Internet Reporting Instructions – Higher Education Reporting

The FY2011 HIGHER EDUCATION REPORTING package will be completed online. The following will help departments complete their HIGHER EDUCATION reporting online.

WARNING: Save often. There is no “auto save” function.

WARNING: The system will automatically log off the user when there is no activity for fifteen minutes. Unsaved data will be lost.

LOG IN INSTRUCTIONS

PartnerNet Login for FY2011 filing.

GAAP reporting filing will be accessed through PartnerNetfrom the Comptroller of the Commonwealth Webpage.
Click on the icon on the right and select PartnerNet.

“Login” is your UAID

“Password” – If you have forgotten the UserID, please contact your Department Security Officer.

Once you login to PartnerNet successfully, you will click on the link to “Financial Reporting System”. Then it will bring you to a page that hasthree links on your left:

  • GAAP Reporting (Year End Accruals)
  • Higher Education
  • Statutory Accounts Receivable

Click on the “HIGHER EDUCATION” link. Select Fiscal Year “2011” to begin your HIGHER EDUCATION reporting forFY2011. Click “select” to bring you to the HIGHER EDUCATION Reporting Transmittal.

HIGHER EDUCATION REPORTING TRANSMITTAL

GENERAL INFORMATION

Primary HIGHER EDUCATION Liaison:

Name:Enter Name of primary HIGHER EDUCATION Liaison

Title:Enter Job title (limit 38 characters)

Telephone:Enter Phone number – FORMAT: XXX- XXX- XXXX Extension: XXXX

NOTE: Once the above information is entered, click and then the full transmittal will be revealed.

  1. Right below the general information there will be five boxes labeled ID, Attachment or TabTitle Name, UserFile, Status and Due date.

  1. For ID HE-1, click under Attachment or TabTitle Name “Contact Survey Master Template”, so you will be prompt to a blank contact survey template. Open it and complete it, then save it in an Excel file as starting with your school name acronym (“School Name” HE-1).
  1. Once the worksheets are completed, save them in your directory and go back to the transmittal and under UserFile for HE-1 click on “Upload my file”. This will bring you to the screen called Departmental Financial Package/Supplement file upload.

  1. In the boxFor Attachment Numberclick on the down arrow and then selectHE-1 Contact Survey.
  2. Name the document in the Document Title.
  3. Enter a description in theDescription: box.
  4. In theUpload Filenamebox, click on “Browse” and find the Excelfile where you saved HE-1 Contact Survey; click on it and the file name will now appear in the Upload Filenamebox.
  5. Click on Upload on the lower left and a message will appear indicating the upload was successful.

Note: If you selected the wrong file for HE-1 Contact Survey, click on Upload again in the lower left and it will take you to a screen called CTR FY2011 Upload file.

Under Title NameselectHE-1 Contact Survey. On the line Action Mode: select the “Enabled” circle and then click on “Delete’ on the line for HE-1. On the top of the form click on “transmittal” which will take you back to the transmittal and follow the steps again for uploading HE-1 Contact Survey.

  1. Once HE-1 Contact Surveyhas been uploaded successfully, on the Deparmental Financial Package/Supplement file upload screen click on “transmittal” to take you back to the transmittal.
  1. On the line HE-1 on the transmittal go to the Status column and indicate that the schedule is complete with a checkmark in the box.
  1. On the transmittal at the bottom click on “Save”.
  1. Complete and submit schedules HE-2, HE-3, HE-4 and HE4A by their due date following the steps outlined above for HE-1.
  1. Once all five attachments have been completed and clicked “saved”, sign off on the transmittal below “Authorized Signature” and change report status to “submit”. Using the print feature in your web browser print the copies of the transmittal as well as the HE schedules in Excel that you have filed and keep as your records for auditor’s trail. OR click oniconat the top right corner still bring you back to the same screen.

WARNING: Departments will not be able to access the HIGHER EDUCATION Reporting Package after all five schedules have been completed and the report status reads “submit”. If you need to re- access the HIGHER EDUCATION Reporting package, please contact Neil Gouse at 617-973-2672.

  1. The Certificationtab requires all preparers andreviewers to type their name on this form. Please note that there should be asegregation of duties; therefore, the preparer and the reviewer should not be the same individual for any tab. By typing a name, the individual is certifyingthat all tabs of this attachment have been reviewed, the information is bothcomplete and accurate, and the preparer and reviewer was not the sameindividual for any tab.
  1. There are numerous comments within the Excel spreadsheets that provide clarification regarding information that should be provided. Many cells have validation features to ensure information is entered correctly. If information is not entered correctly, an error message will display. Some of the validation functions are as follows: only yellow highlighted cells allow for data entry, only enter whole dollar amounts, amounts on the financial statement template (FST) must agree to the applicable footnote tabs. Check figures are in red and provide total amounts and variance amounts that should help determine why an “ERROR” message appears in a cell.
  1. For audited financial reports, CTR will still require two bound copies. For auditors’ independence letters, submissions will be required by email on the auditors’ letterhead to KPMG LLP.
  1. Submission Dates

Please note each instruction worksheet has a different submission date. Please adhere to this timeline.

Additional Information Requirements

CTR will notify institutions during the CAFR preparation and throughout the year if additional information is needed and provide a due date via e-mail correspondence to the persons who are designated by each institution in the templates.

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