BUSINESS COMMUNITYOPEN FORUM

FISCAL YEAR-END

AGENDA

Changes for this year

Budget Office Update  

Systems Control - UBET Demo

Accounts Receivable & Inventory

Important Date Highlights

Communication Plan

Questions

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CHANGES FOR FYE 2014

No Year-End Document TrainingUse Year-End Edocs for

corrections identified during reconciliation

Routing of Documents Will route to Fiscal Officer (FO) for approval thru July 12th

After July 12th FO will get an Acknowledgement

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CHANGES FOR FYE 2014

YGEC This edoc will be available for use

during year-end processing This document will function the

same as a normal GEC No work around is required for

this document  

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CHANGES FOR FYE 2014

Saturday Processing – July 12th

Gives more time to campus for PCDOs & YESETs

Until NOON to process Until 5pm for approvals Must have approvers available Requires all documentation be

complete  

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Budget Office

FY15 Budget Rollover

Position Funding Tool

To Set Position Distribution for FY 2015

To Align State, Locally Allocated and TRIF Budgets with your funding plan

PURPOSE

MAY 9 Position Funding Tool available FY15 RBC’s available

JUNE 6 Last day to enter in the Position Funding Tool Electronic Position Funding is due to the Budget Office

JUNE 9- 20 Re-number and delete budget lines

JUNE 18 Last day to submit FY14 Perm RBC’s Last day to extend expired accounts to avoid continuation flip

JULY 1 FY14 Perm Budget becomes FY15 Original Budget Position Funding from Position Funding Tool takes effect

IMPORTANT DATES

Budget Office budgetoffice.arizona.edu Forms and Resources Rollover Resources

Position Funding Rollover Tool FY15 Rollover Timeline FY15 Rollover Presentation FY15 Quick Start Guide & Rollover Tool

Instructions Electronic Access Form and Access Form

Instructions

University Business Event Calendar Business calendar

Budget Office & Budget Rollover

RESOURCES

Electronic AccessBudgetoffice.arizona.edu Forms and Resources Rollover Resources Access Request Form and Instructions Available now until June 6th

Request access with a NetID Current users with RBC “edit” access can deactivate users

Electronic SubmissionBudgetoffice.arizona.edu Forms and Resources Rollover Resources FY15 Rollover Tool and Instructions Available now until June 6th

College/VP Administrators will determine the approval structure appropriate for their units

Units can print and email the pdf distribution sheets to the college

College can then “submit” which electronically routes to the Budget Office

NEW THIS YEAR

ELECTRONIC ACCESS FORM

ELECTRONIC SUBMISSION

ANALYTICS’ REPORTS

POSITION FUNDING DOWNLOAD REPORT

NEXT YEAR BASE FUNDING REVIEW REPORT

POSITION DISTRIBUTION AS OF 7-1-14 REPORT

QUESTIONS/COMMENTS?

SYSTEMS CONTROL AND UNIVERSITY BUSINESS

EVENT CALENDAR(UBET)

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ACCOUNTS RECEIVABLE AND INVENTORY TRAINING

May 21, 2014 @ 1 – 3 pm

Location: Student Union - Rincon Room

Register on FSO’s training request form: fso.arizona.edu/training/request

Please direct any questions to the FSO Accounts Receivable & Inventory Coordinator, Elvira Fike

626-6745 OR elvirag@email.arizona.edu

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ACCOUNTS RECEIVABLE AND INVENTORY

Materiality Approach A/R - $100,000 Inventory - $50,000

If you do not meet the threshold, there are optional instructions to record the A/R and inventory on a YEDI.

The documents will be available at:

fso.arizona.edu/financial-management/yearend

The documents are due by July 3, 2014

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Interim Close FY14, Period 12 – June 30th

Reports available July 1st

Reconciliation – July 1st – July 12th Use Period 13 in Analytics to see finalized transactions

Final Close FY14, Period 12 – July 16th

Final Close FY14, Period 13 – Aug 1st

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Year-End Overview

IMPORTANT DATE HIGHLIGHTS

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All Communications will be available on FSO websitewww.fso.arizona.edu

UAccess CommunityUAccess Financial listservUniversity Business Events

Calendar (UBET)

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COMMUNICATION PLAN

Monday updates Message of the Day Memos on specific topics Contacts:

Accounts & Transactions – Contact your fund account

General Information or Questions – Contact FSO Outreach - outreach@fso.arizona.edu

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COMMUNICATION PLAN

QUESTIONS FROM THE LIVE SESSION

OVERVIEW OF FYE - IMPORTANT DATES REVIEW - Q: Transactions processed on June 29th – what if you

don't care what fiscal year it goes in?  A: It will be auto disapproved at the end of the day on June 30th if it has not in Final status.

Q: Will we get an Acknowledgement of the auto disapproved transactions. A: Yes.

 COMMUNICATION PLAN - Q: Analytics Dates? When will those be posted? 

A: We will make sure the copy on the FSO website gets updated with these dates.

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QUESTIONS FROM THE LIVE SESSION

GENERAL QUESTIONS Q: Will we get a YEIB?

A: We will pass this request on to see if this can happen.

UBET CALENDAR Q: I tried to use the RSS feed to add the Year-End

Calendar information to my Outlook calendars. What am I doing wrong?A: Nothing. The Year-End and the Budget Rollover calendars will be activated by the end of this week to use in the RSS feed.

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QUESTIONS FROM THE LIVE SESSION UBET CALENDAR

Q: How do I use the RSS feed?A: see the following screens in order by

number:

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1 2

QUESTIONS FROM THE LIVE SESSION

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3 4

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