Module 9
(POD 252)
Year-End Close Processes for
Financial Services, Budget and
Payroll
April 10, 2015
9:00 AM - 11:00 AM
CP-700
Presenters

Lynn Gañac (Ext 8474)
Accounting Services & Financial Reporting
lganac@fullerton.edu

Bea Maselli (Ext 2099)
Payroll, Benefits and Retirement Services
bmaselli@fullerton.edu

Joe Lipnisky (Ext 7392)
Budget Planning and Administration
jlipnisky@fullerton.edu

Mary Ann Torres (Ext 5735)
Accounts Payable and Travel
mtorres@fullerton.edu

Sally Yassine (Ext 4503)
Contracts and Procurement
syassine@fullerton.edu

Michael Pruitt (Ext 3758)
Contracts and Procurement
mpruitt@fullerton.edu
1
General Overview

Year-End Close Memo & Tasks

Year-End Close Processes

Understanding Processing
Deadlines

Preparing for Year-End Close
Activities
2
FY 2014-2015 Year-End
Close Guidelines
http://finance.fullerton.edu/controller/accounting/
http://finance.fullerton.edu/controller/accountspayable/
http://finance.fullerton.edu/Budget/
http://finance.fullerton.edu/procurement/
Memo issued by:
Danny C. Kim
Vice President for Administration & Finance/CFO
http://vpadmin.fullerton.edu/
3
Payroll Services

All payroll-related pay, adjustments,
and changes for the time period prior
to May 29, 2015 must be turned in by
this date to be reflected as a Fiscal
Year 2014-2015 expenditure.
https://erpaeprd.fullerton.edu/CSUFWorkplace/HomePage.js
p?mode=reset
4
Accounting Services &
Financial Reporting (ASFR)

Year-End Close Overview
(Legal/FIRMS/GAAP)

Billing Requests

Reimbursement / Deposits to
University

Expenditure Transfers, Non-Payroll
5
ASFR Year-End Close Process
GOAL = Revenues & Expenses MUST
be recorded in the correct Fiscal Year in
which they occur.
6
ASFR Year-End Close Process
(continued)
06/30/2015
Year-End Close (FY 2014)
continues until October
http://finance.fullerton.edu/Controller/Accounting/CampusRep.asp
Campus Reporting:
• FLCMP (Legal close)
• FLCSU (FIRMS close)
• FLGAP (GAAP close)
7
FY 2013/2014
Accounting Deadlines
(FY 2014/2015 will be published during Chancellor’s Office
Year-End Training on 04/23 & 04/24/2015)
8
GAAP Close: Snapshot of
Prepared by Client (PBC) List
9
Month-End Close
http://finance.fullerton.edu/controller/accounting/ME_Close.asp
10
Billing Requests
Requests for miscellaneous billing for FY 2014-2015 must
be received by Accounting Services by 5:00 PM,
Thursday, July 2, 2015.
http://finance.fullerton.edu/Controller/Accounting/Forms/
11
Deposit or Reimbursement
to University Account
Submit checks for deposit to the Cashier’s Office by
12:00 PM,Tuesday, June 30, 2014.
http://finance.fullerton.edu/Controller/Accounting/Forms/
Important: If AUXILARY ORGANIZATION issues check to CSUF, please
deposit by 12:00 PM, Monday, June 30, 2015.
12
Expenditure Transfer
Request (ETR), Non-Payroll
Submit electronic Expenditure Transfer Request form
with backup documentation to Accounting Services by
5:00 PM,Thursday, July 2, 2015.
http://finance.fullerton.edu/Controller/Accounting/Forms/
13
Contracts and Procurement

Purchase Requisitions

Change Orders

Office Max

Procurement Card
14
Purchase Requisitions
and Change Orders

FY 2014-2015 purchase requisitions $100,000 and
above (which require formal bidding) must be received
by Contracts and Procurement by 5:00 PM, Tuesday,
April 14, 2015.

FY 2014-2015 purchase requisitions less than
$100,000 and all change orders must be received by
Contracts and Procurement by 5:00 PM, Friday,
May 22, 2015.
Reminder: All attached quotes must be less than 30
days old.

FY 2015-2016 purchase requisitions can be entered in
CFS beginning Tuesday, May 26, 2015. FY 20152016 requisitions entered prior to this date will be
cancelled by Contracts and Procurement.
15
Purchase Requisitions and
Change Orders (continued)
http://finance.fullerton.edu/procurement/forms/
16
Purchase Requisition
Fiscal Year Transition
May 2015
FY 2014-2015
FY 2015-2016
From now through May 22, 2015
From May 23, 2015 going forward
17
OfficeMax and
Procurement Card

Last day to order from OfficeMax to ensure that
transactions are posted in FY 2014-2015 is at 5:00
PM, Friday, June 5, 2015.

Goods that are shipped after Monday, June 30,
2014 will be expensed in FY 2015-2016.

Last day to make a purchase with your procurement
card to ensure that transactions are posted in FY
2014-2015 is at 5:00 PM, Monday, June 15, 2015.
Reminder: Effective July 1, 2013, the default account
for P-Card transactions has been changed to 660999,
“Unreconciled P-Card Expense”. Activity for account
660999 must be reviewed and cleared on a monthly
basis. You can access transaction activity for account
660999 through OBIEE. To avoid transactions going to
the default account, cardholders need to select the
correct account when reconciling their P-Card activity
through Access Online. For account definitions and
examples, please visit:
http://finance.fullerton.edu/controller/accounting/chartfields/
AccountExample.asp
For additional information, visit:
http://finance.fullerton.edu/controller/accounting/660999.asp
18
Receipt of Goods
Departments are reminded that all orders are to be
delivered to Central Receiving. However, should an order
be delivered directly to your department, Receiving must
be notified immediately. Send an e-mail to Danny
Miranda or John Martinez in Receiving so the receipt can
be appropriately recorded in CFS. Also please e-mail
Contracts & Procurement if goods are to be returned to
the vendor (i.e., incorrect/defective merchandise). The
deadline to notify Receiving is 4:00 PM,Tuesday, June
30, 2015.
19
Accounts Payable
and Travel

Petty Cash

Invoices

Direct Expense

Travel Request

Travel Expense Claims
20
Petty Cash
Petty cash transactions (approved Disbursement Voucher)
should be submitted to the Cashiers Office by 12:00 PM,
Tuesday, June 30, 2015.
http://finance.fullerton.edu/Controller/AccountsPayable/Forms/
21
Invoices

Submit all approved invoices for FY 2014-2015 to
Accounts Payable for payments to be issued on or
prior to June 15, 2015 by Thursday, June 4, 2015.
Invoices received after this date maybe issued after the
first check run in FY 2015-2016.

If the invoice is a final payment, please indicate as such
on the invoice to finalize the purchase order.

After June 30, 2015, continue to forward all unpaid FY
2014-2015 (invoices for goods and services received
prior to July 1, 2015) to Accounts Payable in order to
ensure these transactions are captured for FY 20142015 financial reporting. These transactions; however,
may not be reflected in your reports.

Last FY 2014-2015 Accounts Payable check run is
Monday, June 15, 2015.
22
Direct Expense
Submit Accounts Payable Check Request forms
(subscriptions, memberships) to Accounts Payable by
5:00 PM, Thursday, June 4, 2015.
http://finance.fullerton.edu/Controller/AccountsPayable/Forms/
23
Travel Request
Last day to submit approved travel requests with the
appropriate documentation for travel is 5:00 PM,
Monday, June 8, 2015. A list of open travel
authorization requests will be provided to the Division
Financial Managers on Monday, April 20, 2015, for review
and follow-up.
http://finance.fullerton.edu/Controller/AccountsPayable/Forms/Default.asp
#travel
24
Travel Expense Claims

For travel completed prior to July 1, 2015, submit
approved travel expense claims with the appropriate
receipts and documentation to Travel Operations to
receive reimbursement on or before the June 15, 2014
check run by 5:00 PM,Thursday, June 4, 2015.
Note: For travel completed between June 5 and June
30, the approved travel expense claim must be
submitted to Travel Operations within 5 business days
upon completion of the trip. Reimbursements will be
issued after the first check run in FY 2015-2016.

Continue to submit FY 2014-2015 approved travel
expense claims with the appropriate receipts and
documentation to Travel Operations through Tuesday,
June 30, 2015 so they can be appropriately obligated in
CFS.

After July 1, 2015 continue to forward all FY 2014-2015
approved travel expense claims (for travel completed
prior to July 1, 2015) with the appropriate receipts and
documentation to Travel Operations to ensure
transactions are manually obligated in FY 2014-2015.
25
Travel Expense Claims (continued)
http://finance.fullerton.edu/Controller/AccountsPayable/Forms/Default.asp
#travel
26
Missed the Deadline for
Submitting an Invoice?
Expenses can be ACCRUED in Legal and
GAAP.
 Legal accruals up to 1st week of July
 GAAP accruals up to end of August
(accrual depends on threshold)
27
Budget Planning and
Administration

Budget Transfers

Payroll Expense Transfers

FY 2015-2016 Baseline Budget
28
Budget Transfers

Deadline: Monday, June 15, 2015 at
12:00 PM
http://finance.fullerton.edu/budget/Forms.asp
29
Budget Transfers (continued)
30
Payroll Expense Transfers (PET)

Deadline: Friday, June 12, 2015 at
5:00 PM
http://finance.fullerton.edu/budget/Forms.asp
31
FY 2015-2016 Baseline Budget

As of July 31, 2015
FY 2015-2016 Baseline Budgets at the
CFS chart-field level as of the end of
fiscal year 2014-2015 (June 30, 2015) will
be loaded into the CFS ledger and
OBIEE data warehouse.
32
Preparing for Year-End Close
Activities
 Plan early
 Watch out for deadlines (DO NOT wait until the
last minute PLEASE!!!)
 Review BBA (Budget Balance Available) for SWxxx,
THERA, THERE, THEXT, THCSU, THELS, THEOC,
SSFGF, etc.
 Review Revenue/Expense Report (record

accruals, if needed)
 Spread the word
 Visit the ASFR website frequently
http://finance.fullerton.edu/Controller/Accounting/
 Delegation of Authority
 Back-up documentation
 Only original forms will be processed
 Review BBA in THEXT- fund is used for external
deposits (usually for PCD reimbursements; might
need to submit ETR to offset revenue in THEXT
against expense in THEFD)
33
Year-End Close Contacts
34
Questions?
Web Resources
http://finance.fullerton.edu/
http://finance.fullerton.edu/Controller/Accounting/
http://finance.fullerton.edu/controller/accountspayable/
http://finance.fullerton.edu/Budget/
http://hr.fullerton.edu/payroll_benefits/
http://finance.fullerton.edu/procurement/
35
Financial Resource Management
http://hr.fullerton.edu/professionaldevelopment/UBI/Cale
ndar/SessionAbstract.aspx?MainCategory=Financial%20R
esource%20Management
Presentation
http://hr.fullerton.edu/ProfessionalDevelopment/worksh
opmaterials.asp
36