1. Chancellor’s Office Accounts Payable Activities for Year-End Closing Lauri Reilly Accounts Payable Manager, Chancellor’s Office Year-End Legal Training May 2010

2. Paradigm Shift – WHAT? What – are you crazy? What - is the purpose? What – what about the June invoices? What – June 30, really? May 20102Year-End Legal Training

3. AP Closing Activities - May Review Prior Year Closing Documents Create Calendar Communicate Deadlines May 20103Year-End Legal Training

4. AP Closing Activities - June Execute the plan Process, process, process Wrap it up – June 29 May 20104Year-End Legal Training

5. AP Year End Closing Check List June 29 Final check runs, positive pay & payment post Run claim processes Audit, budget check & post June 30 Data entry cutoff Audit, budget check & post Validate May 2010Year-End Legal Training5

6. Validation Steps Outstanding Control Groups Group Status not equal to “V” Budget Checked Budget Status equal to “N” Voucher Post Voucher Status report or Post Status = “U” Payment Post Post Status = “U” May 2010Year-End Legal Training6

7. After June 30, then what… REVIEW AND ACCRUE May 2010Year-End Legal Training7

8. Accrual Procedures Run the Query Review the source document Accrual Flag Create Reversing Journal May 2010Year-End Legal Training8

9. Resources SCO Year End Procedures Memo http://www.sco.ca.gov/ard_state_accounting.html http://www.sco.ca.gov/ard_state_accounting.html AP Year-end Deadline Memo AP Year-end Calendar AP Year-end Checklist Validation Queries Accrual Query & Instructions Accrual Worksheet May 20109Year-End Legal Training

10. Contact Information Lauri Reilly Email: lreilly@calstate.edulreilly@calstate.edu Telephone: 562-951-4534 May 2010Year-End Legal Training10

11. www.calstate.edu May 201011Year-End Legal Training