Archived Information

Accounting and Auditing

2003-2004 End of Year Pupil and Financial Report

FY04 End-of-Year Pupil and Financial Report Update

November 23, 2004

There is a new process in place this year for processing each district's FY04 End-of-Year Pupil and Financial Report (EOYPFR). Because of this change, districts will need to obtain their updated spreadsheet by downloading from the DOE security portal. The process is as follows:

Step 1: District submits initial spreadsheet

(Note: most districts have already completed this first step.)

• Each district downloads its initial EXCEL workbook from the Drop Box Central area of the DOE Security Portal.

• Complete all of the financial schedules.

• Complete only the relevant special education lines on Schedule 11 (lines 5028-5039).

• Submit the initial workbook to the inbox area of the Security Portal.

Step 2: DOE populates Schedule 11 from the summer 2004 SIMS submission

• DOE computes total membership by program, from SIMS.

• DOE estimates the ELL, Vocational, and Regular components for the special education pupils reported by the district, and populates the respective cells on Schedule 11.

• DOE corrects several formula errors cited on the "Spreadsheet Issues" document in the FY04 EOYPFR area of the School Finance website:

  http://finance1.doe.mass.edu/account/eoy04_help.html

• DOE saves the workbook using the same file name ("04eoy***.xls", where "***" is the three-digit lea code). Macros will not work if the spreadsheet is given a different name.

• DOE places the updated workbook in the outbox area of the Security Portal.

Step 3: District downloads updated file from Security Portal

• Go to the "outbox" for the district's FY04 EOYPFR.

• Check the date on the workbook in the outbox. If it shows August 2004, then the district's file is not yet updated. If the date is later than November 1st, 2004 then download the workbook.

• Save the workbook to a district pc or network using the same name. This is the current copy of your file.

• Please notify Lynn McKnight of School Business Services when you have successfully downloaded your file. As this step in the process is new this year, we want to make certain that it works for everybody.

DOE contacts about this process

Lynn McKnight	781-338-6511	lmcknight@doe.mass.edu
Hadley Brett Cabral	781-338-6586	hcabral@doe.mass.edu
Roger Hatch	781-338-6527	rhatch@doe.mass.edu