The Traffic Cone
“Guiding you over and around
the bumps of your payroll journey”
Closing Schedule for payroll and
Fiscal Year End
There are only 8 weeks
left in the current fiscal year and preparations are already under way for the
transition. There are several areas of
the process that affect payroll and will be addressed below as well as at the
PHRUG meeting coming up on June 4th.
Clean-up and Purging – June 12th: The
position roll-over for the new fiscal year will occur on June 15th. If you use position control, please
review the current position listing and mark all unwanted positions for
purging by June 12th. Positions
will be purged prior to the roll-over in order not to re-create them for
the new fiscal year.
Roll-over for new fiscal year – June 15th: Position roll-over will be completed
for the new fiscal year. Unlike
last year (which had CIR adjustments), budgets will be adjusted by the rate increase available for all employees
effective July 1st. (The
specific amount has not been confirmed as of this writing) The increase
will occur on the 1st for everyone instead of on the
anniversary date as was the case this fiscal year.
payroll posting – June 15th : The B-12 payroll (pay date of June 17th)
will be the last payroll posted in the current fiscal year. It will be posted as scheduled on the 15th. The following payroll, B-13 (Pay date of
July 1st), will post in the new 09-10 fiscal year on July 1st.
- B-13 and B-14 payrolls
encumbered for 08-09: – there
will be more information on this subject in the weeks to come and at the
PHRUG meeting on June 4th.
Encumbering funds will be a new process for those agencies who
switched from the monthly payroll cycle to the bi-weekly cycle in 2008. For
now, just know that the B-13 payroll will have to be encumbered as it is
being paid out in the new year since the check
date and pay out are scheduled for July 1st. Funds to cover the first seven days of
the B-14 payroll will also need to be encumbered since the wage expense
will have been incurred in the current fiscal year instead of the new
deadline for B-13 – June 25th: This
payroll will still be prepared in June per the schedule. Please note however, that the
certification deadline for the payroll has been moved back to 1:00 from
the 4:00 deadline. This will allow
our staff time to complete the payroll process yet that afternoon and
allow the closing procedures to run over night if need be.
- Certification deadline for monthly
payroll for June – June 23rd: Processing of the monthly payroll for June will stay on
schedule. Please note that the certification
deadline for the payroll will be moved back as well and will be due by
1:00 on Tuesday, June 23rd instead of 4:00. This payroll will be processed in the
current 08-09 year since it pays out on June 30th.
The next PHRUG meeting
is scheduled for June 4th. It
will contain more detailed information on some of the areas above so you won’t
want to miss it. Mark it on your