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Year-End Close - Participating Groups  Accounting  Accounts Payable  Budget  Departments  Facilities Services  OSP, AES, ES  ITC  Payroll & Personnel.

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Presentation on theme: "Year-End Close - Participating Groups  Accounting  Accounts Payable  Budget  Departments  Facilities Services  OSP, AES, ES  ITC  Payroll & Personnel."— Presentation transcript:

1 Year-End Close - Participating Groups  Accounting  Accounts Payable  Budget  Departments  Facilities Services  OSP, AES, ES  ITC  Payroll & Personnel  Property Management  Purchasing  RLUFS  Capital Projects (Treasury)  Other agencies and campuses  Accounting  Accounts Payable  Budget  Departments  Facilities Services  OSP, AES, ES  ITC  Payroll & Personnel  Property Management  Purchasing  RLUFS  Capital Projects (Treasury)  Other agencies and campuses

2 Year-End Close- Tasks and End Dates  Ensure positive cash & fund balances6/27/10  Record and pay claims & encumbrances7/09/10  Autobills, P Card, onecard7/07/10  Final cash receipts6/30/10  Accrue OSP Receivables/Defer OSP Revenues7/15/10  Payroll Information7/13/10  JVs, correction memos, etc.6/18/10  JD1s and JG1s 7/07/10  Federal Excise Tax Aps Due to Controller7/09/10  Disclosure Information7/15/10  Federal Information to State8/16/10  Financial Statement Preparation9/25/10  Fixed Assets & Property Management7/15/10  Monthly /Regularly occurring items 7/10/10  FY 2011 Begins, process 2011 claims7/14/10  Ensure positive cash & fund balances6/27/10  Record and pay claims & encumbrances7/09/10  Autobills, P Card, onecard7/07/10  Final cash receipts6/30/10  Accrue OSP Receivables/Defer OSP Revenues7/15/10  Payroll Information7/13/10  JVs, correction memos, etc.6/18/10  JD1s and JG1s 7/07/10  Federal Excise Tax Aps Due to Controller7/09/10  Disclosure Information7/15/10  Federal Information to State8/16/10  Financial Statement Preparation9/25/10  Fixed Assets & Property Management7/15/10  Monthly /Regularly occurring items 7/10/10  FY 2011 Begins, process 2011 claims7/14/10

3 Ensure positive cash & fund balances  Request certain depts to fund by 6/245/28/10Treasury  Begin reviewing negative balances5/28/10 VP/Other  Utility auto bill for May processed by6/24/10 UFS  Cutoff for financial aid disbursements6/21/10Financial Aid  Deadline- all balances positive6/25/10Departments  Final review of cash balances6/29/10VP/Other  Final adjustments to cash balances6/30/10Departments  Adjust inter-entity loan7/14/10Treasury  Request certain depts to fund by 6/245/28/10Treasury  Begin reviewing negative balances5/28/10 VP/Other  Utility auto bill for May processed by6/24/10 UFS  Cutoff for financial aid disbursements6/21/10Financial Aid  Deadline- all balances positive6/25/10Departments  Final review of cash balances6/29/10VP/Other  Final adjustments to cash balances6/30/10Departments  Adjust inter-entity loan7/14/10Treasury

4 Record and pay claims & encumbrances  Departments submit final claims 6/30/10Accts Paybl  Final Claims 7/01/10OSP, AES, ES, FSTS  Cash BPAs due 11am 6/24/10Accts Paybl  Computer & Student Equip Fees 6/30/10Accts Paybl  Final claims entry by 3 pm7/09/10Accts Paybl  Transmit claims to SABHRS 7/09/10Systems  All POs in Banner 3 PM6/30/10Purchasing  Run encumbrance roll and GL roll7/10/10Systems or as soon as payroll has posted  Final IDC, Admin Fee calc, 7/09/10OSP Ag Rev Fee, Term Pool entry  Banner to SABHRS Recon updated 7/09/10Accounting  Departments submit final claims 6/30/10Accts Paybl  Final Claims 7/01/10OSP, AES, ES, FSTS  Cash BPAs due 11am 6/24/10Accts Paybl  Computer & Student Equip Fees 6/30/10Accts Paybl  Final claims entry by 3 pm7/09/10Accts Paybl  Transmit claims to SABHRS 7/09/10Systems  All POs in Banner 3 PM6/30/10Purchasing  Run encumbrance roll and GL roll7/10/10Systems or as soon as payroll has posted  Final IDC, Admin Fee calc, 7/09/10OSP Ag Rev Fee, Term Pool entry  Banner to SABHRS Recon updated 7/09/10Accounting

5 Autobills, PCARD, Onecard  Autobills, first cutoff6/11/10UBS  Feed Autobills to finance6/18/10Systems  Autobills, 2nd cutoff6/30/10UBS  Final Autobills due to UBS7/02/10UBS  Feed 2nd autobills to finance (6/30)7/07/10Systems  PCARD Trnxn Cutoff ( )6/21/10Accounting  Run PCARD feed6/24/10Systems  PCARD final trnxn7/06/10Systems  Cat Card final redistribution7/07/10RLUFS  Autobills, first cutoff6/11/10UBS  Feed Autobills to finance6/18/10Systems  Autobills, 2nd cutoff6/30/10UBS  Final Autobills due to UBS7/02/10UBS  Feed 2nd autobills to finance (6/30)7/07/10Systems  PCARD Trnxn Cutoff ( )6/21/10Accounting  Run PCARD feed6/24/10Systems  PCARD final trnxn7/06/10Systems  Cat Card final redistribution7/07/10RLUFS

6 Final cash receipts  Feed A/R to finance by noon6/30/10 Systems, UBS  Submit cash by 11am 6/30/10 Acctg, RLUFS  Cr card receipts by 10 am6/30/10 Acctg  Cr card receipts after 10 am for 7/01/10 Acctg manual and virtual terminals need to accrue Commerce manager EOD for 6/30 need to accrue  Cash receipts after 11 am, 7/01/10 Acctg need to accrue  Feed telephone bills- final 7/08/10 Systems, A/R FeedITC  Feed A/R to finance by noon6/30/10 Systems, UBS  Submit cash by 11am 6/30/10 Acctg, RLUFS  Cr card receipts by 10 am6/30/10 Acctg  Cr card receipts after 10 am for 7/01/10 Acctg manual and virtual terminals need to accrue Commerce manager EOD for 6/30 need to accrue  Cash receipts after 11 am, 7/01/10 Acctg need to accrue  Feed telephone bills- final 7/08/10 Systems, A/R FeedITC

7 Accrue OSP Receivables/Defer OSP Revenues  Overspent OSP items identified7/13/10OSP, AES, ES, FSTS  Accrue revenue on grants not 7/13/10Accounting overspent  Underspent grants, revenue 7/15/10Accounting will be deferred  OSP accrual will be reversed 7/16/10Accounting in FY 11  Overspent OSP items identified7/13/10OSP, AES, ES, FSTS  Accrue revenue on grants not 7/13/10Accounting overspent  Underspent grants, revenue 7/15/10Accounting will be deferred  OSP accrual will be reversed 7/16/10Accounting in FY 11

8 Payroll Information  Summer salary tail info (6/11 payroll)6/11/10P&PS  Summer salary tail info 6/23/10P&PS (June supplemental payroll)  Salary correction memos due6/18/10P&PS  Defer/recognize summer salaries7/12/10UBS  Compensated absences info. to accounting7/12/10P&PS, UBS  Bring salary encumbrance to zero7/02/10Budget  June Salaries to Finance7/09/10P&PS  OSP xfeed for benefit pool entries7/09/10OSP  Final payroll correction JVs 7/12/10Accting, by appt onlyP&PS  Feed payroll adjustment info 7/12/10P&PS  Summer salary tail info (6/11 payroll)6/11/10P&PS  Summer salary tail info 6/23/10P&PS (June supplemental payroll)  Salary correction memos due6/18/10P&PS  Defer/recognize summer salaries7/12/10UBS  Compensated absences info. to accounting7/12/10P&PS, UBS  Bring salary encumbrance to zero7/02/10Budget  June Salaries to Finance7/09/10P&PS  OSP xfeed for benefit pool entries7/09/10OSP  Final payroll correction JVs 7/12/10Accting, by appt onlyP&PS  Feed payroll adjustment info 7/12/10P&PS

9 JVs, correction memos, etc.  Accrue payable for items not rec’d 7/09/10 Accounting, by FYEPurchasing  Accrue revenues not rec'd by FYE7/09/10Accounting  Submit deferred revenue items7/08/10Accounting  Correction memos due6/18/10Acctg,P&PS, OSP,Agencies  Final JVs due6/18/10Accounting  Initiate IUJs to SABHRS7/12/10Accting, A/P  Answer IUJs on SABHRS7/19/10Acctg  Last day to transmit feed to state7/19/10Systems  Entries into both Banner and SABHRS7/20/10Accounting  JD1s, JG1s final in Banner7/07/10OSP, Agencies  A accruals submitted by departments7/02/10Departments  A accruals recorded by UBS7/09/10UBS  Compensated absences entry7/12/10Accounting, P&PS  Final warrant cancellations due6/22/10 Acctng, P&PS, OSP, Agencies  Transmit Warrant Cancel. To Helena6/25/10Accounting  Accrue payable for items not rec’d 7/09/10 Accounting, by FYEPurchasing  Accrue revenues not rec'd by FYE7/09/10Accounting  Submit deferred revenue items7/08/10Accounting  Correction memos due6/18/10Acctg,P&PS, OSP,Agencies  Final JVs due6/18/10Accounting  Initiate IUJs to SABHRS7/12/10Accting, A/P  Answer IUJs on SABHRS7/19/10Acctg  Last day to transmit feed to state7/19/10Systems  Entries into both Banner and SABHRS7/20/10Accounting  JD1s, JG1s final in Banner7/07/10OSP, Agencies  A accruals submitted by departments7/02/10Departments  A accruals recorded by UBS7/09/10UBS  Compensated absences entry7/12/10Accounting, P&PS  Final warrant cancellations due6/22/10 Acctng, P&PS, OSP, Agencies  Transmit Warrant Cancel. To Helena6/25/10Accounting

10 Disclosure Information  Lease info due to Controllers6/17/10 AES, ES, FSTS,Purch  Long Term Debt & Bond Schedules Due 6/11/10 Treasury  Lease Info due to State6/18/10 Purchasing, UBS  Mark Investments to Market Value7/08/10 Treasury  Investment disclosures to state7/09/10 Treasury  Lease info due to Controllers6/17/10 AES, ES, FSTS,Purch  Long Term Debt & Bond Schedules Due 6/11/10 Treasury  Lease Info due to State6/18/10 Purchasing, UBS  Mark Investments to Market Value7/08/10 Treasury  Investment disclosures to state7/09/10 Treasury

11 Federal Information  SEFA info. prepared7/23/10 OSP, AES, including pass-thru ES, FSTS  CFDA Federal Surplus Property list  SEFA due to State8/16/10 OSP, AES, ES FSTS, UBS  Pass- thru info. to State8/16/10OSP, AES, ES, FSTS, UBS  Schedule of prior audit 8/16/10 OSP, AES, ES findings to StateFSTS, UBS  Status of corrective action 8/16/10OSP, AES, ES plan to StateFSTS, UBS  SEFA info. prepared7/23/10 OSP, AES, including pass-thru ES, FSTS  CFDA Federal Surplus Property list  SEFA due to State8/16/10 OSP, AES, ES FSTS, UBS  Pass- thru info. to State8/16/10OSP, AES, ES, FSTS, UBS  Schedule of prior audit 8/16/10 OSP, AES, ES findings to StateFSTS, UBS  Status of corrective action 8/16/10OSP, AES, ES plan to StateFSTS, UBS

12 Fixed Assets & Property Management  Depts verify equipment listing4/20/10Prop Mgmt  Final equip added/deleted7/07/10Prop Mgmt  Run depreciation7/13/10Systems, Prop Mgmt  Inventory reports due to prop mgmt7/09/10Accounting, Prop Mgmt  CWIP Review5/19/10UBS, Treasury  Plant fund A&E entries made7/16/10UBS, Treasury, Prop Mgmt  Depts verify equipment listing4/20/10Prop Mgmt  Final equip added/deleted7/07/10Prop Mgmt  Run depreciation7/13/10Systems, Prop Mgmt  Inventory reports due to prop mgmt7/09/10Accounting, Prop Mgmt  CWIP Review5/19/10UBS, Treasury  Plant fund A&E entries made7/16/10UBS, Treasury, Prop Mgmt

13 Monthly /Regularly occurring items  Final IDCs, Admin Fee, 7/09/10Systems Ag Rev Fee and Term PoolOSP  FY 2010 begins for accounting7/26/10  Accept 2010 claims begin processing7/12/10 Accts Paybl  Reverse all accruals & deferrals7/14/10 Accounting  Record prepaid travel as expense7/26/10 Accounting  Weekly and monthly maintenancevarious  Final IDCs, Admin Fee, 7/09/10Systems Ag Rev Fee and Term PoolOSP  FY 2010 begins for accounting7/26/10  Accept 2010 claims begin processing7/12/10 Accts Paybl  Reverse all accruals & deferrals7/14/10 Accounting  Record prepaid travel as expense7/26/10 Accounting  Weekly and monthly maintenancevarious

14 Financial Statement Preparation  Reconciliation & backup prepared7/14/10 OSP, AES, ES, FSTS, UBS, Accounting, Treasury, Prop Mgmt  Prepare GASB 35 statements9/03/10 Accounting, UBS, Systems, Treasury  Financial Statements due to State9/24/10 UBS, Accounting, Others  Reconciliation & backup prepared7/14/10 OSP, AES, ES, FSTS, UBS, Accounting, Treasury, Prop Mgmt  Prepare GASB 35 statements9/03/10 Accounting, UBS, Systems, Treasury  Financial Statements due to State9/24/10 UBS, Accounting, Others

15 A little R&R!

16 Here We Go Again- FY 2011 Begins  Reverse all accruals & deferrals 7/14/10 Acctg, Systems  Accept 2011 claims, 7/12/10 UBS  Expense prepaid travel 7/26/10 Acctg


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