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BUSINESS COMMUNITY OPEN FORUM FISCAL YEAR-END

BUSINESS COMMUNITY OPEN FORUM FISCAL YEAR-END. Changes for this year Budget Office Update Systems Control - UBET Demo Accounts Receivable & Inventory Important Date Highlights Communication Plan Questions. agenda. No Year-End Document Training

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BUSINESS COMMUNITY OPEN FORUM FISCAL YEAR-END

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  1. BUSINESS COMMUNITYOPEN FORUMFISCAL YEAR-END

  2. Changes for this year Budget Office Update SystemsControl - UBET Demo Accounts Receivable & Inventory Important Date Highlights Communication Plan Questions agenda

  3. No Year-End Document Training Use Year-End Edocs for corrections identified during reconciliation Routing of Documents Will route to Fiscal Officer (FO) for approval thru July 12th After July 12th FO will get an Acknowledgement CHANGES FOR FYE 2014

  4. YGEC This edoc will be available for use during year-end processing This document will function the same as a normal GEC No work around is required for this document CHANGES FOR FYE 2014

  5. Saturday Processing – July 12th Gives more time to campus for PCDOs & YESETs Until NOON to process Until 5pm for approvals Must have approvers available Requires all documentation be complete CHANGES FOR FYE 2014

  6. Budget OfficeFY15 Budget Rollover Position Funding Tool

  7. PURPOSE To Set Position Distribution for FY 2015 To Align State, Locally Allocated and TRIF Budgets with your funding plan

  8. IMPORTANT DATES MAY 9 Position Funding Tool available FY15 RBC’s available JUNE 6 Last day to enter in the Position Funding Tool Electronic Position Funding is due to the Budget Office JUNE 9- 20 Re-number and delete budget lines JUNE 18 Last day to submit FY14 Perm RBC’s Last day to extend expired accounts to avoid continuation flip JULY 1 FY14 Perm Budget becomes FY15 Original Budget Position Funding from Position Funding Tool takes effect

  9. RESOURCES Budget Office budgetoffice.arizona.edu Forms and Resources  Rollover Resources Position Funding Rollover Tool FY15 Rollover Timeline FY15 Rollover Presentation FY15 Quick Start Guide & Rollover Tool Instructions Electronic Access Form and Access Form Instructions University Business Event Calendar Business calendar Budget Office & Budget Rollover

  10. NEW THIS YEAR Electronic Access Budgetoffice.arizona.edu Forms and Resources  Rollover Resources  Access Request Form and Instructions Available now until June 6th Request access with a NetID Current users with RBC “edit” access can deactivate users Electronic Submission Budgetoffice.arizona.edu Forms and Resources  Rollover Resources  FY15 Rollover Tool and Instructions Available now until June 6th College/VP Administrators will determine the approval structure appropriate for their units Units can print and email the pdf distribution sheets to the college College can then “submit” which electronically routes to the Budget Office

  11. ELECTRONIC ACCESS FORM

  12. ELECTRONIC SUBMISSION

  13. ANALYTICS’ REPORTS

  14. POSITION FUNDING DOWNLOAD REPORT

  15. NEXT YEAR BASE FUNDING REVIEW REPORT

  16. POSITION DISTRIBUTION AS OF 7-1-14 REPORT

  17. QUESTIONS/COMMENTS?

  18. SYSTEMS CONTROL AND UNIVERSITY BUSINESS EVENT CALENDAR(UBET)

  19. ACCOUNTS RECEIVABLE AND INVENTORY TRAINING May 21, 2014 @ 1 – 3 pm Location: Student Union - Rincon Room Register on FSO’s training request form: fso.arizona.edu/training/request Please direct any questions to the FSO Accounts Receivable & Inventory Coordinator, Elvira Fike 626-6745 OR elvirag@email.arizona.edu

  20. ACCOUNTS RECEIVABLE AND INVENTORY • Materiality Approach • A/R - $100,000 • Inventory - $50,000 • If you do not meet the threshold, there are optional instructions to record the A/R and inventory on a YEDI. • The documents will be available at:fso.arizona.edu/financial-management/yearend • The documents are due by July 3, 2014

  21. Year-End Overview • Interim Close FY14, Period 12 – June 30th • Reports available July 1st • Reconciliation – July 1st – July 12th • Use Period 13 in Analytics to see finalized transactions • Final Close FY14, Period 12 – July 16th • Final Close FY14, Period 13 – Aug 1st

  22. Important DATE HIGHLIGHTS

  23. COMMUNICATION PLAN • All Communications will be available on FSO websitewww.fso.arizona.edu • UAccess Community • UAccess Financial listserv • University Business Events Calendar (UBET)

  24. COMMUNICATION PLAN • Monday updates • Message of the Day • Memos on specific topics • Contacts: • Accounts & Transactions – Contact your fund account • General Information or Questions – Contact FSO Outreach - outreach@fso.arizona.edu

  25. QUESTIONS FROM THE LIVE SESSION • OVERVIEW OF FYE - IMPORTANT DATES REVIEW - • Q: Transactions processed on June 29th – what if you don't care what fiscal year it goes in?  A: It will be auto disapproved at the end of the day on June 30th if it has not in Final status. • Q: Will we get an Acknowledgement of the auto disapproved transactions. A: Yes. • COMMUNICATION PLAN - • Q: Analytics Dates? When will those be posted?  A: We will make sure the copy on the FSO website gets updated with these dates.

  26. QUESTIONS FROM THE LIVE SESSION • GENERAL QUESTIONS • Q: Will we get a YEIB? A: We will pass this request on to see if this can happen. • UBET CALENDAR • Q: I tried to use the RSS feed to add the Year-End Calendar information to my Outlook calendars. What am I doing wrong?A: Nothing. The Year-End and the Budget Rollover calendars will be activated by the end of this week to use in the RSS feed.

  27. QUESTIONS FROM THE LIVE SESSION 2 1 • UBET CALENDAR • Q: How do I use the RSS feed? A: see the following screens in order by number:

  28. QUESTIONS FROM THE LIVE SESSION 3 4 6 5

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