May 2009 Year-End Planning and Checklist

AGENDA  Reminder for Close  Preparation and Planning  Year-End Checklist and Timeline 2 May 2009

Reminders for Close  Close General Fund without accruals or current year Budget Balance Available (BBA)  Entries for unpaid Claims  Do not accrue:  Payroll  CSURMA 09/10 Campus Premiums  State University Grant (SUG)  Prepare for designated Fund Balance entries for Fund and , 442 & 443  Please be sure that the designations include the entire post-close equity for the fund. 3 Preparation and Planning

 Monthly recons – Keep ‘em current and resolve factors  Preparation begins in January and February  Consider changes on YOUR campus - (PS Student Finance, GL issues, PS AR/BI, Asset Mgt)  Look at last year, how did you do? 4 Preparation and Planning

 Key Deadlines  Work backwards from these dates when planning  June 15 - SCO Cut-off for Claims\PFA’s\Transfer Requests  July 15 – FIRMS Submission COMPLETED (24 hour review backs this up to July 14)  All SCO required reports per legal manual 5 Preparation and Planning

April/May  Load SAM99 Accrual Reversal Tape  SAM99 should be run with Accrual Reversal checkbox marked from this point forward  Analyze data dependencies for month and year-end entries  Meet with departments or contact third-party providers to determine dates information will be ready or potential cut- off of activity to meet deadlines 6 Year-End Checklist

May  Collect data and analyze capital leases, capital projects & other potential complex transactions  Develop strategy for booking to ledger  Chancellor’s Office will pull back in reverting General Fund (in 2009, pull back 2005)  Review reverting funds  Clear any remaining assets and liabilities  CY revenues and expenses will close to fund balance clearing 7 Year-End Checklist

May  Review closing rules and trees  Update for reverting/reverted funds  Use PS queries based on reversion date and compare to campus trees  Confirm all of 0948 funds close to , pay special attention to FNAT flip funds.  Ensure budget and actuals equal (BBA=0) in the following CSU Operating Fund (CSU Fund 485) accounts:  – SWAT Transfers In  – SWAT Transfer Out  – General Fund Transfer In 8 Year-End Checklist

May  Review revenue in CSU Operating Fund  Make sure appropriate revenues are recorded  Augmented Health to CSU fund 485  Miscellaneous Financial Aid – Restricted to CSU Fund 431  Miscellaneous Financial Aid – Unrestricted to CSU Fund 435  Campus internal service providers to 543: TF Campus Services - Internal Services  Campus external service providers to 544: TF Campus Services - Enterprise  Budget and Accounting develop a plan for year- end reserve entries  Create campus accounts as needed for reserves 9 Year-End Checklist

Early June  Close and reconcile May data  Notify Auxiliaries of Year-End Deadlines  FIRMS 7/31/09  GAAP 9/30/09  IPEDS 10/30/09  Request Contingent Liabilities list  June 15th SCO MUST have final 2008/09 Claims/PFA/Transfer Requests in Hand for guaranteed processing 10 Year-End Checklist

Mid-June  Upon notification from the CO, submit test SAM99 Files to the SCO until the SCO personnel indicate a “clean” submission.  Campus Allocation of 4Q SWIFT Investment Earnings  Remember 4Q is March, April and May  June interest will be distributed late July to be accrued in GAAP 11 Year-End Checklist

No later than June 22nd  Review and Adjust A/R Reserves –Remember to use contra-revenue allowance/bad debt accounts  Clear all known SAM99 reconciliation issues  Clear all known FIRMS error messages  Remember warning messages usually turn to errors in the 4th quarter 12 Year-End Checklist

No later than June 30th  Record all chargebacks  All requisitions must be sourced to a Purchase Order or cancelled  Final Student System feeds to A/P completed, prep for final fiscal year check run 13 Year-End Checklist

No later than June 30th  Post/Reconcile Payroll  Post Final ProCard statement  Receiving Completed  Close Purchasing  Final recording of Cash Receipts  Close Cash Receipts  Final Check Run/Claims  Close Accounts Payable 14 Year-End Checklist

July Week 1  CO Data will be communicated to campuses via AD NOAT no later than July 7  Non-Delegated CWIP / Additions to Fixed Assets (IT Infrastructure)  Fund Balance Clearing (FBC)  4 th Quarter CSURMA Deductible Recovery  Interagency AR/AP (including CSURMA IDL/NDI/UI accruals)  Run and Post GL 15 process  Manually liquidate Reimbursed Activities remaining Encumbrance Balance  Complete Manual Obligations  Fixed Assets and Retention Entries Complete 15 Year-End Checklist

July, Week 1, Continued  Final Reimbursed Activities Billing Completed/Confirm RA in Balance by CSU Fund  Reconciliation of all subsystems to ledger complete: ARBI, Student, etc.  Complete routine month-end journal entries  Load WFB Bank Statement and begin reconciliation  Cleared Checks/Paid SCO Claims (CD102)/SAM99 Files 16 Year-End Checklist

July, Week 1, Continued  Bank reconciliation completed  Bank of CSU Statement distributed no later than July 7 th  Resolve Negative Cash Balances  SAM99 Reconciliation Completed – All SAM99 Reconciling Items Cleared  Reclassify FBC for claims filed to Due To Trust for DVP  SCP goes to claims filed  If needed, accrue FBC entries created by LCD 17 Year-End Checklist

July, Week 2  All entries now under the supervision of Campus Budget Office  Ensure budget and actuals equal (BBA=0) in the following CSU Operating Fund (CSU Fund 485) accounts:  – SWAT Transfers In  – SWAT Transfer Out  – General Fund Transfer In  Review Revenue in CSU Operating Fund  Make sure appropriate revenues are recorded 18 Year-End Checklist

July, Week 2  Review General Fund (SCO fund 0001)  Clear any remaining FIRMS errors  Final review of program/ledger balances  Clear any remaining deficits  Book Reserve entries to CSU Fund 485  Reserve for Operations  Reserve for Campus Dept / Obligations  Reserve for Encumbrances  Use campus accounts as needed, mapped to above FIRMS Object codes to accommodate campus plans for contingency, roll forward and reserves 19 Year-End Checklist

July, Week 2  Close xxCMP Business Unit to prevent further entries  Generate Final SAM99 File  Final FIRMS derivation  Close xxCSU Business Unit to prevent further entries  Prepare Manual Reporting Package for Management Review 20 Year-End Checklist

July 14 and 15  July 14 - Management Review/Approval  July 14 – Latest date for FIRMS submission to CO’s SFR group for 24 hour review  July 15 – FIRMS Submission completed, pre and post close  Transmit Final SAM99 file to SCO 21 Year-End Checklist

July and August  Run PO Rollover in xxCMP and xxCSU  Submit all required SCO reports per instructions in year- end legal manual –The SCO requires a separate certification letter for each state fund submitted through SAM99 or in hard copy.  Submit all CO required reports  Additional reporting dates in September and October for GAAP and IPEDs. Reference 22 Year-End Checklist