Reporting Requirements for Annual Financial Reports of State Agencies and Universities

References

Submission Requirements
Full Reporting Agencies

Full Reporting Agencies Submission Requirements

Full reporting agencies AFR submission deadlines:

• Nov. 1 — for agencies submitting their unaudited AFR.
• Nov. 20 — for institutions of higher education submitting their unaudited AFR.
• Dec. 15 — for agencies (including institutions of higher education) submitting their audited AFR.

Agencies are encouraged to make early submissions. All full reporting agencies (including institutions of higher education) are required to make entries in USAS to ensure USAS accurately reflects the agency’s financial position.

All full reporting agencies are required to submit all notes and schedules as separate attachments through the Other Notes and Disclosures Submission System (ONDSS) web application or the appropriate web application. Each note must be submitted as a separate attachment in Microsoft Word format (latest version: docx). Schedules must be in Microsoft Excel format (latest version: xlsx). Do NOT submit a note to indicate “not applicable.”

For a list of reporting requirements and itemized due dates, see Deadlines.

Do not send confidential information to the Financial Reporting section.

Full reporting agencies must complete the following items for each submission:

• Format and upload ALL applicable notes to their respective web application. The required format is a Microsoft Word document (latest version: docx) with header information that includes: agency name/number and note number/name. If the note contains a table, include the table in the Word document — rather than as a separate Excel document or other database application file. Do NOT submit a note to indicate “not applicable.”
• Notes submitted through the applicable web application must tie to the agency’s notes from its published AFR.

  Note: Screenshots from the applicable web application will not be accepted in lieu of the required submission of AFR information and certification within each web application.

• All web applications must be certified, even if there is no activity. SEFA is the only exception.
• Submitted AFR financial statements must match USAS. Make any necessary adjusting entries in order for USAS and the AFR to match.
• Complete the three level certification (disclosure, USAS & interagency activity and global) through the ACFR Note Reporting & Certification (ANRC).
• Submit Bond schedules 2A–2F through the BRS web application.
• Submit the GASB 49 — Pollution Remediation Obligation Inventory (Excel) file, located on the Templates & Sample Exhibits page, through the ONDSS web application.
• Submit the GASB 83 — Asset Retirement Obligation Register (Excel) file, located on the Templates & Sample Exhibits page, through the ONDSS web application.
• Fluctuation analysis — copy or export from USAS Financial Statements in FMQuery–SIRS. Agencies can run these statements from USAS Fluctuation Analysis drop-down menu. Agencies must also provide explanations for listed variances and upload in the ONDSS web application.

  Note: Use the FRA Fluctuation Analysis (Excel) spreadsheet (located on the Annual Financial Report Working Papers page) The spreadsheet includes instructions and five tabs that are specific to the five mandatory fluctuation analysis reports.

• Hard copy: Each agency marked with an asterisk (*) on the Full Reporting Agencies list below must submit a hard copy of its AFR.

The following items are not required as part of each full reporting agency’s submission:

• USAS DAFR8910 Interfund/Interagency Activity report
• A copy of the exhibits (combined and combining balance sheet, statement of net position and/or operating statement)
• Schedule of Expenditures of Federal Awards (Schedule 1A)
• State Grant Pass-Through Schedule (Schedule 1B)
• GR reconciliation worksheet

For submission requirements to agencies other than the Comptroller’s office, see AFR Submission Method.

List of Full Reporting Agencies