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Comprehensive Guide to CFIS Reports and Year-End Reminders for SFY 2009

This document outlines essential CFIS reports, configuration files, and financial mapping practices for SFY 2009. It covers the Statement of Financial Mapping, Cost Pool Mapping, and Net Expenditures by Source, emphasizing best practices for accuracy in financial reporting. Key elements include the CFIS Ledger Over/Under Reconciliation, budget and expenditure details, and crucial year-end reminders. Readers will find valuable insights for ensuring timely and accurate financial submissions, managing adjustments, and understanding the impact of RMS statistics.

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Comprehensive Guide to CFIS Reports and Year-End Reminders for SFY 2009

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  1. CFIS Reports Training OJFSDA Conference, June 2009 Office of Fiscal & Monitoring Services Bureau of County Finance & Technical Assistance

  2. Agenda • CFIS reports • Configuration Files • SFY 2009 Year-end Reminders

  3. CFIS Reports • 1.A - Statement of Financial Mapping • 1.C – Statement of Cost Pool Mapping • 1.D – Statement of Net Expenditures by Source

  4. CFIS Reports • 1.F – Statement of Expenditure Reconciliation • CFIS Ledger Over/Under Reconciliation • CFIS Budget and Actual Allocated Expenditures Report

  5. 1.A -Statement of Financial Mapping • Quarterly • Unallocated Expenditures • Details from 2750, 2820, 2827 • Sorted by project then account code

  6. 1.A -Statement of Financial Mapping Best Practices • The 1.A report’s monthly total amount agrees with the Monthly Financial Reports. • This report is a good place to look for raw data entry details like transfers, NRB receipts/expenditures

  7. 1.C-Statement of Cost Pool Mapping • Quarterly • Details cost pools • Provides FTE % • Shows RMS statistics, program & activity codes • IM and SS Allocated Shared cost % is same as IM Combined and SS Apportioned %

  8. 1.C-Statement of Cost Pool Mapping • No 1.C report for PCSA agencies combined with CDJFS • No 1.C report for WIA agencies combined with CDFJS • RMS no longer allocated at the state level

  9. 1.C-Statement of Cost Pool Mapping Best Practices • Check for FTE percentages and RMS statistics – if none exist, make sure correct quarter was uploaded • Changes made to RMS statistics – re-allocate and re-upload • Each month, re-allocate and re-upload the first month of every quarter after entering new RMS

  10. 1.DStatement of Net Expenditures by Source • Quarterly • Combines 1.A and 1.C reports • By fund, then Project and Account Code • Shows both Direct & RMS expenditures • RMS distinguished by “IM” or “SS”

  11. 1.DStatement of Net Expenditures by Source Best Practices • Used to find Post Allocated Adjustment detail • This is a good place to find CSEA transfer, WIA RMS, Mandated Share Deposits, and Child Welfare Services • Details Non-reimbursable expenditures categories

  12. 1.F - State Expenditure Reconciliation • Quarterly • Re-caps the 1.D report by Federal, State, and Local Components

  13. 1.F - State Expenditure Reconciliation Best Practices The QuIC+ Expenditure Reconciliation Detail report is a recommended option for deltas.

  14. CFIS Ledger Over/Under Reconciliation • Cumulative SFY report • Uses “Voucher Accounting Date” – Date draw is requested • By Quarter: Jan - Mar (Q3)

  15. CFIS Ledger Over/Under Reconciliation • 3 Sections: • State provided information: Budget Reference, Grant Project, Fund, Budget Amount • County Activity: Draw Amount, Expenditures, Revenue, Linked Adjustments • Calculations: Potential Reimbursement, Ceiling Excess, Cash Adjustment, Over/Under

  16. CFIS Ledger Over/Under Reconciliation • The over/under calculation: Potential Reimbursement amount - ceiling excess - draws = over/under amount

  17. CFIS Ledger Over/Under Reconciliation Expenditure Linked Adjustments • Post-allocated Adjustments • County adjustments or configuration file • Mandated Share reduction • Only Expenditure Reimbursable Amounts shown • May not always be zero due to NRB & Mandated Share

  18. CFIS Ledger Over/Under Reconciliation Non-Reimbursable Expenditures include the following: • NRB expenditures • NRB receipts • Children Services Transfer • WIA Transfer • CSEA Shared Transfer • State Advances Beginning with the Quarter 3 (Jan – March) these categories will be separated.

  19. CFIS Ledger Over/Under Reconciliation Best Practice When a funding source is in ceiling excess, check the possibility of these expenditures being allowable under another funding source through the manual linkage process.

  20. CFIS Budget & Actual Allocated Expenditures • Cumulative SFY report • Provides a budget balance

  21. Configuration Files Configuration files include adjustments from the following: • Certification of Funds • Certification of Local Match • Form 2713 Retroactive coding adjustments

  22. SFY 2009 Year-End Reminders • Re-process allocations and re-upload all three months of the quarter for every subset before quarter close • Check View Monthly Summary Screen for deltas • Submission of the Certification of Funds by the deadline is critical to ensuring expenditures are reported in the applicable quarter. • Any cost pool, RMS, or FTE change will affect the Certification of Funds

  23. CFIS Reports Training QUESTIONS & ANSWERS

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