Reporting Requirements Calendar - Financial Accounting/OCAS
State and Federal Due Dates for Oklahoma Public Schools K-12
Report by Division - Financial Accounting/OCAS
Contact Information:
Financial Accounting Website: https://sde.ok.gov/financial-accounting
Phone: (405) 521-2517
Mail to OSDE address:
ATTN: FINANCIAL ACCOUNTING
OKLAHOMA STATE DEPARTMENT OF EDUCATION
2500 N LINCOLN BLVD
OKLAHOMA CITY OK 73105
OCAS Annual Audit
Window: Throughout the year; due within 30 days after local board presentation
Legislation: 2 CFR Part 200, 70 O. S. 220-101-113
Description: The board of education of each school district in this state shall provide for and cause to be made an annual audit of such school district for each fiscal year. The district board of education shall forward a copy of the auditor’s opinions and related financial statements to the State Board of Education and the State Auditor and Inspector within thirty (30) days after receipt of the audit.
Activity: Send mail or email to OSDE Financial Accounting. Financial Accounting mailing address at top of page. Email to OSDE: Katherine.Black@sde.ok.gov.
Related Documents: Audit, Audit Acknowledgement Form, Board Agenda, and Board Minutes
Supplemental Appropriations
Window: Throughout the year; as needed for budget amendments
Legislation: 70 O.S. § 5-161, 68 O.S. § 3021, 62 O.S. § 310.5
Description: Districts must file supplemental appropriation to amend the budget.
Activity: File with the County Excise Board and State Auditor. Send mail to OSDE Financial Accounting. Financial Accounting mailing address at top of page.
Related Documents: S.A. & I. Form 150, 307, and 308
Qualified Zone Academy Bond Application
Window: Throughout the year; Application open until all funds are allocated
Legislation: 54 -c-2 IRS Code; OAC 210:40-83-3
Description: Any public school or academic program within a public school which is established by and operated under the supervision of an eligible LEA to provide education or training below the postsecondary level if such school or program is designed in cooperation with business to enhance the academic curriculum, increase graduation and employment rates, and better prepare students for the rigors of college and the increasingly complex work force; students in such public school or program will be subject to the same academic standards and assessments as other students educated by the LEA; the comprehensive education plan of such school or program is approved by the LEA; and the school is located in an empowerment zone or enterprise community or there is a reasonable expectation that at least 35 percent of the students attending the school or program will be eligible for free or reduced price lunches under the National School Lunch program.
Activity: Application on Financial Accounting web page
Final Data for School District Expenditures and Revenue
Window: September 1
Legislation: 70 O.S. § 5-135.2
Description: Reporting expenditures and revenue for the previous year.
Activity: Single Sign On > Oklahoma Cost Accounting System
Related Documents: Oklahoma Cost Accounting System Manual
Estimate of Needs or the Budget
Window: October 1
Legislation: 70 O.S. § 5-128.1; 68 O.S. § 3002
Description: Districts on the school district budget act submit one copy.
Activity: File with the County Excise Board and State Auditor. Send mail or email to OSDE Financial Accounting. Financial Accounting mailing address at top of page. Email to OSDE: Katherine.Black@sde.ok.gov.
Related Documents: Estimate of Needs S.A. & I. Form 262R06
Final Changes to Previously Submitted OCAS Financial Transactions
Window: December 14
Legislation: OAC 210:25-5-4(c)
Description: Final reporting of expenditures and revenue for the previous year.
Activity: Single Sign On > Oklahoma Cost Accounting System
Application from Independent Auditors for State Auditor and Inspection Approval
Window: January 1
Legislation: 70 O.S. § 22-104
Description: Auditors seeking approval to perform public school audits.
Activity: File with the State Auditor and Inspector’s Office
Related Documents: State Auditor and Inspector's Forms
Impact Aid Application
Window: January 31; due to Washington D.C. on the last working day of January
Legislation: Title VIII, 1995, 34 CFR 222.4
Description: Impact Aid grants are for local educational agencies (LEAs) that educate federally connected children. These may be children of members of the uniformed services, children who live on Indian lands, children who live on federal property or federally subsidized low rent housing, and children whose parents work on federal property.
Activity: Send mail to OSDE Financial Accounting. Financial Accounting mailing address at top of page.
Related Documents: U.S. Department of Education G5 System and OSDE Financial Accounting Webpage
Audits to Identify Districts Expending more than $750,000 in Federal Funds
Window: March 31
Legislation: 2 CFR 210, OAC210:25-5-5, 70 O.S. § 22-108
Description: Include acknowledgement form and school board minutes.
Activity: Send mail or email to OSDE Financial Accounting. Financial Accounting mailing address at top of page. Email to OSDE: Katherine.Black@sde.ok.gov.
Related Documents: Audit, Audit Acknowledgment, Board Agenda, Board Minutes, and Corrective Action Plan
Audits to Identify Districts Expending less than $750,000 in Federal Funds
Window: April 30
Legislation: OAC210:25-5-5, 70 O.S. § 22-108
Description: Include acknowledgement form and school board minutes.
Activity: Send mail or email to OSDE Financial Accounting. Financial Accounting mailing address at top of page. Email to OSDE: Katherine.Black@sde.ok.gov.
Related Documents: Audit, Audit Acknowledgment, Board Agenda, Board Minutes, and Corrective Action Plan
Contract for Audit of Public Schools between Independent Auditors and School Districts
Window: June 30
Legislation: OAC 210:25-5-5(e) (1)
Description: Each Local Education Agency (LEA) will engage an independent auditor, approved by the Oklahoma State Auditor and Inspector, to examine its financial statements. Each LEA superintendent shall notify the State Board of Education, prior to the end of the fiscal year to be audited, of the independent auditor who has been engaged to conduct the audit.
Activity: Send mail or email to OSDE Financial Accounting. Financial Accounting mailing address at top of page. Email to OSDE: Katherine.Black@sde.ok.gov.
Related Documents: Audit Contract
Reserve Appropriations for Contracts Pending for Outstanding Encumbrances
Window: June 30
Legislation: 70 O.S. 5-188
Description: Lapse current appropriations and bring cash forward.
Activity: Single Sign On > Oklahoma Cost Accounting System
Temporary Appropriations Application
Window: July 1
Legislation: 68 O.S. § 3020, OAC 210:25-5-2
Description: A temporary appropriation for 100% of the anticipated revenue for the current year for General Fund and Building Fund may be obtained from the County Excise Board.
Activity: File with the County Excise Board.
Related Documents: S.B.E. Form 12
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