Year-End Close - Participating
Groups
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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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Ensure positive cash & fund balances
Record and pay claims & encumbrances
Autobills, P Card, onecard
Final cash receipts
Accrue OSP Receivables/Defer OSP Revenues
Payroll Information
JVs, correction memos, etc.
JD1s and JG1s
Federal Excise Tax Aps Due to Controller
Disclosure Information
Federal Information to State
Financial Statement Preparation
Fixed Assets & Property Management
Monthly /Regularly occurring items
FY 2011 Begins, process 2011 claims
6/27/10
7/09/10
7/07/10
6/30/10
7/15/10
7/13/10
6/18/10
7/07/10
7/09/10
7/15/10
8/16/10
9/25/10
7/15/10
7/10/10
7/14/10
Ensure positive cash & fund
balances
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Request certain depts to fund by 6/24
5/28/10
Treasury
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Begin reviewing negative balances
5/28/10
VP/Other
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Utility auto bill for May processed by
6/24/10
UFS
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Cutoff for financial aid disbursements
6/21/10
Financial Aid
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Deadline- all balances positive
6/25/10
Departments
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Final review of cash balances
6/29/10
VP/Other
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Final adjustments to cash balances
6/30/10
Departments
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Adjust inter-entity loan
7/14/10
Treasury
Record and pay claims &
encumbrances
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Departments submit final claims
6/30/10
Accts Paybl
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Final Claims
Cash BPAs due 11am
7/01/10
6/24/10
OSP, AES, ES, FSTS
Accts Paybl
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Computer & Student Equip Fees
6/30/10
Accts Paybl
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Final claims entry by 3 pm
7/09/10
Accts Paybl
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Transmit claims to SABHRS
7/09/10
Systems
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All POs in Banner 3 PM
6/30/10
Purchasing
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Run encumbrance roll and GL roll
or as soon as payroll has posted
Final IDC, Admin Fee calc,
Ag Rev Fee, Term Pool entry
Banner to SABHRS Recon updated
7/10/10
Systems
7/09/10
OSP
7/09/10
Accounting
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Autobills, PCARD, Onecard
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Autobills, first cutoff
Feed Autobills to finance
Autobills, 2nd cutoff
Final Autobills due to UBS
Feed 2nd autobills to finance (6/30)
PCARD Trnxn Cutoff (e-mail)
Run PCARD feed
PCARD final trnxn
Cat Card final redistribution
6/11/10
6/18/10
6/30/10
7/02/10
7/07/10
6/21/10
6/24/10
7/06/10
7/07/10
UBS
Systems
UBS
UBS
Systems
Accounting
Systems
Systems
RLUFS
Final cash receipts
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Feed A/R to finance by noon
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Submit cash by 11am
Cr card receipts by 10 am
Cr card receipts after 10 am for
manual and virtual terminals
need to accrue
Commerce manager EOD for 6/30
need to accrue
Cash receipts after 11 am,
need to accrue
Feed telephone bills- final
A/R Feed
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6/30/10 Systems,
UBS
6/30/10 Acctg, RLUFS
6/30/10 Acctg
7/01/10 Acctg
7/01/10 Acctg
7/08/10 Systems,
ITC
Accrue OSP Receivables/Defer OSP
Revenues
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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
Payroll Information
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Summer salary tail info (6/11 payroll)
Summer salary tail info
(June supplemental payroll)
Salary correction memos due
Defer/recognize summer salaries
Compensated absences info. to accounting
6/11/10
6/23/10
P&PS
P&PS
6/18/10
7/12/10
7/12/10
Bring salary encumbrance to zero
June Salaries to Finance
OSP xfeed for benefit pool entries
Final payroll correction JVs
by appt only
Feed payroll adjustment info
7/02/10
7/09/10
7/09/10
7/12/10
P&PS
UBS
P&PS,
UBS
Budget
P&PS
OSP
Accting,
P&PS
P&PS
7/12/10
JVs, correction memos, etc.
7/09/10
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Accrue payable for items not rec’d
by FYE
Accrue revenues not rec'd by FYE
Submit deferred revenue items
Correction memos due
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Final JVs due
Initiate IUJs to SABHRS
Answer IUJs on SABHRS
Last day to transmit feed to state
Entries into both Banner and SABHRS
JD1s, JG1s final in Banner
A accruals submitted by departments
A accruals recorded by UBS
Compensated absences entry
6/18/10
7/12/10
7/19/10
7/19/10
7/20/10
7/07/10
7/02/10
7/09/10
7/12/10
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Final warrant cancellations due
6/22/10
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Transmit Warrant Cancel. To Helena
6/25/10
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7/09/10
7/08/10
6/18/10
Accounting,
Purchasing
Accounting
Accounting
Acctg,P&PS,
OSP,Agencies
Accounting
Accting, A/P
Acctg
Systems
Accounting
OSP, Agencies
Departments
UBS
Accounting,
P&PS
Acctng, P&PS,
OSP, Agencies
Accounting
Disclosure Information
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Lease info due to Controllers
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Long Term Debt & Bond Schedules Due 6/11/10 Treasury
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Lease Info due to State
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Mark Investments to Market Value
6/18/10 Purchasing,
UBS
7/08/10 Treasury
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Investment disclosures to state
7/09/10 Treasury
6/17/10 AES, ES,
FSTS,Purch
Federal Information
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7/23/10 OSP, AES,
ES, FSTS
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SEFA info. prepared
including pass-thru
CFDA Federal Surplus Property list
SEFA due to State
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Pass- thru info. to State
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Schedule of prior audit
findings to State
8/16/10 OSP, AES, ES,
FSTS, UBS
8/16/10 OSP, AES, ES
FSTS, UBS
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Status of corrective action
plan to State
8/16/10 OSP, AES, ES
FSTS, UBS
8/16/10 OSP, AES, ES
FSTS, UBS
Fixed Assets & Property
Management
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Depts verify equipment listing
Final equip added/deleted
Run depreciation
4/20/10
7/07/10
7/13/10
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Inventory reports due to prop mgmt
7/09/10
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CWIP Review
Plant fund A&E entries made
5/19/10
7/16/10
Prop Mgmt
Prop Mgmt
Systems,
Prop Mgmt
Accounting,
Prop Mgmt
UBS, Treasury
UBS, Treasury,
Prop Mgmt
Monthly /Regularly occurring items
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Final IDCs, Admin Fee,
Ag Rev Fee and Term Pool
FY 2010 begins for accounting
Accept 2010 claims begin processing
Reverse all accruals & deferrals
Record prepaid travel as expense
Weekly and monthly maintenance
7/09/10Systems
OSP
7/26/10
7/12/10 Accts Paybl
7/14/10 Accounting
7/26/10 Accounting
various
Financial Statement Preparation
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Reconciliation & backup prepared
7/14/10 OSP, AES, ES,
FSTS, UBS,
Accounting,
Treasury,
Prop Mgmt
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Prepare GASB 35 statements
9/03/10 Accounting,
UBS, Systems,
Treasury
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Financial Statements due to State
9/24/10 UBS,
Accounting,
Others
A little R&R!
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