SSASR Projects (formerly Student Activities)

• Download full PDF version of the Student Activities Accounting Manual.
• NOTE: FY22 UPDATE: STUDENT PER DIEMS ARE NOT ALLOWABLE (DISREGARD IN MANUAL)

• Download full PDF version of the Reconcile Student Activity Accounts.

1. Enter Project Expense Inquiry in Munis.
2. Search for your 252 account in the project section. This should look like SCHSA252
3. Open actuals by clicking the orange folder in the current year column.
4. Export to Excel by clicking the Excel button in the top ribbon.
5. Convert to Table (click anywhere in the data and then click CTRL T)
6. Fiter the comment section by the name of the sport.
7. Add a subtotal to the bottom of the Amount column.
   1. Formula is =SUBTOTAL(9,[Amount])
8. Add some formatting by clicking page layout at the top and making the page 1x1:  
9. Save as something like Swim FY24 as a PDF (to use on the journal entry as backup)
10. Repeat, by filtering the comment for a new sport.

This is acceptable backup for your athletic fee splits. Splits should be defined at the start of the year by the principal and sent in an email to accounting@matsuk12.us When finished with your split 100% of the revenue for each sport should be remove from the 252 account, and put into accounts that can be used for expenses.

Project Ledger Transfer Process

In the Munis Hub (Enterprise ERP)

• Open General Journal Entry/Proof
  1. Use the search menu to search for “General journal entry/proof”   Or
  2. Search in the Munis Menu 

-> Financials -> Cash Management -> Bank Reconciliation -> Adjustments/Deposits -> General Journal Entry/Proof

• Add new from the menu bar at the top 
• Entering the header information

1. Use the table below to fill out the header section of your journal entry. Some of these will default in and you can tab through them. 

• Entering the line detail

  Line 1: Where the money is coming from.

1. T = E
2. Project String = Project account you’d like take the money out of
3. T = R
4. Account = 380.XXX.XXX.XXXX.0.0.251.00000
   1. XXX should default in, except in some cases, the function will need to be added.
   2. All transfers should be coded to 0.0.251
5. Line Description = This field appears in the comment section on reports. It should be detailed and meaningful.
6. Ref 1 = Defaults in from the header
7. Effective Date = Defaults in from the header
8. D/C = D (d= charging the account/expense)
9. Amount = total amount of transferred

   Line 2: Where the money is going.

10. T = E
11. Project String = Project account you’re transferring the money to. OR if you’re transferring to another school, use your 201 account. SCHSA201 and accounting will override this code with the code you put in reference 2 in the header.
12. T = E
13. Account = 380.XXX.XXX.XXXX.0.0.251.00000
    1. XXX should default in, except in some cases, the function will need to be added.
    2. All transfers should be coded to 0.0.251
14. Line Description = This field appears in the comment section on reports. It should be detailed and meaningful.
15. Ref 1 = Defaults in from the header
16. Effective Date = Defaults in from the header
17. D/C = C ( c = the project which is receiving the money)
18. Amount = total amount to be transferred

• Entering the attachments as backup in TCM

1. Click the paperclip in the top menu 
2. Attach meaningful and helpful backup. See the section on backup, below.

• Finishing your journal entry

1. Click Release in the top menu 
2. You can now see the transfer in your project ledger account. It is not posted, but it is live and will print on most reports.
3. The journal is released into workflow
   1. Accounting Reviews, will reach out with questions if we have any.
   2. Accounting forwards workflow to your principal for approval.
   3. Principal approves in their Munis workflow.
   4. Accounting does a final check and officially posts the transfer

   BACKUP DOCUMENTS

   1. Payments between schools
      1. A flyer or invoice from the originating school
   2. A correction to a deposit
      1. Original deposit report from schoolpay
      2. Any notes in SchoolPay to show where the deposit went to and notes from you outlining where the deposit should have gone and why the error occurred.
   3. Clearing Account
      1. SchoolPay report showing the total deposit for the event.
      2. A calculation showing the split between participating sports/clubs
   4. Payments within schools
      1. Agreement between clubs/activities/sports before the event takes place outlining all the terms.
      1. How many people are working?
      2. The expected hours/shifts
      3. Agreed upon amount for each of those shifts
      4. For student organized clubs, like Student Government, a vote from the students allowing for the expenditure.
   5. High School Activity Splits
      1. SchoolPay report showing actual cash/fees collected by the sport.
      2. Backup showing any transfer payments you received (home school students)
      3. Activity Splits Calculator
      1.  3rd sport only receives $100
      2.  4th sport receives no revenue
   6. Field Trips
      1. Field trips can have their own project. If they do, all expenses can be coded to the field trip account, and each classroom can split the bill.
      1. Show the total expenses in the field trip account
      2. Show a calculation splitting the field trip.

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