ADE Director's Communication Memo Form

Memo Number : COM-08-019

Date Created : 08/29/2007


Co-op Directors
other: SIS Coordinators; General Business Managers

Type of Memo: Regulatory
Response Required: Yes
Section:   APSCN - Bill Goff, Director
Fund Balance Report

Regulatory Authority:
Ark. Code Ann. § 6-20-2202(d)(1) as amended by Act 28 of the First Extraordinary Session of 2006

Contact Person:
Kathleen Crain

Phone Number:


Act 28 of the First Extraordinary Session of 2006 requires the following information to be reported to the Arkansas Department of Education (ADE) by September 15th of each year, beginning this year:

1. Sources of the funds maintained as fund balances, to the extent practicable;
2. Reasons for maintaining, instead of spending, the fund balances;
3. Amount of funds transferred between various funds during the year;
4. Amount of fund balances dedicated for the construction, maintenance, or repair of academic or athletic facilities.

The attached spreadsheet and instructions have been prepared for the purpose of complying with numbers 1, 2 and 4 listed above. Though some of this information could be gathered at the state level from Cycle 1 submitted data, it would still be necessary for districts to give “reasons for maintaining, instead of spending, the fund balance.” Therefore, the decision was made to require districts, cooperatives, and charter schools to complete the fund balance portion of the report in its entirety. A Cognos report has been created to assist in the reporting of information required by number 3 above, transfers between funds. The instructions provide specific directions as to how the numeric information can be obtained using both FinancePlus and Cognos. In order to complete this report the user must have access to Cognos 8 as referred to in Commissiioner's Memo number COM-08-011, dated August 1, 2007. A completed spreadsheet, to be used as an example, is attached to this memo and is also posted on the APSCN web site at

Once all transactions and journal entries relating to Fiscal Year 2006-2007 have been entered, please complete the attached spreadsheet, print the Cognos report pertaining to Transfers, and mail the required documents as specified in the Instructions. Mailing instructions are included in the Instructions and are also on page 4 of the Fund Balance Report. September 15th falls on a weekend this year; therefore, the report must be in the mail and postmarked by September 17. If there are questions, contact the district’s Arkansas Public School Computer Network (APSCN) Financial Field Support representative or the APSCN Help Desk at 800-435-7989.


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