Fee Report Instructions

Instructions - Fiscal Year 2018-19

G.S. 143C-9-4 mandates that state agencies, universities, boards, and commissions submit a complete report of all funds received during the fiscal year for the use of a property, the provision of a service, or the exercise of a regulated privilege. The web-based NC Fee Report data will be open for data entry starting Wednesday, January 15, 2020 and is to be completed by Friday, February  21, 2020.

The purpose of this survey is to obtain information about certain types of agency fees. Fee amounts that agencies reported to the North Carolina Accounting System (NCAS) during Fiscal Year 2018-19 are listed by agency, budget code, fund code, and revenue account code (amounts are blank for boards that do not report to NCAS.) When possible, additional information not included in NCAS was copied from your responses from the previous year to reduce the amount of data entry needed. 

Getting Started

Each Fee Report contact at the agency / board / commission / university will be sent a link to the online spreadsheet collection form in the Smartsheet application.  You are welcome to share this link with others in your organization if multiple people need to edit the data.

The spreadsheet contains one row for each fee with columns that provide data about that fee.

Starting this year, we have flattened the reporting structure.  Any fee under a Budget Code / Fund Code / Account Code hierarchy has been given its own row. We previously used the terminology of “Fees” and “Subfees” – these are now blended to show the lowest level on each row. You may add new rows if you need to provide a detail about a fee not shown by default.

The column called “Amount Collected Entire Account” contain totals received from NCAS.  These amounts are not editable and are shown with a gray background and a lock symbol on the left column header.

Please remember that all data provided will be incorporated into a report that is sent to the Legislature and posted publicly.  Please be aware of spelling and grammar.

Editing

Whenever possible, data from the previous year has been rolled forward by default. Please check and update all columns as needed.

The two columns highlighted in yellow (“Number Collected This Fee Only” and “Amount Collected This Fee Only”) are the most important.  

You can use the filter on the toolbar to filter by Budget Code, Fund Code or Account Code.  Or you can create your own filters.

Because Smartsheet has standard spreadsheet features, you can copy and paste between rows, or drag down to copy across rows.

You can work with the spreadsheet directly in Smartsheet, or you can export to Excel if it’s easier to review the data outside of Smartsheet.  But you must return to Smartsheet to make the updates in the application. Please do not email spreadsheets to OSBM.

Number Collected This Fee Only

  • The value represents the number of times the fee described on the row was collected during FY 2018-19.
  • If your collection period was different than the fiscal year, please note that in the Comments column.

Amount Collected This Fee Only

  • The value represents the dollar amount collected in FY 2018-19 for the fee described on that row.
  • If your collection period was different than the fiscal year, please note that in the Comments column.

Amount Collected Entire Account

  • This value represents the amount reported for the entire Budget Code / Fund Code / Account Code combination in NCAS.
  • This value is NOT editable.
  • If there are several fees under the same Budget Code / Fund Code / Account Code structure, this number may be repeated on each row.  This is by design.

Budget Code, Fund Code, Fund Title, Account Code, Account Title fields

  • These are all standard fields as used in NCAS.  If your organization does not use NCAS, these may be blank or have placeholder numbers used for reporting.

Fee Title field

  • This field provides a description of the Fee.
  • The field is defaulted from the previous Fiscal Year.  Please edit as needed.

Fee Rate field

  • This field is used to describe the amount charged for the fee.
  • The field is defaulted from the previous Fiscal Year.  Please edit as needed.
  • Use currency formatting.  Example:  $1,500 instead of 1500.
  • Please keep Rate detail succinct and use the Comments fields to explain conditions or variations in the rate charged.

Frequency

  • This field is used to describe the Frequency in time that the fee is changed and contains options such as ‘per occurrence’, ‘monthly’, ‘daily’, etc.
  • Please use the Fee Title to describe rate variations that differ in other ways, such as ‘per campsite’ or ‘per horse’ or ‘per credit hour’.
  • The field is defaulted from the previous Fiscal Year.  Please edit as needed.
  • You may select a value from the list or add a new value.

Date Last Changed

  • This field is defaulted from the previous Fiscal Year.  Please edit as needed.

Statutory Authority

  • This field is defaulted from the previous Fiscal Year.  Please edit as needed.

Administrative Authority

  • This field is defaulted from the previous Fiscal Year.  Please edit as needed.

Comments

  • The Commends field is defaulted from the previous Fiscal Year.
  • Please keep comments short and check spelling / punctuation, as these will be printed for public review.

Smartsheet History Tracking

Smartsheet automatically tracks all changes to the spreadsheet.  Each time a cell is adjusted, the system will record the value that changed along with the user that made the change.

Due Date Reminders

Fee Contacts for the organization will receive periodic reminders about rows that have the red status indicator to show that updates have not yet been completed.

Assistance

For questions about completing the forms, contact Susie Esealuka, Office of State Budget and Management at 984-236-0629.

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