STATE OF NEW JERSEY DEPARTMENT OF EDUCATION DIVISION OF FINANCE OFFICE OF SCHOOL FUNDING INSTRUCTION MANUAL Education Jobs Fund Cash Management System Fiscal Years 2011 & 2012
Table of Contents Purpose... 3 Getting Started... 3 Inactivity Logoff... 4 Ed Jobs Assurance Statements... 4 Retaining Records and Printing... 5 Main Menu... 5 Contact Information... 5 Cash Management Summary... 6 Entering a Request for Reimbursement (Pay Period Expenditure Report)... 7 Entering an Adjustment for a Previously Processed Pay Period... 8 Exit System... 9 Contact Information... 9 2
Purpose The Education Jobs Fund (Ed Jobs) Cash Management Report allows districts to enter expenditures that comply with this program s requirements for reimbursement. Additionally, districts are required to report the actual expenditures of Ed Jobs because Federal Cash Management Act requires the department to monitor district expenditures of Ed Jobs funds. Ed Jobs payments are made monthly and should reflect the most current expenditure up to the date that the Office of School Funding runs the payment. This manual will walk users through the following aspects of the Ed Jobs Cash Management Reports software: Getting started; Navigating the Main Menu; Entering contact information; Understanding the Cash Management Summary screen; How to enter a request for reimbursement; How to enter an adjustment to a previously processed pay period; How to exit the system; Useful contact information. Getting Started Log in using your district ID and your user ID and password. The District ID is your district code. You will need to contact your district s Web User Administrator (WUA) to create your User ID and Password. The Web User Administrator must log in and create user accounts for individuals that need access to the Ed Jobs Cash Management Report. You can find detailed information regarding user accounts by clicking on About User Account Administration at http://www.state.nj.us/njded/data/collections/. 3
Inactivity Logoff The system automatically logs you off after a certain time if there is no activity on your account. For your convenience, you should create a desktop shortcut or web link for easy access to the login page. The screenshot below shows the message that appears if the system logs you off - if you see this message you must log in again. Ed Jobs Assurance Statements Districts are required to complete a set of assurances prior to entering any information into the Cash Management Reports. Those districts that received American Recovery and Reinvestment Act (ARRA) funds, have already completed these assurances. Any district that did not receive ARRA funds, or has not completed the Ed Jobs assurances, will see the screen below and must follow the on-screen instructions before access will be granted to the Cash Management Reports. 4
Retaining Records and Printing You can print any page by clicking on the Print link at the top of the page. District should keep a copy of the monthly payment and monthly expenditure details for audit purpose. Main Menu The Ed Jobs Cash Management Reporting system has the following two subsystems: Monthly Ed Jobs Cash Management Reports Contact Information To access the monthly Cash Management Reports click Education Jobs Fund Cash Management Reports. Contact Information Clicking on Contact Information will ask the user for the district contact person s name, phone, and e- mail address for future instructions and communication. 5
Cash Management Summary Clicking on Education Jobs Fund Cash Management Reports will bring up the Cash Management Summary. The summary screen lists a pay period for each month of Ed Job s duration. You cannot enter data into this screen. The summary screen is blank until you enter a request in the Pay Period Expenditure Report (see below) and save your entry. The Education Jobs Fund Cash Management Summary page displays the monthly payments made to date and reported expenditures by object (salaries, benefits, and purchased services). The monthly payments are updated automatically after each payment is made by the Department of Education. The expenditures must be updated by the school district by clicking on the appropriate pay period (PP) link. 6
Entering a Request for Reimbursement (Pay Period Expenditure Report) To enter expenditures for reimbursement, click on the appropriate payment period link in the PP column. A copy of this screen is below. Data should be entered as the total amount of Ed Jobs that was expended for each object (salaries, benefits, or related services). Within each object, check all the appropriate checkbox(es) to indicate the program/function. After entering the expenditures and selecting the appropriate functions/programs, scroll to the bottom and click Save. The Summary Page will update with the information that was just entered. 7
Entering an Adjustment for a Previously Processed Pay Period In the summary screen, click on the appropriate pay period (PP) link you want to adjust. This action will bring up the Monthly Expenditure Details data entry screen for the pay period you selected. If you have to change an entry for a pay period, overwrite the previously entered data for that pay period. If the adjustment reduces the state share payable, the amount owed will be deducted from a future or future payments as you continue to process subsequent pay periods. If the adjustment increases the state share payable, the additional amount will be processed when the Department of Education runs the next payment after you enter your adjustment. After the payment has been processed, the actual payment dates for the pay period will be outlined in the Report Period link. 8
Exit System Click on Log Out to exit the system. You will see this message: Contact Information Email any questions about payments to: osfpayments@doe.state.nj.us Email any Ed Jobs program questions to: edjobs@doe.state.nj.us For all payment related questions, please contact the Office of School Funding at (609) 984-4948. For technical computer related assistance, please email doeit@doe.state.nj.us. MAILING ADDRESS: New Jersey Department of Education Office of School Funding, 1 st Floor 100 Riverview Plaza PO Box 500 Trenton, NJ 08625-0500 FAX NUMBER: (609) 292-6794 9