Financial Accounting

Important Note

OCAS - School District Financial Reports can be found on the SDE Transparency Website

The State Board of Education Policies and Procedures for Implementation of the Oklahoma Cost Accounting System (OCAS) and School Finance was presented to the Oklahoma State Board of Education during a regular meeting on March 19, 1992.These policies and procedures have been prepared to assist in the implementation for financial transactions utilizing the coding structure of the Oklahoma Cost Accounting System. The goal of the Financial Services Division of the State Department of Education is to have consistency in coding and accurate implementation of school laws and State Board regulations relating to school finance.

The rules describe the basis of funding of public schools; the duties and procedures for the financial operation of districts; and the responsibilities of the State Department of Education and individual districts in regard to securing, dispensing, reporting and accounting for school funds.

Boards of education, superintendents, business managers, encumbrance clerks, treasurers, independent auditors, and others who have the responsibility for preparation of school district budgets and the administration of school district funds must become familiar with these policies and procedures.

Risk Assessment

Beginning in December 2020, the Oklahoma State Department of Education, Financial Accounting/ OCAS/ Auditing office will implement a new risk assessment tool as an integral part of the OCAS review of revenues and expenditures. This new risk assessment tool will provide us the knowledge and understanding of your district that will result in a more effective monitoring and review of your OCAS data. The tool will cover many areas of the FY20 OCAS data review and FY19 audit.

Risk Assessment Tool (PDF) - December 2020
Phase II Training Video: https://www.youtube.com/watch?v=glU712fDUT0
Phase II Training Powerpoint

National Board Certified Teachers

National Board Certified Teachers Information Letter (PDF) - January 28, 2015

Oklahoma State Department of Education OMB Uniform Grant Guidance Memorandum

Office of Management and Budget (OMB) Uniform Grant Guidance Memorandum (PDF) - July 1, 2015

Auditing

Audits for the FY20 school year should be emailed to Katherine.Black@sde.ok.gov or to your Financial Specialist listed below.

If your district had federal expenditures totaling more than $750,000 during a fiscal year,

You are required to submit a single (program-specific) audit to the State Department of Education no later than March 31, 2021.

Any district not meeting the March 31 deadline in accordance with Uniform Administrative Requirement 2 C.F.R Part 200.338 will have all federal award payments withheld until the audit is received.

If your district had federal expenditures totaling less than $750,000 during a fiscal year,

You are required to submit a financial and compliance audit to the State Department of Education no later than April 30, 2021.

Any district not meeting the April 30 deadline in accordance with 70 O. S. § 22-112 will have its State Aid payments withheld until the audit is received.

Audit Acknowledgement FY2020 (PDF) - July 1, 2020
Audit Contract 2021 (PDF) - January 28, 2021
Audit Contract Letter 2021 (PDF) - January 28, 2021
Independent School Auditors (PDF) - January 28, 2021

Federal Compliance Reports

The following information can be found on the State Department of Education Transparency Website.

Indirect Costs (IDC)
Every Student Succeeds Act (ESSA)

Federal Program Claims Procedures

Joint Federal Programs Claims Procedures (PDF)

Impact Aid

See Transparency Website

U.S. Department of Education Impact Aid

Oklahoma Cost Accounting System (OCAS)

Oklahoma Cost Accounting System (OCAS) Manual:

2021 OCAS Manual (PDF)

OCAS Helpful Hints Before Closing FY20 Data (PDF)
OCAS Coding Changes for FY21
Oklahoma Cost Accounting System (OCAS) Transparency Website - Public Site
Oklahoma Cost Accounting System (OCAS) FY20 Approved Vendors (PDF)
Informational Handbook:
- Coding Obstacles Districts Encounter Daily August 2019 (PDF)
- Activity Funds - Pathways to Improving Accountability (PDF)

Oklahoma School Financial Workshops

Oklahoma School Advisory Council Workshop (Outside Link)
OKASBO Conferences (Outside Link)

OSSBA Treasurer/Encumbrance Clerk Academy (Outside Link)

CCOSA (Outside Link)