DATE:
TO:
FROM:
2013/2014 Fiscal Year
School Bookkeepers
School Secretary/Bookkeepers
Becky Eggers, CFE
Director, Auditing & Property Records
SUBJECT: Year-end Activities and Schedules
11-Month Schools
The end of the school/fiscal year is fast approaching. This memo contains step by step instructions for your year end processes.
To ensure consistency and accuracy in district reporting of the internal funds financial information, it is very important that the steps outlined throughout this memo are followed in the order they are listed . During the closing process, we recommend that you check the boxes when each item is completed.
Monday, June 16, 2014.
Banking information for June 2014 is due to auditing on or before Tuesday, August 12, 2014
 Bank Reconciliation with adding machine tape
 Bank Reconciliation – Outstanding Checks report from Manatee as of 6/30/14
 Bank Statements (checking and savings if applicable)
Banking information for July 2014 is due to auditing on or before Tuesday, August 12, 2014
 Principal’s Monthly Report
 Trial Balance
 Bank Reconciliation with adding machine tape
 Bank Reconciliation – Outstanding Checks report from Manatee as of 7/31/14
 Bank Statements (checking and savings if applicable)

Year-End Activities & Schedules 11 Month Schools
1.
TO INSTRUCTIONAL MATERIAL (RE: TEXTBOOKS):
Before Thursday, June 12, 2014 send the year-end Instructional Materials Financial Report also known as the Lost and Damage Text Book Report and the check from the Lost/Damage
Textbooks account to Instructional Materials, Walter Pownall Service Center. Contact Nancy
Candela, 547-7131, if you have any questions about this section.
2.
ITEMS TO ACCOUNTING
Due Dates to ACCOUNTING: Friday, June 6, 2014
By June 6, 2014, send to the accounting department the final district Petty Cash Fund Expenditure
Report (PCS Form 3-1010). Deposit remainder of the district petty cash into the schools internal fund checking account (receipt to account #8.0852.00) and forward an internal fund check payable to PCSB to accounting with your final expenditure report. Please address the envelope to “ Accounting
Department, Cashier ”. PLEASE DO NOT SEND OR HAND DELIVER CASH TO THE
ADMINISTRATION BUILDING.
By June 6, 2014, please complete and submit to the accounting department a Petty Cash
Establishment Fund (PCS Form 3-2610) if you plan to have district petty cash for the 2014/2015 school year. The form is available at the Central Printing webpage.
By June 6, 2014 , submit all checks due to the accounting department including, but not limited to, facility lease revenue, athletic gate receipts and/or tuition.
If you have any questions regarding the accounting section of this MEMO, please contact Jeff Tarrant, in accounting, at 588-6164.
3.
MAY AND JUNE SALES TAX WORKSHEET
By Monday, June 16, 2014, send the May and June 2014 Sales Tax Checks and Worksheets
(event if below $25.00) to Emilia Tito in Auditing & Property Records. Contact Emilia at 588-6522
if you have questions.
1.
CLOSE PETTY CASH
Close the internal petty cash account/s.
 Refer to The Manual for Internal Fund Accounting , Chapter 8, for additional instruction.
 The internal petty cash account/s must have a zero balance at year-end.
2.
CLOSE CHANGE FUND
Close the internal change fund account(s)

Refer to The Manual for Internal Fund Accounting , Chapter 9, for additional instruction.

The internal change fund account(s) must have a zero balance at year-end.
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Year-End Activities & Schedules 11 Month Schools
3.
COMPLETE SCHOOL STORE INFORMATION
The School Store Inventory Year End form, (PCS Form 3-365) page 1 and page 2, needs to be completed by the sponsor using cost prices, not selling prices.
4.
MAKE COPY OF NSF LOG (include prior year log/s if there has been current year collection activity).
5.
MAKE COPY OF ACTUAL UNCOLLECTED NSF CHECK/S
6.
COMPLETE ACCOUNTS PAYABLE REPORT
Criteria: Accounts payable include amounts owed for goods and/or services that have been received by the school, and payment is still owed to the vendor.
If Accounts payable exist, the Accounts Payable Report (PCS Form 3-2890) needs to be completed.
Include all accounts payable owed by the school.
 Download this form from the auditing & property records internet site (Resource Links).
 Prepare a listing of accounts payable per criteria listed above.If an invoice has not been received from the vendor, a “best estimate” can be used for the amount by looking at the corresponding purchase order. Identify this as an estimate.

Complete the “TOTALS” line on the form.

Sign by secretary/bookkeeper or bookkeeper and principal/director/site administrator.
Do not include
 Amounts billed or to be billed by the district for school-to-pay purchase orders, P-card transactions, warehouse orders or transportation.
 Open purchase orders for which the goods and/or services have not been received.
If accounts payable do not exist, go to the checklist number six (6) on page six (6) and check off “No
Accounts Payable.”
7.
COMPLETE ACCOUNTS RECEIVABLE REPORT
Criteria: Accounts receivable are funds owed to your school by any person or group. This may include rental fees, lease payments, tuition payments, NSF checks still outstanding, student obligations (from fundraising sales and textbook obligations), picture and vending commission. If exact amount is not known (ex: picture or vending commission) an estimate of the amount due will be acceptable. Identify this as an estimate.
If accounts receivable do exist, the Accounts Receivable Report (PCS Form 3-2889) needs to be completed. Include all accounts receivable owed to the school.
 Download this form from the auditing & property records internet site (Resource Links). Please note that this form has been updated. Be sure to use the current form.
 Prepare a listing of accounts receivable per criteria listed above.
 Complete the “TOTALS” line on the form.
Do not include

Reimbursements due from the district to the school.
If accounts receivable do not exist, go to the checklist number seven (7) on page six (6) and check off “No Accounts Receivable.”
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Year-End Activities & Schedules 11 Month Schools
8.
REVIEW VALIDITY OF FINANCIAL INFORMATION:
Verify all encumbrances are valid

Print Encumbrance Report and review for validity of outstanding items.

Print Open Purchase Order Report and review to make sure purchase orders are valid.

Print the Trial Balance Report period 12 and compare the listed encumbrances to the encumbrance report and account balances for accuracy.
Verify that all transfers and adjustments related to this school year have been recorded.
Verify all checks which have cleared the bank have been cleared in Manatee
 Print the BANK RECONCILIATION – OUTSTANDING CHECKS report from the Manatee Accounting
Software (MAS) system as of 5/31/14. Verify the checks listed have not cleared the bank and verify that all checks cleared by the bank are cleared in the MAS system.
Verify all activity for fiscal school year 2013/14 has been completed, verified and entered into the
Manatee Accounting System.
9.
PRINT REPORTS TO BE SENT TO AUDITING:
Trial Balance- Period 12 (Print all accounts including zero balance)
Adjustments Journal - for the entire year . (07/01/13 – 06/30/14)
Transfers Journal - for the entire year . (07/01/13 – 06/30/14)
Encumbrance Report - for all accounts, the first through the last account listed on Trial Balance
Open P.O. Report (NOTE: Research any open purchase orders to determine if they are real)
Manatee BANK RECONCILIATION – OUTSTANDING CHECKS report at 6/30/14 for each checking account
Back-up Log (07-01-13 through 06-30-14)
10.
MANATEE BACK UP
Back up the Manatee System to your flash drive.
Label the flash drive as follows: Name of School / Internal Fund / FY 2013/2014
SAVE A COPY of the back-up information to the “Year End Back-up 2013-2014” folder which is in YOUR SCHOOL’S FOLDER on the District’s Server. Notify Maureen Wilson via e-mail
( wilsonmau@pinellas.k12.fl.us) when this has been completed.
Put the year-end back-up flash drive away for safekeeping preferably in a fireproof location. DO
NOT RECORD 2014/2015 information on LAST YEAR’S FLASH DRIVE .
IMPORTANT: DO NOT PROCEED TO STEP #11 UNTIL THE TWO (2)-MANATEE
SYSTEM BACK-UPS HAVE BEEN COMPLETED.
11.
CLOSE THE MONTH OF JUNE 2014 IN THE MANATEE SYSTEM.
 Close the month of June 2014 ONLY
After the month of June is closed, the top of the Manatee screen will show
Current Period: 06/30/14 to 06/30/14. This is correct .
Print the June 2014 (period 12) Principal’s Monthly Financial Report (in detail). Include with reports noted in step 9.
Print the general ledger for period 12 for all cash accounts to use when you reconcile the June 2014 bank account(s) upon your return. Include with reports noted in step 9.
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Year-End Activities & Schedules 11 Month Schools
12.
PRINT THE FOLLOWING MANATEE REPORTS AND KEEP THEM ON FILE FOR AUDIT. If you have printed these reports on a monthly basis throughout the fiscal year, then merely bring the report up-to-date through the end of the school/fiscal year.
Receipts Journal (07-01-13 through 06-30-14) Sort by cash receipt number.
Cancelled Receipts
Disbursements Journal
(07-01-13 through 06-30-14)
(07-01-13 through 06-30-14)
Voided Checks
Skipped Checks
Open Purchase Order Report
Transfer Journal
Adjustment Journal
General Ledger Report
(07-01-13 through 06-30-14)
(07-01-13 through 06-30-14)
(07-01-13 through 06-30-14) Sort by Batch number.
(07-01-13 through 06-30-14) Sort by Batch number. from account $1111.00 to highest numbered (8-xxxx) * activity account. Periods 1 – 12. See Below.
Encumbrances Report from lowest numbered (1-xxxx) to highest numbered (8-xxxx)
School’s Chart of Accounts (Include all accounts in account number order)
Back-up Log (07-01-13 through 06-30-14)
Print the Manatee BANK RECONCILIATION – OUTSTANDING CHECKS list as of 6/30/14.
Note: Print this report for each checking account, $1111.00, $1111.01, $1111.02, if applicable .
* If the general ledger was printed monthly, make sure all months for each account are filed together in a file labeled by fund type.
13.
INSTRUCTIONS TO CLOSE 2013/2014 YEAR
Close the 2013/2014 school/fiscal year on the Manatee System as follows:
1.
From the File Menu , select Utilities , and select Year-End Closing .
2.
Proceed through the closing process reading directions/prompts on the computer screen.
3.
NOTE : If you will see the prompt “Do you want to create an archive set of school files? Y/N” .
Answer NO to this question.
4.
When the closing procedure is complete, the top of the Manatee screen will show Current Period:
07/01/14 to 07/31/14. This is correct .
14.
KEEP THE FOLLOWING PUBLICATIONS ON FILE FOR AUDIT:
School Calendar – Each month of the school year.
School Newsletter – All issues for the 2013/2014 school year
15.
Copy School’s Untagged Property Inventory (Excel spreadsheet) to the Property Records folder which is in YOUR SCHOOL’S FOLDER on the District’s Server.
16.
COMPLETE YEAR END CHECK OFF LIST
Complete the YEAR END CHECK OFF LIST on page six (6) of this MEMO.
Attach the check off list to the top of the required year-end information.
The 2013/2014 Year End Back up must be copied to the District’s Server on or before Monday, June
16, 2014 .
The 2013/2014 year-end information packet of items/reports MUST be in to auditing on or before
Monday, June 16, 2014 .
***Helpful reminder: make a notation of your sign-on and password and put this in the safe.
If you have any questions regarding the internal funds section of this MEMO, please contact Maureen Wilson via email, wilsonmau@pinellas.k12.fl.us
, or call Auditing& Property Records at 588-6228.
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Year-End Activities & Schedules 11 Month Schools
T HE FOLLOWING STEPS HAVE BEEN COMPLETED AND SENT TO THE APPROPRIATE DEPARTMENT :
1.
Items Due to Instructional Materials (Textbooks)
2.
Items Due to Accounting - Submitted all money due to the Accounting Department.
3.
May and June 2014 Sales Tax Check and Worksheet to Auditing or
No Sales tax in June 2014 .
T HE FOLLOWING STEPS HAVE BEEN COMPLETED AND THE REQUIRED DOCUMENTATION IS ATTACHED :
1. Close Petty Cash Fund(s) . Account(s) has (have) a zero balance.
2. Close Change Fund (s). Account(s) has (have) a zero balance.
3. School Store Information – School Store Inventory Year (PCS Form 3-365) attached
No School Store
4. Copy of NSF Log
5. Copy of actual outstanding NSF checks
6. Accounts Payable
No Accounts Payable
Yes Accounts Payable Accounts Payable Report (PCS Form 3-2890) attached
7.
Accounts Receivable
No Accounts Receivable
Yes Accounts Receivable Accounts Receivable Report (PCS Form 3-2889) attached
8. Review of Financial Information
9. Reports Due to Auditing – attached to check off list
Trial Balance- (Print all accounts including zero balance)
Principal’s Monthly Financial Report (Detail Report)
General Ledger for period 12 for all cash accounts
Adjustments Journal - for the entire year . (07/01/13 – 06/30/14)
Transfers Journal - for the entire year . (07/01/13 – 06/30/14)
Encumbrance Report - for the activity accounts (1-8), the first through the last account listed on
Trial Balance
Open P.O. Report (MAKE NOTE: if no open purchase orders)
Manatee BANK RECONCILIATION – OUTSTANDING CHECKS report at 6/30/14 for each checking account, if applicable
Back-up Log (07-01-13 through 06-30-14)
10. Manatee Back Up Flash Drive secured in Safe & copy of back up on the District’s Server
11.
Close the MONTH OF JUNE 2014 in the Manatee system
12.
Print Manatee reports and keep on file at the school (page 5, #12)
13.
CLOSE 2013/2014 YEAR
14.
File schools publications (page 5, #14)
15.
Copy School’s Uncapitalized Property Inventory (Excel spreadsheet) to the District’s Server
School Name: __________________________________________________________________________
Principal Signature: _________________________________________ Date: _______________________
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