CITY & COUNTY OF SAN FRANCISCO

Office of the Controller

Year End Close WorkshopFYE20: Kickoff

May 5, 2020

Questions & AnswersDepartments may submit their year end questions through the MS Teams “Live Event Q&A” Feature

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Workshop Logistics

Questions & Answers

• The questions will be consolidated into a “Frequently Asked Question (FAQ)” to be uploaded to the Knowledge Center once all the workshops are completed.

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Workshop Logistics

Slide Decks

• Individual Year End Workshop slide decks will be available on the Knowledge Center the following day.

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Ben RosenfieldOffice of the Controller

Introduction by Controller

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Agenda

Topic Speaker Dept / DivisionOpening Remarks Todd Rydstrom Controller’s Office – Deputy Controller

OCA Updates Sailaja Kurella Office of Contract Administration – Acting Director

FYE21 Budget Dates Risa Sandler Controller’s Office - BAD

Systems Updates Jack Wood Controller’s Office – Systems Division

Year End Payroll Processing Christine Beetz Controller’s Office – Payroll Division

Year End Calendar - Key Dates Jane Yuan Controller’s Office – AOSD

Next Steps and Closing Remarks Jocelyn Quintos Controller’s Office – AOSD

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Todd RydstromOffice of Controller

Year-End Opening Remarks

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Sailaja KurellaOffice of Contract Administration

OCA Updates

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Risa SandlerOffice of the Controller

Budget & Analysis Division Updates

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Budget

Budget Dates for FYE21

• June 1 – Mayor’s Office (MYR) will propose an interim budget that does not include major policy changes. It will be in effect for 3 months.

• August 1 – Controller’s Office Budget & Analysis Division (BAD) publishes the MYR proposed policy budget

• Sept 8th (estimated, will happen within the week) – BAD publishes the Board of Supervisor’s Budget and Appropriations Committee budget

• October 1 – Mayor signs and enacts the final budget for FYE21 and FYE22

• Information and instructions on potential retroactive supplemental appropriations for FYE20 to follow

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Jack WoodOffice of Controller

Systems Updates

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Systems Update

• EOC Finance Rotations • Staffing 3 positions: Finance Chief, Financials Lead, Procurement Lead• Building solutions for the EOC: 213RR, 214, dashboards • Helping with Citywide procurement needs

• Completed April 2020 Update:• Employee Portal (Learning slide out, Rearrange Links)• People & Pay and Learning (navigation and page updates)

• Planned Semi-Annual Updates Going Forward• Fall Update: Procurement and Financials• Spring Update: People & Pay and Learning

• Data center & hardware move to SF Cloud (Fall 2020 & 2021)

• Disaster Readiness server rebuilds and testing

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Systems Update – Financials and Procurement

• Financials• Stale Dated (Escheatment) Process Enhancements• Expense - Ease of Entry Enhancements• Year End Budget Roll & Module Close Prep• Tax Property and Permit Center PeopleSoft Integrations

• Procurement• Business Tax Expiration Change• Year End PO Close and Roll Planning• Reconciling Inventory for the Hospitals• Enabled Prioritization Functionality for Purchase Orders

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Systems Update – People & Pay and Learning

• People & Pay• DHR’s Applicant Tracking System (Fall 2020)• SFUSD SAP Implementation (Jan 2021)• Time Reporting – Adding absence hours onto main timesheet grid • Time Reporting – Adding time submit/approval alerts in SF Employee Portal

• Learning• Cybersecurity Training July 2020• Expanding SF Learning to more departments

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Systems Update – Reports & Analytics and Budget

• Reports & Analytics• Emergency Management & COVID Daily Dashboards• Hourly update of DPH inventory dashboards• BI application upgrade (no more Flash)

• Budget• New Business Workflow Design in existing budget system BPMS• New Budget System Project

• Supplier Contracting stage• Target completion still October 2021

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Christine BeetzOffice of the Controller

Year End Payroll Processing

Controller’s Payroll DivisionFiscal Year-end 2020 Processing

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Payroll Processing

Controller’s Payroll DivisionFISCAL YEAR END PROCESSING FIRST SPLIT – SATURDAY, JUNE 27, 2020 – TUESDAY, JUNE 30, 2020 (4 DAYS)SECOND SPLIT – WEDNESDAY, JULY 1, 2020 – FRIDAY, JULY 10, 2020 (10 DAYS)

FIXED AMOUNT DEDUCTIONS (such as Involuntary/Voluntary Deductions, Deferred Compensation, Voluntary Insurance, Service Fees/Union Dues, Charity Deductions, Garnishments) will be taken in both splits. These deductions will be taken at 30% of the fixed amount for the 1st Split pay run and 70% of the fixed amount for the 2nd Split pay run.

PERCENTAGE DEDUCTIONS will be applied on both split pay runs accordingly.

HEALTH INSURANCE will be deducted 100% from the 2nd Split only.

TRANSIT BENEFITS will be deducted 100% from the 2nd Split only.

SHERIFF FLSA OT, FIRE FLSA OT, POLICE FLSA OT, POLICE BACKDATED OT, AND CRT STIPEND – will be paid in the second split.

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Payroll Processing

Controller’s Payroll DivisionFISCAL YEAR END PROCESSING

PAY DATES –PPE June 30, 2020 pay run (1st Split) will be Monday, July 20, 2020. PPE July 10, 2020 pay run (2nd Split) will be Tuesday, July 21, 2020. • Therefore, employees will receive two deposits (bank, credit union or US Bank Focus pay card).

EMPLOYEE EXPENSE REIMBURSEMENTS –

PAYROLL (G/L, A/P and PROJECT COSTING) MESSAGED TO SF FINANCIALS –PPE June 26, 2020 pay run will be messaged on 7/3, Pay Labor Files available on 7/7, G/L post on 7/7PPE June 30, 2019 pay run (1st Split) will be messaged on 7/10, Pay Labor Files available on 7/10, G/L post on 7/10

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Payroll Processing

Cash Advance and Expense Report Final Approval

Employee Receipt of Cash Advance/Expense Report Payment

June 20 – June 26 June 30June 27 – July 3 System not available for ER or CAJuly 4 – July 10 July 14

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Jane YuanOffice of the Controller

FYE2019–20: Key Dates

Quarterly Close Schedule

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FYE20 Key Dates

1st Quarter March 6, 20202nd Quarter March 20, 20203rd Quarter May 22, 2020Year End See next slides

Fiscal Month 12 & 13

• GL Balance Rolled Forward from FYE19 to FYE20 & Closed Budget Year 2019• Feb 27, 2020

• Fiscal Month 01-12 Close (Refer to Open/Close table)• Accounts Payable: June 29 (5:00 PM) – PO Vouchers must be fully approved by June 25 (5:00

PM)• Expense: June 26 (5:00 PM) – Expense Module will not be available between 6/27 and 7/3• General Ledger (Actuals): June 25 (5:00 PM) – Manual entries must be in AOSD approval path

• Any FYE20 FM12 GL and KK entries that are not in AOSD approval path by 5:00 PM on June 25 will be deleted

• General Ledger (Actuals): June 30 (5:00 PM) – Interfaces from external sources or sub-modules• Accounts Receivable: July 10 (5:00 PM)

• PO Roll / Budget Roll – FYE20 Continuing Fund • July 1 through July 3• All annual fund POs will be closed except for PO Distribution Lines using Project Code

10033788 (2019 COVID-19)

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FYE20 Key Dates

Fiscal Month 12 & 13

• Fiscal Month 13 Opens in GL for Actuals & CAFR Ledgers• July 4

• FYE21 Opens for All Modules (Except for Asset Management)• July 4

• Payroll Posts to GL (PPE 6/26 and 6/30)

• July 7 and July 10

• FYE20 Budget Adjustment Entries for Payroll

• July 7 and July 10

• Fiscal Month 13 Closes in GL for Actuals Ledger

• August 14

• Fiscal Month 13 Closes in GL for CAFR Ledgers

• September 4

• Manual Carryforward for Annual Funds Processed

• September 18

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FYE20 Key Dates

Procurement & Payment• Submit Purchase Order Roll Requests to AOSD

• No need; but please do close continuing fund POs not needed and ALL annual fund POs except for PO Distribution Lines using Project Code 10033788 (2019 COVID-19)

• PO Module Pre-opens for FYE21• There will be No Pre-Open period

• Last Day – Budget Check and Fully Approve PO Vouchers• June 25 - 5:00 PM; any PO Vouchers still pending after 5:00 PM will be deleted

• Last Day – PO Change Orders• June 25 - 5:00 PM• POs cannot roll with open change orders, pending vouchers, etc.• Change Orders for Annual Fund POs are limited to reductive Change Orders• For Continuing Fund POs, departments are also discouraged to do increasing Change Orders

• Manual Close of POs and Requisitions by Departments• June 26• Any annual Fund POs with contracts not closed by 5:00 PM on June 26 will be systematically

closed without balance returned to contract

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FYE20 Key Dates

Procurement, Payment and Accounts Receivable

• Last Day – Budget Check and Approve AP Vouchers (Direct Payments, $0 Vouchers, draft vouchers, etc.)

• June 29 – 12:00 PM (Match and Budget Check)• June 29 – 5:00 PM (Approve)

• Any pending vouchers by 5:00 PM will be deleted• Last Pay Cycle – Sweep through Vouchers with Scheduled Due Date up to June 30

• June 29 • There will be no voucher payments, including wire payments, from June 30 through July 3*

• Continuing Fund PO Rollover• July 1 - 3

• Last Day – All AR Deposits must be COMPLETE including $0 deposit for COA correction• July 10

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FYE20 Key Dates

*For approved exceptions, please work with your AOSD Fund Accountant.

Interdepartmental Services (Work Orders)

• Performing Departments Submit Billings (bill actuals up to Qtr 3)• June 15

• Requesting Departments Complete Approval of Billings (bill actuals up to Qtr 3)• June 22

• Controller’s Office Finalize Unresolved Workorders (bill actuals up to Qtr 3)• June 25

• Performing Departments Submit Billings (bill actuals up to Qtr 4)• August 7

• Requesting Departments Complete Approval of Billings (bill actuals up to Qtr 4)• August 14

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FYE20 Key Dates

Manual Appropriation Carryforwards – Annual Fund Only

• Manual Carryforward Requests Due to AOSD • August 28

• Manual Carryforward (including IDS) Processed by AOSD• September 18

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FYE20 Key Dates

Grants• Single Audit Questionnaires Due from Departments

• May 15• 4th Quarter and 3-Column Grant Reconciliation Sent to Departments

• July 10• 4th Quarter Reconciliation Reports Due from Departments

• July 24• 3-Column Grant Reconciliation Due from Departments

• August 31• Accrual of Grant Revenue Receivables

• August 14• Issuance of Single Audit Report for FYE20

• January 31, 2021

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FYE20 Key Dates

FYE20 Financial Statement Transactions

• Capitalized Interest for Departments Booking Directly to General Ledger• August 7

• Capitalized Interest for Departments Booking to Asset Management• August 28

• Asset Management Depreciation Run• September 5

• Deferred Inflow of Resources Report to Departments from AOSD• September 4 • Departments do not need to wait for the reports; constantly monitor your accounts

receivables in July and August• Deferred Inflow of Resources Entries Posted

• September 14

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FYE20 Key Dates

FYE20 Financial Statements

• Enterprise/Fiduciary Draft Financial Statements Due No Later Than

• October 2

• Final Enterprise/Fiduciary Financial Statements Due No Later Than

• October 23

• CAFR Issue Date

• November 27

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FYE20 Key Dates

Open/Close Dates by Module

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FYE20 Key Dates

Module FYE20 FM01-12 FYE20 FM13 (Actuals)

FYE20 FM13 (CAFR)

Accounts Payable / eSettlement Close 6/29* N/A N/A

Accounts Receivable Close 7/10 N/A N/A

Asset Management Close 7/01 – 8/16 N/A N/A

Billing Close 6/30 N/A N/A

Commitment Control N/A** N/A N/A

Travel & Expenses Close 6/26 N/A N/A

General Ledger Close 6/30** Range: 7/04 – 8/14 Range: 7/04– 9/04

Inventory Close 6/30 N/A N/A

Project Costing Close 6/30 N/A N/A

Purchase Orders Close 6/30 N/A N/A

Requisition / eProcurement Close 6/30 N/A N/A* PO related vouchers must be completed by June 25**All manual GL journal or budget journal entries must be in AOSD approval path by June 25

Modules that do not have accounting or budget periods: Cash, Customer Contracts, Grants Management, Strategic Sourcing, Supplier Contracts, Supplier Management

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Jocelyn QuintosOffice of the Controller

Closing Remarks

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Closing Remarks

Upcoming YE Workshop Sessions

Date Topics

Wednesday, May 6, 10:30am – 12:00pm Accounting Operations Year End Guidance and Deadlines

Wednesday, May 6, 2:00pm – 3:30pm Single Audit / Uniform Guidance

Thursday, May 7, 11:00am – 12:00pmRequisitions and POs

OCA Purchasing Guidance

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Closing Remarks

Thank you for your help with Year End planning Ben RosenfieldTodd RydstromSailaja KurellaMichelle AllersmaEmily AlpertJulie AnsellSharie ArnoldChristine Beetz & Payroll TeamAllison BeresfordRaphael BraganzaSally ChanTerence ChowMin FangPrakash Ganapa

Maricar GratuitoMatthew HadaJimmy HuangKally IpKevin LacsinaCarmen LeFrancJanica LiRaymond LiuMelson MangrobangDennis McCormickJack MokSandra MoriniSenna OsbyShawn Peeters

Mary PerezMark PerliteJocelyn QuintosPatrick RiceMichael RottmayerRisa SandlerJennifer SeisChris SoukupElissa SullivanJustina ThaiJack WoodJane YuanMildred Zaragoza