1. Year-End Closing of the Books Fiscal Year 2014

2. Dates to Remember: June 30 Last day of FY14 July 8 Period 12 closes at 5:00 p.m. July 15 FY14 campus Banner lockout occurs at 5:00 p.m. July 22 Period 14 (FY14) closes at 5:00 p.m.

3. Dates to Remember: UO Foundation June 23 (Transfers to UO) 5:00 p.m. deadline for Transfer Check Disbursement Requests (CDR’s). July 7 (Direct payments to outside vendors) 5:00 p.m. deadline for CDR’s. All CDR’s dated 6/30/14 and prior, and received at the Foundation by 7/7/14 will be expensed in FY14.

4. Key Points: Fiscal periods 1-12, 14. Each fiscal period should stand on its own. 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 period 14.

5. Dating FIS Documents Documents entered into FIS for FY14 must have a June 1 – 30, 2014 transaction date. This includes, but is not limited to: Budget Changes Invoices Journal Vouchers Travel Reimbursements

6. Encumbrances BAO will roll all open purchase orders and general encumbrances from FY14 to FY15. All system generated payroll encumbrances will be automatically liquidated by the payroll office. To keep encumbrances from rolling into FY15, cancel or liquidate them before the close of period 12, on July 8 th, by 5:00 p.m.

7. 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. http://ba.uoregon.edu/sites/ba/files/forms/yearendap.pdf

8. BAO Help Accounting and Financial Management Contacts http://ba.uoregon.edu/staff/actg-and-finl-mgmt-contacts Accounts Payable 6-3143 http://ba.uoregon.edu/staff/ap-invoice-payment Travel 6-3158 http://ba.uoregon.edu/staff/travel BAO Closing of the Books Website http://ba.uoregon.edu/staff/year-end-close

9. Questions?