DISTRICT BUSINESS SERVICES
FISCAL YEAR CLOSING ACTION PLAN 2015
TO:
Budget Managers
FROM:
Lori Benetti
DATE:
May 19, 2015
SUBJECT:
Fiscal Year Closing
The purpose of this action plan is to help us have a successful 2015fiscal year closing and
to give key document processing dates to all Budget Managers.
District Business Services will be working with you to make sure documents are charged
to the appropriate fiscal year. Please do not mix old year and new year transactions
on a single document.
Following are the definitions of several terms used throughout this memo:

Fiscal/Budget Year
July 1 through June 30

Old Year/FY 2014-15
July 1, 2014 through June 30, 2015

New Year/FY 2015-16
July 1, 2015 through June 30, 2016

Fully Approved
No further approvals required on the document
District Business Services Hours:
Summer Hours:
AP staff Summer hours
8:00 a.m. to 4:30 p.m., Monday through Friday
7:00 a.m. to 5:30 p.m., Monday through Thursday
6:00 a.m. to 4:30 p.m., Monday through Thursday
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Fiscal Year 2014-2015
Key Closing Dates
NOTE: Due to the specifics involved in the closing process for each document, please
read the section pertaining to the document you are processing. The index on pages 3-4
will assist you in locating the closing information for each document type.
Document Type
District Cutoff
Date for Old Year
(FY14-15)
District Acceptance
Date for New Year
(FY15-16)
Purchase Requisitions
4/15/2015 5:00 p.m.
6/1/2015
Travel Advances
Staples Orders (next day delivery
only)
Receipt of goods and materials for FY
2014-15 at warehouse
6/18/2015 5:00 p.m.
6/18/2015
6/26/2015 5:00 p.m.
7/1/2015
6/30/2015 3:00 p.m.
7/1/2015
Cash/Check Deposits
6/30/2015 3:00 p.m.
7/1/2015
Accounts Payable/Direct Pay Invoices
Conference Expense Claims/
Travel Expense Claims
7/23/2015 4:30 p.m.
7/1/2015
7/23/2015 4:30 p.m.
7/1/2015
Revolving Fund Reimbursements
7/23/2015 4:30 p.m.
7/1/2015
Accounts Receivable Accruals
7/23/2015 4:30 p.m.
7/1/2015
Journal Entries
7/23/2015 4:30 p.m.
7/1/2015
Labor Redistributions
Procurement Card (P-Card)
Statements/Logs
7/23/2015 4:30 p.m.
7/1/2015
7/23/2015 4:30 p.m.
7/1/2015
Budget Transfers
1st Preliminary Close
Reports Available
Post Indirect/Overhead on Restricted
Funds
7/23/2015 4:30 p.m.
7/1/2015
8/4/2015 5:00 p.m.
N/A
8/5/2015 5:00 p.m.
N/A
Final Review of Restricted Funds
2nd Preliminary Close
Reports Available
8/7/2015 5:00 p.m.
N/A
8/11/2015 5:00 p.m.
N/A
Final Close
8/20/2015 5:00 p.m.
N/A
Roll Banner To New Year
8/20/2015 6:00 p.m.
N/A
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District Business Services Contacts
Please read the pages referenced for detailed information on the subjects listed.
Document Type
Page
#
Contact Person
Phone Number
Accounts Payable (A-L)
5, 6
Susan Affleck
925-485-5222
Accounts Payable (Measure B, M-S)
5, 6
Dee Sanchez
925-485-5289
Accounts Payable (T-V)
5, 6
Nichole Winter
925-485-5221
Accounts Payable (W-Z)
5, 6
Pedro Ruiz De Castilla
925-485-5223
Accounts Receivable
7
Pedro Ruiz de Castilla
925-485-5223
Audit
Budget Transfers (Restricted Funds
and CDC)
8
Lori Benetti
925-485-5228
7
Karen Esteller
925-485-5224
Budget Transfers (All Other Funds)
7
College Business Office
CC 510-723-7681
LPC 925-424-1634
Cash/Check Deposits
Conference Expense Claims
Travel Expense Claims
7
Joanne Bishop-Wilbur
925-485-5225
6
Nichole Winter
925-485-5221
Direct Pay Invoices (A-L)
6
Susan Affleck
925-485-5222
Direct Pay Invoices (Measure B, M-S,
Dental, Utilities)
6
Dee Sanchez
925-485-5289
Direct Pay Invoices (Accounts Payable
T-V)
6
Nichole Winter
925-485-5221
Direct pay Invoices (W-Z, Medicare,
TSA, AT&T)Verizon, Nextel
6
Pedro Ruiz De Castilla
925-485-5223
Encumbrance Roll or Close
5
Lori Benetti
925-485-5228
Grants & Contracts
8
Karen Esteller
925-485-5224
Journal Entries
7
Karen Esteller
Laura Cerda
925-485-5224
925-485-5248
Journal Entries (Measure B)
7
Tim Koehler
925-485-5503
Labor Redistributions
8
Karen Esteller
Laura Cerda
925-485-5224
925-485-5248
Procurement Card (P-Card)
Statements/Logs
6
Nichole Winter
925-485-5221
3
Purchase Requisitions/Orders
5
Annie Harris
925-485-5205
Measure B Requisitions/ Orders
5
Victoria Lamica
925-485-5233
Revolving Fund Reimbursements
6
Lori Benetti
925-485-5228
Travel Advances
6
Nichole Winter
925-485-5221
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PURCHASE ORDERS (PO)
Old year purchase requisitions are due to Purchasing by April 15. Any exception
requires a written request, along with supporting justification, addressed to Barbara
Yesnosky. If goods and services are received by June 30, these costs will be charged
against the old year budget. If goods and services are received after June 30, these costs
will be charged against the new year (FY 15-16) budget. Please forward all packing slips
to Accounts Payable. Mark the date of receipt of goods on the packing slip.
Purchase Orders with Invoices against them (an invoice has been received for goods
and services purchased via a purchase order)
Invoices that have been received by Accounts Payable by Thursday, July 23 will be
processed as part of the Accounts Payable accrual. These expenses will be reflected in
the old year. The Accounts Payable accrual process gives proper accounting treatment to
old year purchase orders during year-end closing.
“Uninvoiced” Purchase Orders less than 12 months old (“uninvoiced” means an
invoice has not been received for goods and services purchased via a purchase
order)
Purchase order encumbrances that have no invoices against them and are less than twelve
months old as of June 30, 2015 will be carried forward to the new year. These expenses
will be charged against new year budget. For any purchase order less than twelve months
old as of June 30, 2015 that you do not want to carry forward, contact Lori Benetti by
4:30 p.m. on June 25 in order for the encumbrance to be liquidated. Open purchase
orders (blanket purchase orders) for the old year will be liquidated as of June 30
and will not be carried forward to the New Year.
“Uninvoiced” Purchase Orders greater than 12 months old (“uninvoiced” means an
invoice has not been received for goods and services purchased via a purchase
order)
Please carefully review the encumbrance reports that Lori Benetti sends to you. Purchase
order encumbrances originating in FY 2013-14 will be liquidated on June 30 unless
written requests (including PO#, vendor name, amounts, and dates) are received by Lori
Benetti in Business Services by Thursday, June 25. NOTE: Purchase order
encumbrances from FY 2012-13 or prior WILL NOT be carried forward.
Receiving Reports (Packing Slips)
Timely, accurate receiving information is particularly important at year-end. Receiving
reports for goods and services should be forwarded to Accounts Payable as soon as
possible. Our external auditors review this information for compliance with generally
accepted accounting principles.
Please contact Victoria Lamica at extension 5233 with your questions concerning
Measure B purchase orders. Annie Harris can be contacted at extension 5205 for all
other purchase orders. Please contact Accounts Payable with your questions concerning
invoices, receiving reports (packing slips), or payments to vendors.
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DIRECT PAY INVOICES
Direct pay invoices for goods and services received by June 30 will be charged to the old
year. Supporting documentation for old year direct pay invoices (including revolving
fund reimbursements) must be received in Accounts Payable by Wednesday, July 23.
Your assistance is requested in identifying old year items by marking FY 15 in the upper
right hand corner of any supporting documentation. Direct pay invoices not fully
approved by 4:30 p.m. on July 23 will be charged to the new year with no corresponding
budget money carried forward to pay for them.
Note about procurement card bills: Charges included on the July billing statements will
be recorded as new year expenses. District Business Services will review each statement.
If there are material expenses that should be charged to the old year, a journal entry will
be prepared to accrue these expenses in the old year. Please forward procurement card
billing statements and logs to Nichole Winter by Thursday, July 23.
New year direct pay invoices may be requested beginning Wednesday, July 1. Your
assistance is requested in identifying new year items by marking FY 15 in the upper right
hand corner of any supporting documentation.
Please contact Accounts Payable with your questions regarding direct pay invoices.
Special note about old year direct pay invoices:
Expenses incurred between now and June 30, must be recorded as an expense for
FY 2014-15. When the external auditors arrive, if they find that expenses have been
recorded in the new year (FY 2015-16) that really happened in the old year (FY
2014-15), they will adjust our books to reflect those expenses in the old year. So,
please remember, it doesn’t help to turn in documents late.
TRAVEL ADVANCES AND CONFERENCE EXPENSE CLAIMS
Travel advances for trips beginning after June 30 may be requested beginning Monday,
June 1.
Submit supporting documentation for old year Conference/Travel Expense Claims no
later than Thursday, July 23. Transactions that are not fully approved by 4:30 p.m. on
July 23 will be charged to the new year with no corresponding budget money carried
forward to pay for them.
Please contact Nichole Winter at extension 5221 with your questions regarding travel
advances and travel expense claims.
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CASH/CHECK DEPOSITS
Cash/check deposits must be delivered to District Business Services or your college
business office by 3:00 p.m. on June 30.
Please contact Joanne Bishop-Wilbur at extension 5225 or your college business office if
you have questions regarding cash/check deposits.
ACCOUNTS RECEIVABLE ACCRUALS
It is important to recognize all revenue earned through June 30. If you need to bill an
outside party for services you delivered on or before June 30, we must record an entry to
recognize the revenue and to record a receivable in the old year. Submit supporting
documentation for accounts receivable accruals by Thursday, July 23.
Please contact Pedro Ruiz de Castilla at extension 5223 if you have questions regarding
Accounts Receivable.
JOURNAL ENTRIES
Journal entries pertaining to old year transactions must be fully approved by Thursday,
July 23 to appear on the preliminary ledgers.
Departments should review their funds to determine if journal entries need to be
prepared.
Journal entries affecting grants & contracts
Please prepare all journal entries affecting grants and contracts by Thursday, July 23.
Final overhead will be run on Wednesday, August 5.
Please contact Lori Benetti at extension 5224 with your questions regarding journal
entries.
BUDGET TRANSFERS
Old year budget transfers must be fully approved by Thursday, July 23. New year budget
transfers may be submitted beginning Wednesday, July 1.
Please contact Karen Esteller at extension 5224 with your questions regarding budget
transfers for restricted funds and the CDC. Contact your College Business Office with
your questions about all other funds.
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GRANTS & CONTRACTS
District Business Services will distribute preliminary fund balance information for all
grants and contracts on Thursday, June 25. Any overdrawn funds must be corrected by
journal entry no later than Thursday, July 23. Please take into consideration that FY 1415 expense activity will continue to post to funds for some time. Before final close,
District Business Services will conduct a final review of fund balances. If any fund
balances remain overdrawn at this time, District Business Services will contact you.
Labor redistributions must be completed by Thursday, July 23.
Please contact Karen Esteller at extension 5224 with your questions regarding grants and
contracts or labor redistributions.
A FINAL WORD
The auditors are expected to be on-site in September (TBD) for fieldwork. After our final
close on August 20, District Business Services and College Business Offices will
immediately begin to prepare financial statements, reconciliations and audit schedules for
the audit. This means there can be no deadline extensions past those dates published
in this memo. I encourage you to start planning now for fiscal year close and start
reviewing your encumbrance list and fund balance list. Now is also a good time to search
out any invoices or other important documents that might be in your work area.
Note that these deadlines are District Business Services deadlines. The college
business offices’ deadlines might be earlier.
Please contact Lori Benetti at extension 5228 with questions regarding audit.
District Business Services is here to help. If you have any questions, you may call me at
extension 5228 or anyone on the contact list on page 3.
Thank you.
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