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A-site Annual Financial Report


Is anyone still doing the A-site Annual Financial Report and sending it to ODE?  I have done one every year since I have been at NCOCC, but recently talked to someone at another ITC who said they hadn't done one is several years.  Contact information I have to send the report to is Dan L. Brown, Consultant, Ohio Education Computer Network, Division of Information Management Services, Ohio Dept. of Education, 1320 Arthur E. Adams Drive, Room 411, Columbus, OH, 43221-3595.  So, not only do I need to know if they are still required, I need to know if this is the correct info on where to send.
Edited Mar 8, 2016 01:45 PM
asked August 4, 2015 11:53 AM


2 Answers

As far as I know, sending the data in via EMIS as Jeff describes has been the only submission needed for the past several years for ITC's.  However, AOS has developed a new process for submitting the financial reports for this year.  Our NWOCA treasurer received direct email from them on July 14th and again on August 4th with details on this new reporting process.    Below is the text of the first email, the second email from August 4th provided more details on the new system.  It appears that this new reporting system will affect all entities that are required to file an annual financial report with AOS.


The Ohio Auditor of State’s Office (AOS) would like to make you aware of changes occurring to the manner in which your entity’s annual financial report is submitted to the AOS as required by Ohio Revised Code (ORC) Section 117.38.


ORC Section 117.38 requires that local public offices file their annual financial reports with the AOS.  The due date for the report for the period July 1, 2014 to June 30, 2015 is August 31, 2015, with an exception for entities reporting pursuant to generally accepted accounting principles (GAAP).  The due date for entities who file GAAP, with the exception of Community Improvement Corporations is 150 days following the end of the fiscal year or November 27, 2015.  The due date for Community Improvement Corporations is 120 days following the end of the fiscal year or October 28, 2015.  Failure to comply with these filing requirements may subject your entity to the penalties established by the ORC.


In the past, this filing requirement was met in various ways that have included mailing a hard copy of the financial report to the AOS; emailing or otherwise electronically filing the financial report with our Local Government Services Section.  For filing the year-ended June 30, 2015 financial information with the AOS, all entities will be required to utilize the Auditor of State’s Annual Financial Data Reporting System (AFDRS).  AFDRS is an Internet-based application that allows an upload of a PDF copy of your entity’s financial statements to be transmitted to the AOS to satisfy the filing requirements prescribed by the ORC.


Additional specific information regarding how to access AFDRS to submit your entity’s financial statements provided no later than Monday, August 3, 2015. The purpose of this email is to make you aware of the change in the filing requirement and to ensure the AOS has the most current contact information on file for your governmental entity.


We ask that you reply to this email only if you are not the proper person to contact regarding the filing of the annual financial report for your entity.  If you are not the entity’s current fiscal officer and are required to respond, please provide the proper person to contact regarding the filing of the annual financial report including the person’s name, title and email in your response no later than Friday, July 24, 2015.


Thank you for your patience and understanding as we transition to this new method for filing the annual financial reports.

answered August 17, 2015 03:46 PM
This is the first I have heard of this. If an email went out to anyone, it did not go to me. We have a fiscal agent, but I have always submitted our Annual Financial Report to ODE, which is why I was asking. When I asked our fiscal agent, they didn't seem to know what I was talking about. Info may have gone to our director, but he recently retired. Where can I go for more information on AFDRS, what report(s) need to be filed and how to set up any necessary account, etc.?
Sep 3, 2015 08:53 AM
The emails came directly from AOS to our NWOCA treasurer (we are a COG and do not have a fiscal agent). I don't believe ODE is involved in this at all and AFAIK only the EMIS reporting is necessary to ODE. The link to the AFDRS system in the 2nd email was entity-specific and was not to be shared with others. I don't know if this new process is required if you are going through a fiscal agent or not. I believe you will need to contact the Auditor of State's office directly to find out if you are to be reporting through this system or not, and if so get any further information from them.
Sep 3, 2015 09:15 AM
What report(s) did you upload GAAPEXE? or something else?
Sep 9, 2015 09:14 AM

 Hmmm... that sounds like outdated info.  I'm pretty well sure Dan Brown passed away sometime back.  I sort of took note when it happened, since he was the one that hired me to work for ODE in December of 1978.  That financial data also gets reported through EMIS via the Data Collector.  USAEMS has questions about you running it for an ITC.  I believe I just copied the USAEMS.SEQ file to a folder (for the old MEC) and Charla Green would process it and send it onto the State.

Hope this helps.
Jeff C.

answered August 11, 2015 10:22 AM

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