1. Fiscal Year End Training 2016

2. Agenda Year End Close Tasks and Timelines Prepaid and Accrual forms Other Deadlines Resources UBS Contacts Question & Answer

3. Year End Close Tasks Ensure positive cash & fund balances Record and pay claims Purchasing Card Cash receipts Autobills Property Management Journal entries & Corrections Other

4. Ensure positive cash & fund balances

5. Record and pay claims (BPAs)

6. Purchasing Card Verify 62886 p-card clearing account has a zero Balance through May / complete corrections 6/10/16Departments Purchasing card transaction cutoff (1 st )6/21/16Accounting See charges through 6/21 in Banner6/23/16Departments Charges feed to Banner6/24/16Systems Purchasing card transaction cutoff (2 nd )6/30/16Accounting See 6/22-6/29 charges in Banner7/01/16Departments See 6/30 charges in Banner7/02/16Departments Charges (6/22-6/30) feed to Banner7/06/16Systems Verify 62886 p-card clearing account has a zero balance through June / complete corrections7/07/16Departments (Corrections to UBS or Department - be sure to change JD1 date to 6/30!)

7. Final Cash Receipts Submit cash receipts by 11am 6/30/16 Departments Credit card receipts by 10am6/30/16 Departments Cash receipts after 11am, accrue FY166/30/16 Accounting, Depts Credit card receipts after 10am for 6/307/01/16 Accounting, Depts manual & virtual terminals, accrue FY16 Commerce manager, echeck, Webpay EOD for 6/30 need to accrue7/01/16Accounting

8. Autobills Autobills for outside vendors to date to UBS 6/13/16 Departments (Example: Bookstore, Foundation) UBS feeds outside vendor autobills to Banner 6/16/16 UBS, Systems Final autobills for outside vendors due to UBS 7/01/16 Departments Cat Card final redistribution 7/06/16 RLUFS Feed final FY16 autobills (change date to 6/30) 7/08/16 UBS, Systems Last day for dept to dept X-feeds 7/08/16 Departments

9. Property Management Capital inventory verification4/27/16Depts, Prop Mgmt Minor & sensitive inventory reports to UBS4/27/16Depts, Prop Mgmt Donated asset response to UBS6/17/16Depts, Prop Mgmt Capital Items (including ‘intent to fabricate’ items) for June and June 13 th month Pcard reports: –Please scan a copy all backup documentation as soon as you receive it to Kenny Baese and Christina Fournier for entry into the Fixed Asset system. These items will need to be entered for FYE prior to completed pcard report submission to UBS.

10. Journal Entries & Corrections Correction memos due to UBS (corrections through May)6/15/16Depts, HR, OSP (Corrections through June due to UBS 7/6/16) Final warrant cancellations due to UBS6/15/16Depts, HR, OSP Prepaids due to UBS6/30/16Departments Accruals (Expense & Revenue) due to UBS7/07/16Departments Submit unearned (deferred) revenue items7/07/16Accounting, Depts JD1s, JG1s final in Banner (backdate to 6/30 for entry after 7/1!)7/08/16Depts, OSP Compensated absences entry7/08/16Accounting, HR Initiate IUJs to other agencies to UBS (DPHHS 7/6/16)7/08/16Depts, Acctg Answer IUJs on SABHRS (actual 7/24) 7/18/16Accounting Procurement encumbrance roll, salary 7/11/16Systems encumbrance roll, and GL roll once payroll has posted

13. Other Deadlines Procurement ITC HR/Payroll Costco Leases

14. Procurement Requisitions exceeding $500,000 will need to go through the State, as MSU cannot spend over this amount within its delegated authority. If you have something of this magnitude on the horizon, please contact Laura Humberger at x4361, immediately. Other requisitions (valued under $500,000) need to be turned in to Procurement Services according to the following timetable to ensure adequate time for bids to be awarded: –Procurements that require the Request for Proposal process (criteria other than low cost): Friday, March 18th –Procurements that require the Invitation for Bid process (awarded to low cost alone): Friday, May 20th. –Procurements that do not require a competitive process (i.e. Sole Source, procurement exempt, etc.): Friday, June 10th. Remember that although FY16 purchases will take priority, these deadlines only apply to procurements that must use FY16 funding. If you have procurements with FY17 funding you can continue to submit as normal (see below). Please indicate clearly on your purchase requisition the funding year, as this will help us ensure prompt processing. Use of competitive bids and all other State requirements must be followed even during year end.

15. ITC Purchasing Support Orders placed by 6/10 should be received and autobilled by 6/30 Orders placed by 6/23 that are not received by June 30 will be accrued by ITC for the department according to accrual guidelines Orders placed after 6/23 (6/24-6/30) will be expenditures for FY17 IT Purchasing support webpage: http://www.montana.edu/itcenter/purchase/

16. HR / Payroll Information Summer salary tail info (6/11 payroll)6/09/16HR Salary correction memos due6/20/16HR Summer salary tail info 6/24/16HR (June supplemental payroll) June Salaries to Finance7/07/16HR Bring salary encumbrance to zero7/08/16Budget Final payroll correction JVs 7/11/16Acctg, HR OSP xfeed for benefit pool entries7/11/16OSP Feed payroll adjustment info 7/11/16HR

17. Costco Purchases Last day to charge at Costco for June 6/21/16Departments Documentation to UBS by noon6/22/16Departments Purchases made after June 21 st will be expensed in FY17 If you do make a large FY16 purchase at Costco after June 21 st, please contact Tanya Arrington X3345 and it may be accrued

18. Leases Please advise UBS if you have any leases of land or equipment by 6/13/16. Send a copy of the PO and/or lease agreement to one of the following staff: – Tanya X3345 for land leases and equipment leases under $5,000 – Loreen X1956 for copier leases and equipment leases over $5,000 If you are unsure, please call Tanya X3345 to discuss

20. FY 2017 Begins IDCs begin for FY17 7/12/16 OSP Admin fees for FY17 begin calculating 7/12/16 OSP Accept 2017 claims, begin processing 7/14/16 UBS FY17 Budgets into Banner 7/15-7/22/16 Budget Office FY17 begins for Accounting 7/26/16 UBS Reverse all accruals & deferrals 7/26/16 Accounting Record prepaids as expense 7/26/16 Accounting, Systems

21. Resources Departmental Checklist / FYE Close Letter / Year End Forms http://www.montana.edu/ubs/accounting/fiscalyearend.html UBS Questions ubshelp@montana.edu 994-3653

22. UBS Contact Info Tanya ArringtonX3345Accounting Christina FournierX3653UBS Help, Prop Mgmt Sarah Gorlitz-BurkX6411Accounts Payable Andrea GullicksonX5727Purchasing Card Lynne HendricksonX5739Accounts Payable Katie MatzingerX7508Accounting, Director

23. Questions & Comments