropriation accounts exceeded
the balance available in the account (1 report)
 Revenue entries coded as general ledger entries
(14 reports)
 Miscellaneous problems
 Wrong fiscal year used on revenue entries (2 reports)

Timely & accurate reports - Certificate of
Excellence to be issued for 2 reports.
Common CSU Reporting Problems
Fund 0574


Prior Year accruals did not match current year expenditures
and/or revenues (6 reports)
Timely & accurate reports - Certificate of
Excellence to be issued for 10 reports.
Fund 0576

Revisions received after deadline (1 report)
Common CSU Reporting Problems
Fund 0942

When there is no information to report, don’t put the
General Ledger account number with a zero (1 report)
Timely & accurate reports - Certificate of
Excellence to be issued for 8 reports.
Fund 0947


Wrong account number used (1 report)
Fund 6028



Wrong account number was used to accrue PMIA interest
(1 report)
Two detail accounts were missing the “task” number
(1 report)
Timely & accurate reports - Certificate of
Excellence to be issued for 22 reports.
Common CSU Reporting Problems
Fund 6041




Debits did not equal Credits, due to revenue accounts
being coded as general ledger accounts (23 reports)
Wrong account number was used to accrue PMIA interest
(1 report)
Wrong account number was used for a claim schedule that
wasn’t filed - used 1110, instead of 3010 (1 report)
Fund was not included in Certification Letter (1 report)
Common CSU Reporting Problems -
Report 14
This report will be required of all State agencies. If no account exists, submit report noted "No
accounts outside State Treasury." Any account in which State money is deposited, as defined by
Government Code 16305.2, and which is not in the centralized State Treasury system will be included
in this report.
STATE OF CALIFORNIA
REPORT OF BANK/SAVINGS AND
LOAN ASSOCIATION ACCOUNT
OUTSIDE THE TREASURY SYSTEM
(1) Account title and number appearing on
bank/savings and loan statement.
(2) State type of account (savings, checking,
certificate of deposit, etc.).
STD. 445 (REV. 6-98)
Please return to:
State Treasurer's Office
Securities Clearance Section
P.O. Box 942809
Sacramento, CA 94209-0001
(5) Date of Department of Finance approval (Govt.
Code 16305.3) or citation if authorized by statute.
(6) Book balance of account as of June 30.
(3) Brief description and purpose of account.
(4) Name and address of depository and branch.
DEPARTM ENT NAM E AND ADDRESS
FOR FISCAL YEAR ENDED
California Maritime Academy - 6752
(1)
ACCOUNT TITLE AND NUMBER
Federal Perkins Loan Account
California Maritime Academy
9429900096
PO Box 1392, Vallejo, CA 94590-0644
(2)
ACCOUNT TYPE
Checking
(3)
PURPOSE
June 30, 2006
(4)
BANK/SAVINGS & LOAN
(5)
(6)
AUTHORITY
BALANCE
Transfer funds for
investment
First Bank of Calif. - Vallejo
116 Springstowne Center
Vallejo, CA 94591
Title 34, Code of
Federal Regulations
Union Bank
Government Services
DOF Approval
PO Box 7104
03/08/96
San Francisco, CA 94120-7104
$71,957.73
California Maritime Academy
7020012948
Zero Balance
Account
Credit Card Deposits
California Maritime Academy
Total Return
Investment
Met West
Title 5 Education Code
11440 San Vicente Bl., 3rd Fl.
Section 89721
Los Angeles, CA 90049
$565,986.95
California Maritime Academy
Sub Account 200220
Short Term
Account
Investment
Met West
Title 5 Education Code
11440 San Vicente Bl., 3rd Fl.
Section 89721
Los Angeles, CA 90049
$116,199.24
California Maritime Academy
1436-9-80713
Zero Balance
Account
Sub Account 200220
$0.00
Bank of America
DOF Approval
$0.00
Government Services #1436
04/06/99
555 Capitol Mall, Ste. 265
Sacramento, CA 94814
I certify (or declare) under penalty of perjury that the foregoing is true and correct and that I have not violated any of the provisions of Article 4, Chapter 1,
SIGNA TURE
FFELP Program
TYP E OR P RINT NA M E A ND TITLE
TELEP HONE NUM B ER
Mark Nickerson, Vice President Business Affairs
(707) 654-1038
DA TE SIGNED
07/23/2006
Common CSU Reporting Problems Report 14
 Report 14 (STD 445)






http://www.osp.dgs.ca.gov/StandardForms/
Instructions are included on the form
Include campus number and name
Please submit report 14 (this should be a summary of
report 14A, 14B and 14C)
Be sure to include Met West Investment accounts
“Authority” Column



Cite the specific State Code or DOF approval date
All citations will be verified/audited
Education Code Section 89721
 Most trusts, loan/scholarship program funds, facility use fees,
services, etc.

“Purpose” Column

Provide detailed information to support authority for
account
Proposed SAM 99 Edits

General Ledger Accounts 1410 & 3114 do not have a subsidiary
the same as the fund they are posted to
Example:




Fund 0001
14100001 1420
Fund 0498
31140498 3115
-
Invalid
Valid
Invalid
Valid
Encumbrances reported for assets and liabilities do not exceed the
related accruals
Encumbrances reported for each appropriation account do not
exceed the accrual
Reverted appropriation accounts have accruals posted only when
revived by SCO in current year
Flags should be entered on these accounts
SCO Contact List
Analysts

Section Manager

Jocelyn Roubique
 jroubique@sco.ca.gov
 916 322-4671

Other SCO-CSU Staff

Carlos Diaz, Supervisor
 cdiaz@sco.ca.gov
 916 324-4582

Sandi Rowland
 srowland@sco.ca.gov
 916 322-9896

Martin Raygoza
 mragoza@sco.ca.gov
 916 323-8754
For CSU
State
Government
Reporting
Section
Jocelyn Roubique, Manager
State Controller’s Office
Division of Accounting and Reporting
State Government Reporting Section