Year-End Close - Participating Groups
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Accounting
Accounts Payable
Budget
Departments
Facilities Services
OSP, AES, ES
ITC
Human Resources
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 UBS
Disclosure Information
Federal Information to State
Financial Statement Preparation
Fixed Assets & Property Management
Monthly /Regularly occurring items
FY 2013 Begins, process 2013 claims
6/22/12
7/12/12
7/09/12
6/29/12
7/17/12
7/09/12
6/15/12
7/12/12
7/13/12
7/13/12
8/15/12
9/04/12
7/20/12
7/21/12
7/13/12
Ensure positive cash & fund balances
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Request certain depts to fund by 6/25
5/25/12
Treasury
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Begin reviewing negative balances
5/29/12
VP/Other
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Utility auto bill for May processed by
6/21/12
UFS
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Cutoff for financial aid disbursements
6/22/12
Financial Aid
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Deadline- all balances positive
6/22/12
Departments
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Final review of cash balances
6/29/12
VP/Other
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Final adjustments to cash balances
6/29/12
Departments
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Adjust inter-entity loan
7/13/12
Treasury
Record and pay claims & encumbrances
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Departments submit final claims
6/29/12
Accts Paybl
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Final Claims
7/03/12
OSP, AES, ES, FSTS
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Cash BPAs due 11am
6/29/12
Accts Paybl
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Computer & Student Equip Fees
6/29/12
Accts Paybl
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Final claims entry by 3 pm
7/12/12
Accts Paybl
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Transmit claims to SABHRS
7/12/12
Systems
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All POs in Banner 3 PM
6/29/12
Purchasing
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Run encumbrance roll and GL roll
or as soon as payroll has posted
7/12/12
Systems
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Final IDC, Admin Fee calc, E-scrap calc, 7/12/12
Ag Rev Fee, Term Pool entry
OSP
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 feed
Cat Card final redistribution
6/15/12
6/22/12
6/29/12
7/02/12
7/06/12
6/21/12
6/25/12
7/06/12
7/09/12
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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6/29/12 Systems,
UBS
6/29/12 Acctg, RLUFS
6/29/12 Acctg
7/02/12 Acctg
6/29/12 Acctg
7/06/12 Systems,
ITC
Accrue OSP Receivables / Defer
OSP Revenues
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Overspent OSP items identified 7/16/12
OSP, AES,
ES, FSTS
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Accrue revenue on grants not
overspent
7/16/12
Accounting
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Underspent grants, revenue
will be deferred
7/17/12
Accounting
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OSP accrual will be reversed
in FY 13
7/27/12
Accounting
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 UBS
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
6/08/12 HR
6/20/12 HR
6/15/12
7/09/12
7/09/12
7/06/12
7/09/12
7/11/12
7/11/12
HR
UBS
HR, UBS
Budget
HR
OSP
Accting,
HR
7/11/12 HR
JVs, correction memos, etc.
7/13/12
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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
6/15/12
7/16/12
7/20/12
7/23/12
7/24/12
7/12/12
7/13/12
7/13/12
7/10/12
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Final warrant cancellations due
6/15/12
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Transmit Warrant Cancel. To Helena
6/22/12
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7/06/12
7/06/12
6/15/12
Accounting,
Purchasing
Accounting
Accounting
Acctg,HR,
OSP,Agencies
Accounting
Accting, A/P
Acctg
Systems
Accounting
OSP, Agencies
Departments
UBS
Accounting,
HR
Acctng, HR,
OSP, Agencies
Accounting
Disclosure Information
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Lease info due to Controllers
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Long Term Debt & Bond Schedules Due 6/15/12 Treasury
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Mark Investments to Market Value
7/10/12 Treasury
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Investment disclosures to state
7/13/12 Treasury
6/15/12 AES, ES,
FSTS, Purch
Federal Information
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7/27/12 OSP, AES,
ES, FSTS
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SEFA info. prepared
including pass-thru draft
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
8/15/12 OSP, AES, ES,
FSTS, UBS
8/15/12 OSP, AES, ES
FSTS, UBS
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Status of corrective action
plan to State
8/15/12 OSP, AES, ES
FSTS, UBS
8/15/12 OSP, AES, ES
FSTS, UBS
Fixed Assets & Property Management
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Depts. verify equipment listing
5/01/12
Prop Mgmt
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Final equip added/deleted
7/16/12
Prop Mgmt
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Run depreciation
7/18/12
Systems,
Prop Mgmt
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Inventory reports due to prop mgmt
7/09/12
Accounting,
Prop Mgmt
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CWIP Review
5/09/12
UBS, Treasury
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Plant fund A&E entries made
7/18/12
UBS, Treasury,
Prop Mgmt
Monthly / Regularly occurring items
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Final IDCs, Admin Fee,
E-waste, Ag Rev Fee and Term Pool
7/12/12 Systems
OSP
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FY 2013 begins for accounting
7/27/12
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Accept 2013 claims begin processing
7/13/12 Accts Paybl
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Reverse all accruals & deferrals
7/27/12 Accounting
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Record prepaid travel as expense
7/27/12 Accounting
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Weekly and monthly maintenance
various
Financial Statement Preparation
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Reconciliation & backup prepared
7/18/12 OSP, AES, ES,
FSTS, UBS,
Accounting,
Treasury,
Prop Mgmt
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Prepare GASB 35 statements
9/04/12 Accounting,
UBS, Systems,
Treasury
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Draft Financial Statements due to State
9/04/12
UBS,
Accounting,
Others
A little R&R!
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