NCAA/EADA Financial Reporting System Help and FAQ
Listing of specific Help contacts:
|
TOPIC |
CONTACT |
TITLE |
|
|
Username/Password to the NCAA/EADA Financial Reporting System |
Carolyn Roebuck |
Administrative Assistant |
|
|
Technical/functionality issues with the system |
Scott Seymour |
Business Systems Administrator |
|
|
Agreed-Upon Procedures |
Joyce Collins |
Director of Accounting |
|
|
NCAA/EADA reporting requirements |
Maria DeJulio |
NCAA Research Contractor |
|
|
Reporting definitions (revenue/expense categories) |
Joyce Collins Maria DeJulio |
Director of Accounting NCAA Research Contractor |
|
|
Miscellaneous questions |
EADA Help |
Monitored by several NCAA representatives |
- The system
will pre-populate the following fields in the School Info page based on
data found in the membership services database: CEO Name, CEO
e-mail address, Current classification/division, and the Sponsored Sports
(all of which are editable). It is the listing of Sponsored
Sports on the School Info page that determines which sports are displayed
on all subsequent data-entry pages.
- The 4 fields in the Institutional Contact section of the School Info page with an asterisk (*) are required fields that must be filled in before you can navigate to other pages (this facilitates the submission process and inclusion of the CEO in the final submission via e-mail notifications).
- Data is saved in this system as you navigate to a new
page.
- There is a "Next" and "Back" navigation button at the bottom of most screens. The exception is the Revenue/Expense Detail screens (which require you to click on the Revenue/Expense button at the top of the screen to return to the Revenue/Expense Summary screen (there is a reminder of this on the top of each Revenue/Expense Detail screen).
- The menu
buttons that are in italics do not require any data entry
(most of them are re-displaying the Department of Education's EADA
required data already entered on earlier screens -- which are also
available in the Print Menu button). The page/button you are currently
displaying is shown with a bold white font.
- Color schemes used:
|
Revenues |
Red |
|
Expenses |
Green |
|
Men's Teams |
Aqua |
|
Women's Teams |
Yellow |
|
Not Allocated by Gender |
Gray |
- The
Revenues/Expenses Summary screen does not allow data entry. You must click on the Item
Description link to display the detail by sport and by gender (the details
roll up into the totals displayed on the summary screen).
- Submitting Data to the NCAA (required by Jan 15th following each FY)
- A series of "completeness edits" is conducted when attempting to submit the data (via the "Submit for Review" button)
- When the initial submission of data is underway (sent to the CEO for review/final submission), the data is protected from edits (is displayed as a read-only report)
- The CEO is sent an e-mail notification containing a link to review the data. It gives two options: 1) Send Comments to the Preparer for Changes or 2) Submit Data to NCAA
- There is a "Print Menu" button with options to print all or part of the data entry screens, the necessary reports formatted for the Department of Education's EADA site (still due October 15th), and a report formatted for the NCAA Agreed-Upon Procedures requirement.
Q1: What happened to the Non-Operating categories?
A1: It was decided to only capture operating revenues and expenses in the sport-specific survey. There is however, a new Capital Expenditures survey that must be completed that addresses some non-operating expenses related to facilities.
Q2: How can we be expected to comply with these new changes in the NCAA Agreed-Upon Procedures when our FY2004 audits have already taken place?
A2: The FY2004 data needs to be
submitted to the NCAA by
Q3: Under "Athletic Student Aid" (Expense Category 17), we previously reported an amount under "Not Allocated by Gender" for 5th year $. The new form isn't allowing entry in that spot. Why not?
A3: Money given to student athletes who have exhausted their eligibility should be included, but should still be reported based on whether it was awarded to Male or Female athletes, and included in the sport for which they received their athletics aid.
Q4: I participated in the pilot
of the new system, but my password will not work now for the FY2004 data (due
A4: Yes, the username and password to the system are now identical to the ones you use for the Revenue Distribution or Membership Services Sport Sponsorship survey [e.g. username: 001234 (leading 0s optional) password: AB1CD2 (case sensitive)].
Q5: My football program sales (Revenue category 11) actually ended up being negative, but the system won't let me enter a negative value. Will this be changed?
A5: Yes, because the definition for Program Sales, Concessions, Novelty Sales and Parking does indicate that it includes "Net Revenue," we have made a change to the system to allow negative entries for this revenue category.
Q6: I am trying to delete a value entered into a field and the system will not allow me to clear the figure. It just continues to blink on the cell I deleted the figure from and will not allow me to navigate to any other page. A better way to describe what is occurring is that it just locks up. What could possibly be causing this problem and how do I alleviate/solve this situation?
A6: Once a value has been put in a field, you have to replace it with a 0 (zero) to be able to move off of that field again. We’re looking into allowing the value to just be deleted, but for now the "replace values with 0's" is the way to move on.
Q7: I’m
confused by the cover memo stating “Institutions do not have to be in
compliance with the new agreed-upon procedures until
A7: We are not
requiring you to be in full compliance with the agreed-upon procedures for the
submission of FY2004 data that is to be submitted to the Dept. of Ed. by
However, because we have replaced the Excel-based
tool and the reporting definitions it contained with the new online system
(with its reporting definitions mirroring those found in the agreed-upon
procedures), you will need to make your best effort at reporting your revenues
and expenses into the revised revenue and expense category definitions found in
the new online system. We are expecting full compliance with the
agreed-upon procedures for the FY2005 data that will be submitted to the NCAA
by
Q8: How can I get a printout of the EADA report (like I use to get with the Excel version)?
A8: As for the printouts of the EADA report, you have two choices (you have to be logged in and fill in the 4 required fields (marked with an "*") in the School Info page/button before you can navigate beyond the School Info page):
1) Go to the Print Menu screen/button and select what portions you want (by checking them off - I've identified which ones require Data Entry) and click on the Print Report(s) link at the bottom of the page. This will open up a new window with all the content you requested. Then print if off from the browser window it's displayed in. The only drawback to this is it doesn't page break cleanly on each section (and some of the pages contain so much info, that you will want to adjust the page setup to use Landscape orientation).
2) As you navigate to each page within the system, you can print each page from the browser. This gives you a better chance of getting one category/page (although there are still going to be a few categories - 17 & 19 & 21 - that need to be displayed in Landscape orientation on your Page Setup). This takes a little longer than option 1, but might be worth it if you're more interested in the "nicer appearance" in getting one category/page.
In either case, reduce all of the margins (top, bottom, left, and right) in the Page Setup to about .25 inches in order to fit all of the data on the page and use the Print Preview to make sure your going to be satisfied with the results.
Also, the “Dept of Ed” option (all of the contents in the 3rd column) are the equivalent of the old Excel file’s Tables that were used to report into the Department of Ed’s site and make available to the public. These can also be selected one-at-a-time to try and ensure you get one section per page
Q9: I’m trying to select a sport that’s grayed out in the Sports Sponsorship section of the School Info page that I have always reported in previous years (e.g. Men’s Rowing). Why can’t I select that & how should I report these revenues/expenses?
A9: The Sponsored Sports table in the School Info page is governed by a table contained within our membership services database that will gray out any choice that is not a NCAA sponsored sport for the three team options (men's, women's, and mixed). To report any revenues/expenses for the sport/gender options that are grayed out, you can check the "Other" sport choice (you can pick any/all of the three team/gender options for "Other") which will open up this row in all the necessary data entry screens.
Q10: I’m a little confused on how to enter multi-sport student athletes in the Athletics participation screen. For example, how should I enter a student athlete who plays football, swims and does outdoor track?
A10: You enter him all three sports across all three columns (number of participants, number of participants participating on a second team, number of participants participating on a third team). So, he will appear 9 times on the sheet, but the “behind the scenes” calculation will figure out the non-duplicated count.
Q11: At our university (D III) we do not have any need-based full grant-in-aid packages. So would our answer to this question be zero (Average Cost of Full Grant-In-Aid)?
A11: Yes, you are correct. If you would like to complete the fields for informational purposes, please feel free to do so.
Q12: Could you please clarify the due dates?
A12: Oct 15th ? report must be
available to the public on request
Oct 29th
? report must be submitted to Department of
Education (via DOE’s Web site)
Jan 15th
? report must be submitted to NCAA (via NCAA’s Web site)
Q13 a: With regard to #19 in the Revenue/Expense worksheet, do I exclude volunteer assistant coaches, and only include those that received pay?
A13 a: Yes, this item is only for those coaches who are paid. Volunteer coaches will only appear on the item where you are breaking out the number of coaches who work full or part time and their employment status (full or part time) at the university.
Q13 b: When entering a coach's salary, do you enter their total salary, or do you factor out the portion of their salary as a fraction of the total, based on the FTE that you assigned determined by their coaching responsibility?
A13 b: You are correct; we only want the amount of salary paid for coaching. Factoring out by the FTE is the correct way to do so.
Q14: Are there no longer worksheets available to us?
A14: The new online system totally replaces the Excel files (no more tables/worksheets). You can enter data into the NCAA's system and print out the various output report options (see FAQ #8) formatted to correspond with the Department of Ed's site.
Q15: I’m having problems logging in to the system with the login that was given to me by the Department of Education. What’s wrong?
A15: The Department of Education maintains a totally different system than what we have at the NCAA. The DOE’s login might look like this: username: E12345678 password: ABCDEF while the NCAA’s login might look like this: username: 001234 password: AB1CD2. The NCAA’s is the same as that used for Revenue Distribution reporting and/or Membership Services surveys.
Q16: When I’m entering data and hit the Enter key, it jumps me to the School Info page or the Revenue/Expense Summary page. Why?
A16: We’re looking into getting the Enter key to behave like the Tab key (but it might be a significant undertaking). While it seems to save the data you had last entered (because it navigates you to another screen), you should get in the habit of either clicking the mouse on another field or hitting the Tab key to navigate to different fields.
Q17: Which fall semester enrollment figures should I use on the School Info page (fall 2003 or fall 2004)?
A17: For the Reporting Year 2004 (FY2004), you should report the enrollment figures from the fall 2003 (since fall 2004 would reflect FY2005 data).
Q18: I get an error message that says “Please enter at least one digit for the field. Negatives are not permitted.” but I don’t have negatives. Why?
A18: Do not try to enter anything but numbers in the monetary-related fields. Any attempt to add any type of formatting characters (?$?, ?,?, or ?.?) result in the error message.
Q19: I don’t see a “Save” button or a “Logout” button. Is it OK to just close the browser when I’m done?
A19: The data on a page is saved when you navigate to another screen. So, if you are ready to end your session, navigate to new page (to save the data on the last screen you were on) and then it is safe to just close the browser window.