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Form A

 

ANNUAL UNIFORM REVENUE ACCOUNTING SYSTEM REPORTS

 

                                                   INSTRUCTIONS AND CHECKLIST

 

There are several items related to the June 30 URAS (Uniform Revenue Accounting System) reports which we would like to bring to your attention.

 

1.         In preparation of the University’s financial statements, it is necessary for each campus to report their June 30 URAS trial balance by entity via the on-line module.

 

2.         To facilitate campus preparation of the year-end reports, a checklist has been designed for your use (see page 5 of URAS-Exhibit 1). The checklist is intended to help the campus make sure that all of the required reports have been submitted and that basic checks have been performed. By completing this checklist you can further ensure yourself that reporting requirements are met.  This checklist should be completed and returned with the June 30 URAS reports.

 

3.         URAS processing should end at the close of business June 30 to reflect the financial activity for the period July 1 to June 30.  It is not appropriate to establish a cut off prior to this date.

 

4.         We remind campuses that the URAS Chart of Accounts should mirror the Uniform Chart of Accounts listed in the URAS Manual, and the URAS Fiscal Year Rollover Master File Maintenance Report.  Since this data is used in the review of the June 30 financial statements, adherence to these charts is essential. 

 

The following reports are required for fiscal year-end June 30:

 

·        Pre-closing Trial Balance by Entity via the online module.  This will be printed from the online report network by SUNY System Administration (no hard copy form is required to be submitted by your campus).

·        Reconciliation of Collections

·        Reconciliation of Fund Balance

·        Aged Accounts Receivable Category and Summary Reports

·        Reconciliation of Revenue Related to Student Registrations

·        Aged Hospital and Clinic Accounts Receivable Category Report

·        Reconciliation of Collection Fund

·        Account Fluctuation Analysis

 

 

 

 

 

 

A complete explanation of the reports may be found in the URAS Manual.

 

Listed below each type of report are basic checks that the campus must perform prior to submitting the report:

 

Trial Balance by Entity

           

·        The Trial Balance by Entity can only be released to System Administration if each entity is in balance.

 

·        The account numbers and titles that you use should conform to the Uniform Chart of Accounts in the URAS Manual.  If your chart of accounts does not conform to these charts, then you must manually adjust your trial balance to the Uniform Chart (i.e. rollup sub-accounts, manually fill in the correct account number, etc.).

 

Reconciliation of Collections

 

·        The amount of collections closed to fund balance on the Balance Sheet must equal total collections reported on the Reconciliation of Collections report.

 

·        The amount of Unremitted Collections (2300 account series) reported on the Balance Sheet must equal the ending balance of Unremitted Collections reported on the Reconciliation of Collections report.

 

·        The beginning balances reported for Unremitted Collections on the Reconciliation of Collections report must equal prior year's ending balances as reported on prior year's report.

 

·        Total remittances to SUIF and DIF reported on the Reconciliation of Collections report must equal the ending balances on the Analysis of Cash Receipts report, UAR610/UFUNDS.


 

Reconciliation of Fund Balance

 

·        There should be no variances on this reconciliation.

 

Reconciliation of Revenue Related to Student Registration

 

·        The variance between calculated and actual revenues reported on this report should be less than or equal to 2%.  If your variance is greater than this threshold, a written explanation must be submitted in sufficient detail to satisfy audit scrutiny.

 

·        The headcount used in these reports should agree with the official headcount statistics provided to the Office of Institutional Research.

 

Aged Students Accounts Receivable Category and Summary Reports

 

·        Amounts reported on the Aging Report should agree to the Trial Balance.  If they do not agree, then an explanation should be provided.

 

Aged Hospital and Clinic Accounts Receivable Category Report

 

·        Amounts reported on the Aging Report should agree to the Trial Balance.  If they do not agree, then an explanation or a reconciliation should be provided.

 

Reconciliation of Collection Fund

 

·        The balance reported for the Undistributed Cash to OSC, account 1111, must equal the ending balance on the UAR 615 report.

 

Account Fluctuation Analysis

 

·        Review significant fluctuations in account balances from last year to this year and provide a brief explanation for fluctuations greater than $500,000 or 10%.

 


INSTRUCTIONS AND CHECKLIST (cont.)

 

 

Campus:_______________________                 Dept./Div. Code:___________________

 

Preparer:_______________________                Telephone:_______________________

 

Please complete and return this page with the June 30 URAS Reports.

 

The following June 30 URAS reports were prepared and submitted:

 

_____    Pre-closing Trial Balance by Entity via the on-line module.  No hard copy required.

 

_____    Reconciliation of Collections

 

_____    Reconciliation of Fund Balance

 

_____    Reconciliation of Revenue Related to Student Registration

              

_____    Aged Students Accounts Receivable Category Report

 

_____    Aged Students Accounts Receivable Summary Report

 

_____    Aged Hospital and Clinic Accounts Receivable Category Report

 

_____    Reconciliation of Collection Fund (344 Fund)

 

_____    Account Fluctuation Analysis

 

URAS reports must be submitted by July 30.  Questions regarding the URAS reports should be directed to the university controller's office at (518) 443-5463.