Welcome

1. Welcome Year-end 2006 September 18, 2006

2. Year-end 2006Discussion Items • Important Dates • Due From / Due to • Trial Balances • Due from outside entities • Construction Payments • Financial Statements • Start of the System Entries

3. Year-end 2006Discussion Items Continued • Start of the System Entries • Encumbrances • Vendor Payment Inquiry Website • Bank Reconciliations • Yearend Preparations • Purge Project • Resolution Conversion • VPI Phase III

4. Year-end 2006 • Important Dates • Forms: • All Forms Due September 25, 2006

5. Year-end 2006 • Important Dates: (continued) • Cash Deposits • Cash must be on hand on September 30, 2006 and deposited intact before 2:00 pm Monday, October 2, 2006 on a deposit slip dated 09/30/2006 • Report of Collection (ROC) must be dated 09/30/2006 with fiscal period 12/2006 • Departments using RIMS, input must be completed by noon on 10/02/2006 and delivered to Finance by 2:00 pm 10/02/2006

6. Year-end 2006 • Important Dates: (continued) • Approval Path Document Cutoffs • Voucher processing 09/29/2006—1st cutoff and noon 10/06/2006—final cutoff; • Journal Entries 10/04/2006—1st cutoff and noon 10/11/2005—final cutoff—only to balance grants

7. Year-end 2006 • Important Dates: (continued) • Approval Path Document Cutoffs • Any fiscal year 2006 voucher in the approval for which the original supporting documents are not received by the Finance Department by noon, Friday 10/06/2006 will be deleted from FY 2006 and sent back to be reentered in FY 07 • Any fiscal year 2006 J/E in the approval for which the original supporting documents are not received by the Finance Department by noon, Friday 10/06/2006 will be deleted

8. Year-end 2006 • Important Dates: (continued) • Interdepartmental Billings • Automated charges (i.e. telephone, mobile equipment) must be processed by 09/29/2006; • All manual J/E’s must be received no later than NOON Thursday 10/05/2006

9. Year-end 2006 • Monday, October 9, 2006 • Reports, to balance grants, will be available for the grant accountants • Deadline for Due From confirmations (entries not confirmed will be deleted)

10. Year-end 2006 • Wednesday, October 11, 2006 • Last day for grant accountants to submit grant journal entries

11. Year-end 2006 • Friday, November 3, 2006 • Deadline to submit trial balance to Patrick Price

12. Year-end 2006 Due from other governments or other outside agency greater than $1.0 million. Please provide contact name, address and phone number and information that identifies the receivable (i.e. contract#, etc.)

13. Year-end 2006 • Financial Statements • Trial Balance Folders are due to Patrick Price November 3, 2006.

14. Year-end 2006 • Financial Statements • Folders must include a completed trial balance (Balance Sheet and Income Statement); Copy of FAMIS reports for month 12—Trial Balance—016, Revenues and Expenditures—707, and Function—H09; a spreadsheet summarizing all journal entries by transaction code and affected GL; original—on pink paper and copy of journal entry.

15. Year-end 2006 • Journal Entries • During the FY 05 close to 90% of the start of the system entries should have been posted prior to closing. • Management letter comment

16. Year-end 2006 • Encumbrances • Please remember to liquidate encumbrances that are not needed. Report 037—On Demand has a listing of all encumbrance with out activity for the last six months. • Please take a look at all inactive encumbrances, unless we hear otherwise all inactive encumbrances and all encumbrances prior to the 2004 fiscal year will be deleted. • Deadline to get the list to Hector Cuenca is Monday, September 25, 2006.

17. Year-end 2006 • Bank Reconciliations • All FY 2005 bank reconciliations are due to Lourdes Julien by October 31, 2006.

18. Year-end 2006 • Trial Balances • Please e-mail Patrick Price if you want an electronic copy of your trial balance.

19. Year-end 2006 • Year-end closing package and forms are on the web • http://www.miamidade.gov/finance/end-of-year-pack.asp

20. Year-end 2006Questions ?