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 recommended.
·
State Accounting will
perform position roll-overs (this happens only on the Payroll side) to create
new positions for NIS Fiscal Year 7 (
·
Review 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.
·
Biweekly Payroll for
June 20 pay date posted by State Accounting.
·
Agencies need to
review 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.)
·
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 (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.
·
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, posted, and re-entered in July 2007.
·
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 for the rest of the week.
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 6 (
·
Normal transaction
processing for Cash Deposits and Receipts through the Treasurer’s Office.
·
No purchasing activity
without authorization.
·
State Accounting will
process only volume voucher payments and emergency payments.
·
Legally required
expenditures for NIS Fiscal Year 6 (
·
TREASURER CUT OFF
FOR DEPOSITS – 9:00 A.M. Deposits after this should have a
·
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 29, that will have a financial impact, contact Bruce Snyder by
·
State Accounting will
roll-over outstanding purchase orders at
Saturday, June 30 –
·
State Budget provides
partial allotment of new appropriations.
·
FISCAL YEAR JUNE
30, 2007 – SCHEDULED CLOSE.
·
NO POSTING UNTIL
FLASH MEMO IS RECEIVED THAT YEAR END CLOSE IS COMPLETE.
·
Normal Accounting
Activities resume at
·
Biweekly Payroll for
July 3 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 Biennial Carryover Report as of Tuesday,
·
State Accounting will
run a draft of the 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 re-appropriations data may begin.
·
Notification must be sent to State Accounting
using the Encumbrance link on the Agency Contacts page of State Accounting’s
website:
A)
Indicating that the Agency will load the
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 re-appropriations into Budget Status for agencies that have previously
requested this.