DATE: May 26, 2009

TO: Accounting & Payroll Personnel

All Agencies, Boards, and Commissions

FROM: Paul Carlson, Administrator

State Accounting Division

SUBJECT: Revised Fiscal Year End (June 30, 2009) Closing Schedule

LB 315, Section 3 reappropriated the unexpended appropriation balances existing on June 30, 2009. Therefore, only PSL will be certified for carryover this year, as reflected in this revised memo.

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 recommended.

Friday, June 12, 2009:

· Complete review of manual encumbrances. If you had a lapse of an encumbrance and have not sent the information to DAS State Budget, this needs to be completed.

Monday, June 15, 2009:

· State Accounting will perform position roll-overs (this happens only on the Payroll side) to create new positions for NIS Fiscal Year 9 (July 1, 2009 through June 30, 2010). Agencies will need to make any position budget adjustments after the rollover takes place, since various adjustments will need to be made based on information provided to the agencies by State Personnel and Employee Relations.

· Biweekly Payroll for June 17 pay date posted by State Accounting.

· Agencies need to complete review of Received Not Vouchered (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.)

· Complete review of Open Purchase Orders to ensure the order is valid. These will be rolled over into July 1, 2009. (If there is a problem, contact State Accounting by email at as.stateaccounting@nebraska.gov with a subject line of PO followed by the purchase order number and agency number.)

· Replenish petty cash funds and vendor deposit accounts to authorized levels.

· Complete review of all balance sheet accounts (100000 – 399999) 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. This review should occur throughout the year.

Thursday, June 25, 2009:

· Preparation for the biweekly payroll for 7/1/09 allowed for Agency HR teams until the 1:00 P.M. payroll deadline.

· All items on the Unposted Fixed Asset Report must be posted or passed on. The Unposted Fixed Asset Report must be blank.

· The Fixed Asset No Cost Integrity Report must be blank, except for items that have not been received.

· 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, posted, and re-entered in July 2009.

· 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.

· Normal Receipt Activity

· LAST DAY TO POST FISCAL YEAR END 6-30-09 TRANSACTIONS.

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 email Wes Mohling at wes.mohling @ nebraska.gov, or telephone at 471-0601 and State Accounting will determine the best way to coordinate the completion of your year-end work. State Accounting will be monitoring the queues for the rest of the fiscal year.

POSTING OF TRANSACTIONS FROM JUNE 26, 2009 THROUGH JUNE 30, 2009 WILL BE CONTROLLED BY STATE ACCOUNTING

Friday, June 26, 2009:

· Monthly Payroll Posted by State Accounting

· Normal transaction processing for Cash Deposits and Receipts through the Treasurer’s Office.

· 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 7/3/09.

· Legally required expenditures for NIS Fiscal Year 8 (July 1, 2008 to June 30, 2009) will be allowed to post only with prior notification and approval by State Accounting.

Monday, June 29, 2009:

· Normal transaction processing for Cash Deposits and Receipts through the Treasurer’s Office.

· State Accounting will process only volume voucher payments and emergency payments.

· Legally required expenditures for NIS Fiscal Year 8 (July 1, 2008 to June 30, 2009) will be allowed to post only with prior notification and approval by State Accounting.

Tuesday, June 30, 2009:

· TREASURER CUT OFF FOR DEPOSITS – 9:00 A.M. NIS Deposit Documents delivered/submitted to the Treasurer’s Office after 9:00 A.M. are required to have a 7/1/09 GL date. For agencies submitting document on June 30, 2009, please have staff available to answer State Treasury questions in a timely manner regarding NIS Deposit Documents and Invoice Documents if your agency is contacted – this will ensure that all documents that are eligible to be posted by end of fiscal year are able to be processed in NIS.

· No other activity will be allowed without authorization. This includes all purchasing activity and posting activity.

· All activity in NIS, including FY09 activity, reports, FY09 Payroll, etc. must cease by 3:00 P.M. NIS will be shut down for all agencies except for State Accounting.

· If there are outstanding issues for your agency on Tuesday, June 30, 2009 that will have a financial impact, contact Bruce Snyder at 471-0620 by 2:00 P.M.

· FISCAL YEAR JUNE 30, 2009 –CLOSE SCHEDULED FOR 8:30 P.M.

· State Accounting will roll-over outstanding purchase orders at June 30, 2009 into the new fiscal year.

NO POSTING UNTIL FLASH MEMO IS RECEIVED THAT YEAR END CLOSE IS COMPLETE – ANTICIPATED BY WEDNESDAY, JULY1, 2009 AT 7:00 A.M.

Wednesday, July 1, 2009:

· State Budget Division provides first quarterly 25% allotment of new FY10 appropriations.

· Normal Accounting Activities scheduled to resume at 7:00 A.M. – Wait for Flash Memo before proceeding.

· Biweekly Payroll for July 1 pay date posted by State Accounting.

· Agencies should be using prior year voucher processing menus when appropriate.

· July 1, 2009 Allotment Status Report, with FY10 data, will be available on MREPORT.

· Review Purchase Orders to determine Year End Rollover is correct.

Beginning Monday, July 6, 2009:

· Prior year manual encumbrances that were not liquidated and were voided should be re-entered.

· Manual encumbrances for 6/30/09 accrued PSL may now be entered into the system. After you have entered encumbrances, run the Encumbrance Detail Report (NIS 594A) to ensure that your encumbrances are recorded correctly.

By Monday, July 20, 2009:

· Ensure all accrued payroll is encumbered.

Monday, July 27, 2009:

· State Accounting will run a draft of the Biennial Carryover Report as of Friday, 7/24/09. This will be posted on the State Accounting website and a flash memo will be sent.

Beginning Monday, July 27, 2009:

· Agencies should review and determine if any changes should be made to the
Biennial Carryover Report. All changes should be resolved and corrected by Thursday, July 30, 2009.

Friday, July 31, 2009:

· State Accounting will run a second draft of the Biennial Carryover Report as of 7/30/09. This will posted on the State Accounting website and a flash memo will be sent. Agencies should review and determine if any changes should be made. Changes must be completed by the end of the day. DO NOT CERTIFY ON THIS COPY.

Tuesday, August 4, 2009:

· State Accounting will run the 7/31/09 certified version of the Biennial Carryover Report. This will be posted on the State Accounting website and a flash memo will be sent. THIS IS THE CERTIFICATION REPORT. Agencies should print out their agency page for the Director’s signature. These should be sent to State Accounting by Monday, August 10, 2009.

Monday, August 10, 2009:

· Agency Director signed copy of Certified Biennial Carryover Report due to State Accounting.

· PSL encumbrances may be liquidated following certification. Be sure to approve and post the voided PSL encumbrance batches.

Friday, August 28, 2009:

· State Accounting and State Budget will complete review of Certified Encumbrances and provide re-appropriations.