Year End Close Workshop FYE19 (Session 1) April 29, 2019 CITY & COUNTY OF SAN FRANCISCO Office of the Controller & Office of Contract Administration
Questions 2 For WebEx Users If you have any questions during the presentation, please e-mail: Raymond.Liu@sfgov.org WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
3 Introduction by Controller Ben Rosenf nfiel ield Of Office ce of the Contr troller oller
4 Agenda Speaker Dept / Division Topic Christine Beetz Year End Payroll Processing Controller’s Office – Payroll Division Jane Yuan YE Calendar - Key Dates Controller’s Office – AOSD Grants Sally Chan Controller’s Office – AOSD Uniform Guidance Refresher Scott Diem Macias Gina & O’Connell LLP Consensus on Grant Agreements Min Fang Controller’s Office – AOSD Purchasing in Fiscal Year 2019-20 Florence Kyaun & Paul Cheng Office of Contract Administration Q & A and Closing Remarks Todd Rydstrom / Jocelyn Quintos Controller’s Office
5 Year End Payroll Processing Christin istine e Beet etz, z, City ty Payroll oll Direc ector Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
Payroll Processing 6 Controller’s Payroll Division Fiscal Year-end 2019 Processing WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
Payroll Processing 7 Controller’s Payroll Division FISCAL FI L YEAR R END PROCE CESSI SSING NG FI FIRS RST SPLIT IT – SATURDAY, JUNE 29, 2019 – SUNDAY, JUNE 30, 2019 (2 DAYS) SECOND D SPLIT IT – MONDAY, JULY 1, 2019 – FRIDAY, JULY 12, 2019 (12 DAYS) FIXED FI ED AMOUN UNT T DED EDUCTI UCTIONS NS (such as Involuntary/Voluntary Deductions, Deferred Compensation, Voluntary Insurance, Service Fees/Union Dues, Charity Deductions, Garnishments) will NOT be taken on the 1 st Split pay run. These deductions will be taken at 100% of the fixed amount for the 2 nd Split pay run. PER ERCE CENTAGE DED EDUCTION UCTIONS S will be applied on both split pay runs accordingly. CE will be deducted 100% from the 2 nd Split only. HEALTH TH INSURAN RANCE FITS will be deducted 100% from the 2 nd Split only. TRA RANSIT IT BENEFIT SHERIF RIFF F FL FLSA OT, FI FIRE RE FL FLSA OT, POLICE LICE FL FLSA OT, POLI LICE CE BACKDATED D OT, AND CRT STIPEND ND – will be paid in the second split. WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
Payroll Processing 8 Controller’s Payroll Division FI FISCAL L YEAR R EN END PROCES OCESSI SING G PAY DATES – PPE June 30, 2019 pay run (1 st Split) will be Monday, July 22, 2019. PPE July 12, 2019 pay run (2 nd Split) will be Tuesday, July 23, 2019. Therefore, employees will receive two deposits (bank, credit union or US Bank Focus pay card). • EMPLOYEE EXPENSE REIMBURSEMENTS – CA & ER Final Approval Date Range Employee receipt of CA & ER Payment on 06/22/19 - 06/27/19 7/9/2019 06/28/19 - 07/05/19 7/16/2019 07/06/19 - 07/12/19 7/16/2019 PAYROLL (G/L, A/P and PROJECT COSTING) MESSAGED TO SF FINANCIALS – PPE June 28, 2019 pay run will be messaged on 7/5, Pay Labor Files available on 7/8, G/L post on 7/9 PPE June 30, 2019 pay run (1 st Split) will be messaged on 7/11, Pay Labor Files available on 7/12, G/L post on 7/16 WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
9 FY2018 – 19: Key Dates Jane Yuan Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 10 Fiscal Month 12 & 13 GL Balance Roll Forward from FYE18 to FYE19 & Close FYE18 • May 31, 2019 • Fiscal Month 01-12 Close (Refer to Open/Close table) • Accounts ounts Payable ble: : Jun une e 27 (5:00 00 PM) • Expen ense: e: June e 27 (5:00 0 PM) • General ral Ledger ger (Actu tual als): s): June e 25 (5:00 00 PM) – Manual ual entrie ries s must t be in AOSD approval al path • Any FY FYE19 9 FM FM12 GL and d KK entrie ries that at are not in AOSD approv oval al path by 5 5:00 0 PM on • June ne 25 will ll be delet eted ed General ral Ledger ger (Actu tual als): s): July ly 1 ( (5:00 0 PM) – Inter terfaces aces from external ternal sources ces or sub-modul modules es • Accounts ounts Receiv eivable: able: Jul uly 5 ( (5:00 00 PM) • PO Roll / Budget Carryforward – FYE20 Continuing Fund and FYE20 Annual Fund (PO Related) • June e 28 – June e 30 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 11 Fiscal Month 12 & 13 Fiscal Month 13 Opens in GL for Actuals & CAFR Ledgers • July ly 1 • FYE20 Opens for All Modules (Except for Asset Management) • July 1 • Payroll Posts to GL (PPE 6/28 and 6/30) • July ly 9 and d July ly 16 • FYE20 Budget Adjustment Entries for Payroll • July ly 10 and July ly 17 • Fiscal Month 13 Closes in GL for Actuals Ledger • Augus ust t 16 • Fiscal Month 13 Closes in GL for CAFR Ledgers • Septem ember er 6 • Manual Carryforward for Annual Funds Processed • Septem ember er 20 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 12 Procurement & Payment Submit Purchase Order Roll Requests to AOSD • No need; d; but please ase do close se POs not needed ded • PO Module Pre-opens for FYE20 • June e 17 • Depts s can creat ate e FY FYE20 0 POs before e Jul uly 1, but do n not submit mit • Last Day – Budget Check and Approve PO Vouchers • June e 21 - 5:00 0 PM • Supplier pliers must t not t have e a D DLQ Q status tus and must st have e a C Certifi tificat cate e Expir irati ation on Date = 0 06/3 /30/ 0/19 19 • or 06/30/ 30/20 20 Any PO Voucher uchers stil ill l pending ding after er 5:00 0 PM will ll be delet eted ed • Last Day – Dispatch PO/Increase PO Amount • June e 21 - 5:00 0 PM • POs cannot t roll l with th open chan ange ge orders, , pendi ding g vo vouche uchers, s, etc. • Manual Close of POs and Requisitions by Departments • June e 25 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 13 Procurement & Payment Last Day – Budget Check and Approve AP Vouchers (Direct Payments, $0 Vouchers, etc.) • June e 27 – 12:00 0 PM (Match ch and Budget get Check) eck) • June e 27 – 5:00 PM ( (Approve) e) • Any pendin ding g vo voucher uchers s by 5 5:00 0 PM will ll be delet eted ed • Last Pay Cycle – Sweep through Vouchers with Scheduled Due Date up to June 30 • June e 27 • Ther ere e will ll be no vo vouch ucher er payment ents, s, incl cluding ding wire e payment ents, , on Jun une e 28 • PO Rollover • June e 29 and Jun une 30 • FY19 POs mandated to close by the Mayor’s Budget Office will be closed in FY20 if not already • clos osed ed before e Jun une e 25; relat ated ed budget et (if f annual ual fun und) d) will ll be adju just sted ed in FY FY20 as we well ll WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 14 Interdepartmental Services (Work Orders) Performing Departments Submit Billings • June e 14 • Requesting Departments Complete Approval of Billings • June e 21 • Departments Submit GL and Budget Journal Entries • June e 25 • Controller’s Office Finalize Unresolved Workorders • June e 25 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 15 Manual Appropriation Carryforwards – Annual Fund Only • Manual Carryforward Requests Due to AOSD • August 30 • Manual Carryforward (including IDS) Processed by AOSD • September 20 WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 16 Grants Single Audit Questionnaires Due from Departments • May 1 • 4th Quarter and 3-Column Grant Reconciliation Sent to Departments • July 12 • 4th Quarter Reconciliation Reports Due from Departments • July 26 • Accrual of Grant Revenue Receivables • August 16 • 3-Column Grant Reconciliation Due from Departments • August 30 • Issuance of Single Audit Report for FYE19 • January 31, 2020 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 17 FYE19 Financial Statement Transactions Capitalized Interest for Departments Booking Directly to General Ledger • Augus ust t 10 • Capitalized Interest for Departments Booking to Asset Management • Augus ust t 31 • Asset Management Depreciation Run • Septemb ember er 7 • Deferred Inflow of Resources Report to Departments from AOSD • Septemb ember er 6 • Departmen tments ts do n not need d to to wait it for the e reports ts; ; constantl tantly monit itor r yo your r accou ounts ts • recei eivables ables in Jul uly and Augus ust Deferred Inflow of Resources Entries Posted • Septemb ember er 13 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
FYE19 Key Dates 18 FYE19 Financial Statements • Enterprise/Fiduciary Draft Financial Statements Due No Later Than • Oc Octobe tober 4 • Final Enterprise/Fiduciary Financial Statements Due No Later Than • October tober 25 • CAFR Issue Date Novem embe ber 27 • WebEx Users: E-mail Raymond.Liu@sfgov.org with any questions
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