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

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

Feb 22, 2023 387 likes •543 views

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

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2016/2017 FISCAL CLOSING WORKSHOP

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INTRODUCTION and WELCOME Queen E. King Controller

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  • Plan & Prepare
  • Train
  • Timely
  • Accurate
  • Communication
  • Collaborate

Secrets to Our Success

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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)

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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

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Procurement & Contract Services Carrie Rockwell

Lead Buyer

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Purchase Requisition Deadlines

  • Procurement ext. 3181

 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.

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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

Closing of FY 16/17 Blanket Purchase Orders

ProCard Billing Cycle

 5/23 - 6/20  6/20  6/21-27  7/05

June ProCard billing cycle cutoff date Reconciliation Period in PS CFS (review/change chartfields) Hard copy signed Reconciliation Reports due to AP

NOTE: Orders invoiced after the June 20, 2017 statement will be recorded as FY 2017/18 transactions.

  • Carrie Rockwell ext. 3185

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June ProCard billing cycle. Use tax chargebacks during this cycle will be posted to FY 2016/17 budget

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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

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

  • f expiring Agreements or Purchase Orders.

https://www.csub.edu/bas/fiscal/procurement/Renewals/index.html

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  • Procurement ext. 3181

Payment Services Becky Lappin Associate Controller

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CRITICAL DATES TO REMEMBER – PAYMENT SERVICES (AP & TRAVEL) May 5 ‐ All Direct Pays, Special Services, Travel Claims and invoices through April 28th 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.

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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.

14 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

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.

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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.

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  • Accounts Payables

– Payments & Accruals Tina Livingston. . . . . . . . . . . 3567 Virginia Munoz . . . . . . . . . 2237 Becky Lappin . . . . . . . . . . . 2531

  • Travel

Sally Shaff . . . . . . . . . . . . 6207 – Claims & Accruals Feli Alvarado . . . . . . . . . . . 2535

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Financial Reporting & Accounting Services Liz Gamez Associate Controller

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Expenditure Transfers

  • New Monthly Deadline:

– Transfers received by the 25th 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

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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

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Sample Expenditure Transfers

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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)

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Expenditure Transfers Contacts

CMP: Susan Young Extension: 6458 E‐mail: syoung15@csub.edu SPA: Nicole Bueno Extension: 2502 E‐mail: nbueno@csub.edu ASI/FDN/STU: TBA Send to Accounting Until further notice. Signature Authority Verification:

Gloria Aparicio Extension: 6617 Email: gaparicio@csub.edu

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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).

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Chargebacks for Fiscal Year 2016/17

Deadline for Chargebacks through April 28th May 5, 2017 Deadline for May 2017 Chargebacks June 8, 2017

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Chargebacks for Fiscal Year 2016/17

Nicole Bueno extension 2502

  • Postage
  • Reprographics
  • Ikon Copier

Jennifer Johnson extension 2205

  • Voyager
  • Parking
  • Courier
  • Facilities Management

Susan Young extension 6458

  • Fingerprinting
  • Media Services
  • Photo ID
  • Telecommunications
  • Metro Confidential Shredding

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Student Financial Services

Julie Oberlies Interim Associate Controller

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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

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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.

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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 8th.

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  • 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

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Grants Reporting

Prabha Chandrasekaran (CMP)……x2579 Marisol Cuevas (SPA)…………………x2875 Eva Hebebrand…………………………..x2754

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GRANTS CRITICAL DATES TO REMEMBER – Accruals (CMP) June 15 ‐ Manual Accruals for grants related funds due from Departments to the GRaSP office (Item or services must be received on campus by 6/30/2017) Note: If you submitted an invoice to GRaSP prior to 6/15 do not manually accrue on June 15th. If you submit an invoice for activity that was manually accrued, notate such on the invoice to avoid a duplicate accrual

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AP CRITICAL DATES TO REMEMBER – SPA July 13 @ Noon – Deadline to turn in all SPA FY 16/17 invoices to GRaSP. GRaSP will manually accrue all FY 2016/17 invoices submitted by noon on 7/13. July 19 ‐ GRaSP must submit manual accrual lists to Fiscal Grants Accounting for all individual FY 2016/17 invoices greater than $100 that were not submitted by 7/13. If you have received services before 6/30 and no invoice has been provided please submit an estimate. July 20 ‐ Grants Accounting must submit Manual Accrual Journal Entry to General Accounting for input.

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Budget – Michelle Mills, University Budget Director Budget – Cristal Rios, Sr. Budget Analyst Budget – Mallary Gerry, Sr. Budget Analyst

Budget Office Year‐End DEADLINES

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Payroll Adjustments Deadlines

3/10 Payroll Moves for Jan 2016 Pay 4/10 Payroll Moves for Feb 2016 Pay 5/10 Payroll Moves for Mar 2016 Pay 6/08 Payroll Moves for Apr 2016 Pay 6/22 Payroll Moves for May 2016 Pay

http://www.csub.edu/budget/Payroll%20Move/index.html 38

Budget Office Deadlines

  • 6/29 Last day for departmental budget

transfers.

http://www.csub.edu/budget/Budget%20Transfer/index.html 39

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WHO TO CONTACT

For Assistance with Payroll Moves, Contact your Liaison: Paula Miser (Academic)…………..……………..2543 Cristal Ríos (Non‐Academic)…………………..2606 For Budget Transfers or Payroll Move Status Cristal Ríos . . . . . . . . . . . . 2606 Mallary Gerry . . . . . . . . . . .6238

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