Archived Information

Accounting and Auditing

Spreadsheet Issues, 2005-2006 End Of Year Pupil And Financial Report

09/28/2006

School officials completing the FY06 End of Year Pupil and Financial Report (EOYPFR) are encouraged to contact DOE about any technical difficulties they encounter (downloading and uploading, macros, printing, cell references, contents of locked data cells provided by DOE, etc). If such problems are confirmed, this document will identify them and explain how to correct them if necessary.

1. Amendment smart form

   Amendments can be made using the automated amendment smart form on the secure portal. Download instructions:  

2. Schedule 11 downloading

   After a district uploads its completed EOYPFR, the Department of Education will populate their regular and vocational education membership into Schedule 11, using SIMS data submitted during the summer of 2006. This process will begin in late October 2006. Districts should check the Security Portal drop box-outbox folder-to download their updated file.

3. Early childhood grants

   The Department of Education no longer handles the administration of federal or state early childhood grants so we did not include these amounts with the grant data that we populated on lines 300 and 510. If you received any early childhood grants, report federal awards (such as Early Childhood Special Education grants) on line 481 and any state grants (such as Community Partnerships for Children) on line 590.

4. Edit 12 correspondence of pupils and costs

   There are two issues related to edit 12:

   1. Row 879, which checks the correspondence between tuition and special education students enrolled in a variety of settings, can be ignored if there are any pupils in cell i878 and no tuition in cell e873.

   2. Row 890, which checks the correspondence between tuition and special education students enrolled in public residential institutions, can be ignored if there are any pupils in cell i890. The cell reference to Schedule 4 on row 889 is incorrect.

   Both of these formulas will be corrected when districts upload their files.

   Helpful Hints

   • If you get a macro error on schedule 3, it may be that you are using a version of the file that has been saved with a name other than the standard "06eoy***.xls" (where the *** represents your three-digit lea code). Save the file under the original name and the problem usually disappears.

   • Enabling macros: macros must be enabled for the schedule 3 update or print macros to work. Some spreadsheets have security set at the highest level in the "tools\macros\security" menu. A lower level usually works, although in some cases it is a local network problem.

   • Remember that there is a print menu: hit "control p".

   • If numbers appear on the screen as asterisks, use a higher zoom level (View\Zoom).