Cash Management
Procedures
Information on how to sign onto the cash management system and request funds, with sample menus and screens, etc.
Cash Management Procedures For LEAs October 4, 2018
Cash Management Guidelines For Charter Schools November 12, 2013
Zero-Out Outline
State Public School Fund, School Technology, and Federal Zero-Outs
The Zero-Out
- Purpose is to equate LEA Certifications to LEA Expenditures each month.
- DPI's goal for the LEAs is to have a zero-out amount no greater than 1% of their monthly expenditures.
Key Information to Remember
A. MSA System
- Effective dates on MSA are IMPORTANT!
- 2 Day Rule - Cash Certifications are recorded on MSA two business days before the Funds Requirement Date.
B. What affects the Zero-Out?
- Refunds
- Certain Expenditure Adjustments
- BUD transactions
- Any transaction that affects the Total Expenditure or Certification Amount.
State Public School Fund (SPSF) and School Technology (ST)
- Formula (SPSF & ST)
- Beginning Cash + MTD Certifications - MTD Expenditures
- SPSF Certifications
- MSA "43000000" Transactions for the Month
- SPSF Expenditures
- All Company 1000 Expenditures NOT in PRC 015 (School Tech)
- School Tech Certifications
- MSA "43200000" Transactions
- School Tech Expenditures
- All Expenditures for the month in PRC 015
Federal Programs
- Formula (Federal)
- Beginning Cash + MTD Certifications - MTD Expenditures
- Calculated by Period Ending Balance for the Cash Advance Account (22430000) for each Federal PRC.
- Federal Certifications
- Federal Certifications create a CR entry in the 22430000 account.
- Federal Expenditures
- Federal Expenditures create a DR entry in the 22430000 account.
- Zero-Out Amount
- In most cases will be equal to 22430000 balance at the end of the month after expenditures have posted.
- If the Zero-Out amount is greater than the Authority to Draw (11210000) account balance for a PRC, then only the remaining ATD balance will be drawn down.
Contact Gwendolyn Tucker at 919.807.3708
Zero-Out Examples
State Public School Fund
July 2002 :: Cash Balance
| DESCRIPTION |
DEBIT
|
CREDIT
|
|---|---|---|
| 1. Yearly Beginning Cash Balance |
0.00
|
|
| 2. Monthly Payroll & Gen Exp Certs for July |
2,000,000.00
|
|
| 3. SPSF Expenditures for July |
1,500,000.00
|
|
| 4. Ending Cash Balance (Zero-Out) |
500,000.00
|
August 2002 :: Cash Balance
| DESCRIPTION |
DEBIT
|
CREDIT
|
|---|---|---|
| 1. Monthly Beginning Cash Balance |
500,000.00
|
|
| 2. Monthly Payroll & Gen Exp Certs for August |
1,500,000.00
|
|
| 3. July Zero-Out |
500,000.00
|
|
| 4. SPSF Expenditures for August |
2,000,000.00
|
|
| 5. Ending Cash Balance (Zero-Out) |
(500,000.00)
|
August 2002 :: Cash Balance (With Refund)
|
DESCRIPTION
|
DEBIT
|
CREDIT
|
|---|---|---|
| 1. Monthly Beginning Cash Balance |
500,000.00
|
|
| 2. Monthly Payroll & Gen Exp Certs for August |
1,500,000.00
|
|
| 3. July Zero-Out |
500,000.00
|
|
| 4. $10,000 Refund for PRC 072 |
(10,000.00)
|
|
| 5. SPSF Expenditures for August |
2,000,000.00
|
|
| 6. Ending Cash Balance (Zero-Out) |
(490,000.00)
|
Federal
July 2002 :: PRC 017 Cash Advance Balance 22430000
|
DESCRIPTION
|
DEBIT
|
CREDIT
|
|---|---|---|
| 1. Yearly Beginning Cash Balance for PRC 017 |
0.00
|
|
| 2. Total Cash Draws for July |
25,000.00
|
|
| 3. PRC 017 Expenditures for July |
23,000.00
|
|
| 4. Ending Cash Balance (Zero-Out) |
2,000.00
|
August 2002 :: PRC 017 Cash Advance Balance 22430000
|
DESCRIPTION
|
DEBIT
|
CREDIT
|
|---|---|---|
| 1. August Beginning Cash Balance for PRC 017 |
2,000.00
|
|
| 2. Total Cash Draws for August |
20,000.00
|
|
| 3. July PRC 017 Zero-Out |
2,000.00
|
|
| 4. PRC 017 Expenditures for August |
22,000.00
|
|
| 5. Ending Cash Balance (Zero-Out) |
(2,000.00)
|
Forms
ACH Bank Account Authorization Form October 1, 2019
Bill Code Action Form July 24, 2018
RACF02 - Site Security Officer Form March 5, 2020
RACF03 - User-ID Maintenance Form March 5, 2020
CICS Application Access Maintenance Form October 1, 2019
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