March 23, 2010

Year-End Preparation Complete Documents Negative Appropriation Balances

Month-End Process Q&A

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We need your help in getting documents through the system in preparation for year-end

For items to be paid / encumbered against FY10 budget, you must comply with the deadlines in the Auditor of State’s (AOS) Year End Memo

Each of us is accountable for the success of our agencies with respect to year-end We will be measuring progress (or lack thereof)

on the topics included in this presentation on an agency-by-agency basis

SBA Analysts will be following up with you and your staff on the topics below: Timely deposit of cash Timely creation of ROC accounting entries Closing out prior year pre-encumbrances and

encumbrances Timely approval of GL entries Timely cleanup of Assets Closing out unneeded purchase orders Cleaning up funds with negative APPROP

balances Cleaning up funds with negative ALLOT balances

User defaults may be changed after the deadline so that processing will charge FY11 budget. Date will be provided by GMIS/AOS in the future

All Funds with Negative Appropriation Balances must be addressed before the books are closed

State Budget Agency is pre-loading FY11 budgets

Please do not submit any items to AOS if they have edit errors or budget checking errors

If errors are encountered upon receipt at AOS, the items will be returned and there’s no guarantee they’ll be processed

Payments for items incurred between June 16th and June 30th or Prepayments are not allowed per Section 13, PL 182-2009(ss)

Deadline for submitting FY10 Claim Vouchers, PO payments, Travel Vouchers, SDO Reimbursements to AOS 4:30 PM June 18th

FY10 Requisitions must be approved by agency staff by 4:30 PM June 11th

All remaining FY10 (and prior FY) requisitions must be closed and budget checked to no longer consume budget

Deadline for submitting FY10 Journal Entries and ID bill Journal Entries to AOS 4:30 PM June 18th

Automatic exception for allocating June 16th, June 23rd and June 30th payroll entries Deadline for these entries is 4 PM July 2nd

No exceptions!

Receipts should be deposited at Treasurer’s Office within 24 hours of receipt per IC 5-13-6-1

FY10 Receipts must be deposited by 3 PM June 30th

Accounting entries must be completed and approved for all ROCs by 7 PM June 30th to be counted as FY10 revenues

AR approver must approve ROC Direct Journals before 7 PM on June 30th

Deadline to enter all asset transactions: July 3rd

Asset Management Team clean up sessions Thousands of assets don’t have sufficient

accounting information which prevents us from running depreciation on a Statewide basis

Linking process between 6/30/09 GEAC assets and PeopleSoft E-mail this week detailing GEAC assets that

can’t be found in PeopleSoft Identify assets in PeopleSoft (add if necessary)

Queries referenced in handout will be updated weekly and posted on ENCOMPASS website under ENCOMPASS Documents 2010 Year End Close

http://myshare.in.gov/SBA/encompass/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2fSBA%2fencompass%2fShared%20Documents%2f2010%20Year%20End%20Close&FolderCTID=&View=%7b5626DEE3%2dB9AF%2d455F%2d86AF%2dCB93E11DFA23%7d

GL Deadlines for Remainder of Fiscal Year Submit to AOS by 4:30 PM Closing Date

Mar Apr 6 Apr 8 Apr May 5 May 7 May Jun 3 Jun 7 Jun Jul 2 Jul 6

GL items not posted before month is closed must be deleted and re-entered in the next month.

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Closes on the Last Business Day of the Month Transactions are posted to AP after edited and

budget checked whether or not they are approved

Posted in AP and then GL in nightly batch process

If unapproved voucher in AP is revised (amount changed, chartfields revised) after period is closed transaction fails editing at time of approval.

Original accounting is reversed in new period New accounting with current accounting date is

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Closes on the Last Day of the Month Per State law, agencies are required to

deposit cash received no later than 1 business day following receipt of funds.

Accounting Date on deposit is date Treasurer’s Office approves deposit

Deposits approved by Treasurer in AR will post cash to GL in nightly batch process.

Must enter and approve ROC accounting entries by 7 PM on last day of month when the deposit is made for revenue to count for that month.

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Plan to Close 4 Business Days after Calendar Month End.

A limited number of transactions are entered directly into AM and then posted to GL Examples: transfer of asset, disposal of asset,

and monthly depreciation expense (which appears in CAFR_ACCRL ledger only)

Transactions entered directly into AM are posted upon approval. These transactions are posted to GL in nightly batch process.

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Beginning with last 5 business days of month, GMIS monitors queries of transactions in ACTUALS Ledger in AP and AR, and CAFR_ACCRL in AM, that have not been posted to GL.

Based upon query results, GMIS will follow-up with agency staff who are responsible for ensuring these transactions are either posted to GL or if all recognition events have not occurred in sub module, that appropriate actions are taken to record these transactions in next accounting period:

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If the transaction is posted in sub module, agency must change accounting date on transaction in sub module to new month’s open period;

If the transaction is posted in sub module and transaction must now be revised, transaction must be reversed and new transaction posted. Accounting date of reversal and new transaction are in new month. 

Remember, corrections should be made in subsystem.

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GMIS workshops are available at the end of each month to help agencies with processing items

Pagelets / queries should be used to monitor outstanding items from the previous slides

See the ENCOMPASS website calendar for the complete schedule and for the training schedule

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Deadlines in previous slides must be met Exceptions: e-mail Steve Daniels

(sdaniels@auditor.in.gov) and Mary Reilly (mreilly@auditor.in.gov)

SBA Budget Analyst will monitor your progress

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ENCOMPASS Website http://myshare.in.gov/sba/encompass

If you are having technical issues, submit them to GMIS https://financial.gmis.in.gov/psc/guest/

EMPLOYEE/ERP/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL

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We Welcome Your Feedback / Questions / Comments

Steve Daniels, Auditor of State’s Office e-mail: sdaniels@auditor.in.gov phone: (317) 233-9817

Ryan Downham, Auditor of State’s Office e-mail: rdownham@auditor.in.gov phone (317) 234-1626

Joe Fistrovich, State Budget Agency e-mail: jfistrovich@sba.in.gov phone (317) 232-2974

Paul Jasheway, GMIS Office e-mail: pjasheway@iot.in.gov phone (317) 232-6752

Kim Logan, Treasurer of State’s Office e-mail: klogan@tos.in.gov phone (317) 233-0921

Marilyn Rudolph, State Board of Accounts e-mail: mrudolph@sboa.in.gov phone: (317) 234-4929

Jim Welsh, GMIS Office e-mail: jwelsh@iot.in.gov

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