FY 2009-10 MEDMS Financial Data

ADMINISTRATIVE LETTER: 26
POLICY CODE: JF/DI

TO: Superintendents of Schools
FROM: Susan A. Gendron, Commissioner of Education
DATE: December 22, 2009
RE: FY 2009-10 MEDMS Financial Data

I am writing to remind you that your school administrative unit should be submitting FY 2009-10 actual expenditure, revenue and balance sheet data for all funds to the MEDMS Financial System on a quarterly basis. FY 2010 Quarter 2 uploads may begin to be submitted on January 4, 2010 through January 14, 2010.

The actual balance sheet and expenditure and revenue data for Quarter 2 of 2010 should be submitted after quarterly closing entries have been posted to your accounting system. These file submissions should contain transactions posted from July 1, 2009 through December 31, 2009.

The data provided to the Department of Education via these quarterly submissions will be used in monitoring and reporting ARRA transactions in accordance with Federal guidelines. These quarterly submissions also afford your financial staff the opportunity to review the data and correct any errors and warnings that may be identified during the file validation process (this review is especially important to do prior to the end of the fiscal year to ensure that your unit can submit an error-free file at year-end and avoid the withholding of subsidy checks).

Should you need clarification regarding the quarterly financial data submission, please contact Joanne Allen, School Finance Coordinator at joanne.allen@maine.gov or Karla Miller, School Finance Consultant at karla.miller@maine.gov .