DATE:
TO: Accounting & Payroll
Personnel
All Agencies, Boards and
Commissions
FROM: Paul Carlson, Administrator
State Accounting Division
SUBJECT: Fiscal Year End (
The
following information is being provided to you to assist in fiscal year-end
closing of the State’s accounting records. As always, if there are unique
circumstances, agencies can contact State Accounting and we will determine the best way to coordinate the completion of your
year-end work. The dates listed are the
final date the tasks need to be completed.
Earlier completion is encouraged.
·
State
Accounting will perform position roll overs (this
happens only on the Payroll side) to create new positions for NIS Fiscal Year 06 (
·
Review manual encumbrances. If you had a lapse and have not sent
the information to DAS State Budget, this needs to be completed.
·
Biweekly
Payroll for June 21 pay date posted by State
Accounting.
·
Agencies need to review Received Not Vouchered Payable (Object Code 211700) for all funds and
confirm that the balance is correct. (The balance should be supported by
purchase orders received but not paid.)
·
Review Open Purchase Orders to ensure
the order is valid. These will be rolled over into
·
Replenish
petty cash funds and vendor deposit accounts to authorized levels.
·
Review
all balance sheet accounts to determine if correcting entries need to be made
before the end of the fiscal year.
Please pay particular attention to Accounts Receivable and Accounts
Payable balances. For each of these
accounts that have a balance, you need to be able to document exactly what that
balance consists of.
·
All
Fixed Assets should be posted or passed on.
·
All Manual Encumbrances should be
liquidated (voided or credit JE) from the system. If a manual encumbrance is
still outstanding, it will need to be voided from the system and re-entered in
July 2006.
·
Reconcile encumbrances on the allotment
status to supporting documentation (This should be a listing of outstanding
purchase orders.)
·
Review
any outstanding cash transactions related to the Treasurer’s office to ensure
that cash activity in the bank has been cleared or paperwork has been
processed.
·
Monthly
Payroll Posted by State Accounting
·
Normal
Receipt Activity
·
LAST
DAY TO POST FISCAL YEAR END
This
includes purchase orders and purchase order receipts, fixed assets, voucher
processing, journal entry activity, etc. Agencies that require access to the
system for specific June 30 business transactions can send an email to Wes Mohling, 471-0601 in State Accounting and we will
determine the best way to coordinate the completion of your year-end work.
State Accounting will be monitoring the queues.
POSTING OF TRANSACTIONS FROM NOW THROUGH
·
Normal
transaction processing for Cash Deposits and Receipts through the Treasurer’s
Office.
·
Preparation
for the biweekly payroll for
·
No purchasing activity without
authorization. Do not perform a receipt function against an outstanding
purchase order unless authorized since these must be posted before year-end.
You should not perform a receipt function against an outstanding
purchase order for a future period either because it also must be posted.
·
State
Accounting will process payment groups for vouchers with due dates through
·
Legally
required expenditures for NIS Fiscal Year 05 (
·
Normal
transaction processing for Cash Deposits and Receipts through the Treasurer’s
Office.
·
Preparation
for the biweekly payroll for
·
No
purchasing activity without authorization.
·
State
Accounting will process only volume voucher payments and emergency payments.
·
Legally
required expenditures for NIS Fiscal Year 05 (
·
TREASURER
CUT OFF FOR DEPOSITS – 9:00 A.M. Deposits after this should have a
·
Preparation
for the biweekly payroll for
·
No other
activity will be allowed without authorization.
This includes all purchasing activity and posting activity.
·
All
activity in
·
If there are
outstanding issues for your agency on Friday, June 30, that will have a
financial impact, contact Bruce Snyder by
·
State Accounting will roll over
outstanding purchase orders at
Saturday,
July 1 –
·
State
Budget provides partial allotment of new appropriations.
·
FISCAL
YEAR JUNE 30, 2006 – SCHEDULED CLOSE.
·
NO
POSTING UNTIL FLASH MEMO IS RECEIVED THAT YEAR END CLOSE IS COMPLETE.
·
Normal
Accounting Activities resume at
·
Biweekly
Payroll for July 5 pay date posted by State
Accounting.
·
Agencies
should be using prior year voucher processing menus when appropriate.
·
·
Review Purchase Orders to determine
Year End Rollover is correct.
Beginning
·
Prior year manual encumbrances that
were not liquidated and were voided should be re-entered.
·
Manual
encumbrances for
·
State
Accounting will run a draft of the PSL Mid-Biennial
Carryover Report as of Friday,
Beginning
·
Agencies
should review and determine if any changes should be made to the
PSL Mid-Biennial Carryover Report. All
changes should be resolved and corrected by
·
State
Accounting will run a second draft of the Biennial Carryover Report as of
·
State
Accounting will run the
·
Agencies
electing to load the PSL re-appropriations data may begin.
·
Notification
must be sent to State
Accounting:
A) Indicating
that the Agency will load the PSL re-appropriations into Budget Status prior
to
B) To request that State Accounting load the
data for the Agency on
·
Agency
Director signed copy of Certified Biennial Carryover Report due to State
Accounting.
·
State
Accounting and State Budget will complete review of Certified Encumbrances and
provide re-appropriations.
·
State
Accounting will load PSL re-appropriations into Budget Status unless your agency
has provided notification not to load your data.