usas manual
The USAS User Manual serves as a comprehensive guide to the Uniform Statewide Accounting System for Ohio state agencies and higher education institutions. This document outlines the system’s purpose, design, and key functions. It provides instructions for effective use.
Purpose of the USAS Manual
The primary purpose of the USAS User Manual is to provide clear instructions and guidance on utilizing the Uniform Statewide Accounting System. It details the procedures, keyboard commands, and forms necessary for both state agencies and higher education institutions. The manual aims to ensure accurate financial record keeping, compliance with accounting principles, and efficient use of the USAS application. It also serves as a reference for understanding the system’s various features.
USAS System Design
USAS is designed to meet both GAAP and cash-basis accounting standards, satisfying state and agency needs. It utilizes profile-driven and transaction code-driven features for efficient financial management;
Profile-Driven System Aspects
The USAS system employs profile-driven aspects to tailor the system to specific agency needs. These profiles manage settings, security, and access levels, ensuring that users can only access the functions and data relevant to their roles. This customization enhances security and simplifies the user experience by presenting information in a focused and relevant manner based on predefined parameters. The profile-driven design allows for efficient and consistent application across various agency settings.
Transaction Code-Driven System Features
USAS utilizes transaction codes to categorize and process financial activities. These codes are essential for recording and reporting financial transactions accurately, ensuring compliance with accounting principles. Each transaction code dictates how the system processes the data, including impacts on various accounts and reports. This feature ensures standardized data entry and reporting, promoting transparency and consistency across the system and across different agencies using the system.
Core Functionality of USAS
USAS offers both GAAP and cash-basis accounting, meeting state and agency requirements. It includes multiple subsystems for managing financial data, ensuring accuracy and compliance. The system facilitates effective financial management.
Accounting Capabilities Overview
The Uniform Statewide Accounting System (USAS) provides robust accounting capabilities, supporting both Generally Accepted Accounting Principles (GAAP) and cash-basis methods. This dual approach ensures compliance with diverse reporting requirements. USAS handles a wide array of financial transactions, offering a comprehensive platform for state agencies and educational institutions. The system is designed to meet both state-level and individual agency-specific accounting needs, facilitating accurate and transparent financial management.
Subsystems within USAS
Within the Uniform Statewide Accounting System (USAS), various subsystems operate to handle specific aspects of financial management. These subsystems are designed to work together, providing a comprehensive accounting solution. They include modules for transaction processing, budgeting, reporting, and more. Each subsystem is crucial for maintaining accurate financial records and ensuring efficient operation of the overall USAS system. These subsystems are designed to streamline processes and enhance financial management capabilities.
USAS-R Web-Based System
USAS-R is a web-based system designed for managing financial transactions and reporting for Ohio public schools. It offers core features such as accounts, transactions, reports, and security management.
Core Features of USAS-R
USAS-R provides a suite of core features for managing financial operations, including comprehensive account management tools for tracking school district finances. It supports detailed transaction recording and reporting capabilities, offering real-time insights into financial activities. The system also provides robust security features, ensuring data integrity and user access controls for Ohio public schools.
USAS User Manual Organization
The USAS user manual is structured around the system’s menus, and programs are detailed alphabetically. It provides step-by-step instructions for executing various functions within the USAS application.
Menu-Based Navigation
The USAS manual is organized to mirror the system’s menu structure, providing users with a familiar framework for locating information. This approach allows for intuitive navigation, as users can easily find documentation related to specific menu options and functions within the USAS application. The manual details how to use each menu item, and the associated programs, ensuring ease of use and quick access to needed information for users of all experience levels.
Program Execution Details
The USAS manual provides detailed instructions for executing programs within the system. These details include the specific steps, keyboard commands, and necessary data inputs required to successfully run each program. The manual clarifies program functions, ensuring users understand the processes and expected outcomes. It covers various aspects, such as data entry, processing logic, and output generation, to allow for efficient and accurate execution of all programs within the USAS package.
USAS Implementation and Usage
This section details the practical application of USAS, including its integration with USPS and necessary adjustments for various agency systems. It guides users through the implementation process and provides usage instructions.
Integration with USPS
The integration of USAS with USPS allows for seamless data transfer and enhances the overall efficiency of financial operations. This integration ensures that information is readily available to users based on their assigned roles and permissions. The system ensures that data is synchronized between the two platforms, streamlining workflows and reducing manual data entry errors; This integration is vital for maintaining accurate and up-to-date financial records.
Adjustments for Agency Systems
Agencies must make necessary adjustments to their existing accounting systems to align with the procedures and requirements outlined in the USAS manual. These adjustments may involve modifications to keyboard commands, forms, and other processes. The goal is to ensure compatibility and accurate data transfer between agency-specific systems and the statewide USAS platform. These adjustments are essential for effective implementation and consistent reporting.
Financial Transactions and Reporting
This section details how USAS facilitates the management of financial transactions and reporting. It includes monitoring state appropriations, as well as project and grant accounting functions within the system.
Monitoring State Appropriation Activity
The USAS system provides tools to monitor state appropriation transactions, ensuring accuracy and appropriate reflection within the University of Houston System’s internal records. This involves tracking financial activities to verify that they align with allocated state funds. The system’s accounting transactions help maintain a clear view of all state appropriation activity, ensuring compliance and financial oversight. This helps maintain financial transparency.
Project/Grant Accounting Function
The USAS includes a project/grant accounting function, enabling users to effectively monitor revenues and control expenditures against established project or grant budgets. This functionality ensures that financial activities related to specific projects are accurately recorded and managed. It provides a method to track financial performance within the scope of the project, supporting responsible financial management. This functionality also helps with compliance and reporting requirements.
Key USAS Concepts
Understanding USAS involves grasping core concepts like dimensions, codes, and indicators, which categorize financial data. Also crucial is knowledge of funds, functions, and objects used in financial reporting within the system.
Dimensions, Codes, and Indicators
USAS utilizes dimensions, codes, and indicators to classify and categorize financial transactions. Dimensions provide a multi-dimensional view of financial data, while codes offer specific classifications within those dimensions. Indicators further refine data, allowing for detailed analysis and reporting. These elements are essential for accurate tracking and reporting of financial activities within the USAS system, enabling users to navigate the system effectively.
Funds, Functions, and Objects
In USAS, financial data is organized using funds, functions, and objects. Funds categorize resources based on their purpose, while functions describe the activities for which those resources are used. Objects classify the nature of expenditures or revenue, such as supplies or salaries. This framework enables comprehensive financial tracking and reporting, ensuring accountability and compliance with regulations. Understanding these classifications is crucial for proper use of the USAS system.
USAS Resources and Support
Users can find support through the Ohio Department of Education and the Auditor of State. These resources offer guidance, documentation, and assistance for effective USAS utilization and compliance with regulations.
Links to Ohio Department of Education
The Ohio Department of Education provides essential resources for USAS users, including documentation, updates, and training materials. These links offer access to information about coding, reporting, and compliance related to school district financial transactions. Users can find support for understanding and implementing the USAS system effectively through their provided web resources and documents.
Auditor of State Resources
The Ohio Auditor of State’s office offers crucial resources for USAS users, ensuring accountability and efficiency in government operations. They provide access to the Uniform School Accounting System manual, along with updates and changes. This includes information on proper coding and reporting of financial transactions, facilitating compliance and transparency in school district finances and state agency operations, and promoting best practices.
USAS Updates and Changes
The USAS system undergoes regular updates to reflect changes in regulations, like ESSA. These updates are documented to guide users through system modifications, ensuring continued compliance and efficient operation of the software.
ESSA Update Documents
The Ohio Department of Education is actively updating the Document Library to incorporate changes resulting from the passage of the Every Student Succeeds Act (ESSA). Users should review the ESSA Update Documents to stay informed about modifications to coding, reporting, and other procedures within the USAS system due to these federal mandates. These documents are vital for compliance.
Summary of Changes in USAS Manual
The USAS manual undergoes revisions to reflect system updates and regulatory changes. A summary of modifications is provided to help users quickly understand updates. Appendix B highlights changes made after the manual’s initial issuance, with the Spring 2013 update being a notable example. Users should always consult the most recent summaries to ensure they are using the latest guidelines.
