Colorado Government Human Services Finance Officers Association Conference

May 14, 2015

Vicki Caldwell – Teller Countycaldwellv@co.teller.co.us

719-686-7931

My way is not the only way Challenges County year end close processes EBT Schedule

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State - Cash Basis County – Modified Accrual Basis Different fiscal year ends

◦State – 6/30◦Federal – 9/30◦County – 12/31

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BEFORE THE END OF THE YEAR CFMS FFA report - Interim Auditors arrive for Interim review Estimate total Departmental expenditures &

revenue for the year, by program, and request Budget Adjustments, if necessary

Extra Accounts Payable Run for Social Services Department at the end of December

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AFTER 12/31 Create new year General Ledger system Create W-2s for all County employees Create 1099s for appropriate vendors All Previous year expenses paid in January

and February Accrued to previous year All Previous year revenues received in

January and February Accrued to previous year

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Any Unearned Revenue moved to next year Multiple closes of December on the General

Ledger CFMS FFA Report – Final Calculate all “Assigned” portions of Fund

Balance Prepare Preliminary Financial Statements

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Auditors review Preliminary Financial Statements

Make any changes if necessary Finalize Financial Statements Present to the Board of County

Commissioners Submit to multiple Departments, including

CDHS Do the Happy Dance!

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Accounts Payable

Cash Receipts

Accounts Payable

Cash Receipts

Unearned Revenue

Accruals

Financial Statements

Reports

Clients Files

2014 2015

Reports

Prepare Annual Cost Allocation Plan◦In House or Hire a contractor◦Get Reimbursement & Do the Happy

Dance again!

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• Two Accounting Methods1. 100%2. County Share

• Both Methods are Valid• If use Method #2, must prepare an EBT

Schedule

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Whole Year Reconciliation of Expense – County to State

Monthly Reconciliations Prepare County Only List Prepare List of Items Accrued on County

Books Prepare list of RMS items not booked to

County Run County Alt Exp Detail-WY report from

CFMS

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TELLER COUNTY, COLORADO SOCIAL SERVICES FUND

SCHEDULE OF EBT AUTHORIZATIONS, WARRANT EXPENDITURES AND TOTAL EXPENDITURES For the Year Ended DECEMBER 31, 2014

STATE PD COUNTY STATE PD + TOTALFOR SHARE OF EXPENDITURES EXPEND. BY EXPEND

PROGRAM TELLER STATE BY COUNTY COUNTY & TRFRSCOUNTY PAID WARRANT WARRANT OUT

Temporary Assistance for Needy Families (TANF) 349,117 83,470 188,474 537,591 271,944CHATS/Child Care 214,702 24,968 42,480 257,182 67,448Child Welfare 566,161 118,946 966,740 1,532,901 1,085,686Regular Administration 3,170 3,170 486,107 489,277 489,277Core Services 100,165 7,067 282,101 382,266 289,168IV-D Administration (939) 761 135,141 134,202 135,902Low-Income Energy Assistance (LEAP) 416,101 0 20,193 436,294 20,193Adult Protective Services 0 0 130,309 130,309 130,309Aid to the Needy Disabled (AND) 73,323 15,407 0 73,323 15,407Old Age Pension (OAP) 204,935 272 8,414 213,349 8,686Food Assistance 3,423,354 0 0 3,423,354 0Food Assist Fraud 0 0 0 0 0IV-E Waiver Intervention 0 0 65,278 65,278 65,278Title XX Training 0 0 4,535 4,535 4,535FosterCare/Adoption Grant 0 0 1,709 1,709 1,709Child Welfare Discr Grant 0 0 3,494 3,494 3,494CO Comm Response Grant 0 0 124,663 124,663 124,663PSSF grant (title IV-B pt 2) 0 0 37,532 37,532 37,5321) Subtotal 5,350,089 254,061 2,497,170 7,847,259 2,751,231Use of IV-E Revenue 0 0 0 0 0Use of Parental Fees 0 0 6,193 6,193 6,193Use of HB1451 incentives 0 0 127,875 127,875 127,875Medicaid Transportation 0 0 0 0 0Workfare 0 0 0 0 0RMS bkd to state not county 0 0 -25,622 -25,622 -25,622County Only 0 0 40,420 40,420 40,420Acctg Basis Differences 0 0 48,255 48,255 48,2552) Subtotal 0 0 197,121 197,121 197,121 Grand Total 5,350,089 254,061 2,694,291 8,044,380 2,948,352

1) Programs Settled in CFMS2) Programs Not Settled in CFMS

2,948,352 Total Expenses per County General Ledger

0 Difference between county & state

Column E Total 8,044,380 0 14 exp pd in 13/accrued to 14 (0278)(county)/rptd to st in 13

Acctg Diff & County Only -63,053 -1,633 15 exp pd in 14/accrued to 15 (0278)(county)/rptd to st in 14

Total Exp. Except CAP 7,981,327

-22,969 J E's for Dec 2013 rptd to state in 14

24,233 J E's for Dec 2014 rptd to state in 15

-39,164 13 exp pd in 14/accrued to 13(county)/rptd to st in 14

87,788 14 exp pd in 15/accrued to 14(county)/rptd to st in 15

Total Exp per Alt rpt 7,981,327 48,255 Acctg Basis Differences

Difference 0

Column 1 is from CFMS Alt expenditures by source detail report

Column 2 is total expenditures charged to county thru monthly settlement entries

Column 3 is from CFMS Alt expenditures by source detail report

Column 4 = column 1 + column 3 and equals total expenditures minus reimbursements for Teller County

Column 5 = column 2 + column 3 and equals total expenditures booked to county General Ledger according to the state

Column 5 is different from actual county General Ledger due to reconciling items caused by accrual process and county only expense not reported to state

Input Amounts from ‘whole year’ CFMS report to ‘State Paid’ & ‘Expenditures by County Warrant’ Columns

Input total from Whole Year report (minus the Cost Allocation portion) to the bottom left

Input ‘County Share of State Paid’ column from County books

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Input Total Expenditures per County General Ledger Amount

Input Differences from Previous year and Current year lists

Balance to zero Do the Happy Dance Again! Include final report in the Notes to the

Financials Section of the Financial Statements (top portion of spreadsheet only)

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