1 / 16

Year-End Close Tasks and Deadlines for Accounting and Related Departments

This document outlines the essential year-end close tasks and deadlines for participating groups such as Accounting, Accounts Payable, Budget, and other departments. Key activities include ensuring positive cash and fund balances by June 22, final claims submissions, payroll information due dates, and financial statement preparations among others. Timely completion of these tasks is critical for accuracy in financial reporting and compliance with regulations. Refer to the specified dates for deliverables to ensure a seamless transition into the new fiscal year.

tao
Download Presentation

Year-End Close Tasks and Deadlines for Accounting and Related Departments

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

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

  2. Year-End Close-Tasks and End Dates • Ensure positive cash & fund balances 6/22/12 • Record and pay claims & encumbrances 7/12/12 • Autobills, P Card, Onecard 7/09/12 • Final cash receipts 6/29/12 • Accrue OSP Receivables/Defer OSP Revenues 7/17/12 • Payroll Information 7/09/12 • JVs, correction memos, etc. 6/15/12 • JD1s and JG1s 7/12/12 • Federal Excise Tax Aps Due to UBS 7/13/12 • Disclosure Information 7/13/12 • Federal Information to State 8/15/12 • Financial Statement Preparation 9/04/12 • Fixed Assets & Property Management 7/20/12 • Monthly /Regularly occurring items 7/21/12 • FY 2013 Begins, process 2013 claims 7/13/12

  3. Ensure positive cash & fund balances • Request certain depts to fund by 6/25 5/25/12 Treasury • Begin reviewing negative balances 5/29/12 VP/Other • Utility auto bill for May processed by6/21/12 UFS • Cutoff for financial aid disbursements 6/22/12 Financial Aid • Deadline- all balances positive 6/22/12 Departments • Final review of cash balances 6/29/12 VP/Other • Final adjustments to cash balances 6/29/12 Departments • Adjust inter-entity loan 7/13/12 Treasury

  4. Record and pay claims & encumbrances • Departments submit final claims 6/29/12 AcctsPaybl • Final Claims 7/03/12 OSP, AES, ES, FSTS • Cash BPAs due 11am 6/29/12 AcctsPaybl • Computer & Student Equip Fees 6/29/12 AcctsPaybl • Final claims entry by 3 pm 7/12/12 AcctsPaybl • Transmit claims to SABHRS 7/12/12 Systems • All POs in Banner 3 PM 6/29/12 Purchasing • Run encumbrance roll and GL roll 7/12/12 Systems or as soon as payroll has posted • Final IDC, Admin Fee calc, E-scrap calc,7/12/12 OSP Ag Rev Fee, Term Pool entry

  5. Autobills, PCARD, Onecard • Autobills, first cutoff 6/15/12 UBS • Feed Autobills to finance 6/22/12 Systems • Autobills, 2nd cutoff 6/29/12 UBS • Final Autobills due to UBS 7/02/12 UBS • Feed 2nd autobills to finance (6/30) 7/06/12 Systems • PCARD Trnxn Cutoff (e-mail) 6/21/12 Accounting • Run PCARD feed 6/25/12 Systems • PCARD final trnxn feed 7/06/12 Systems • Cat Card final redistribution 7/09/12 RLUFS

  6. Final cash receipts • Feed A/R to finance by noon 6/29/12 Systems, UBS • Submit cash by 11am 6/29/12 Acctg, RLUFS • Cr card receipts by 10 am 6/29/12 Acctg • Cr card receipts after 10 am for 7/02/12 Acctg manual and virtual terminals need to accrue Commerce manager EOD for 6/30 need to accrue • Cash receipts after 11 am, 6/29/12 Acctg need to accrue • Feed telephone bills- final 7/06/12 Systems, A/R Feed ITC

  7. Accrue OSP Receivables / Defer OSP Revenues • Overspent OSP items identified 7/16/12 OSP, AES, ES, FSTS • Accrue revenue on grants not 7/16/12 Accounting overspent • Underspent grants, revenue 7/17/12 Accounting will be deferred • OSP accrual will be reversed 7/27/12 Accountingin FY 13

  8. Payroll Information • Summer salary tail info (6/11 payroll) 6/08/12 HR • Summer salary tail info 6/20/12 HR (June supplemental payroll) • Salary correction memos due 6/15/12 HR • Defer/recognize summer salaries 7/09/12 UBS • Compensated absences info. to UBS 7/09/12 HR, UBS • Bring salary encumbrance to zero 7/06/12 Budget • June Salaries to Finance 7/09/12 HR • OSP xfeed for benefit pool entries 7/11/12 OSP • Final payroll correction JVs 7/11/12Accting, by appt only HR • Feed payroll adjustment info 7/11/12 HR

  9. JVs, correction memos, etc. • Accrue payable for items not rec’d 7/13/12 Accounting, by FYE Purchasing • Accrue revenues not rec'd by FYE 7/06/12 Accounting • Submit deferred revenue items 7/06/12 Accounting • Correction memos due 6/15/12 Acctg,HR, OSP,Agencies • Final JVs due 6/15/12 Accounting • Initiate IUJs to SABHRS 7/16/12 Accting, A/P • Answer IUJs on SABHRS 7/20/12 Acctg • Last day to transmit feed to state 7/23/12 Systems • Entries into both Banner and SABHRS 7/24/12 Accounting • JD1s, JG1s final in Banner 7/12/12 OSP, Agencies • A accruals submitted by departments 7/13/12 Departments • A accruals recorded by UBS 7/13/12 UBS • Compensated absences entry 7/10/12 Accounting, HR • Final warrant cancellations due 6/15/12 Acctng, HR, OSP, Agencies • Transmit Warrant Cancel. To Helena 6/22/12 Accounting

  10. Disclosure Information • Lease info due to Controllers 6/15/12 AES, ES, FSTS, Purch • Long Term Debt & Bond Schedules Due 6/15/12 Treasury • Mark Investments to Market Value 7/10/12 Treasury • Investment disclosures to state 7/13/12 Treasury

  11. Federal Information • SEFA info. prepared 7/27/12 OSP, AES, including pass-thru draft ES, FSTS • CFDA Federal Surplus Property list • SEFA due to State 8/15/12 OSP, AES, ES FSTS, UBS • Pass- thru info. to State 8/15/12 OSP, AES, ES, FSTS, UBS • Schedule of prior audit 8/15/12 OSP, AES, ES findings to State FSTS, UBS • Status of corrective action 8/15/12 OSP, AES, ES plan to State FSTS, UBS

  12. Fixed Assets & Property Management • Depts. verify equipment listing 5/01/12 Prop Mgmt • Final equip added/deleted 7/16/12 Prop Mgmt • Run depreciation 7/18/12 Systems, Prop Mgmt • Inventory reports due to prop mgmt 7/09/12 Accounting, Prop Mgmt • CWIP Review 5/09/12 UBS, Treasury • Plant fund A&E entries made 7/18/12 UBS, Treasury, Prop Mgmt

  13. Monthly / Regularly occurring items • Final IDCs, Admin Fee, 7/12/12 Systems E-waste, Ag Rev Fee and Term Pool OSP • FY 2013 begins for accounting 7/27/12 • Accept 2013 claims begin processing 7/13/12 AcctsPaybl • Reverse all accruals & deferrals 7/27/12 Accounting • Record prepaid travel as expense 7/27/12 Accounting • Weekly and monthly maintenance various

  14. Financial Statement Preparation • Reconciliation & backup prepared 7/18/12 OSP, AES, ES, FSTS, UBS, Accounting, Treasury, Prop Mgmt • Prepare GASB 35 statements 9/04/12 Accounting, UBS, Systems, Treasury • Draft Financial Statements due to State 9/04/12 UBS, Accounting, Others

  15. A little R&R!

  16. Here We Go Again- FY 2013 Begins • Reverse all accruals & deferrals 7/27/12 Acctg, Systems • Accept 2013 claims, 7/13/12 UBS • Expense prepaid travel 7/27/12 Acctg

More Related