1. YEAR-END CLOSE MEETING April 25, 2018

2. Agenda
Speakers
Mary Martin –Director of Payment Services and Travel at the PSC
Suzanne Scott-Budget and Planning Office
Anja Wynne-Human Resources
Jesse Rochell-Bursar’s representative
Campus Introductions
What department?
# of YE closes?

3. Agenda
Recent Items
PSC Presentation
UCCS Presentation

4. Recent Items Blog on Tax Code Changes
CU Innovation & Efficiency Proposals
Lab Session in JUNE more info to follow
Thanks for your continued support!

5. Calendars/Websites OUC FYE page with FY18 INFO.
Accrual info
PSC Recap
Original Calendar
UCCS Controller’s Office page
YE Calendar
PPT slides

6. FY18 Year-End Close Dates
First
Close
Thursday July 5 Period 12
Second Close
Thursday, July 12 Period 996
Final Campus Close Thursday, July 19 Period 997

7. User Alert
No journals (FY18) approved or manually posted (New fiscal year exemption)
Friday, July 6th
Friday, July 13th
Friday, July 20th
Journals
Journals
Journals

8. Upcoming Dates Monday, May 28, 2018 Memorial Holiday
Thursday, May 31, 2018
Bad Debt adjustments as of date, JE early June
Friday, June 1, 2018
Spring Semester ePERs are generated
Friday, June 29, 2018
Goods and services must be physically received by this date in order to be accounted for in FY18
Bursar would like your deposits by 3pm

9. Fiscal Certification Dates
Thursday, April 26, 2018
Due to Controller’s office (first round)
Friday, May 4, 2018
Updated Fiscal Cert sent to campus Controller (second round)
Friday, May 25, 2018
Fiscal Cert review due back to OUC
Monday, June 4, 2018
Set due dates
Friday, June 29, 2018
Fiscal Cert close for due dates
Thursday, July 5, 2018
Fiscal Cert commences

10. Clean up by Speed type
Please pay close attention to revenue and transfers (they can cause manual adjustments with carryforward).
Revenue and transfer budgets must match actuals.
Move budgets around (APPROPRIATELY) within speed type/org so that there are no deficits within account codes.

11. Fee Speed types
Please make adjustments after deferrals. Deferrals, June 29th.
Revenue budget should equal actual revenue received.
Adjust expenditure budget accordingly.

12. Salary Sweeps
Sweeps for classified and professional exempt staff are suspended for FY 19
Refer to Policy:

13. Auxiliary Budgets
Budgets should equal actuals for all auxiliary speed types at year end.
We must respond to variance reports throughout the year and this includes year end.
Documents prepared for the Regents look at this data, it is important that it is correct.
GAR (General Admin Recharge) IS INCREASING TO 8.5% FOR FY 19

14. Plant Funds (Reserves, R&R)
Any balance greater than $10K needs to be moved to the plant fund.
As we near final close, this $10K amount may be changed. Units will be contacted if additional funds need to be transferred.

15. Carryforward (CFWD) and University Net Position (UNP) policy update
Carryforward tax has been suspended for FY 18.
Spending plans for plant funds are due to the Budget Office Sept. 30th.
The Budget Office will prepare CFWD and plant fund balances along with spending plans.
Vice Chancellors/Chancellor will review
and approve by October 31,

16. Spending plans need to be provided on any reserve fund balance (72 or 78) and any fee balance left in the general fund (course, program or/and online).
BOR (Board of Regents) have to approve carryforward amounts before we can allocate temp. budget. These allocations may not happen until later in the FY so be prepared.

17. Budget Ledgers: REMINDERS
No one has access to the budget ledgers (processing BJEs) between the second close (July 12) and third close (July 19).
During this time the Budget Office is finalizing the general fund balances.
If you see anything that needs adjusted, please contact the Budget Office.

18. FY 19 Set Up: REMINDERS
During set up of the new fiscal year, only the Budget Office staff is allowed in the ledgers. If you submit a BJE at this time it will be deleted.
Initial budgets must tie to the Regent approved budgets. We will send out an when the ledgers are open to campus.
FY 19 Budgets will NOT be ready on July 1.

19. Salary Increase Report (SIR) Deadlines
Monday, April 23, 2018
2nd draft SIR Worksheets sent to campus departments for review with Comp Pools (additions/deletions/edits).
Friday, May 25, 2018
DEADLINE for all campus departments to return final SIR Worksheets to Budget & Planning Office with Merit Increase allocation.
Tuesday, May 29, 2018
SIR worksheets sent to VCAF and Chancellor for review.
Monday, June 4, 2018
Final, approved SIR worksheets sent to HR for final processing.
Friday, June 22, 2018
SIR due to System
Thursday, June 28, 2018
SIR uploaded

20. HR Dates for June Friday, June 8, 2018 Position Funding rollover
Thursday, June 21, 2018
Approval Deadline 5pm Position Data, Funding, and Job Data Approved-BW PPE 6/16
Friday, June 22, 2018
HR Encumbrances disappear from GF
Run Payroll Register Report-MON PPE 6/30 (check summer funding distributions)

21. HR Dates for July-FY18 Thursday, July 5, 2018
Approval Deadline 5pm Position Data, Funding, and Job Data Approved-BW PPE 6/29
Friday, July 6, 2018
OUC to book payroll accrual and reversal for BW PPE 6/29 (will post in period 996)
Thursday, July 13, 2018
PETs for FY18 must be entered/approved by 6pm

22. HR Pay Items SIR Accuracy!
Note any anticipated changes (resignation, transfer, retirement, etc.)
No time for SIR changes after June 4, with the new August pay requirements.
Faculty pay in August:
ENP
19 days of pay
Promotion pay and
a portion of merit.
Job Code/Account Code scrub
New job codes for faculty/summer teaching/overload/research
Pay attention to account codes

23. Items to clean up Company Card Personal Charges Account 013109
Run m-Fin Account Number Report by your Orgs
Company Card Unallowable Expenses
Account
Payroll Suspense
Deficits
Clearing Speedtypes
Reconcile your ST’s

24. Any Questions?