Reverting Funds, FNAT Maintenance and AO Pending

1. Reverting Funds, FNAT Maintenance and AO Pending Sherry Pickering, Chancellor’s Office

2. Reverting Funds Sherry Pickering, Chancellor's Office

3. Clearing balances of reverting funds • Required Action may include the following: • Budget entries to reflect SCO reversion of Remaining Spending Authority • Accounting entries to clear “Accruals” (Assets & Liabilities) • Change Orders/Cancellations to clear Encumbrances (PO’s) and Pre-Encumbrances (Req’s) • Fund ChartField Inactivation Effective on Reversion Date + 1 • Trees trimming to eliminate inactive ChartFields Effective on Reversion Date + 1 Sherry Pickering, Chancellor's Office

4. Entries to Clear “Accruals”… • The Peoplesoft Year-End Close Ledgers Process populates Period 0 of the next Fiscal Year with the balance of all Balance Sheet Account Types, even for Inactive Funds Sherry Pickering, Chancellor's Office

5. Entries to Clear “Accruals”… • In the following Fiscal Year, the SCO will not include “Accruals” for reverted Funds in the SAM99 Accrual Reversal Tape, even if they were reported by the campus in the previous Fiscal Year’s SAM99 Year End Tape to SCO • The amount of PY “Accruals” will appear on campus SAM99 in State GL 6807 Sherry Pickering, Chancellor's Office

6. Entries to Clear “Accruals”… • To clear old “Accruals” from a reverting trial balance: • Reverse the balance in the “Accrual” account and offset to 690002 • If the “Accrual” balance is a result of a subsystem entry, correct or clear the subsystem entry. • This method can also be used to move “Accruals” across trial balances Sherry Pickering, Chancellor's Office

7. Other Reverting Fund Tasks… • Change Orders/Cancellations to clear Encumb (PO’s) and Pre-Encumb (Req’s) • Ver. 8.4 SAM99 Encumb’s are similar to “Accruals”, the same issues would apply in next FY • Fund ChartField Inactivation Effective on Reversion Date + 1 • Helps to prevent future transactions in Fund • Trees “trimming” to eliminate inactive ChartFields Effective on Rev Date + 1 • Can help system performance • Carefully consider effect on campus reporting Sherry Pickering, Chancellor's Office

8. FNAT Key Maintenance Sherry Pickering, Chancellor's Office

9. FNAT Key Maintenance Summary Sherry Pickering, Chancellor's Office

10. SAM99 Reconciling Requirements Sherry Pickering, Chancellor's Office

11. Enterprise Revenue Fund FNAT keys • Because transactions in R Accounts are Cross-Posted to the D Accounts, the SCO does not Roll-Forward the June 30th Ending Balance from one Fiscal Year to the next in the same Appropriation Year R Accounts, instead… • After July 1st, the SCO automatically creates new Accounts for the Current Fiscal Year for SCO Revenue Accounts: 0299100 Other-Intrastate; and 0250300 Income from SMIF • The SAM99 Report combines R Accounts all Years on the monthly SCO File into one Q Report without respect to Appropriation Year Sherry Pickering, Chancellor's Office

12. Enterprise Revenue Fund FNAT keys • The SAM99 year end “Tape” production process ignores Enterprise Funds • The SCO receives year end financial information regarding Enterprise Funds compiled from information submitted by campuses through the FIRMS process • So, Why do I need to change the FNAT Key? • If the FNAT Keys are not updated, the SAM99 will duplicate the “Tape” information on the Q report creating an out of balance condition • Updating the FNAT Keys will correct the duplication Sherry Pickering, Chancellor's Office

13. Enterprise Revenue Fund FNAT keys Sherry Pickering, Chancellor's Office

14. Enterprise Revenue Fund FNAT keys Sherry Pickering, Chancellor's Office

15. Enterprise Revenue Fund FNAT keys Sherry Pickering, Chancellor's Office

16. Non-Approp FNAT Key maintenance • GF Non-Appropriated Escheat • SCO Account 1610 • Due to RMP - No Longer Used • GF Non-Appropriated Miscellaneous Revenue • SCO Account 1614 • GF Non-Appropriated Refunds to Reverted • SCO Account 5000 • GF Non-Appropriated Uncleared Collections • SCO Account 0000 • GF Revolving Fund Advance • SCO Category 97 • GF Prepay Other Funds • SCO Category 98 Sherry Pickering, Chancellor's Office

17. General Fund Non-Appropriated Escheat Unclaimed Checks (SCO Revenue Account 0161000) • This account is for outstanding Treasury checks, including pay warrants issued by the SCO on the CSU’s behalf, that have not cleared within 1 year of issuance. The campus will cancel checks and the net result of the cancelled check (cash) will be transferred to this Escheat Fund and then remitted to the SCO. Should the cancelled check need to be re-issued, a claim is processed against this Fund to re-issue the cash • Under RMP, going forward balances in this account will represent stale payroll warrants issued by the SCO Sherry Pickering, Chancellor's Office

18. General Fund Non-Appropriated Miscellaneous Revenue (SCO Revenue Account 0161400) • Miscellaneous Revenue includes any revenue received for activity prior to the existence of SCO Fund 0498 (prior to 1985), cash overages, and interest from fee installment plan. These monies are remitted to the State Controller • Under RMP, this fund should no longer be used. Sherry Pickering, Chancellor's Office

19. General Fund Non-Appropriated 0161000 and 0161400 Continued • The SCO maintains two accounts for this activity, one current year and one prior year. At the end of any fiscal year the SCO does not roll the balance of either of these accounts forward • For any new fiscal year, the SCO will combine prior years’ reported campus “Accrual” balances into the one SCO Prior Year account (including those related to the previous fiscal year’s Current Year Fund), the Year of Appropriation on SCO Accrual Reversal Tape will be one year back from current FY • For SAM99 reconciliation purposes, this creates an out of balance condition (State GL 6807) after the SCO’s Accrual Reversal tape is loaded since all prior years’ accrual balances are presented together with one SCO Prior Years’ account Sherry Pickering, Chancellor's Office

20. General Fund Non-Appropriated 6807 Error Sample While the SAM99 may not have warnings with this condition, a balance on the 6807 line means that there is an error in the report. Find it and fix it. Sherry Pickering, Chancellor's Office

21. General Fund Non-Appropriated 0161000 & 0161400 • Suggested Best Business Practices… • Since the SCO closes out both CY & PY accounts as of July 1st of any new fiscal year, the campus activity should be recorded as Revenue or Expense (i.e. NO ACCRUALS) such that it will close to fund balance as part of the Year-End close process. • As a further control, Funds can be Inactivated effective January 1 of their second year of use to prevent Claims activity that would be in-transit as of June 30th Sherry Pickering, Chancellor's Office

22. General Fund Non-Appropriated Refunds to Reverted Appropriations (SCO Revenue Account 0500000) • Refunds to the campus of monies originally expended from an appropriation that has since reverted are deposited in this fund. This cash is remitted to the State Controller. The SCO has one account for this activity and the fiscal year is one-year back of the current year • Under RMP, this account should no longer be used. • Since the SCO has one account the campus can operate with one Fund. The FNAT key should be changed each year to match the SCO’s Year of Appropriation attribute Sherry Pickering, Chancellor's Office

23. General Fund Non-Appropriated Refunds to Reverted Appropriations (SCO Revenue Account 0500000) • At the end of any fiscal year the SCO does not roll the balance of this account forward • Suggested Best Business Practice… • Since the SCO closes out this account as of July 1st of any new fiscal year, the campus activity should be recorded as Revenue or Expense (i.e. NO ACCRUALS) such that it will close to fund balance as part of the Year-End close process. Sherry Pickering, Chancellor's Office

24. AO Pending Sherry Pickering, Chancellor's Office

25. Allocation Orders Pending • Used when Campus Budget reflects Allocation Orders received but not posted to SCO Accounts as of Final Year-End Tab Run • Used in ACTUALS Ledger only • For use with SAM99 Reporting only • Only one side of entry on SAM99 Sherry Pickering, Chancellor's Office

26. AO Pending Year 1 Sherry Pickering, Chancellor's Office

27. AO Pending Year 2 Sherry Pickering, Chancellor's Office