Mid-Year PEIMS Business Extract For TSDS PEIMS
Presented by ESC, Region 14 November 2016
Midyear PEIMS Business Extract September 2016
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Before starting:
Make sure all auditor’s entries have been posted to the prior year file ID in Finance
Audited fund balance is reported in the Mid-Year submission Note: Federal funds should not have fund balances. Federal Fund balances should be recorded as due to or due from and not reported to PEIMS
From PEIMS > Maintenance > Organization, verify organization data. All new campuses and deleted campuses must be reported to ASKTed.
_____1. Create Crosswalks if necessary. If using FAR guidelines for accounting, there are no known crosswalks that will need to be completed this year. If needed, however, select Crosswalks, choose the desired crosswalk from the Crosswalk Table drop down, and Retrieve. Enter desired crosswalk data and Save.
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_____2. Extract last year’s actual financial data from Extracts > Mid-year > Actual.
In the Method box, select Delete All & Add. This will delete all existing records that are still in PEIMS from last year’s submission, before adding new records to the PEIMS tables. In the Year 1 box, enter File ID 6, Acct Period 9, Thru 8, Fiscal Year 6. Click the Run button.
Note: If you spend new year federal funds in File ID 6 (ie. 211/7) you will need to add that info in the Year 2 box as follows:
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Once the message is displayed indicating the extract is complete, click the Print button to view the results.
Print or save the report as we will use it to ensure that the process extracted the correct information. Click Save and look for the message indicating that records were successfully written to PEIMS.
Message will appear after saving.
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Finance – File ID C ____3. Retrieve Fund Balance information. From Finance > Inquiry > General Ledger Inquiry, pull up object code 3XXX in File ID C. Look for auditor’s opening entries. Do not include budgetary offset 3700. 7
Look in Current File ID. Account will have Fiscal Year of 7.
7
777777
7
199 00 3600 00 000 7 00 0 00 10-26-2016 09 OPENING ENTRIES
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____4. Enter Fund Balances. From PEIMS > Maintenance > Finance Actual enter each fund balance account, changing the fiscal year code to 6, and its amount. Save your entries.
En
Enter with Fiscal Year 6
_____5. Verify campuses for Fiscal Year 6 from Maintenance > Organization > Prior Year Campuses tab
_____6. Verify Shared Service Arrangements for Fiscal Year 6 from Maintenance > Organization > Prior Year SSA tab.
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The SSA tab will reflect SSAs as reported in the Fall PEIMS submission for Fiscal Year 7. Edit the record as necessary to reflect the Fiscal year 6 SSA’s. These entries should match what your fiscal agent is reporting in the SSA Actual Record for the Mid-year PEIMS submission.
_____7. If you are the Fiscal Agent for a Shared Service Arrangement (SSA), enter expenditures made on behalf of each member district from Maintenance > SSA Actual. Save all changes. Note: These amounts should represent the amount spent on behalf of each member district, not the amount they sent to you.
NOTE: Any funds returned to member districts should be coded to object code 6493.
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_____8. Print and proof reports. From Reports > Finance print all Actual reports. The actual reports must match the 15-16 Audit Report, as well as File ID 6 Finance.
Compare amounts to Board Report In File ID 6. We will compare to your audit in a later step.
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From Finance > Reports > Finance Reports > Summary/Misc. Reports > Board Reports, print Board Report from File ID 6.
Compare the PEIMS Actual report with the Board Report. Compare Revenue totals to the Revenue Realized to Date. Compare Expenditures by function. Midyear PEIMS Business Extract September 2016
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____9. Make corrections in PEIMS. Working from Maintenance > Finance Actual, click Retrieve. Make corrections as necessary so that all information matches your audit report. All amounts are rounded. Save.
NOTE: TRS on Behalf (object 6144) for function code 41 must have an organization code of 701-703, 720, 750, or 751. So if you have TRS on Behalf for function code 41 coded to organization code 999, you will need to correct the org code.
_____ 10. Create TEA Format File from Utilities > Create TSDS PEIMS Interchanges. The collection will be MidYr1 – First Submission, for Ending School Year 2017. Select All MidYear Interchanges and Run.
In the pop-up box choose to Save File and click OK. You may have to click OK twice for it to save. There are three interchanges that will be created for MidYear PEIMS. You will save each one by clicking Save File and then saving them in your TSDS MidYear folder. Do not rename the interchanges. When you click Save File and you have saved the
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interchange in your TSDS folder then the next TSDS interchange will appear for you to Save File. Repeat until all three interchanges are Saved.
The 3 TSDS MidYear InterChange by name.
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_____11. Login to TSDS PEIMS through TEAL. There is a link to TEAL logons on TEA’s home page.
Click on the link to Texas Student Data System Portal.
PROCEED TO TSDS TRAINING DOCUMENTS Midyear PEIMS Business Extract September 2016
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