FISCAL YEAR 2018 YEAR-END CLOSING to Due Office/Sys Date Comments PAYMENTS 1. RCUH FISCAL YEAR 2018 YEAR-END CLOSING SCHEDULE

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  • KEY MILESTONES:

    G FundsNon G Funds

    PURCHASESProcurement (OPRPM - Office of Procurement and Real Property Management) Goods, services, or small purchase construction requiring competitive solicitation by OPRPM, including solicitations utilizing SuperQuote Sole source and professional services procurements Exempt procurements including P.O.s for short term leases Small purchase procurements above FA purchasing authority where the competitive solicitation has been completed Contract modifications (including renewals) For Bookstore Only - Interdepartmental Orders (IDO) exceeding FA authority

    Construction Procurement (FBO - Facilities Business Office) Construction requiring competitive solicitation (NOT small purchase) Sole source and professional services procurements Contract modifications and Requests for Additional Contingency

    PCards (PCDO - Procurement Card Document)PCards may continue to be used for purchases during year-end. Charges from 6/15/18 through 6/30/18 will be accrued by Genl Acctg. PCard transactions prior to 3/15/18 - All enroute PCDO edocs will be auto (super-user) approved at 8:00 pm 3/15 - 6/14/18 PCard transactions - Last day to approve all enroute PCDO edocs before they are auto (super-user) approved at 8:00 pm

    PCDOs for 5/15 - 5/31/18 PCard transactions will be in your Action List on 6/2/18PCDOs for 6/1 - 6/14/18 PCard transactions will be in your Action List on 6/16/18

    PAYMENTSDAGS Payment Request Last day to submit DAGS payment requests to Disbursing for CIP contract payments Last day for FAs to approve PREQ invoices for CIP contract payments (DAGS)

    PREQs Last day to email PREQ invoices to Disbursing Last day for FAs to approve PREQ invoices (Disbursing to create/approve PREQ by 6/18/18) 6/25/18 6/26/18

    RCUH Last day for FAs to approve RCUH payments with equipment object codes* in RCUH's system Last day for FAs to approve RCUH payments for advance (7232) accounts in RCUH's system

    DVs and Travel Last day for FAs to approve DVs 6/14/18 6/19/18 Travel Completion Report (TCR) and Adjustments (eTravel) for travel completed in FY18 6/14/18 6/19/18 Travel Advances for travel dates through 7/14 N/A 6/19/18

    Last Electronic Payment Feeds for FY18 Bookstore Banner, Cashiers

    DEPOSITS (ADs, CCRs, CTRLs, APPs) Last day for FAs to approve edocs for deposits (include only receipts received as of 6/30/18) 6/15/18 7/1/18

    ENCUMBRANCES & BUDGET ADJUSTMENTS Budget adjustment edocs for ORS accounts N/A 6/25/18 Non-payroll Purchase Orders (PO) and Pre-Encumbrances (PE) within FA authority N/A 6/25/18 PE edocs to disencumber IDOs N/A 6/25/18

    OTHERAdjustments & Allocations (DIs, GECs, IBs, SBs, STs, TFs) Reclass of RCUH advances (7232) through May Last day for FAs to approve DI, GEC, IB, SB, ST, and TF edocs 6/22/18 6/28/18 Last day for FAs to approve GEC and ST edocs for cleanup of "clearing" (continuation) accounts

    Revenue Bonds Revenue bond proceed drawdown request memo due to FMO Approve ADs for revenue bond proceed drawdowns and PREQs for project payments

    KFS Accounts Receivable - Customer Invoices Approval of goods/services, contracts & grants, salary overpayments, and dishonored checks

    Miscellaneous Last day for FAs to record asset edits, loans, transfers, retirements, etc. Account maintenance edocs (new accounts, account edits) Last day to post student refunds in Banner SIS Last day for FAs to record bank debit and credit memos

    ACCRUALS & OTHER 13TH MONTH ADJUSTMENTS Email Year End JV Worksheets to Genl Acctg - RCUH related (due from/to RCUH, RCUH 7232 reclass) Email Year End JV Worksheets to Genl Acctg - Other accruals/adjustments (A/R, Allowance, Unearned Rev, Prepaid Exp, etc.) Last day to email L-11 Year End JV Worksheets to Genl Acctg - ALL construction A/P as of 6/30/18 (including retainage) Last day to email L-11 Year End JV Worksheets to Genl Acctg - A/P over $100,000 not paid by 8/3/18 Last day to pay outstanding sub-recipient/vendor invoices for goods/services (including sub-awards) received on or before 6/30/18

    FY 2018 Payroll paid on 6/20 (posted the night of 6/19) available for FA review Last check run for FY18 Last collector feeds (non-payment) for FY18 Pending edocs will be automatically disapproved after 7:00 pm (except for REQS, PO, POA, account maintenance, and vendor edocs)

    FY 2019 KFS to open for FY19 (TENTATIVE) First check run for FY19

    *

    6/20/18

    6/29/18

    6/20/18

    4/2/184/13/18

    5/1/185/1/18

    6/4/18

    5/1/18

    6/14/18

    6/28/186/27/18

    6/22/18

    4/2/184/13/18

    FISCAL YEAR 2018 YEAR-END CLOSING SCHEDULE

    KFS will be disabled on 7/1/18 at 7:00 pm and will not be available from 7/2 through 7/5 during the balance roll forward process

    Genl Acctg will provide updated instructions and Excel templates for YE JV Worksheets used to record accruals and other year-end adjustments

    No General fund encumbrancesNo Payroll encumbrances - ALL funds

    REMINDERS AND WHAT'S NEW FOR FY 2018

    L-11 YE JV Worksheets should be used to record 1. A/P over $100,000 not paid by 8/3/18 and 2. ALL construction A/P as of 6/30/18 (including retainage)

    Outstanding invoices for goods/services received on or before 6/30/18 should be paid by 8/3/18

    Equipment object codes = 770X, 771X, 772X, 773X, 774X, 775X, 776X, 7777; X = A, U, F, or G

    Other Key Dates

    6/15/186/25/18

    7/1/18

    7/11/18

    6/29/18

    7/9/18

    7/1/18

    7/13/18

    8/3/18

    7/6/18

    7/1/18

    8/3/18

    6/27/18

    7/27/18

    FY 2018 Cut-off Dates for FAs

    6/8/18

    6/8/18

    5/1/18

    6/12/186/12/18

    4/30/18

    6/22/18

    6/20/18

    5/1/18

  • MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY11. PCDOs for 5/15 - 5/31 PCard transactions will be in your Action List tomorrow, 6/2 (PCDO edoc create date = 6/1, when feed occurred)

    4 5 6 7 81. CIP contract payments (DAGS) 1. Email PREQ invoices for FY18 payment, including - FAs to submit to Disbursing equipment invoices* and contract payments (UH), to

    Disbursing

    2. Reclass of RCUH advances (7232) through May should be completed

    11 12 13 14 151. FAs to approve in RCUH's system: 1. General fund PAYMENTS should 1. PCDOs for 6/1 - 6/14 PCard transactions will be in

    H O L I D A Y - RCUH payments with equip obj be "IN ACTION LIST APPROVE" your Action List tomorrow, 6/16(KAMEHAMEHA DAY) codes* for Disbursing (PCDO edoc create date = 6/15, when feed occurred)

    - RCUH payments for advance - DV edocs (7232) accounts - Travel Completion Report (TCR) 2. ADs for REX to G funds should be approved, in

    and Adjustments (eTravel) PROCESSED or FINAL status

    2. Revenue bond proceed drawdown 3. Asset edits, loans, transfers, retirements, etc. should request memo due to FMO be "IN ACTION LIST APPROVE" for Capital Asset Acctg

    18 19 20 21 22REMINDER: Reclass of RCUH advances 1. Non General fund PAYMENTS 1. April - June PCDO edocs will be 1. Edocs for General funds should be approved, in (7232) through June should be completed should be "IN ACTION LIST auto (super-user) approved at PROCESSED or FINAL status by 6/22 if General funds are used (deadline APPROVE" for Disbursing 8:00 pm - DI, GEC, IB, SB, ST, TF for DI edocs for General funds) - DV edocs

    - Travel Completion Report (TCR) 2. Revenue bond proceed drawdowns: 2. Complete cleanup of "clearing" (continuation) accounts, and Adjustments (eTravel) - ADs should be in FINAL status moving transactions and/or balances to proper accounts - Travel Advances for travel dates - PREQs for project payments - GEC & ST edocs should be approved, in PROCESSED through 7/14 should be approved or FINAL status

    Payroll paid on 6/20 (posted night of 3. CIP contract payment PREQs (DAGS) should be 6/19) available for FA review today approved, in PROCESSED or FINAL status

    25 26 27 28 291. General fund PREQs, including equipment 1. Non General fund PREQs, 1. Last day to post student refunds in 1. Edocs for non General funds 1. Last check run for FY18 invoices* and contract payments (UH), including equipment invoices* and Banner SIS should be approved, in should be approved, in PROCESSED or contract payments (UH), should PROCESSED or FINAL status 2. KFS Accounts Receivable - Customer Invoices FINAL status be approved, in PROCESSED or 2. Last electronic payment feed for - DI, GEC, IB, SB, ST, TF - Goods/Services, Contracts & Grants in FINAL status

    FINAL status FY18 - Salary overpayments should be "IN ACTION LIST2. Account maintenance edocs (new accounts, - Bookstore 2. Last electronic payment feeds APPROVE" for Payroll Office account edits) should be "IN ACTION LIST for FY18 - Dishonored checks should be "IN ACTION LIST APPROVE" for Genl Acctg/ORS REMINDER: Reclass of RCUH - Banner APPROVE" for Treasury Office

    advances (7232) through June - Cashiers3. Budget adjustment edocs for ORS accounts should be completed by 6/28 if 3. ADs, CCRs, CTRLs, & APPs for FY18 BANK should be "IN ACTION LIST APPROVE" for non General funds are used DEPOSITS & RECEIPTS (non General funds) should ORS (deadline for DI edocs for non be approved, in PROCESSED or FINAL status

    General funds) (final deadline is Sun., 7/1)4. Non-payroll PO and PE edocs (within FA authority) due 4. Edocs to record Bank debit and credit memos should

    be approved, in PROCESSED or FINAL status5. PE edocs to disencumber IDOs due (final deadline is Sun., 7/1)

    Applies to all funds Applies to non General funds only * Equipment object codes = 770X, 771X, 772X, 773X, 774X, 775X, 776X, 7777;Applies to General funds only Applies to equip obj codes* & fixed assets maint edocs X = A, U, F, or G

    FISCAL YEAR 2018 YEAR-END CLOSING SCHEDULE(Due 5:00 p.m. unless otherwise specified)

    JUNE 2018

    (Calendar format of the same information contained in the Key Milestones page)

  • SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY1 2 3 4 5 6

    KFS WILL BE DISABLED AT 7:00 PM 1st working day FY19 funds H O L I D A Y KFS OPEN FOR FY19 (tentative) may be committed/expended (INDEPENDENCE DAY)

    1. Pending edocs will be disapproved after KFS is disabled at 7:00 pm (except for REQS, PO, POA, account maintenance, & vendor edocs)

    Last collector feeds (non-payment) for FY18

    8 9 10 11 12 131. First check run for FY19 1. Year End JV Worksheets to 1. Year End JV Worksheets to Genl

    Genl Acctg Acctg - Due from RCUH - Accts Receivable - Due to RCUH - Allowance for D/A - RCUH 7232 to proper expense - Unearned Revenues

    - Prepaid Expenses - Merchandise/Supplies Inventory - Work-in-Progress Adj - Miscellaneous Adj

    15 16 17 18 19 20

    22 23 24 25 26 271. Last day to email L-11 Year End JV Worksheets to Genl Acctg for ALL construction A/P as of 6/30/18 (including retainage)

    29 30 31 1 2 31. Last day to pay outstanding sub- recipient/vendor invoices for goods/services (including sub- awards) received on or before 6/30/18

    2. Last day to email L-11 Year End JV Worksheets to Genl Acctg for A/P over $100,000 not paid by 8/3/18

    KFS WILL NOT BE AVAILABLE FROM 7/2 THROUGH 7/5 DURING THE BALANCE ROLL FORWARD PROCESS

    FISCAL YEAR 2018 YEAR-END CLOSING SCHEDULE(Due 5:00 p.m. unless otherwise specified)

    JULY/AUGUST 2018

    (Calendar format of the same information contained in the Key Milestones page)

  • Enroute to DueOffice/Sys Date Comments

    PAYMENTS

    1. RCUH- Last day for FAs to approve RCUH payments for advance (7232) accounts in RCUH's system RCUH 06/12/18 To enable timely reclassification of object code 7232 to appropriate object codes

    2. PREQs- Last day for FAs to approve PREQ invoices General Funds KFS 06/25/18 Disbursing to create & approve PREQ by 6/18/18 Non General Funds KFS 06/26/18 Disbursing to create & approve PREQ by 6/18/18

    DEPOSITS

    1. Last day for FAs to approve edocs for deposits - General Funds- General Funds - ADs for REX to G Funds should be approved, in PROCESSED or FINAL status KFS 06/15/18

    2. Last day for FAs to approve edocs for deposits - Non General Funds Include only receipts received as of 6/30/18- ADs, CCRs, CTRLs, & APPs for FY18 BANK DEPOSITS & RECEIPTS should be approved, in PROCESSED or FINAL status

    KFS 07/01/18

    OTHER

    1. KFS Accounts Receivable - Customer Invoices- Goods/Services, Contracts & Grants KFS A/R 06/29/18 Goods/Services = non-CG; Contracts & Grants = CG- Salary overpayments Payroll Office 06/29/18 Org Doc No. "SA"- Dishonored checks Treasury Office 06/29/18 Org Doc No. "DM"

    2. Miscellaneous- Last day for FAs to record asset edits, loans, transfers, retirements, etc. Capital Asset 06/15/18 Capital Asset Maintenance (CAM) edocs include the following:

    Acctg - Asset Add- Asset Edit- Loan/Renew/Return- Asset Transfer- Asset Location- Asset Retirement

    ACCRUALS & OTHER 13TH MONTH ADJUSTMENTS

    1. Email Year End JV Worksheets to Genl Acctg - RCUH related For service ordered projects; refer to RCUH's BSR/BCR reports- Due from RCUH Genl Acctg 07/11/18 Amounts paid/advanced to RCUH but not yet expended by RCUH as of 6/30/18- Due to RCUH Genl Acctg 07/11/18 Payables to RCUH as of 6/30/18- RCUH 7232 to proper expense Genl Acctg 07/11/18 Reclassify funds paid/advanced to RCUH and expended by RCUH as of 6/30/18 from object

    code 7232 to proper expense object code(s)

    2. Email Year End JV Worksheets to Genl Acctg - Other accruals/adjustments- Accounts Receivable, Allowance for Doubtful Accounts Genl Acctg 07/13/18 To record Non-KFS A/R revenues/REX receivables & Non-KFS A/R allowance for doubtful

    accounts- Merchandise/Supplies Inventory and Work-in-Progress Adj Genl Acctg 07/13/18 Includes merchandise in transit & work in process- Other Genl Acctg 07/13/18 Unearned revenues, prepaid expenses, tuition waivers, etc. (see AP 8.671)

    3. Last day to email L-11 Year End JV Worksheets to Genl Acctg - ALL construction A/P as of 6/30/18 Genl Acctg 07/27/18 Include all amounts owed on construction contracts, including retainage.

    4. Last day to email L-11 Year End JV Worksheets to Genl Acctg - A/P over $100,000 not paid by 8/3/18 Genl Acctg 08/03/18 $100,000 threshold is per invoice

    5. Last day to pay outstanding sub-recipient/vendor invoices for goods/services (including sub-awards) received on or before 6/30/18

    KFS 08/03/18 Include payments to sub-recipients, commissions & royalties payable, and RCUH charges, including RCUH project #, if applicable

    Receipts to reimburse expenditures (REX) charged to appropriate General fund accts (G 011-3xxxx). REX receipts received after 6/15/18 are deposited into G-000 acct.

    D O C U M E N T

    FISCAL YEAR 2018 YEAR-END CLOSING SCHEDULEAdditional Information

    (Please refer to Key Milestones and June/July/August 2018 calendar pages)

    Accounting entries are posted to KFS after Disbursing submits & approves the PREQ. FA approval is then required to generate the actual payment.

    1Fiscal Year 2018 Year End Close Calendar

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