User Guide for Monthly and Annual Engagement Uploads

4. Monthly Uploads

Each month cities, towns, townships, libraries, special districts and school corporations are required to upload the following:

  • Bank Reconcilement - A bank reconcilement is a document that shows how you balanced the bank statement balance to your ledger balance by showing the amount of outstanding checks, deposits in transit and any reconciling items. You should upload a bank reconcilement for each bank account. You can upload one document or multiple documents. Bank statements, images of checks or other information are NOT required to be uploaded, but may be uploaded if it is easier for you to do so.
  • Board Minutes - Approved board minutes are required for any board or commission if their financial activity is included in the financial statements. If the minutes are online, you can provide the link instead of uploading the minutes. If the board does not meet each month, only upload the minutes for the months that they do meet. Upload the minutes to the month that the meeting took place, not the month they were approved.
  • Funds Ledger - A report that shows the beginning balance, total receipts, total disbursements and ending balance of each fund as of the end of the month. If you have a computer system and are not sure what report has this information, check with your software vendor for assistance. An Excel File is preferred if you have computerized records, but is not required. If you have manual records, you can upload a scan or photo of your manual records that include this data. We have provided a Manual Records Template here and on our web page that allows you to input the information into an Excel spreadsheet that you can upload to fulfill this requirement if you prefer.

Each month school extra curricular accounts are required to upload the following:

  • Bank Reconcilement - See above for more information.
  • Funds Report - See above under Funds Ledger for more information.

Each month the county auditor is required to upload the following:

  • Board Minutes - See above for more information.
  • Funds Ledger - See above for more information.

Each month the county treasurer, county recorder, county clerk and county sheriff are required to upload the following:

  • Monthly Bank Reconcilement (Monthly Report) - See above for more information. Note: If a recorder does not have an outside bank account, the bank reconcilement is not required.
  • Cash Balance Report

The dates these files are due each month are below:

To upload the file, you must have the document in one of the following file types on your computer: xls, xlsx, doc, docx, jpg, pdf, gif, tif, or png.

If you do not have a scanner or need assistance in creating the document, there are many businesses that provide this service for a small fee such as Staples, Office Depot or Kinko's. You can also ask your local library or another nearby governmental unit for assistance. A cell phone photo is also acceptable. Whether the documents are scanned images or a photo, they should be legible and easy to read.

On the screen shown below, select the month of the documents you are uploading from the "Select Upload Group" dropdown box. For example, if you are uploading the May bank reconcilement, select May. Select the type of file you are uploading in the "Select File Type" dropdown box. Click the "Choose File" button and navigate to the folder in your computer that contains the file you want to upload. Click on the file name so that the file name appears in the "File name" box. Click the "Open" button. The file name will then appear next to the "Choose File" button. Click the "Submit This Upload" button.

 

For the board minutes, you may upload a link to the board minutes on your website instead of a file. To do this, select board minutes from the "Select File Type" dropdown box. Click the circle next to Web Link. Enter the web address where the board minutes are located on your website. You can type in the address or copy and paste the link in the box. For more information on copying a web page link, see How to copy a web page link or URL. Click the Submit button.

 

After the file or link is uploaded, you will see an "Upload Successful" message. Click the OK button.

You can scroll down to see the file or link that was uploaded.

If you did not have a board meeting for the month selected, click the circle next to No Meeting. Click the Submit button to show that you did not have any minutes to upload for the month.

To view the file, click the blue down arrow icon. You should view the file to verify that the correct document was uploaded.

To view a web link of the board minutes, highlight the link, right click and select "open link in new tab" or "go to ..." depending on the web browser you are using.

If the incorrect document or link was uploaded, click the red X icon to remove it.

To download all of the documents that were uploaded, scroll to the bottom of the screen and click the "Download All Files" link as shown below:

The files will be saved in a compressed (.zip) file in the Downloads folder on your computer. See example below:

 

Right click on the zip file and select Extract All. Then click Extract on the next screen shown below:

 

The files will be copied to the folder shown on your screen.

 

For additional information, see the Frequently Asked Questions.

5. Annual Uploads

Each year cities, towns, townships, libraries, special districts, school corporations and school extra curricular accounts are required to upload the following:

  • Year End Bank Statement - This is the December bank statement for units that report on a calendar year. A bank statement must be uploaded for each bank account. You can upload one or multiple documents. Images of checks or other information are NOT required to be uploaded, but may be uploaded if it is easier for you to do so. The December bank reconcilement is uploaded as part of the monthly uploads so it is not part of the Annual Uploads.
  • Year End Outstanding Check List - A list of the checks that you have written and are deducted in your records, but have not cleared the bank as of the end of the year. This is the same as the outstanding checks on the December monthly bank reconcilement for units that report on a calendar year. This list should show the date of the check, the check number and the amount. 
  • Year End Investment Statements - A statement or documentation that shows the balance of the investment (such as a certificate of deposit) at the end of the year. If you do not receive a statement at the end of the year, you may upload documents that show when the investment or certificate of deposit was purchased and the value at the time it was purchased.
  • Detail of Receipt Activity - include receipt numbers. This is not required if you have hand posted records.
  • Detail of Disbursement Activity - include check numbers and vendor/payee names. This is not required if you have hand posted records.
  • Current Year Salary Ordinance - This is the salary ordinance for the year you are uploading. For example, if you are uploading the 2018 annual uploads, the salary ordinance should be for 2018. This is Form 17 for townships. See the Township Manual page 3-4.
  • Annual Vendor History Report - This report shows the total amount disbursed to each vendor/payee for the year. This is not required if you have hand posted records. Townships and school extra curricular accounts are not required to upload this report.

Each year the county recorder, county sheriff and county clerk are required to upload the following:

  • Year End Bank Statement - See above for more information.

Each year the county auditor is required to upload the following:

  • Detail of Receipt Activity - See above for more information.
  • Detail of Disbursement Activity - See above for more information.
  • Current Year Salary Ordinance - See above for more information.
  • Annual Vendor History Report - See above for more information.

Each year the county treasurer is required to upload the following:

  • Year End Bank Statement - See above for more information.
  • Year End Outstanding Check List - See above for more information.
  • Year End Investment Statement - See above for more information.

These documents are due the same date as the Annual Financial Report which is August 29 for schools and March 1 for all other unit types.

    To upload the file, you must have the document in one of the following file types on your computer: xls, xlsx, doc, docx, jpg, pdf, gif, tif, or png.

    If you do not have a scanner or need assistance in creating the document, there are many businesses that provide this service for a small fee such as Staples, Office Depot or Kinko's. You can also ask your local library or another nearby governmental unit for assistance. A cell phone photo is also acceptable. Whether the documents are scanned images or a photo, they should be legible and easy to read.

    On the screen below, select Annual from the "Select Upload Group" dropdown box. Select the type of file you are uploading in the "Select File Type" dropdown box. Click the "Choose File" button and navigate to the folder in your computer that contains the file you want to upload. Click on the file name so that the file name appears in the "File name" box. Click the "Open" button. The file name will then appear next to the "Choose File" button. Click the "Submit This Upload" button.

    If you have hand posted records, you do not have to upload a file for the Detail of receipt activity, Detail of disbursement activity, and Annual Vendor History Report. Instead, click the circle next to Hand Posted Records to indicate that you do not have a file to upload. Then click the "Submit This Upload" button to upload this information.


     

    After the information is uploaded, you will see an "Upload Successful" message. Click the OK button.

    You can scroll down to see the file or information that was uploaded.


    To view the file, click the blue down arrow icon. You should view the file to verify that the correct document was uploaded.

    If the incorrect document or information was uploaded, click the red X icon to remove it.

    To download all of the documents that were uploaded, scroll to the bottom of the screen and click the "Download All Files" link as shown below:

    The files will be saved in a compressed (.zip) file in the Downloads folder on your computer. See example below:

    Right click on the zip file and select Extract All. Then click Extract on the next screen shown below:

    The files will be copied to the folder shown on your screen.

    For additional information, see the Frequently Asked Questions.

    To upload the file, you must have the document in one of the following file types on your computer: xls, xlsx, doc, docx, jpg, pdf, gif, tif, or png.

    If you do not have a scanner or need assistance in creating the document, there are many businesses that provide this service for a small fee such as Staples, Office Depot or Kinko's. You can also ask your local library or another nearby governmental unit for assistance.

    On the screen below, select Direct Request from the Upload Group dropdown box. Select the file requested in the File Type dropdown box. Click the "Browse" or "Choose File" button and navigate to the folder in your computer that contains the file you want to upload. Click on the file name so that the file name appears in the "File name" box. Click the "Open" button. The file name will then appear next to the "Browse" or "Choose File" button. Click the "Submit This Upload" button.

     

    After the file is uploaded, you will see an "Upload Successful" message. Click the Ok button.

    You can scroll down to the Direct Request section and see the file that was uploaded.

    To view the file, click the blue down arrow icon. You should view the file to verify that the correct document was uploaded.

    If the incorrect document or information was uploaded, click the red X icon to remove it.

     To download all of the documents that were uploaded, scroll to the bottom of the screen click the "Download All Files" link at shown below:

    The files will be saved in a compressed (.zip) file in the Downloads folder on your computer. See example below:

    Right click on the zip file and select Extract All. Then click Extract on the next screen shown below:

    The files will be copied to the folder shown on your screen.

    For additional information, see the Frequently Asked Questions.