Welcome to FY2011 Year End Training May 19, 2011 1:30 – 3:30 p.m. Behavioral Sciences Building...

Welcome to FY2011 Year End Training

May 19, 20111:30 – 3:30 p.m.

Behavioral Sciences Building Auditorium - Room 131

Agenda

• During this training session, we will review current closing procedures and update you on any changes that have occurred due to system or process improvements

What’s New for FY2012?

• KFS 4.0 coming in August

• GL pending entries include balance forward balanceo pending entries in FY12 will include a

transaction that mirrors the balance forwardso I.E. – you will see a true FY12 balance

starting July 1, by including pending entries in your search

What’s New for FY2011 Close?

• Disbursement Voucher dropdown– DV will include a dropdown box for you to

designate this as a FY11 or FY12 transaction

• Vista Plus reports – during period 13 reports will display both period 12 & 13 transactions

Presentations today by:• Budget Office• Accounts Payable• Purchasing• Payroll• Accounts Receivable• Treasury Services• Campus Services• Financial System Services• Sponsored Programs

Budget Information

Presented by Becky Trentlage

Office of Budgets - Contacts • Becky Trentlage 491-0898

• Angie Nielsen 491-1689

• Genevra Scott 491-1359

Budget News• New departments or re-mapping of existing accounts to a

different departmentDeadline – May 27, 4:00 p.m.

• Designated Future Commitments (DFCs)Deadline – May 27, 4:00 p.m.

• New accounts needed to support new year staffing processDeadline – June 3, 4:00 p.m.

• Draft FY12 Budget Allocations to colleges and unitsJune 3 – End of Day

• Budget Construction input process beginsGo Live! – June 13

Budget News

• Final FY12 Budget Allocations to colleges and units

June 27 – End of Day

• Deadline for non-college areas to complete budget input into Budget Construction

Deadline – July 6

• Budget Adjustments (BA) – for FY11

Deadline – July 11, 12:00 noon

• Deadline for college areas and agencies to complete budget input into Budget Construction

Deadline – July 15

Budget News Current carryforward policy is:

· Up to 1.5% of unexpended year-end balances may be carried forward to the new fiscal year. The 1.5% limit applies to:

Combined EG and RARSP sub-fundsProfessional Veterinary Medicine (PVM/PVMSTA sub-fund)Agricultural Experiment Station (EXPSTA sub-fund)CSU Extension (EXTEN sub-fund) Colorado State Forest Service (CSFS, FRP, WPF sub-funds)

· Funds in excess of the carryforward limit will be swept centrally unless approved exceptions are granted.

Budget News• Designated Future Commitments (DFCs) for specific purposes, such

as; faculty start ups, large equipment purchases, renovations and/or multi-year projects.

• The Carryforward & Designated Future Commitments Policy and Process, and DFC request form are posted on the Office of Budgets Web site.

• DFC Submission Request Deadline: May 27, 2011

• DFC requests should be submitted to Becky.Trentlage@colostate.edu and will be reviewed for approval by the Cabinet Finance Subcommittee.

• Please review the posted policy and request form at www.budgets.colostate.edu

Accounts Payable Information

Presented by Bob Loosley

Accounts Payable & Central Receiving Contacts

• Bob Loosley 491-6513General Accounts Payable Questions

• Jackie Riba 491-1363DV/PO Questions

• Terri Bedan 491-6021Travel Questions

Accounts Payable Staff• Parvin Naysary 491-5019

Vendors B-F and Petty Cash• Sharon Chapman 491-1373

Vendors G-O, General Air, Metrocall, 77funds• Cherie Akin 491-1372

Vendors A, P-Z, Telecomm• Beth Fritzler 491-2097

Payments to Individuals and reimbursements• Tricia Cochran 491-1429

Mail/ Vendoring• Eileen Miyoshi 491-1362

Travel payments

Prep for Year-End Accrual Process

• The objective of the year-end accrual process is to recognize expenses in the proper period

• Prior to June 30, Fiscal Officers will receive a listing of outstanding POs to identify documents that should be closed

Disbursement Vouchers (DVs)

• DV’s submitted and approved by the department prior to July 8th, 4:00 p.m. will be recorded as FY11 expenses

• Direct DV’s to FY11 by selecting “FY11 Close” from the accounting period dropdown box

• In addition, original receipts accompanying DV’s must be received in AP by July 8th, 4:00 p.m.

Purchase Orders

•Invoices dated June 30th and prior, received by

4:00 p.m. on July 8th, will be entered as payment

requests by AP and recorded as FY11 expenses

•Service and maintenance POs will be charged

for any remaining un-invoiced amounts ONLY if

notification from the department is received in

Accounts Payable by 4:00 p.m. on July 8th

Receiving

• Required for goods >$5,000. (object codes 15xx, 62xx, 70xx, 82xx)

• Not required for:servicesorders less than $5,000orders set up as “no quantity”

Year-End Accrual Process

•The Adjustments/Accrual document will

be available to campus through July 11th

• Accounts Payable will review documents paid in FY12 to determine if an accrual adjustment is necessary

•Contact Accounts Payable for additional

accruals that need to be made

Travel• Submit Travel vouchers with an end trip date of June 30th or prior by

July 1, 2011 4:00 p.m. to be expended in FY11

• This is especially important for travel on 53 accounts with a June 30, 2011 project end date

• “Ghost Card” Airline tickets must be ordered in time to hit the June “Ghost Card” statement. Statement cut off is June 20th. We recommend ordering the ticket on or before June 15th to insure the Travel Agency can process in time for the June statement.

• Post Trip Travel Vouchers with travel advances where the traveler owes CSU must have the cash receipt processed to the correct fiscal year in order for the rest of the expenses to be charged appropriately.

Purchasing Information

Presented by:

Linda Meserve & John Swaro

Purchasing Deadlines

Dates for Processing FY11 Procurements

• April 21, 2011 through June 2, 2011– There are various deadlines for Colorado Correctional Industries.

Please contact Valerie Scott in Purchasing at 491-6194

• June 1, 2011– If you have a purchase for goods or services not requiring competition,

an approved purchase requisition must be received in Purchasing no later than June 1, 2011. Please contact the appropriate Purchasing Agent. Information can be found on the Purchasing website, Commodity Assignments by Agent, or by calling 491-5105.

Purchasing Deadlines

Open Purchase Orders (OPO) and Service Purchase

Orders (SPO) for FY12:

The deadline has passed for Purchasing to receive an approved requisition and any associated contract/agreement for next year OPO and SPO with a start date of July 1, 2011. Please submit your requisitions as soon as possible, however, requisitions received now cannot be assured of being completed on time.

Requisitions submitted for next fiscal year must reference “Year 2012.” Select Year 2012 from the dropdown menu under the “Document Overview” Tab.

All requisitions for open/service purchase orders should be set up as “No Quantity” at the line item under the “Items” tab.

PCARD Year End Process

Transactions received by July 8th, 7:00 p.m. with the “Transaction Date” prior to July 1, will be charged to FY11.

FY11 transactions not reallocated and approved by July 8th, 7:00 p.m. will auto post to the default account in FY11. Approval workflow includes Fiscal Officer and Hospitality Officer, if applicable.

PCARD Issues

• PCARD purchases made in late June for FY11 may not be processed in the current FY. Vendors must process your transactions through the banking system in a timely manner for the transactions to be posted in FY11. Unfortunately, CSU cannot control when vendors process transactions and we do not accrue “late” PCARD transactions.

• For help, please contact LuAnn Herin, 491-5752.

Payroll Information

Presented by Joanne Robel

Payroll Contacts

• Joanne Robel 491-5853

• Vickie Schultz 491-4969

Payroll Issues

• Final FY11 Hourly TimesheetsPay Period Ending June 17 (Payday July 1)Due Tuesday June 21st, 12:00 noon

• Clear Salary Clearing Accounts (5394xxx)Due Thursday June 30th, 3:00 p.m.

No salary may post to Salary Clearing Accts in June

• Final FY11 Labor Redistributions/Past Period Adjustments Due Thursday July 7th, 3:00 p.m.

Payday Shift from June to July

• June 17th hourly payroll (pay period ending June 3rd) paid on Friday July 1st

• June 30th salary payroll paid on Friday July 1st

• Period ending June 17th will also be paid on Friday July 1st

Please notify/remind your employees

Accrual for Hourly

• BFS completes the year-end hourly compensation accrual for June 18/30.– The accrual is not posted at a department level

• If your area has specific hourly compensation that must be booked to a sponsored program account, please coordinate with your designated Accounting Technician in Sponsored Programs

Accounts Receivable Info

Presented by Trish Torrez

Accounts Receivable Contacts

• Janet Fox 491-6663

TWARBUS and ARIES Billing System entries

Department Payment to Student Account (DPSA)

• Valerie Monahan 491-3001• Trish Torrez 491-6661

Accounts Receivable Issues

ARIES Billing System

• Aries Load Sheets

Due June 17th, 4:00 p.m.

• Electronic Uploads to ARIES Billing System Due June 24th, 5:00 p.m. Allow an extra day for new customers

Accounts Receivable Issues

DPSA - Department Payment to Student Accounts

• DPSA Uses– Graduate Assistant Tuition Payments– Discretionary Scholarships– Fellowship or Sponsor Designated Scholarships on 53 & 99

accounts only

• Unapproved DPSA’s - Due June 17th, 4:00 p.m. in Accounts Receivable Operations

• Approved/routed DPSA’s - Due June 24th, 4:00 p.m. in Accounts Receivable Operations

Treasury Services Information

Presented by Gail Michaud

Treasury Services Contacts

Treasury Services Office – Howes Street, 3rd floor• Katie Nelson 491-1524

Cashier’s Office – Lory Student Center• Becky Everett 491-0597

Treasury Services Issues

• Cash Receipt and Advance Deposit documentsJune 30th 1:00 p.m.

• Checks/Cash to Cashiers OfficeJune 30th 2:00 p.m.

• Please do not accumulate receipts for one final deposit!

Petty Cash & Change Funds

• Return Fund Confirmations by July 1st

Attach Custodian Change Form to Confirmations

Use “Change in Fund Custodian” form found at

busfin.colostate.edu/forms.aspx, under Treasury

• Reimburse Petty Cash funds before Year-End by having your approved DV completely routed by June 29th, 4:00p.m.

• Reduce/close funds no longer needed

Use “Change in the Amount of the Fund” form found at

busfin.colostate.edu/forms.aspx, under Treasury

Financial Reporting & Analysis Contacts

Financial Reporting & Analysis Manager• Sally Tschirhart 491-2423

Financial Reporting & Analysis Staff• Sheree MacNaughton 491-6693• Jennifer Pollman 491-2178• Sue VanderVliet 491-6750• Amanda William 491-1871

Property & Plant Contacts

Property & Plant Manager• Theresa Todd 491-1428

Property• Debra Ellison 491-2270• Mack Freestone 491-1358• Jennifer Kahrs 491-1045• Suzanne Zimmerer 491-2040

Plant Funds• Chrystal Gates 491-6242

Campus Services Information

Presented by Heidi Barclay

Campus Services Contacts• Valerie Monahan, Associate Controller 491-3001

Board of Governors, President’s Office, Provost, VP Offices, VP Research, Colorado State Forest Service, Natural Sciences, Natural Resources, External Audit Contact, F&A/Cost issues

• Heidi Barclay 491-4148

Applied Human Sciences, Veterinary Medicine, Agricultural Sciences(Agricultural Experiment Station), Liberal Arts, VP Advancement

• Erin Murcurio 491-6752

Auxiliaries, Athletics, VP Student Affairs, Student Affairs

• David Leathers 491-5509Engineering, College of Business, VP Public Affairs, VP Undergraduate Affairs, CSU Extension, International Programs  

Campus Services Contacts Link

http://busfin.colostate.edu/cs.aspx

Consumable Inventories

Why do we do this?

• Balance Sheet Asset / External Audit

• Conduct Year End Inventory Count

• Inventories< $100,000 counted every other year>= $100,000 counted yearly

Consumable Inventories

• Inventories counted on or before June 30th, adjust to actual as of June 30th

• Inventory certificates

Due July 1st, 12:00 noon

Fund Receivables• Departments that do not use the Banner ARIES System will

need to record their receivables using the Adjustment/Accrual Document (AVAD).

• Send your Campus Services representative a copy of the Accounts Receivable aging report and reconciliation.

• All revenue earned, but not billed in FY11 needs to be recorded in FY11 – Accrual Basis of Accounting

• View the Accrual Accounting Training on the BFS Web site

Account Balances at June 30th

• Credit Card Clearing– Object code 6684 must have a $0 balance

• Continuation Accounts– All accounts 200xxxx (xxxx=Dept number) need to be

cleared ($0 balance) by July 11th at noon.

Nominal Balances

Closing of FY11 activity:· Aggregates the revenues earned and expenses incurred.

· The difference (deficit or surplus) is posted to net assets/fund balance.

· Revenue and expenses are reset for FY11. Project account revenue and expenses will reinstate in the new year

· “NB” is shown as the balance type code in lookups

· Previous year’s activity available on the lookup screens, using the fiscal year field.

Account Attributes

• Changes to account attributes (account title, responsible person, etc)– Approved/In Campus Service Action List by

June 3rd, 4:00 p.m.

• Accounts no longer needed should be zeroed out and closed– Approved/In Campus Service Action List by

June 3rd, 4:00 p.m.

Journal Entries

• Final journal entries to all accounts including departmental approvals, due July 11th, 12:00 noon

• Information on journal entry documentation requirements is available on the main B&FS website

• Backup documentation for all Journal Entries must be maintained and be readily available for external audit inquiries during the months of August – November.

Vista Reports

• Period 12 reports will include June activity only

• Period 13 reports will include June and Period 13 activity, cumulatively

Training

Campus Services provides training in:

• Reading Vista Plus Reports ~ May 23rd

• Journal Entries ~ May 25th

• Balance Inquiries ~ May 26th

• Accrued Accounting ~ June 2nd

• ODS for Financial Management ~ June 3rd

Financial Systems Services Info

Presented by Theresa Todd

KFS Management Contacts

• Theresa Todd 491-1428

General Questions

• Connie MacNaughton 491-2099

User Setup/Security

Departmental, Division & Official Function approvers

Vista Plus Reports

Run Thursday nights June 2, 9, 16, 23 and

June 30, July 7, 13, 25

Final run – July 25

Reports available next day - midday

KFS Data Warehouse (ODS) Tables

• FY12 data will load into existing ODS tables

• Be sure to include a fiscal year parameter in your queries (Field UNIV_FISCAL_YR)

Issues – Ad Hoc Routing

• Do use this when necessary.

• Do make sure your ad hoc approver is available to approve your document if this is a “rush”.(use acknowledge or FYI instead of approve)

• Don’t ad hoc route to someone already in the workflow routing.

Issues – Fiscal Officer (FO) Role

· Keep the FO role currentUse the search from the account lookup to review the FO’s on your accounts (input your department # in the Organization Code field).

· Change the FO on your accounts before they leave your department

Use the Account Global document to make changes

· Notify your Team in Sponsored Programs for changes to the FO on 53xxxxx accounts

Issues – Delegates

• A delegate approves a document in place of the fiscal officer (FO)

• Set up delegates on all accounts, to ensure coverage during sick/annual leaveSetup - Document Type Names

» KFST all dollar documents

Non-dollar documents:» ACCT account (only valid on account changes)» GSOB    sub-object global» SACC     sub-account» SOBJ      sub-object

Issues – Delegates

•Use caution with dollar ranges•Beware – new delegations over-write old delegations

Issues – Error Correction Button

• Many document types include an error correction button. (AV, DI, IB, GEC, TF)

• This reverses the original transaction.• Routes in the same manner as the document it

corrects.• Search for, and open document.

• New document includes this reference:

Issues – Attachments

• Limited to 5 megabytes (huge!)– You should be able to scan at least 100

pages– scan at 300 dpi– scan in black and white– scan in PDF format– Review scan for clarity, formatting,

pagination, etc.

• Don’t scan sensitive information– social security numbers, credit card numbers, personal

information, performance evaluations, grades

Issues – Login from off Campus

– open a secure connection with your eID- https://secure.colostate.edu

– login to the Campus Administrative Portal (CAP)– open Kuali Financial System (KFS)

– System down 7:00-10:00pm (M-F)– System down some Sunday mornings for

maintenance (no more than once a month, announced ahead of time)

Lookups· My documents enroute Doc search, detailed search, initiator=your ID, status=enroute

· PREQ’s awaiting approvalPayment request lookup, payment request status=awaiting fiscal officer approval, organization code=your department #

· PREQ’s awaiting receivingPayment request lookup, payment request status=awaiting receiving, organization code=your department #

· DV’s awaiting approvalDisbursement voucher lookup, organization code=your department #

Sponsored Programs Info

Presented by Laura Streit

Sponsored Programs Contacts

• Richard Batman 491-4637 Atmospheric Science; Business; Liberal Arts; Natural Sciences; VP for Student Affairs

• Cliff Schulenberg 491-0440 Agricultural Sciences; Ag Experiment Station; CSU Extension; Research Centers; VP for Administration; Applied Human Sciences

• Carol Cody 491-1562Engineering - except Atmospheric Science

• Clint McBlair 491-4038 Salary Clearing; 53 Sweep (fixed price projects only); 64 Accounts;

Over Expenditures; 88 Accounts; Cost Share Accounts

• Dawn Sharkey 491-4867

Warner College of Natural Resources; Parsons and GSA Awards; Colorado State Forest Service

• Rhonda Wolschlager 491-3503 Provost/Academic Administration; Veterinary Medicine; VP for Research

• Kelly Belden 491-3391Warner College of Natural Resources – CEMML; Forest Rangeland Watershed; Fish, Wildlife & Conservation Biology

Sponsored Programs Contacts

Sponsored Program Issues

Zero out Salary Clearing Accounts (5394xxx)

• PPDAs to clear any remaining balances are due to Sponsored Programs by June 30th, 3:00 p.m.

• No salary, including hourly, may post to Salary Clearing Accounts in June

Sponsored Program Issues

State of Colorado Agency Projects

Ending June 30, 2011

There is only one opportunity to submit an invoice to the State of

Colorado.  No revised invoices will be accepted.

Deadline: June 30th, 4:00 p.m.· Notify your SP Acct Tech of any unpaid invoices or un-posted expenses (e.g.

PCARD, hourly payroll, Motor Pool, Mail, Telecom Charges, Travel) that must be billed to the sponsor, so payables can be set up.

· All goods and services must be received by close of business 6/30/11.

Over Expenditures on 53 Accounts

In June and the first week of July, Sponsored Programs pulls weekly reports for overspent accounts.

Reports will be sent to the College Business Officers to aid in clearing account deficits prior to year end.

Gift Sub-Fund Issues· Account Range 6430000-6499999 (Gift sub-fund)

· As a reminder, all gift fund deposits are to be made by Sponsored Programs

· By June 29th all deficits must be cleared from Gift sub-fund accounts. Account balances and cash must be $0 or greater.

· Fund transfer request forms due by June 17th

· Fund balance for all Gift sub-fund accounts rolls

forward to the next fiscal year.

Dates

The following slides summarize important dates for FY11 year end close

May & June Dates & Deadlines

• May 13 Requisitions for Open & Service POs for FY12

• May 27 New departments or re-mapping existing accounts identified to Budgets

• May 27 Designated Future Commitments (DFCs) to Budgets

• June 3/10/17/24 Vista Plus reports available for campus

• June 3 Close accounts no longer needed

• June 3 New account requests submitted to support new year staffing

• June 3 Changes to account attributes

• June 3 Draft FY12 Budget Allocations to colleges & units

• June 13 Budget Construction input process begins

• June 13 Hourly Payroll posts to KFS (PPE 6-3)

June Dates & Deadlines

• June 17 A/R paper documents & unapproved DPSAs to Accts Receivable

• June 17 Approved DPSAs to Accounts Receivable

• June 17 Gift sub-fund transfer request forms

• June 21 Hourly Timesheets PPE 6/17

• June 23 June salary posts to KFS

• June 24 Electronic Uploads to ARIES

June Dates & Deadlines

• June 27 Hourly salary posts to KFS (PPE 6/17)

• June 27 Final FY12 Budget Allocations to colleges & units

• June 29 Clear deficits in Gift sub-fund accounts

June Dates & Deadlines

June 30 Deadlines• Inventories counted

• Cash Receipt deposits created/delivered to Cashiers

• Closeout 530xxxx State Project accounts that have a June 30, 2011 end date

• Clear salary clearing (5394xxx) accounts

• Work Order Authorizations submitted and approved (to be encumbered in FY11)

• Receiving on POs

July Dates & Deadlines• July 1 Petty Cash Confirmations

• July 1 Inventory Certificates

• July 1 Vista Plus reports available for campus

• July 1Travel documents to Accounts Payable

• July 6 Non-college areas complete input to Budget Construction

• July 7 Final Labor Redistributions (PPDA)

July Dates & Deadlines

• July 8 DVs created and approved (including Petty cash reimbursements)& DV receipts to Accounts Payable

• July 8 Pcard reallocations & approvals (purchase date <= June 30)

• July 8 Sweep all unapproved FY11 Pcard documents to FY11

• July 8 Invoices to Accounts Payable• July 8 Service and Maintenance payable info to

Accounts Payable

July Dates & Deadlines

• July 8 Vista Plus reports available for campus• July 11-noon

Direct online KFS input for FY11 submitted and approved (AD, AV, BA, DI, GEC, IB, ICA, ND, PE, SB, TF)

• July 11 Accounts Payable completes processing of PREQ’s for FY11

• July 11 Clear continuation accounts & credit card clearing

July Dates & Deadlines

• July 12 Encumbrance carryforward to FY12

• July 14 Vista Plus reports available for campus

• July 15 College areas & agencies complete input to Budget Construction

• July 25 Final FY 2011 ODS tables updated

• July 26 Final FY 2011 Vista Plus reports for campus

July Dates & Deadlines

• July 26 Post fund balance closeout to FY11 (nominal balances)

• July 26 Post cash reversion entries to FY11 for state accounts and selected other accounts

• July 27 Load budgets from Budget Construction

• July 28 Balance forwards posted to FY12

• July 29 July month-end close

Questions?

Thank You!

• Don’t hesitate to get in touch with the department contacts listed in this presentation with any additional questions you may have