OSF - Form 9 Special Edition

December 18, 2020

Form 9

The window to upload Form 9 data submissions for July to December 2020 in DOE Online will be open January 1 to January 31.

If you have any questions, please email us at Form9@doe.in.gov.

Form 9 Troubleshooting

If you are having difficulties with your Form 9 submission, please look here for guidance.

Supplemental Schedules Guidance

Please review the Supplement Schedules guidance presentation for submitting steps 5 - 7 of the Form 9.

Statement of Obligations

Please review the overview of the process for submitting the Statement of Obligations as part of Form 9 financial data.

Please send any questions here.

Step Eight: Fund Balance Report

The second part of the project adds another step to the Form 9 submission process. Doing so alleviates duplicative reporting for school corporations and charter schools. Form 9 Step Eight generates a report of fund balances and allows school officials to identify fund balances being accumulated for future capital needs. The example below identifies the fields being captured in Step Eight.

The program will auto populate the leftmost column (fund number, fund name and ending cash balance) using the fund balances submitted as part of the data file submission in step three of the Form 9 process. The column for “Additional Fund Name/Information” is optional and may be utilized to provide more detailed grant information, for example the year the grant was received. Schools will input all other information (the question, future capital amount and the explanation). Because most funds will not have funds being accumulated for future capital needs, the program will default to “N’ for that question.

School officials will be able to populate the report after successfully completing Steps 1-3 of the Form 9 financial data submission process. Step 8 Fund Balance Detail will populate using the most recent ending cash balances reported by the school corporation or charter school. Step 8 must be completed each Form 9 financial data reporting period.

Other local education agencies (LEAs) such as cooperatives and education services centers do not have to complete Step 8.

Big picture

Form 9 Commonly Asked Questions


Recommended Coding associated with Buses:

1) Bus purchase (not part of a loan or lease) account 27400 object 734

2) Gas account 27300 object 613

3) Lease payment account 53300 object 831

4) Bus loan payment account 51400 object 831

Use of account 26200

Ensure these are really operational costs and not constructional in order to correctly calculate

the Maintenance of Effort.

For self-insurance deposits on behalf of employees, be sure to use account 1971.


Terminal Leave

● Character limit in column A of 25

● Character limit in column B of 20

● All cells in columns H and I must have an amount (use 0 if no amount)

● No commas

Capitalized Equipment

● Character limit in column A of 25

● No commas

● Make sure you save the file as “General” format EXCEPT for dates. Save the date

column as “Short Date”

Q: I’m building a fence. Would this be capitalized equipment?

A: No, this would be object 715.

Q: I’m repairing and upgrading my HVAC. Would this be capitalized equipment?

A: This would only be object 735 if a new unit is being purchased. Otherwise, use object 431.

Q: I’m upgrading our lighting. Would this be capitalized equipment?

A: No, this would be object 720.

Object Codes

Please review the guidance regarding the use of object codes for capitalized equipment.

The Following Webinar Demonstrates How to View Your Form 9 Submission File in Excel

Form 9 txt to CSV

CARES Act Fund Numbers

The Office of School Finance has added new fund numbers for reporting CARES Act expenditures.

Please read this memo for details.

Please send any questions here.

Unassigned Funds

Unassigned Funds are not part of the current Chart of Accounts. Since they are not included in the current chart of accounts, these funds must be closed out in your data. A new chart of accounts took effect in January 2019. With that, it is important that all school corporations adhere to the current chart of accounts. Because the Form 9 Financial Report is the basis for information requested by local, state, and federal educators and others for use in planning the management of school finances, you must adhere to the new chart of accounts.

Other Office of School Finance News:

Financial Transparency Portal

Please see the presentation for the Financial Transparency Portal.

STN Support HelpDesk

Contact the STN Support HelpDesk by clicking here to create a work order. Please include your correct email address and phone number in the work order. STN Support is also available by phone at (317) 232-0808.