Capital Asset Reporting for Non-EIS Districts For those
Contents
1. Buildings and Building Improvements Accumulated Depreciation Books Accumulated Depreciation Furniture Fixtures and Equipment Accumulated Depreciation Infrastructure Accumulated Depreciation Land Improvement Accumulated Depreciation Vehicles Capital Assets not being depreciated Construction in Progress Capital Assets not being depreciated Land NOTE Please refer to the last page of this document if you would like further explanation on the above asset categories MODIFYING AN EXISTING RECORD e An Edit option is available to modify a record that already exists i e prior year s data You must first select a record from the Capital Assets List by clicking on the ID in order to edit it ft Home Search New CapitalAssets Se CapitalAssets List Id Capital Assets Code Prior Balance Additions Deductions Sche 2 662 173 DBI 3 089 183 74 23 891 0 CAC 4 066 526 DBK 656 438 81 3 289 708 0 CAC 4 066 524 DFE 2 9S B a 0 4 362 32 CAC 4 066 525 DVE 748 232 0 0 CAC e Click on EDIT to edit the existing record Modifiable fields include the Capital Assets Code Prior Balance Additions and Deductions Click on Update to complete the changes Aa Home re CapitalAssets List amp New CapitalAssets Edit CapitalAssets Hu pdate a Delete Capital Assets Code DBI Prior Balance 3 089 183 74 Additions 23 891 Deductions D Schedule Sequence CAC Schedule Frequency 1 Line Number 1 Sch2. Capital Asset Reporting for Non ElS Districts For those districts that DO NOT USE EIS you will be required to use EMISFFE to enter your capital asset information The steps to complete this are provided below Login 1 Log into EMISFFE https ssdt esu k12 oh us emisffe ffe User login aisi e EMISFFE requires users to have an account with the ENEE OECN IdM Statewide Identity Management System If you do not have a username and password already pen please contact your ITC 2 After logging in it displays the main menu along with your district s IRN only not the district name District Click on the Capital Assets QC link to add your capital asset data Export data Import data Pre Id Export ee Financial District Information DD Financial Building Information DM Cash QC Expenditure QC Operational Unit QC Receipt QC Capital Assets QC Civil Proceedings Stmt R Case QC Civil Proceedings Stmt R Description QC Exhibit 1 Cash Reconciliation QC Federal Assistance Programs Detail QC Federal Assistance Programs Summary QC NOTE If the district entered their capital asset data in EMISFFE last year it will retain last year s data They can select the DELETE ALL CAPITAL ASSETS option at the top screen to mass delete what is currently displayed and continue on with step 3 to add capital asset data for the current year Or they can edit what is currently displayed ple
3. ase refer to the Modify An Existing Record section for further details ADDING CAPITAL ASSET DATA 3 Click on NEW CAPITAL ASSETS to add a record for FY2012 o Onthe Capital Assets Code box select a code from the drop down list A listing of available codes and their meanings are on the last page of this document o Enter the prior year balance You will need to reference either last year s FY2011 ending balance or this year s FY2012 beginning balance for the amount for this code o Enter total amount of additions items added during FY2012 for this asset code o Enter total amount of deductions items deleted during FY2012 for this asset code Click on CREATE when finished and repeat step 3 if you need to enter additional capital asset codes A screenshot of creating a capital asset record is displayed on the next page t Home CapitalAssets List Create CapitalAssets E Create Capital Assets Code Prior Balance Additions Deductions Schedule Sequence Schedule Frequency Line Number Schedule Number District IRN Date Created Last Updated G Create 000009 Depreciable Capital Assets Buildings and Building Improvements Depreciable Capital Assets Books Depreciable Capital Assets Furniture Fixtures and Equipment Depreciable Capital Assets Infrastructure Depreciable Capital Assets Land Improvements Depreciable Capital Assets Vehicles Accumulated Depreciation
4. edule Number CAP District IRN 000009 NOTE You also have the option to DELETE a record When you are finished creating updating your capital asset records you may click on CAPITAL ASSETS LIST to review a listing of your capital asset data NOTE In most cases there are no validations done within the FFE application If bad data is inputted into a field the record may be saved without errors You won t find out about the bad data until you receive the validation reports from EMIS R EXPORTING FILE 4 From the main EMISFFE menu select Export Data to extract data into a flat file format o Select the fiscal year 2012 and reporting period H July Financial When the reporting period is selected the record types that are valid for H are automatically checkmarked for exporting Make sure only the QC Financial Data record is checked Then click on Export File to begin extraction process 2012 H July Finenoal GI Student Demographic G Student Demographic Race Detail FO Student Attributes Effective Date C DR Yearend District Information C DB Yearend Building Information C DT Yearend District Testing C DD Financial District Information a QC Financial Data C Export File Uncheck All DM Financial Building Information 5 Save the file to your computer using either the default file name or a name of your choosing The filename extension must be SEQ The file mus
5. manent buildings and the fixtures attached to and forming a permanent part of such buildings This account includes all building improvements If buildings are acquired by gift the account reflects their appraised value at the time of acquisition e Furniture Fixtures and Equipment Tangible property of a more or less permanent nature other than land buildings or improvements thereto which is useful in carrying on operations Examples are machinery tools furniture and furnishings e Vehicles Examples are trucks cars and buses e Infrastructure Example is sewage treatment plant e Books Examples are textbooks and library books e Construction in Progress The cost of construction work undertaken but not yet completed
6. t then be uploaded into EMIS R and run through the data collection and submission process for Period H reporting CAPITAL ASSET CATEGORIES The following definitions determine the asset category in which an amount should be included for capital asset reporting found in Chapter 4 of the EMIS User Manual e Land A fixed asset account which reflects the acquisition value of the land owned by the school district This account includes the purchase price and costs such as legal fees filing and excavation costs and other associated improvement costs incurred to put the land in condition for its intended use If land is acquired by gift the account reflects its appraised value at the time of acquisition e Land Improvements A fixed asset account which reflects the acquisition value of permanent improvements other than buildings which add value to land Examples of such improvements are fences retaining walls sidewalks pavements gutters tunnels and bridges If the improvements are purchased or constructed this account contains the purchase or contract price If improvements are obtained by gift it reflects the appraised value at the time of acquisition e Buildings and Building Improvements A fixed asset account which reflects the acquisition value of permanent structures used to house persons and property owned by the school district If buildings are purchased or constructed this account includes the purchase or contract price of all per
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