1. Year-End
Closing of the Books
FY 2018

2. Dates to Remember: Saturday, June 30th Last day of FY 18
Tuesday, July 10th
Fiscal period (FP) 12 closes at 5:00pm
Tuesday, July 17th
Departmental user lockout at 5:00pm

3. Dates to Remember: UO Foundation
June 21st (Transfers to UO) 5:00pm deadline for Transfer Check Disbursement Requests (CDR’s).
July 5th (Direct payments to outside vendors) 5:00pm deadline for CDR’s. All CDR’s dated 6/30/18 and prior, and received at the Foundation by this date will be expensed in FY 18.

4. Key Points:
FP’s should each stand on their own. FP 14 is an accrual period.
Banner is the official system of record.
All funds, including grant and agency funds, must have transactions recorded in proper FY.
Departments with new leases or using loaned equipment should contact the BAO.
Each department is required to submit a detail and aging report of their non-SIS accounts receivable to the BAO. These reports must be reconciled to Banner as of FP 14.

5. FY19 Beginning Balances
When FP 14 is opened, FY 18 FP 12 ending balances become FY 19 beginning balances (recorded in period 00)
Document type YEOB, numbered GLRL18XX
Then, each entry posted to FY 18 during FP 14 has a mirror entry in FY 19 FP 00

6. Dating FIS Documents
Documents entered into FIS for FY 18 must have a June 1 – 30, 2018 transaction date. This includes, but is not limited to:
Budget Changes
Invoices
Journal Vouchers
Travel Reimbursements

7. Encumbrances
BAO will roll all open purchase orders and general encumbrances from FY 18 to FY 19.
All system generated payroll encumbrances will be automatically liquidated by the payroll office.
To keep encumbrances from rolling into FY 19, cancel or liquidate them before the close of FP 12, on July 10th.

8. Expenditure Cut-Off Guidelines
Expenditures must be charged to the fiscal year in which goods are received or services are performed.
For goods and services received by June 30 for which vendor invoices have not been received, please fill out an Accounts Payable Report and forward to the BAO.

9. Prepaid Expense Update
Beginning January 1, 2018
Purchases of less than $5,000 will no longer be amortized over future fiscal years; they will be expensed in the current fiscal year
Purchases of $5,000 or more will continue to be expensed across fiscal years

10. Departmental Deposits in Transit
Please record a departmental deposit in transit for payments you have received in June, but cannot deposit with the Cashiers Office by June 29, 2018.
To record the deposit in transit by JV with a June 2018 date:
Debit Dept. Index A0951 Cash-Department Deposit In Transit
Credit Dept. Index Revenue, Unearned Revenue, Accounts Receivable, etc.
To make the physical deposit with UO Cashiers using Banner form TWADEPO as soon as possible after June 30, 2018:
Debit CASH, CHEK, or CARD depending on how the payment was received
Credit Dept. Index A0951 Cash-Department Deposit In Transit

11. BAO Financial Services
Business Affairs -
General Accounting, CAFAR, and Property Control – financial-management-contacts
Travel (6-3158) - office-contacts
Accounts Payable (6-3143) -
BAO Closing of the Books Website

12. Questions?