1. Symbols used in the Disclosure Forms

• The Add Row button  allows you to add a row of new information to a disclosure form.
• The Save button  saves or updates a row of data that you have entered.
• The Cancel button  deletes or cancels a row of data that you have entered but not yet saved.
• The Edit button  allows you to edit data that you have already entered and saved.
• The Delete button  deletes a row of data that you have already entered and saved or cancels the update process.

2. Entering Data in the Disclosure Forms

Enter numbers in whole dollars only. Do not enter pennies, decimal points, dollar signs, etc. When you are entering data in the disclosure forms, do not use the Internet Explorer "refresh" button or duplicate data may be entered into the system. If this happens, you will need to contact customer assistance to remove the duplicate data.

3. Amount Boxes

An amount box is used to enter a number. The software does the formatting in an amount box. If you enter 1000 the software will automatically convert it to 1,000.

4. Text Boxes

A text box is used to enter information and/or an explanation. The user does the formatting. So if you want to include a number in a numerical format in your data you will need to type in the dollar sign and the comma. Explanation of "Other" is required, entries will not save unless an explanation is provided.

5. Copying Data from Excel or Word to a Disclosure Form

You can copy a number from an Excel worksheet into an “amount” box in a disclosure form.
You can copy words/explanations from a Word file into a “text” box in a disclosure form.

6. Copying Data from a Disclosure Form to Excel or Word

You can copy data from a Disclosure form into Excel. For best results you should be in "View" mode to do this. Highlight the area you want to copy in the disclosure form and do “copy/paste” into Excel. This will allow you to perform Excel functions such as totals on the data.

7. Printing a Disclosure Form

Choose "View" access mode. Then choose “File, Print.” This will give you a print screen . If using “portrait” truncates the data you will need to change the Page Setup to “landscape”.

8. Printing the Financial Disclosure Certification

If you wish to print out the Financial Disclosure Certification, so that it looks more like a formal memo, you will need to change your page setup. Choose File, Page Setup, and then remove any characters in the Header & Footer boxes.

9. Saving a Disclosure Form as a PDF

Choose "View" access mode. Then choose "File, Print, CutePDFwriter". Save it in the appropriate folder. We recommend printing or saving all of your state and federal forms so you can refer to them next year. This is a one-year application and prior year history is not retained.

10. “AFRS Amount” Signs

As in Enterprise Reporting, the “sign” (+ or -) may be reversed from AFRS for liabilities and revenues so that these numbers will show as positive amounts in the disclosure forms, for example the Unavailable and Unearned Revenue form. The disclosure forms that have beginning balances, activity and ending balances will show the original AFRS sign, for example the Liabilities by Major Class form. The forms with beginning balance, activity, and ending balance are similar in format to a trial balance report.

11. Reconciliation Boxes

This box displays the amount(s) you entered, the amount(s) from AFRS, and any difference. The difference should be zero. If the difference is not zero you need to research why and enter an explanation in the comment box.

12. Lead Sheet

After you fill in all of the required information for a form you need to manually go into the Lead Sheet and choose “Yes” in the “Completed” column. The Lead Sheet does not fill this in automatically.

13. Error Messages

Error messages appear in red at the top of the form when there is a problem. You must address the problem listed or “cancel” the row before you will be allowed to continue.

14. Required Disclosure Forms

State
Five state disclosure forms are required to be completed by all agencies. Cash and Investments Restricted Disclosure, Internal Control / Internal Audit Questionnaire Disclosure, Miscellaneous Disclosure, Lease and SBITA Disclosure, and the Financial Disclosure Certification are required state forms.

Federal
Agencies with federal grants are also required to complete the Federal Financial Assistance - Direct, Federal Identification Numbers, and Federal Assistance Certification forms.

Also, if there is AFRS data prefilled in a disclosure form your agency is required to complete the form. Read SAAM 90.40 and 95.20 to determine which forms are applicable to your agency.

15. How to Increase the Font Size of the Disclosure Forms

a. Go to Internet Explorer, and click on Tools/Internet Options/Accessibility, check the box for ignore font sizes on specified Web pages and click ok to close Internet Option.

b. Click on View/Text Size and select the size you like (it usually defaults to medium).

16. User ID the same in Financial Toolbox and Disclosure Forms

You can request to have the same user id for both the Disclosure Forms and Financial Toolbox. Call or e-mail the Customer Assistance contacts listed below to request this.

17. Feedback/Comments/Suggestions

Please give us feedback by clicking on the feedback link at the top of the Disclosure Forms main screen.

18. Customer Assistance

For assistance contact Heidi Algiere at (360) 947-9238 / Heidi.Algiere@ofm.wa.gov or Marina Yee at (360) 974-9257 / Marina.Yee@ofm.wa.gov. If they are not available, please contact Julie Jorgenson at (360) 947-9246 / Julie.Jorgenson@ofm.wa.gov or Cheryl Hainje at (360) 947-9244 / Cheryl.Hainje@ofm.wa.gov.