JULY DATE MONTHLY REPORTS & PROCESSES CONTACTS 1st Set Holding-year open flag on 1st working day (BGL-2) 1st due to KDE, Division of District Support Jackie Chism – 502/564-3846, ext. 4445 Gail Cox – 502/564-3846, ext. 4462 1st due to KDE, Division of District Support Jackie Chism – 502/564-3846, ext. 4445 Gail Cox – 502/564-3846, ext. 4462 1st due to KDE, Division of District Support (July 1-August 31) Carol Buell – 502/564-3846, ext. 4438 4th due by the 4th working day of each month to districts Krystal Smith – 502-564-3846, ext. 4425 8th due to KDE, Division of District Support Karen Conway – 502/564-3846, ext. 4435 Jana Cox – 502/564-3846, ext. 4409 10th KRS START file submission and remittance due by 10th day of following month 20th CERS Annual Report due to CERS 25th due to KDE, Division of District Support Jana Cox – 502/564-3846, ext. 4409 25th Quarter Expenditure Report due to KDE, Division of Budgets and Financial Management Leesa Unger – 502/564-1979, ext. 4340 25th (under General Ledger YE) due to KDE, Division of District Support Carol Buell – 502/564-3846, ext. 4438 Karen Conway – 502/564-3846, ext. 4435 31st due to KDE, Division of Budgets and Financial Management Ken Greene – 502/564-1979, ext. 4335 31st Perform Month-End Process for prior month including full tables validation. 31st 941 Report to IRS due quarterly 31st Unemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterly 31st Generate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarter
JULY (continued) DATE MONTHLY REPORTS & PROCESSES CONTACTS 31st Preschool Program Approval Report due to KDE, Division of Program Standards Rebecca Atkins-Stumbo – 502/564-7056, ext.4708 Lorrie Devers – 502/564-7056, ext. 4515 * Add new, remove retired and adjust assets * file and payment due to KDE, Division of District Support within 30 days after last payroll Jackie Chism – 502/564-3846, ext. 4445 Gail Cox – 502/564-3846, ext. 4462 * Federal tax call in * KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7) * State tax mailed * TRS Pathway file submission and remittance due 15 days after each payroll * as required Krystal Smith – 502-564-3846, ext. 4425 * Prove encumbrances * Review Accumulators * Reconcile fixed asset module to G/L module * Begin New Year Processing – Roll Accounting Period (BGL-2) * Begin processing New Year P.O.’s * Close Fiscal Year, which includes budget completions (BGL- 2) * Continue Preparing for Year End Close (BGL- 2) * as available (July - Oct) Krystal Smith – 502-564-3846, ext. 4425 * Mass Post Accruals * Perform depreciation once a year, if done in July * Perform Step Increase * Run the Annual Financial Report * Update Job/Salary Records for New Year Grants & Extra Service AUGUST
DATE MONTHLY REPORTS & PROCESSES CONTACTS * (Aug - Dec) Krystal Smith – 502-564-3846, ext. 4425 * If Required (Aug - Dec) Krystal Smith – 502-564-3846, ext. 4425 * to KDE, Division of District Support (Aug - Dec) Krystal Smith – 502-564-3846, ext. 4425 * at least once a semester Ronda Devine – 502/564-5279, ext. 4444 * Continue Preparing and Finalizing Working Budget (STW-GL-4) * LEA to receive for Current Year from KDE, Division of District Support Chay Ritter – 502/564-3846, ext. 4453 OCTOBER DATE MONTHLY REPORTS & PROCESSES CONTACTS 1st Determine David Curd – 502/564-9853, ext. 4744 1st Notification on Motor Vehicle Rate due to Revenue Cabinet Susan Penny – 502-782-5862 1st due to KDE, Division of District Support () Carol Buell – 502/564-3846, ext. 4438 Karen Conway – 502/564-3846, ext. 4435 1st Request for due to KDE, Division of District Support Kim Carter – 502/564-3846, ext. 4440 Nicole Vanover – 502/564-3846, ext. 4443 4th due by the 4th working day of each month to districts Krystal Smith – 502-564-3846, ext. 4425 10th KRS START file submission and remittance due by 10th day of following month 25th 1st Quarter Expenditure Report due to KDE, Division of Budgets and Financial Management Leesa Unger – 502/564-1979, ext. 4340 31st due to KDE, Division of Budgets and Financial Management Ken Greene – 502/564-1979, ext. 4335 31st Perform Month-End Process for prior month including full tables validation. 31st 941 Report to IRS due quarterly 31st Generate the quarterly Consolidated Expenditure Report and submit by the 25th of the month following the end of each quarter 31st Unemployment Report to KY Unemployment Insurance (PR-STW-8) due quarterly * Add new, remove retired and adjust assets
* file and payment due to KDE, Division of District Support within 30 days after last payroll Jackie Chism – 502/564-3846, ext. 4445 Gail Cox – 502/564-3846, ext. 4462 * Federal tax call in * KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire * TRS Pathway file submission and remittance due 15 days after each payroll * State tax mailed * as required Krystal Smith – 502-564-3846, ext. 4425 * Prove encumbrances for quarter * Reconcile fixed asset module to G/L module * Review Accumulators OCTOBER (continued) DATE MONTHLY REPORTS & PROCESSES CONTACTS * as available (July – Oct) Krystal Smith – 502-564-3846, ext. 4425 * (Aug.-Dec.) Krystal Smith – 502-564-3846, ext. 4425 * If Required (Aug.-Dec.) Krystal Smith – 502-564-3846, ext. 4425 * to KDE, Division of District Support (Aug.-Dec.) Krystal Smith – 502-564-3846, ext. 4425 * Initiate Annual Needs Assessment for Next School Year * Make offers of coverage for health insurance according to ACA guidelines. (Using Period Records) * Open Enrollment for Health Insurance NOVEMBER DATE MONTHLY REPORTS & PROCESSES CONTACTS 1st due to KDE, Division of District Support Ronda Devine – 502/564-5279, ext. 4444
DATE MONTHLY REPORTS & PROCESSES CONTACTS * Review Accumulators * Prove encumbrances for quarter * Reconcile fixed asset module to G/L module * at least once a semester Ronda Devine – 502/564-5279, ext. 4444 * Process W-2’s * Process 1095’s * Process 1099’s FEBRUARY DATE MONTHLY REPORTS & PROCESSES CONTACTS 1st Non-Resident contracts should be approved by the local board for the following school year. Ronda Devine – 502/564-5279, ext. 4444 4th due by the 4th working day of each month to districts Krystal Smith – 502-564-3846, ext. 4425 10th KRS START file submission and remittance due by 10th day of following month 28th due to KDE, Division of Budgets and Financial Management Ken Greene – 502/564-1979, ext. 4335 28th Perform Month-End Process for prior month including full tables validation. * Add new, remove retired and adjust assets * file and payment due to KDE, Division of District Support within 30 days after last payroll Jackie Chism – 502/564-3846, ext. 4445 Gail Cox – 502/564-3846, ext. 4462 * Federal tax call in * KY New Hire Report (42 U.S.C. 653a & KRS 405.435) due 20 days after hire (PR-STW-7)