School Business Newsletter

Critical MFR Year-End Information

LEAs sending in correcting BUD batches during the correction period offered after June 28, 2019, MUST receive all communication forms prior to rebuilding their MFR file on July 3, 2019. The MFR file must include all BUD/Adjustment activity processed during the correction period. The rebuilt MFR file is due at DPI by 8 a.m. on July 3, 2019.

All Finance Officers and BUD contacts will receive an email regarding this critical MFR year-end information next week via GovDelivery. Please confirm receipt by sending an email to Systems_Accounting@dpi.nc.gov with a subject line that includes your LEA### - 2019 MFR Notification Received. 
 

DUE TODAY - Days Missed for Inclement Weather Survey(LEAs Only)

All LEAs are REQUIRED by Legislation to complete the Days Missed Survey for school year 2018-19. LEAs ONLY (No charter schools), please complete the online survey and submit by June 21, 2019. It can also be found on the Financial Business Services website under “What’s New.” If you have questions about the survey, please email LaShon Creech or call at 919-807-3727.

2019-20 Indirect Cost Rates Online and in BAAS

Indirect cost rates for FY 2019-20 are now posted on the Fiscal Compliance and Reporting page under the “Indirect Cost Rates” heading and were uploaded into BAAS earlier this week. The restricted rate is for use in the fiscal year beginning July 1, 2019, and may be applied against grants operating with supplement, not supplant restrictions in the regulations. Please contact Leigh Ann Kerr with any questions regarding the 2019-20 indirect cost reports. 

Coordinated Early Intervening Services (CEIS) Permissive Use

Please see this information regarding LEAs reserving 15 percent of federal funds to provide comprehensive coordinated early intervening services (CEIS). If you have any questions, please email Amanda Byrd or call at 919-807-3948. 

FY 2019 Year End Planning (LEAs Only)

  1. Friday, June 28, 2019, UERS data files via eMFTS (electronic managed file transfer service) due by 11:59 p.m.
  2. Saturday, June 29, 2019, DPI receives payroll file. LEA and vendor contacts on call.
  3. Saturday, June 29, 2019, DPI releases LEA and vendor contacts at start of salary load.
  4. Saturday, June 29, 2019, After salary load is complete, DPI releases BUD batches on hold for processing.
  5. Saturday, June 29, 2019, DPI processes BUD batches on hold. DPI sends new data file with date of July 1, 2019, and communications for denied batches to all LEAs. LEA must receive data file and denied batch communication forms by:
    • a. For Serenic LEAs, run fast path SURF to receive files – must be signed in as BUDPUSER to run SURF.
    • b. For LINQ LEAs, the data file is placed on the web for pick up. Manually run the process to receive files.
    • Approved communication forms for weekend processing will be sent Monday afternoon, July 1, 2019. LEAs will have from late afternoon on June 29, 2019, until 11:59 p.m. on July 1, 2019, to send corrections and new batches. DPI Salary analysts will be available Monday, July 1, 2019, beginning at 7 a.m. for LEA questions.
  6. Tuesday, July 2, 2019, DPI will process batches beginning at 7 a.m. and send denied communications forms and new data files to LEAs with denied batches. LEAs must receive data files and denied batch communication forms by following instructions in steps 5a and b above. The new data files will allow LEAs with denied batches to submit corrections only until 1 p.m. on July 2, 2019. No new batch activity will be accepted during this second correction period. Any new BUD batches sent will be denied.
  7. Tuesday, July 2, 2019, DPI will receive and process correction batches beginning at 1 p.m. DPI will verify that all batches are processed for the FY 2019 before running final SUTI. This will be the final BUD processing for FY 2019. Communication forms for all batches will be sent late Tuesday afternoon, July 2, 2019.
  8. Another data file due on Tuesday, July 2, 2019, by 11:59 p.m.
  9. Wednesday, July 3, 2019, DPI processes data files.

These steps are for pay period 12 only. Pay period 13 (accruals) will be documented separately. If you have questions, please contact Roxane Bernard

Refund State or Federal Program Report Code (PRC) Overages (LEAs Only)

Review your monthly financial reports, State - Allotment Balance Report (JHA351EG) and Federal - Budget Balance Report (JHA305EG) for overages. Refund any state and federal overages. If you are expecting additional allotments, please contact the program administer and the Allotment section before the end of the fiscal year 18-19. You should not be recording expenses if you do not have an allotment for those expenses. If you have questions, please contact Roxane Bernard.
 
Reminders Run 9th month PMR Deadline for Requesting Federal and State Cash for FY 2018-19