Module 9 (POD 252) Year-End Close Processes for Financial Services, Budget and Payroll April 10, :00 AM - 11:00 AM CP-700

Presenters Lynn Gañac (Ext 8474) Accounting Services & Financial Reporting Bea Maselli (Ext 2099) Payroll, Benefits and Retirement Services Joe Lipnisky (Ext 7392) Budget Planning and Administration Mary Ann Torres (Ext 5735) Accounts Payable and Travel Sally Yassine (Ext 4503) Contracts and Procurement Michael Pruitt (Ext 3758) Contracts and Procurement 1

General Overview Year-End Close Memo & Tasks Year-End Close Processes Understanding Processing Deadlines Preparing for Year-End Close Activities 2

FY Year-End Close Guidelines Memo issued by: Danny C. Kim Vice President for Administration & Finance/CFO 3

Payroll Services Payroll Services All payroll-related pay, adjustments, and changes for the time period prior to May 29, 2015 must be turned in by this date to be reflected as a Fiscal Year expenditure. p?mode=reset 4

Accounting Services & Financial Reporting (ASFR) Year-End Close Overview (Legal/FIRMS/GAAP) Billing Requests Reimbursement / Deposits to University Expenditure Transfers, Non-Payroll 5

ASFR Year-End Close Process GOAL = Revenues & Expenses MUST be recorded in the correct Fiscal Year in which they occur. 6

ASFR Year-End Close Process (continued) 7 06/30/2015 Year-End Close (FY 2014) continues until October Campus Reporting: FLCMP (Legal close) FLCSU (FIRMS close) FLGAP (GAAP close)

FY 2013/2014 Accounting Deadlines (FY 2014/2015 will be published during Chancellor’s Office Year-End Training on 04/23 & 04/24/2015) 8

GAAP Close: Snapshot of Prepared by Client (PBC) List 9

Month-End Close 10

Billing Requests Requests for miscellaneous billing for FY must be received by Accounting Services by 5:00 PM, Thursday, July 2,

Deposit or Reimbursement to University Account Submit checks for deposit to the Cashier’s Office by 12:00 PM, Tuesday, June 30, Important: If AUXILARY ORGANIZATION issues check to CSUF, please deposit by 12:00 PM, Monday, June 30,

Expenditure Transfer Request (ETR), Non-Payroll Submit electronic Expenditure Transfer Request form with backup documentation to Accounting Services by 5:00 PM, Thursday, July 2,

Contracts and Procurement Purchase Requisitions Change Orders Office Max Procurement Card 14

Purchase Requisitions and Change Orders 15 FY purchase requisitions $100,000 and above (which require formal bidding) must be received by Contracts and Procurement by 5:00 PM, Tuesday, April 14, FY purchase requisitions less than $100,000 and all change orders must be received by Contracts and Procurement by 5:00 PM, Friday, May 22, Reminder: All attached quotes must be less than 30 days old. FY purchase requisitions can be entered in CFS beginning Tuesday, May 26, FY requisitions entered prior to this date will be cancelled by Contracts and Procurement.

Purchase Requisitions and Change Orders (continued) 16

Purchase Requisition Fiscal Year Transition Purchase Requisition Fiscal Year Transition May FY From now through May 22, 2015 FY From May 23, 2015 going forward

OfficeMax and Procurement Card 18 Last day to order from OfficeMax to ensure that transactions are posted in FY is at 5:00 PM, Friday, June 5, Goods that are shipped after Monday, June 30, 2014 will be expensed in FY Last day to make a purchase with your procurement card to ensure that transactions are posted in FY is at 5:00 PM, Monday, June 15, Reminder: Effective July 1, 2013, the default account for P-Card transactions has been changed to , “Unreconciled P-Card Expense”. Activity for account must be reviewed and cleared on a monthly basis. You can access transaction activity for account through OBIEE. To avoid transactions going to the default account, cardholders need to select the correct account when reconciling their P-Card activity through Access Online. For account definitions and examples, please visit: AccountExample.asp AccountExample.asp For additional information, visit:

Receipt of Goods Departments are reminded that all orders are to be delivered to Central Receiving. However, should an order be delivered directly to your department, Receiving must be notified immediately. Send an to Danny Miranda or John Martinez in Receiving so the receipt can be appropriately recorded in CFS. Also please Contracts & Procurement if goods are to be returned to the vendor (i.e., incorrect/defective merchandise). The deadline to notify Receiving is 4:00 PM, Tuesday, June 30,

Accounts Payable and Travel Petty Cash Invoices Direct Expense Travel Request Travel Expense Claims 20

Petty Cash Petty cash transactions (approved Disbursement Voucher) should be submitted to the Cashiers Office by 12:00 PM, Tuesday, June 30,

Invoices Submit all approved invoices for FY to Accounts Payable for payments to be issued on or prior to June 15, 2015 by Thursday, June 4, Invoices received after this date maybe issued after the first check run in FY If the invoice is a final payment, please indicate as such on the invoice to finalize the purchase order. After June 30, 2015, continue to forward all unpaid FY (invoices for goods and services received prior to July 1, 2015) to Accounts Payable in order to ensure these transactions are captured for FY financial reporting. These transactions; however, may not be reflected in your reports. Last FY Accounts Payable check run is Monday, June 15,

Direct Expense Submit Accounts Payable Check Request forms (subscriptions, memberships) to Accounts Payable by 5:00 PM, Thursday, June 4,

Travel Request Last day to submit approved travel requests with the appropriate documentation for travel is 5:00 PM, Monday, June 8, A list of open travel authorization requests will be provided to the Division Financial Managers on Monday, April 20, 2015, for review and follow-up. #travel 24

Travel Expense Claims For travel completed prior to July 1, 2015, submit approved travel expense claims with the appropriate receipts and documentation to Travel Operations to receive reimbursement on or before the June 15, 2014 check run by 5:00 PM, Thursday, June 4, Note: For travel completed between June 5 and June 30, the approved travel expense claim must be submitted to Travel Operations within 5 business days upon completion of the trip. Reimbursements will be issued after the first check run in FY Continue to submit FY approved travel expense claims with the appropriate receipts and documentation to Travel Operations through Tuesday, June 30, 2015 so they can be appropriately obligated in CFS. After July 1, 2015 continue to forward all FY approved travel expense claims (for travel completed prior to July 1, 2015) with the appropriate receipts and documentation to Travel Operations to ensure transactions are manually obligated in FY

Travel Expense Claims (continued) #travel 26

Missed the Deadline for Submitting an Invoice? Expenses can be ACCRUED in Legal and GAAP. Legal accruals up to 1 st week of July GAAP accruals up to end of August (accrual depends on threshold) 27

Budget Planning and Administration Budget Transfers Payroll Expense Transfers FY Baseline Budget 28

Budget Transfers Budget Transfers Deadline: Monday, June 15, 2015 at 12:00 PM 29

Budget Transfers (continued) Budget Transfers (continued) 30

Payroll Expense Transfers (PET) Deadline: Friday, June 12, 2015 at 5:00 PM 31

FY Baseline Budget As of July 31, 2015 FY Baseline Budgets at the CFS chart-field level as of the end of fiscal year (June 30, 2015) will be loaded into the CFS ledger and OBIEE data warehouse. 32

Preparing for Year-End Close Activities  Plan early  Watch out for deadlines (DO NOT wait until the last minute PLEASE!!!)  Review BBA (Budget Balance Available) for SWxxx, THERA, THERE, THEXT, THCSU, THELS, THEOC, SSFGF, etc.  Review Revenue/Expense Report (record  accruals, if needed)  Spread the word  Visit the ASFR website frequently  Delegation of Authority  Back-up documentation  Only original forms will be processed  Review BBA in THEXT- fund is used for external deposits (usually for PCD reimbursements; might need to submit ETR to offset revenue in THEXT against expense in THEFD) 33

Year-End Close Contacts 34

Questions? 35 Web Resources

36 Financial Resource Management ndar/SessionAbstract.aspx?MainCategory=Financial%20R esource%20Management Presentation opmaterials.asp