Welcome to FY2011 Year End Training

1. Welcome to FY2011 Year End Training May 19, 2011 1:30 – 3:30 p.m. Behavioral Sciences Building Auditorium - Room 131

2. Agenda • During this training session, we will review current closing procedures and update you on any changes that have occurred due to system or process improvements

3. What’s New for FY2012? • KFS 4.0 coming in August • GL pending entries include balance forward balance • pending entries in FY12 will include a transaction that mirrors the balance forwards • I.E. – you will see a true FY12 balance starting July 1, by including pending entries in your search

4. What’s New for FY2011 Close? • Disbursement Voucher dropdown • DV will include a dropdown box for you to designate this as a FY11 or FY12 transaction • Vista Plus reports – during period 13 reports will display both period 12 & 13 transactions

5. Presentations today by: • Budget Office • Accounts Payable • Purchasing • Payroll • Accounts Receivable • Treasury Services • Campus Services • Financial System Services • Sponsored Programs

6. Budget Information Presented by Becky Trentlage

7. Office of Budgets - Contacts • Becky Trentlage 491-0898 • Angie Nielsen 491-1689 • Genevra Scott 491-1359

8. Budget News • New departments or re-mapping of existing accounts to a different department • Deadline – May 27, 4:00 p.m. • Designated Future Commitments (DFCs) • Deadline – May 27, 4:00 p.m. • New accounts needed to support new year staffing process • Deadline – June 3, 4:00 p.m. • Draft FY12 Budget Allocations to colleges and units • June 3 – End of Day • Budget Construction input process begins Go Live! – June 13

9. Budget News • Final FY12 Budget Allocations to colleges and units June 27 – End of Day • Deadline for non-college areas to complete budget input into Budget Construction Deadline – July 6 • Budget Adjustments (BA) – for FY11 Deadline – July 11, 12:00 noon • Deadline for college areas and agencies to complete budget input into Budget Construction Deadline – July 15

10. Budget News Current carryforward policy is: • Up to 1.5% of unexpended year-end balances may be carried forward to the new fiscal year. The 1.5% limit applies to: Combined EG and RARSP sub-funds Professional Veterinary Medicine (PVM/PVMSTA sub-fund) Agricultural Experiment Station (EXPSTA sub-fund) CSU Extension (EXTEN sub-fund) Colorado State Forest Service (CSFS, FRP, WPF sub-funds) • Funds in excess of the carryforward limit will be swept centrally unless approved exceptions are granted.

11. Budget News • Designated Future Commitments (DFCs) for specific purposes, such as; faculty start ups, large equipment purchases, renovations and/or multi-year projects. • The Carryforward & Designated Future Commitments Policy and Process, and DFC request form are posted on the Office of Budgets Web site. • DFC Submission Request Deadline: May 27, 2011 • DFC requests should be submitted to Becky.Trentlage@colostate.eduand will be reviewed for approval by the Cabinet Finance Subcommittee. • Please review the posted policy and request form at • www.budgets.colostate.edu

12. Accounts Payable Information Presented by Bob Loosley

13. Accounts Payable & Central Receiving Contacts • Bob Loosley 491-6513 General Accounts Payable Questions • Jackie Riba 491-1363 DV/PO Questions • Terri Bedan 491-6021 Travel Questions

14. Accounts Payable Staff • Parvin Naysary491-5019 Vendors B-F and Petty Cash • Sharon Chapman491-1373 Vendors G-O, General Air, Metrocall, 77funds • Cherie Akin491-1372 Vendors A, P-Z, Telecomm • Beth Fritzler491-2097 Payments to Individuals and reimbursements • Tricia Cochran491-1429 Mail/ Vendoring • Eileen Miyoshi491-1362 Travel payments

15. Prep for Year-End Accrual Process • The objective of the year-end accrual process is to recognize expenses in the proper period • Prior to June 30, Fiscal Officers will receive a listing of outstanding POs to identify documents that should be closed

16. Disbursement Vouchers (DVs) • DV’s submitted and approved by the department prior to July 8th, 4:00 p.m. will be recorded as FY11 expenses • Direct DV’s to FY11 by selecting “FY11 Close” from the accounting period dropdown box • In addition, original receipts accompanying DV’s must be received in AP by July 8th, 4:00 p.m.

17. Purchase Orders • Invoices dated June 30th and prior, received by 4:00 p.m. on July 8th, will be entered as payment requests by AP and recorded as FY11 expenses • Service and maintenance POs will be charged for any remaining un-invoiced amounts ONLY if notification from the department is received in Accounts Payable by 4:00 p.m. on July 8th

18. Receiving • Required for goods >$5,000. (object codes 15xx, 62xx, 70xx, 82xx) • Not required for: services orders less than $5,000 orders set up as “no quantity”

19. Year-End Accrual Process • The Adjustments/Accrual document will be available to campus through July 11th • Accounts Payable will review documents paid in FY12 to determine if an accrual adjustment is necessary • Contact Accounts Payable for additional accruals that need to be made

20. Travel • Submit Travel vouchers with an end trip date of June 30th or prior by July 1, 2011 4:00 p.m. to be expended in FY11 • This is especially important for travel on 53 accounts with a June 30, 2011 project end date • “Ghost Card” Airline tickets must be ordered in time to hit the June “Ghost Card” statement. Statement cut off is June 20th. We recommend ordering the ticket on or before June 15th to insure the Travel Agency can process in time for the June statement. • Post Trip Travel Vouchers with travel advances where the traveler owes CSU must have the cash receipt processed to the correct fiscal year in order for the rest of the expenses to be charged appropriately.

21. Purchasing Information Presented by: Linda Meserve & John Swaro

22. Purchasing Deadlines Dates for Processing FY11 Procurements • April 21, 2011 through June 2, 2011 • There are various deadlines for Colorado Correctional Industries. Please contact Valerie Scott in Purchasing at 491-6194 • June 1, 2011 • If you have a purchase for goods or services not requiring competition, an approved purchase requisition must be received in Purchasing no later than June 1, 2011. Please contact the appropriate Purchasing Agent. Information can be found on the Purchasing website, Commodity Assignments by Agent, or by calling 491-5105.

23. Purchasing Deadlines Open Purchase Orders (OPO) and Service Purchase Orders (SPO) for FY12: The deadline has passed for Purchasing to receive an approved requisition and any associated contract/agreement for next year OPO and SPO with a start date of July 1, 2011. Please submit your requisitions as soon as possible, however, requisitions received now cannot be assured of being completed on time. Requisitions submitted for next fiscal year must reference “Year 2012.” Select Year 2012 from the dropdown menu under the “Document Overview” Tab. All requisitions for open/service purchase orders should be set up as “No Quantity” at the line item under the “Items” tab.

24. PCARD Year End Process Transactions received by July 8th, 7:00 p.m. with the “Transaction Date” prior to July 1, will be charged to FY11. FY11 transactions not reallocated and approved by July 8th, 7:00 p.m. will auto post to the default account in FY11. Approval workflow includes Fiscal Officer and Hospitality Officer, if applicable.

25. PCARD Issues • PCARD purchases made in late June for FY11 may not be processed in the current FY. Vendors must process your transactions through the banking system in a timely manner for the transactions to be posted in FY11. Unfortunately, CSU cannot control when vendors process transactions and we do not accrue “late” PCARD transactions. • For help, please contact LuAnn Herin, 491-5752.

26. Payroll Information Presented by Joanne Robel

27. Payroll Contacts • Joanne Robel491-5853 • Vickie Schultz 491-4969

28. Payroll Issues • Final FY11 Hourly Timesheets Pay Period Ending June 17 (Payday July 1) Due Tuesday June 21st, 12:00 noon • Clear Salary Clearing Accounts (5394xxx) Due Thursday June 30th, 3:00 p.m. No salary may post to Salary Clearing Accts in June • Final FY11 Labor Redistributions/Past Period Adjustments Due Thursday July 7th, 3:00 p.m.

29. Payday Shift from June to July • June 17th hourly payroll (pay period ending June 3rd) paid on Friday July 1st • June 30th salary payroll paid on Friday July 1st • Period ending June 17th will also be paid on Friday July 1st Please notify/remind your employees

30. Accrual for Hourly • BFS completes the year-end hourly compensation accrual for June 18/30. • The accrual is not posted at a department level • If your area has specific hourly compensation that must be booked to a sponsored program account, please coordinate with your designated Accounting Technician in Sponsored Programs

31. Accounts Receivable Info Presented by Trish Torrez

32. Accounts Receivable Contacts • Janet Fox 491-6663 TWARBUS and ARIES Billing System entries Department Payment to Student Account (DPSA) • Valerie Monahan 491-3001 • Trish Torrez 491-6661

33. Accounts Receivable Issues ARIES Billing System • Aries Load Sheets Due June 17th, 4:00 p.m. • Electronic Uploads to ARIES Billing System Due June 24th, 5:00 p.m. Allow an extra day for new customers

34. Accounts Receivable Issues DPSA - Department Payment to Student Accounts • DPSA Uses • Graduate Assistant Tuition Payments • Discretionary Scholarships • Fellowship or Sponsor Designated Scholarships on 53 & 99 accounts only • Unapproved DPSA’s - Due June 17th, 4:00 p.m. in Accounts Receivable Operations • Approved/routed DPSA’s - Due June 24th, 4:00 p.m. in Accounts Receivable Operations

35. Treasury Services Information Presented by Gail Michaud

36. Treasury Services Contacts Treasury Services Office – Howes Street, 3rd floor • Katie Nelson 491-1524 Cashier’s Office – Lory Student Center • Becky Everett 491-0597

37. Treasury Services Issues • Cash Receipt and Advance Deposit documents June 30th 1:00 p.m. • Checks/Cash to Cashiers Office June 30th 2:00 p.m. • Please do not accumulate receipts for one final deposit!

38. Petty Cash & Change Funds • Return Fund Confirmations by July 1st Attach Custodian Change Form to Confirmations Use “Change in Fund Custodian” form found at busfin.colostate.edu/forms.aspx, under Treasury • Reimburse Petty Cash funds before Year-End by having your approved DV completely routed by June 29th, 4:00p.m. • Reduce/close funds no longer needed Use “Change in the Amount of the Fund” form found at busfin.colostate.edu/forms.aspx, under Treasury

39. Financial Reporting & Analysis Contacts Financial Reporting & Analysis Manager • Sally Tschirhart 491-2423 Financial Reporting & Analysis Staff • Sheree MacNaughton 491-6693 • Jennifer Pollman 491-2178 • Sue VanderVliet 491-6750 • Amanda William 491-1871

40. Property & Plant Contacts Property & Plant Manager • Theresa Todd 491-1428 Property • Debra Ellison 491-2270 • Mack Freestone 491-1358 • Jennifer Kahrs 491-1045 • Suzanne Zimmerer 491-2040 Plant Funds • Chrystal Gates 491-6242

41. Campus Services Information Presented by Heidi Barclay

42. Campus Services Contacts • Valerie Monahan, Associate Controller 491-3001 Board of Governors, President’s Office, Provost, VP Offices, VP Research, Colorado State Forest Service, Natural Sciences, Natural Resources, External Audit Contact, F&A/Cost issues • Heidi Barclay 491-4148 Applied Human Sciences, Veterinary Medicine, Agricultural Sciences (Agricultural Experiment Station), Liberal Arts, VP Advancement • Erin Murcurio 491-6752 Auxiliaries, Athletics, VP Student Affairs, Student Affairs • David Leathers 491-5509 Engineering, College of Business, VP Public Affairs, VP Undergraduate Affairs, CSU Extension, International Programs  

43. Campus Services Contacts Link http://busfin.colostate.edu/cs.aspx

44. Consumable Inventories Why do we do this? • Balance Sheet Asset / External Audit • Conduct Year End Inventory Count • Inventories < $100,000 counted every other year >= $100,000 counted yearly

45. Consumable Inventories • Inventories counted on or before June 30th, adjust to actual as of June 30th • Inventory certificates Due July 1st, 12:00 noon

46. Fund Receivables • Departments that do not use the Banner ARIES System will need to record their receivables using the Adjustment/Accrual Document (AVAD). • Send your Campus Services representative a copy of the Accounts Receivable aging report and reconciliation. • All revenue earned, but not billed in FY11 needs to be recorded in FY11 – Accrual Basis of Accounting • View the Accrual Accounting Training on the BFS Web site

47. Account Balances at June 30th • Credit Card Clearing • Object code 6684 must have a $0 balance • Continuation Accounts • All accounts 200xxxx (xxxx=Dept number) need to be cleared ($0 balance) by July 11th at noon.

48. Nominal Balances Closing of FY11 activity: • Aggregates the revenues earned and expenses incurred. • The difference (deficit or surplus) is posted to net assets/fund balance. • Revenue and expenses are reset for FY11. Project account revenue and expenses will reinstate in the new year • “NB” is shown as the balance type code in lookups • Previous year’s activity available on the lookup screens, using the fiscal year field.

49. Account Attributes • Changes to account attributes (account title, responsible person, etc) • Approved/In Campus Service Action List by June 3rd, 4:00 p.m. • Accounts no longer needed should be zeroed out and closed • Approved/In Campus Service Action List by June 3rd, 4:00 p.m.

50. Journal Entries • Final journal entries to all accounts including departmental approvals, due July 11th, 12:00 noon • Information on journal entry documentation requirements is available on the main B&FS website • Backup documentation for all Journal Entries must be maintained and be readily available for external audit inquiries during the months of August – November.