This article will help districts in Illinois generate a report from SchoolInsight Financials that can assist with the annual Site-Based Expenditure Reporting for ISBE. This process begins by creating a report that will be exported to Excel. The information is then copied over to the ISBE spreadsheet. The steps are outlined below.
Start by going to ISBE and logging into IWAS, then go to System Listing and click on Site-Based Expenditure Reporting System. Find and download the SBER-ExpenseTemplate-FYXX for the current fiscal year. Save the ISBE SBER-ExpenseTemplate-FYXX with current FY in replacement of the XX and set aside.
Next, create a report in SchoolInsight Financials starting with the Budget vs Actual Report. To create this report:
- Go to Financials Main > Budgeting > Budget vs Actual
- Select the correct fiscal year in the dropdown menu at far right of screen
- Select a base budget for the fiscal year in the dropdown menu
- Hide the following columns by clicking on the three-dot menu, opening Columns, unselecting them, and then clicking apply
- Base Budget
- Remaining
- % Used
- Add the following columns by clicking on the three-dot menu, opening Columns, selecting them, and then clicking apply
- Funds
- Functions
- Objects
- Responsibility Centers (may be called Locations)
- Source of Funds
- Account
- Account Description
- Actual Transactions
- Reorder the columns by dragging and dropping from left to right in this order
- Account
- Funds
- Functions
- Objects
- Responsibility Center (may be called Locations)
- Source of Funds
- Account Description
- Actual Transactions
- Delete the grouping filters in the light blue header by clicking the “X” beside these filters
- Type
- Funds
- Filter the Fund column to use all funds EXCEPT fund 70 by clicking on the three-dot menu, opening Filter, select “Select All” and unselect 70, then click Filter
- Export to Excel
You can then copy data (excluding column headers) from the Excel spreadsheet into ISBE’s SBER-Expense Template-FYXX file.
Every district organizes their chart of accounts slightly differently, so you may need to adjust the data before submission, but this report gives you a good place to start when completing the annual site-based expenditures ISBE report.