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Year-End Close - Participating Groups

Year-End Close - Participating Groups. Accounting Accounts Payable Budget Departments Facilities Services OSP, AES, ES ITC Payroll & Personnel Property Management Purchasing RLUFS Capital Projects (Treasury) Other agencies and campuses. Year-End Close- Tasks and End Dates.

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Year-End Close - Participating Groups

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  1. Year-End Close - Participating Groups • Accounting • Accounts Payable • Budget • Departments • Facilities Services • OSP, AES, ES • ITC • Payroll & Personnel • Property Management • Purchasing • RLUFS • Capital Projects (Treasury) • Other agencies and campuses

  2. Year-End Close- Tasks and End Dates • Ensure positive cash & fund balances 6/27/10 • Record and pay claims & encumbrances 7/09/10 • Autobills, P Card, onecard 7/07/10 • Final cash receipts 6/30/10 • Accrue OSP Receivables/Defer OSP Revenues 7/15/10 • Payroll Information 7/13/10 • JVs, correction memos, etc. 6/18/10 • JD1s and JG1s 7/07/10 • Federal Excise Tax Aps Due to Controller 7/09/10 • Disclosure Information 7/15/10 • Federal Information to State 8/16/10 • Financial Statement Preparation 9/25/10 • Fixed Assets & Property Management 7/15/10 • Monthly /Regularly occurring items 7/10/10 • FY 2011 Begins, process 2011 claims 7/14/10

  3. Ensure positive cash & fund balances • Request certain depts to fund by 6/24 5/28/10 Treasury • Begin reviewing negative balances 5/28/10 VP/Other • Utility auto bill for May processed by6/24/10 UFS • Cutoff for financial aid disbursements 6/21/10 Financial Aid • Deadline- all balances positive 6/25/10 Departments • Final review of cash balances 6/29/10 VP/Other • Final adjustments to cash balances 6/30/10 Departments • Adjust inter-entity loan 7/14/10 Treasury

  4. Record and pay claims & encumbrances • Departments submit final claims 6/30/10 Accts Paybl • Final Claims 7/01/10 OSP, AES, ES, FSTS • Cash BPAs due 11am 6/24/10 Accts Paybl • Computer & Student Equip Fees 6/30/10 Accts Paybl • Final claims entry by 3 pm 7/09/10 Accts Paybl • Transmit claims to SABHRS 7/09/10 Systems • All POs in Banner 3 PM 6/30/10 Purchasing • Run encumbrance roll and GL roll 7/10/10 Systems or as soon as payroll has posted • Final IDC, Admin Fee calc, 7/09/10 OSP Ag Rev Fee, Term Pool entry • Banner to SABHRS Recon updated 7/09/10 Accounting

  5. Autobills, PCARD, Onecard • Autobills, first cutoff 6/11/10 UBS • Feed Autobills to finance 6/18/10 Systems • Autobills, 2nd cutoff 6/30/10 UBS • Final Autobills due to UBS 7/02/10 UBS • Feed 2nd autobills to finance (6/30) 7/07/10 Systems • PCARD Trnxn Cutoff (e-mail) 6/21/10 Accounting • Run PCARD feed 6/24/10 Systems • PCARD final trnxn 7/06/10 Systems • Cat Card final redistribution 7/07/10 RLUFS

  6. Final cash receipts • Feed A/R to finance by noon 6/30/10 Systems,UBS • Submit cash by 11am 6/30/10 Acctg, RLUFS • Cr card receipts by 10 am 6/30/10 Acctg • Cr card receipts after 10 am for 7/01/10 Acctg manual and virtual terminals need to accrue Commerce manager EOD for 6/30 need to accrue • Cash receipts after 11 am, 7/01/10 Acctg need to accrue • Feed telephone bills- final 7/08/10 Systems, A/R Feed ITC

  7. Accrue OSP Receivables/Defer OSP Revenues • Overspent OSP items identified 7/13/10 OSP, AES, ES, FSTS • Accrue revenue on grants not 7/13/10 Accounting overspent • Underspent grants, revenue 7/15/10 Accounting will be deferred • OSP accrual will be reversed 7/16/10 Accounting in FY 11

  8. Payroll Information • Summer salary tail info (6/11 payroll) 6/11/10 P&PS • Summer salary tail info 6/23/10 P&PS (June supplemental payroll) • Salary correction memos due 6/18/10 P&PS • Defer/recognize summer salaries 7/12/10 UBS • Compensated absences info. to accounting 7/12/10 P&PS,UBS • Bring salary encumbrance to zero 7/02/10 Budget • June Salaries to Finance 7/09/10 P&PS • OSP xfeed for benefit pool entries 7/09/10 OSP • Final payroll correction JVs 7/12/10 Accting, by appt only P&PS • Feed payroll adjustment info 7/12/10 P&PS

  9. JVs, correction memos, etc. • Accrue payable for items not rec’d 7/09/10 Accounting, by FYE Purchasing • Accrue revenues not rec'd by FYE 7/09/10 Accounting • Submit deferred revenue items 7/08/10 Accounting • Correction memos due 6/18/10 Acctg,P&PS, OSP,Agencies • Final JVs due 6/18/10 Accounting • Initiate IUJs to SABHRS 7/12/10 Accting, A/P • Answer IUJs on SABHRS 7/19/10 Acctg • Last day to transmit feed to state 7/19/10 Systems • Entries into both Banner and SABHRS 7/20/10 Accounting • JD1s, JG1s final in Banner 7/07/10 OSP, Agencies • A accruals submitted by departments 7/02/10 Departments • A accruals recorded by UBS 7/09/10 UBS • Compensated absences entry 7/12/10 Accounting, P&PS • Final warrant cancellations due 6/22/10 Acctng, P&PS,OSP, Agencies • Transmit Warrant Cancel. To Helena 6/25/10 Accounting

  10. Disclosure Information • Lease info due to Controllers 6/17/10 AES, ES, FSTS,Purch • Long Term Debt & Bond Schedules Due 6/11/10 Treasury • Lease Info due to State 6/18/10 Purchasing, UBS • Mark Investments to Market Value 7/08/10 Treasury • Investment disclosures to state 7/09/10 Treasury

  11. Federal Information • SEFA info. prepared 7/23/10 OSP, AES, including pass-thru ES, FSTS • CFDA Federal Surplus Property list • SEFA due to State 8/16/10 OSP, AES, ES FSTS, UBS • Pass- thru info. to State 8/16/10 OSP, AES, ES, FSTS, UBS • Schedule of prior audit 8/16/10 OSP, AES, ES findings to State FSTS, UBS • Status of corrective action 8/16/10 OSP, AES, ES plan to State FSTS, UBS

  12. Fixed Assets & Property Management • Depts verify equipment listing 4/20/10 Prop Mgmt • Final equip added/deleted 7/07/10 Prop Mgmt • Run depreciation 7/13/10 Systems, Prop Mgmt • Inventory reports due to prop mgmt 7/09/10 Accounting, Prop Mgmt • CWIP Review 5/19/10 UBS, Treasury • Plant fund A&E entries made 7/16/10 UBS, Treasury, Prop Mgmt

  13. Monthly /Regularly occurring items • Final IDCs, Admin Fee, 7/09/10Systems Ag Rev Fee and Term Pool OSP • FY 2010 begins for accounting 7/26/10 • Accept 2010 claims begin processing 7/12/10 Accts Paybl • Reverse all accruals & deferrals 7/14/10 Accounting • Record prepaid travel as expense 7/26/10 Accounting • Weekly and monthly maintenance various

  14. Financial Statement Preparation • Reconciliation & backup prepared 7/14/10 OSP, AES, ES, FSTS, UBS, Accounting, Treasury, Prop Mgmt • Prepare GASB 35 statements 9/03/10 Accounting, UBS, Systems, Treasury • Financial Statements due to State 9/24/10 UBS, Accounting, Others

  15. A little R&R!

  16. Here We Go Again- FY 2011 Begins • Reverse all accruals & deferrals 7/14/10 Acctg, Systems • Accept 2011 claims, 7/12/10 UBS • Expense prepaid travel 7/26/10 Acctg

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