1 Agenda Session 10:20 a.m. 11:30 a.m. Year End Best Practices - PDF document

DAVE YOST Ohio Auditor of State 1 2 Agenda Session 7:00 a.m. – 8:00 a.m. Registration 8:00 a.m. – 8:15 a.m. Welcome and Introduction 8:15 a.m. – 9:00 a.m. Version 2019.1 Enhancements 9:00 a.m. – 10:00 a.m. Year End Best Practices 10:00 a.m. – 10:20 a.m. Break 3 1

Agenda Session 10:20 a.m. – 11:30 a.m. Year End Best Practices 11:30 a.m. – 12:45 p.m. Lunch 12:45 p.m. – 2:10 p.m. Year End Best Practices 2:10 p.m. – 2:30 p.m. Break 2:30 p.m. – 4:00 p.m. Year End Best Practices 4:00 p.m. – 4:30 p.m. Questions for UAN Staff 4 5 6 2

7 Regular Wages Leave Payout Bonus Final Pay Retro Pay 8 9 3

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37 Great What’s About it? 38 39 13

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Ohio Checkbook : Remember you need to authorize 2018 through UAN’s Profile Login if you want UAN to submit financial data on your behalf! 43 The 941 Federal Quarterly Tax Return for the first quarter of 2019 will be included in the next UAN version 2019.2 44 • Ohio Income Tax Tables for 2019 o The Ohio income tax withholding tables for 2019 have been added in the 2019.1 Install The withholding rates are the same as those that became effective August 1, 2015. • Federal Income Tax Tables for 2019 o AS SOON AS THE TAX TABLES BECOME AVAILABLE they will be accessible for download from the UANLink website as a ‘software patch’. o The tax tables will also be included in the next UAN version 2019.2. 45 15

46 • Annual Financial Report is due to AOS within 60 days of the end of the fiscal year! � The AFR submission must include the ‘Notes to the Annual Financial Report’ � Each local government must publish a notice in the local newspaper that the AFR is complete and is available in the office of the fiscal officer. 47 48 16

88 East Broad Street, 5 th Floor Columbus, Ohio 43215 Phone: (800) 833 ­ 8261 Fax: (877) 727 ­ 0088 E ­ mail: UAN_Support@ohioauditor.gov 49 88 E. Broad St. Columbus, Ohio 43215 Phone: (800) 282­0370 Fax: (614) 466­4490 Email: ContactUs@OhioAuditor.gov www. OhioAuditor .gov 17

11/28/2018 DAVE YOST Ohio Auditor of State Presented by: Robert Walter, Trina Martin & Tony Pranger 1 2 RECIPE 1.Ingredients 2.Instructions 3.Understanding of processes in the instructions 3 1

11/28/2018 Provides the list of year end requirements in a concise step ­ by ­ step checklist Items require advance work to be completed 4 Provides in ­ depth information and detailed instructions So you understand and can complete each step 5 6 6 2

11/28/2018 7 8 9 3

11/28/2018 10 • Last meeting date in 2018 • Payments to be posted after meeting before 12/31 • (authority required as usual) • Payments to be posted at next meeting ­ verify carryover encumbrance • Last posted payday in 2018 • December or 4 th quarter withholding payment date 11 • First meeting date in 2019 • Temporary appropriations already adopted and entered • New year PO/BCs posted and ready • Verify encumbrance as required • First posted payday in 2019 • Will I be paying 2018 withholdings from 2019? • Employer share requires 2019 appropriations 12 4

11/28/2018 13 • Do not forget your December and 4 th quarter and ANNUAL tax reports! • Don’t forget your 4 th quarter ODJFS report! • Continue to work on the Best Practices starred items 14 Going to January 8th 15 5

11/28/2018 Example: December OPERS/OP&FPF Today is January 14, 2019, one business day after posting the last December pay period wages 16 17 Jumping forward to January 16, 2019! 18 6

11/28/2018 Regulatory filers do NOT add ANY other Year End Documents 19 20 21 7

11/28/2018 22 Year End Balance Certificate! 23 It is January 22, 2019 24 8

11/28/2018 PUBLISH a notice in the newspaper! 25 AFTER Confirming AFR Submission is Successful 26 27 9

11/28/2018 28 Verify UAN Resources Available match Amended Certificate Board adopts Permanent Appropriations before 4 ­ 1 ­ 19 Enter Permanent Appropriations Accounting – Maintenance – Appropriation Budgets 29 Access the portal: Access the portal: https://www.ohioauditor.gov/fiscalintegrity/default.html https://www.ohioauditor.gov/fiscalintegrity/default.html or or https://ohioauditor.gov (look under local government) https://ohioauditor.gov (look under local government) Questions or assistance Questions or assistance email: fiscalintegrityact@ohioauditor.gov email: fiscalintegrityact@ohioauditor.gov Janice D’Alessandro: (614) 466 ­ 2813 Janice D’Alessandro: (614) 466 ­ 2813 Andrea Tawney (614) 644 ­ 1762 Andrea Tawney (614) 644 ­ 1762 10

11/28/2018 31 88 East Broad Street, 5 th Floor Columbus, Ohio 43215 Phone: (800) 833 ­ 8261 Fax: (877) 727 ­ 0088 E ­ mail: UAN_Support@ohioauditor.gov 32 88 E. Broad St. Columbus, Ohio 43215 Phone: (800) 282­0370 Fax: (614) 466­4490 Email: ContactUs@OhioAuditor.gov 33 www. OhioAuditor .gov 11

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2018 Year End Best Practices OVERVIEW This checklist is the recommended guide for closing the fiscal year for those who would like to follow a single path through the year end process. It is designed to be a concise step-by-step checklist to use in conjunction with the Year End Procedures booklet. Please refer to the Year End Procedures when greater detail on any particular step is needed. Please Note: The Year End Procedures booklet will be available after installing the year end update disc: From the Windows desktop, click UAN Tools  Version Documentation  2019.1 When using this guide, you MUST NOT skip around; you must complete steps in the exact order presented. Skipping back and forth through this checklist may result in having to repeat the same steps multiple times. Certain steps have been flagged with a  . The star icon signals that you can take immediate action to gather outside information, prepare, or organize data before you have reached that step in the checklist. For details, read the year end procedures section referenced in each step with the star icon. TEMPORARY APPROPRIATIONS Your governing board should adopt 2019 temporary appropriations by December 31, 2018 in order to authorize encumbrances and expenditures on and after January 1, 2019. Temporary appropriations should include all expenses you may incur throughout the first quarter of the year. INSTALL Install 2019 .1 before beginning the year end process. OPEN TEMPORARY MODE (ANYTIME AFTER DECEMBER 1) For detailed information, see Appendix 1 and the Step 3: Open Temporary Mode section of the year end procedures. Open Temp Mode ( General  Maintenance  Year End  Open Temporary Mode) ฀ Year End Renaming form – optionally revise Withholding Names. Renaming is only possible when opening Temporary Mode - you cannot change existing withholding names at any other time during the year. When ready, save the form (with or without changes) and the application will process for 1-10 minutes. A message will open announcing UAN is in Temporary Mode. Click OK and UAN will close. ฀ Login to UAN and you will now have the option to choose work year 2018 or 2019. Reminder (from Year End Procedures Appendix 1): the rules that have governed post dates throughout 2018 still apply during year end:  You can never backdate printed warrants in UAN; therefore, you cannot print warrants with a 2018 post date after the calendar date has passed December 31, 2018. However, remember that receipts and electronic payments may be backdated to reflect the actual calendar date that online (or phone) transactions were made, in order to be cleared on the correct bank reconciliation.  You can forward date any payments up to thirty days beyond the calendar date within the work year . Consequently, in order to post transactions in fiscal year 2019, you must log into work year 2019. The Revised 11/2018 Page 1