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Georgia State Accounting Office

06/14/2018 | Press release | Distributed by Public on 06/14/2018 10:36

Year End Forms now available

Subject: Year-End Reporting Forms

This memorandum highlights key dates that are an integral part of the year-end closing process. It is imperative that each organization adhere to these critical dates and the procedures detailed in the Forms Due by Entity Document. It is only with the cooperation of all State agencies and institutions that we can effectively close the State's books for the 2018 fiscal year in order to prepare required financial reports for the Governor. Failure to comply may result in noncompliance with Code requirements, which in turn may adversely affect the State's bond rating.

The 2018 Year-End Reporting Forms have been posted to our website at: https://sao.georgia.gov/year-end-forms

Key changes this year include:

  • The following forms will be submitted using the Wdesk software. More information to come closer to the due dates of these forms, however, please note that the when these forms are sent out via Wdesk email to the organization CFO, the CFO will be allowed to forward to other agency personnel who will be able to complete the form in Wdesk.
    • Subsequent Events
    • Year-end Questionnaire
    • Service Concession
    • Subsequent Events-Single Audit
    • Revised Cash form - changes to the collateralization information for bank accounts included in the State's Secure Deposit Program (SDP)
    • Capital Asset Form - review of Executive Order's
    • Year-end Questionnaire - new questions have been added (questions 25 & 26)
    • New Capital Grant and Contributions Accounts - new accounts have been set up in TeamWorks for organizations to use to record any capital contribution (e.g. Grants and contributions revenues that are primarily restricted for the purchase, construction or renovation of capital assets. Also, any investment income related to these funds.) Please either use these accounts or reclass capital contribution revenue at year-end into these accounts.

496010 - Capital Contributions-FED
496020 - Capital Contributions-OTH

  • New Revenues Based on Encumbrances accounts created in FY17. Organizations are encouraged to use these separate Accounts Receivable accounts for Revenues Based on Encumbrance accruals. Using these accounts should assist in completing the Revenues Based on Encumbrances and SEFA forms. See the email from 6/13/17 with additional details.

The 'Forms Due by Entity' file should be used to determine which forms are due for your reporting entity. If you have any questions or concerns about the due dates or the applicability of any of the forms for your organization, please send an email to [email protected]

Below is the link for training materials for year-end forms:
https://sao.georgia.gov/year-end-reporting-training

Please note any minor changes to year-end forms may not be reflected in the videos.

To view the SAO FMC presentation from May 2018, click on the link below and select SAO FMC May 2018 BCR /CAFR Training:
https://sao.georgia.gov/year-end-reporting-training

As in prior years, the entire package is available as a zip file, or you can download each form individually. Each of the forms have a contact person on them if you have specific questions about a form.

Additionally, all Non-TeamWorks and CPA Audited organizations need to report any significant changes in fund structure by August 3, 2018 via an email to [email protected].

Return the completed FY18 forms (as indicated on the 'Forms Due by Entity' file) to SAO Reporting ([email protected]) by the due dates.

As a reminder, per O.C.G.A. code citation ยง 50-5B-4, obligations of state government organizations with respect to the state accounting officer, all organizations of state government and all officers, agents, and employees thereof shall:

  1. conform to and comply with the rules, regulations, policies, procedures, and forms devised, promulgated, and installed by the state accounting officer

and

  1. submit statements, reports, information, and data necessary to enable the state accounting officer to complete the reports required under this Code section and Code Section 50-5B-3.

Thank you, and let us know if you have any questions. You can send any questions to [email protected].