2016/2017 FISCAL CLOSING WORKSHOP 1 INTRODUCTION and WELCOME Queen - PDF document

2/22/2017 2016/2017 FISCAL CLOSING WORKSHOP 1 INTRODUCTION and WELCOME Queen E. King Controller 2 Secrets to Our Success • Plan & Prepare • Train • Timely • Accurate • Communication • Collaborate 3 1

2/22/2017 YEAR END MEMO and POWERPOINT PRESENTATION Finance Home Page http://www.csub.edu/bas/fiscal/Events/index.html Listing of deadline dates is in the FISCAL YEAR END SCHEDULE AND DEADLINES FOR FY 2016 ‐ 2017 (see updated version) 4 FY2015/2016 FISCAL CLOSING (Year ‐ End) TRAINING February 22 & March 23, 2017 Introductions – Queen E. King, Controller Procurement – Carrie Rockwell Financial Reporting– Liz Gamez, Associate Controller Student Financial Services – Julie Oberlies Accounts Receivable – Ariam Timberlake Grants Accounting – Prabha Chandrasekaran Payment Services – Becky Lappin, Associate Controller Budget – Michelle Mills, Budget Director 5 Procurement & Contract Services Carrie Rockwell Lead Buyer 6 2

2/22/2017 Purchase Requisition Deadlines  4/21 All FY 16/17 Purchase Requisitions over $10,000  If state-side grant related – 4/17 to GRaSP  5/5 All FY 16/17 Purchase Requisitions under $10,000  If state-side grant related – 5/1 to GRaSP  5/26 All FY 16/17 Public Works Project Purchase Requisitions between $5,000-$656,000  If state-side grant related – 5/1 to GRaSP  6/1 FY 17/18 Purchase Requisitions may be submitted starting 6/1 and must be clearly marked “FY 2017-18”, however, they will not be entered into PS until after 7/1.  Procurement ext. 3181 7 Closing of FY 16/17 Blanket Purchase Orders Approved invoices for Blanket Purchase Orders are due to AP by 6/8/17. Invoices not received by this date will be applied to 17/18 FY Blanket PO’s.  Procurement ext. 3181 8 ProCard Billing Cycle  5/23 - June ProCard billing cycle. Use tax chargebacks during 6/20 this cycle will be posted to FY 2016/17 budget  6/20 June ProCard billing cycle cutoff date Reconciliation Period in PS CFS  6/21-27 (review/change chartfields) Hard copy signed Reconciliation Reports due to AP  7/05 NOTE: Orders invoiced after the June 20, 2017 statement will be recorded as FY 2017/18 transactions.  Carrie Rockwell ext. 3185 4 9 3

2/22/2017 Staples As Staples charges are now processed on a ProCard, the ProCard cutoff dates are applicable. Transactions for Staples must post by 6/20 to make the ProCard June billing cycle cutoff.  Crystal Jenkins ext. 3187 10 Annual and Multi-Year Renewals Beginning June 1, 2017, departments can submit a requisition for existing annual and multi-year renewals. Please proceed with the instructions on the Procurement and Contract Services’ website. There will be no other notification of expiring Agreements or Purchase Orders. https://www.csub.edu/bas/fiscal/procurement/Renewals/index.html  Procurement ext. 3181 11 Payment Services Becky Lappin Associate Controller 12 4

2/22/2017 CRITICAL DATES TO REMEMBER – PAYMENT SERVICES (AP & TRAVEL) May 5 ‐ All Direct Pays, Special Services, Travel Claims and invoices through April 28 th are due from departments to Payment Services. June 2 ‐ All Direct Pays, Special Services and invoices for the month of May are due from departments to Payment Services. June 8 – Travel claims for May are due to Payment Services. June 8 ‐ Last day to submit DP/SS/invoices to Payment Services to be paid against the FY16/17 budget. Paperwork received after the deadline may not be paid until mid ‐ July. Please plan accordingly and notify affected suppliers. June 12 ‐ All Travel Claims thru June 12 are due from departments to Payment Services. June 12 ‐ Travel estimates/accruals for travel from June 13 ‐ 30 are due from departments to Payment Services. (See Travel Accrual Form online.) June 22@noon – Deadline for Payment Services to receive paperwork to be vouchered or accrued into FY16/17. June 22 ‐ Last check run for FY16 ‐ 17. Any paperwork received after 6/22@noon is not guaranteed to be accrued against the FY16/17 budget. 13 THINGS TO MAKE YE CLOSE EASIER Place your orders early & request invoices from vendors as soon as goods/services are received. If you are submitting something that may have already been sent to Payment Services, note that on the paperwork in order to prevent double accruals/charges. Type of Paperwork Deadline Result Invoice, DP, SS June 8 Will be paid in FY16/17 (assuming paperwork is complete) Travel Claim June 12 Will be paid in FY16/17 (assuming paperwork is complete) Invoice,DP,SS,Travel June 22 @ noon Will be vouchered/accrued in FY16/17 Invoice,DP,SS,Travel June 23 & later No guarantee to be accrued in FY16/17 14 Late ProCard Reports To review reconciliation reports that are due or missing please see the following link under Accounts Payable: http://www.csub.edu/bas/fiscal/studaccount/Student%20Fina ncial%20Services%20and%20Accounting%20Operations%20For ms/index.html NOTE: Per the ProCard Handbook, a cardholder’s ProCard can be suspended or revoked if his/her monthly reconciliation reports are not submitted to Payment Services on time. 15 5

2/22/2017 Contact us via our group email: Payment Services: org ‐ accountspayable@csub.edu Otherwise, you run the risk of service interruption if the individual person you contacted is unavailable. A staff member will respond within 48 hours. 16 • Accounts Payables – Payments & Accruals Tina Livingston. . . . . . . . . . . 3567 Virginia Munoz . . . . . . . . . 2237 Becky Lappin . . . . . . . . . . . 2531 • Travel Sally Shaff . . . . . . . . . . . . 6207 – Claims & Accruals Feli Alvarado . . . . . . . . . . . 2535 17 Financial Reporting & Accounting Services Liz Gamez Associate Controller 18 6

2/22/2017 Expenditure Transfers • New Monthly Deadline: – Transfers received by the 25 th of each month will be processed in that same month. • Important Year End Deadlines: – May 5, 2017 – For transfers related to transactions that occurred up through April 28, 2017 – June 8, 2017 – For transfers related to transactions that occurred up through June 8, 2017 19 Expenditure Transfers • Journal Entries submitted for processing must include: – * NEW * An electronic copy of supporting documentation included in email to Accounting. – Hardcopy of journal entry form with supporting documentation showing how activity appears in the GL – An explanation and justification for expenditure transfer – Authorized Signatures • Approval must be obtained from the Department accepting the expenditure transfer • Note: Transfers related to Grants (MTXXX and SPXXX Funds) also require GRASP approval 20 Sample Expenditure Transfers 21 7

2/22/2017 Expenditure Transfers Reminder: The following funds require a 6 ‐ digit project number: • – ASI • MR007 (Projects begin with “MA”) – CMP • MSFxx (Projects begin with “FA”) • MSIxx (Projects begin with “IR”) • MX069 (Projects begin with “AT”) • All funds beginning with “MT” – SPA • All funds beginning with “SP” (Except SPCC1 no Project) 22 Expenditure Transfers Contacts CMP: ASI/FDN/STU: Susan Young TBA Extension: 6458 Send to Accounting E ‐ mail: syoung15@csub.edu Until further notice. Signature Authority Verification: SPA: Gloria Aparicio Nicole Bueno Extension: 6617 Extension: 2502 E ‐ mail: nbueno@csub.edu Email: gaparicio@csub.edu 23 Cash Balances • Review cash balances on all trust funds to ensure you have enough funds to operate for the remaining fiscal year. – Trust Funds that begin with “M” (MU ‐‐‐ or MX ‐‐‐ ). – Use Data Warehouse to run cash balance report by selecting the CASH dashboard under Financial Reporting. – Remember to select the period for a month that is close. Month ‐ end close notifications are sent to BB ‐ CFS/PeopleSoft (Public Folder). 24 8

2/22/2017 25 26 Chargebacks for Fiscal Year 2016/17 Deadline for Chargebacks through April 28 th May 5, 2017 Deadline for May 2017 Chargebacks June 8, 2017 27 9

2/22/2017 Chargebacks for Fiscal Year 2016/17 Nicole Bueno extension 2502 Susan Young extension 6458 • Postage • Fingerprinting • Reprographics • Media Services • Ikon Copier • Photo ID • Telecommunications Jennifer Johnson extension 2205 • Metro Confidential Shredding • Voyager • Parking • Courier • Facilities Management 28 Student Financial Services Julie Oberlies Interim Associate Controller 29 PREFERRED CONTACT ROUTE University AR: org ‐ accountsreceivable@csub.edu A staff member will respond within 48 hours otherwise you run into the risk of service interruption if the individual person you contacted is unavailable 30 10

2/22/2017 University Centralized Billing The CO has mandated that University billing be centralized (non ‐ student). All third party billing, including billing to the Auxiliary, has to be processed by the University Accounts Receivable (AR) Accountant. 31 AR CRITICAL DATES TO REMEMBER • May 5 ‐ All Billing Request Forms through 4/28 are due from Departments. • June 2 ‐ All Billing Request Forms for the month of May are due from Departments. • June 8 ‐ All Billing Request Forms are due from Departments. • June 16 ‐ Manual Accruals due from Departments not submitted by June 8 th . 32 • Deposits & Petty Cash ($50 or less) . . . Lindsey Taylor . . . . . . . . . . 6204 • Accounts Receivable (Non Student) Ariam Timberlake. . . . . . . . . 3975 • Accounts Receivable (Student) Julie Oberlies . . . . . . . . . 2869 • Grants Analyst Prabha Chandrasekaran . . . . . 2579 33 11