FYE19 (Session 2) May 3, 2019 CITY & COUNTY OF SAN FRANCISCO - PowerPoint PPT Presentation

Year End Close Workshop FYE19 (Session 2) May 3, 2019 CITY & COUNTY OF SAN FRANCISCO Office of the Controller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

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 questions

3 Agenda Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

4 Agenda Topic ic Speak aker Controller’s Office – AOSD Review of Module Open/Close Dates Controller’s Office – AOSD Fixed Assets Controller’s Office – AOSD Budget Carryforward Interdepartmental Services (Work Orders) Controller’s Office – AOSD Controller’s Office – AOSD A/P , A/R, and Cash Deposit Controller’s Office – AOSD Expenses Controller’s Office – AOSD and Systems Purchase Orders Controller’s Office – Systems Buyer WorkCenter Controller’s Office – AOSD ChartField Controller’s Office – AOSD Pending Items WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

FYE19 Key Dates 5 Open/Close Dates by Module* FY FYE19 FM FM13 FY FYE19 FM FM13 Modul ule FY FYE19 FM FM01-12 12 FY FYE20 0 FM FM01 (Actua tuals ls) (CAFR) FR) Accounts Payable / eSettlement Close 6/27** N/A N/A Open 7/1 Accounts Receivable Close 7/5 N/A N/A Open 7/1 Asset Management Close 7/1 – 8/16 N/A N/A Open 9/9 Billing Close 6/28 N/A N/A Open 7/1 Commitment Control N/A*** N/A N/A N/A Travel & Expenses Close 6/27 N/A N/A Open 7/1 General Ledger Close 7/1*** Range: 7/1 – 8/16 Range: 7/1 – 9/6 Open 7/1 Inventory Close 7/1 N/A N/A Open 7/1 Project Costing Close 6/28 N/A N/A Open 7/1 Purchase Orders Close 6/28 N/A N/A Open 6/17**** Requisition / eProcurement Close 6/28 N/A N/A Open 7/1 * System is not accessible on Saturday June 29 & Sunday June 30 ** PO related vouchers must be completed by June 21 *** All manual GL journal or budget journal entries must be in AOSD approval path by June 25 **** Departments can create FYE20 Purchase Orders starting June 17, but should not submit Modu dules les that do not have e accou countin ing g or budge dget t period iods: Cash, Customer Contracts, Grants Management, Strategic Sourcing, Supplier Contracts, Supplier Management WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

6 Fixed Assets Andrea ea Gremer Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Fixed Assets - Best Practices 7 • Asset Ownership • May have different performing and owning departments • Ownership is typically determined by department that maintains the asset • Not necessarily the department performing the maintenance work • Department that budgets/pays for the maintenance work WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Fixed Assets - Best Practices 8 • Disposals • Items that are identified as sold, traded-in, scrapped, abandoned, lost, or otherwise removed from service during a period, should be disposed of. • PeopleSoft disposal types: static in the system • Disposal documentation is required for audit purposes • Federally funded equipment – additional disposal requirements WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Fixed Assets - Best Practices 9 • Land or Donated Assets • Identify by reviewing BOS resolutions • Donated assets recorded at Fair Value (appraisal) • Receiving department records directly in Asset Management WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Fixed Assets - Best Practices 10 • Internally Developed Software • May be purchased from 3 rd party, but require more than a “minimal incremental effort” to use as intended • Software licenses typically not capital • 3 Phases of Development • Preliminary Project Stage – not capital • Application Development Stage – capital • Post-Implementation/Operation – not capital WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Fixed Assets - Best Practices 11 • Asset Management will be unavailable: July 1, 2019 – August 16, 2019 • Expenditure accruals and abatements processed in FM 13 during AM blackout • After expenditure accruals completed, AM will re-open for processing & review • Depreciation and Accounting entries will be run on September 7, 2019 WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

YE Timeline – Pre-YE Tasks 12 The following tasks can be started before year-end (July 1, 2019): FYE18 Asset Management cleanup • Identify and process FYE19 disposals • Capital departments identify completed CIP projects and begin • to recategorize Equipment additions through March 31, 2019 (processed by • CON) Land or Building purchases to be added manually • WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

YE Timeline – AM Blackout Tasks 13 The following tasks can be done during the AM blackout (July 1, 2019 – August 16, 2019): Identify fourth quarter equipment additions from CON Query • List sent by CON to departments • Process expenditure accruals and abatements in the GL • Identify non-capital costs in capital projects (haz mat, • demolition, etc.) WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

YE Timeline – AM FYE19 YE Tasks 14 The following tasks must be completed between August 17, 2019 - September 6, 2019: Departments process CIP and other asset adjustments • Manual additions for Building or Land assets • CON inputs fourth quarter Equipment assets on behalf of • departments WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

15 Budget Carryforward Jane Yuan Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Budget 16 Budget Carryforward • Budget Roll - FYE20 Continuing and FYE20 Annual Fund (PO Related) • June ne 28 – June ne 30 Continuing Fund ▪ • Budge dget minus s Actual ual Annual Fund ▪ • PO O relat elated d only y for r POs Os roll lled ed • Manual Carryforward - Annual Fund Only • Sept ptember ember 20 WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

17 Interdepartmental Services (Work Orders) Jane Yuan Of Office ce of the Contr troller oller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

IDS (Work Orders) 18 Interdepartmental Services (Work Orders) Performing Departments submit billings (Actuals up to Q3) • Due June 14 th th • Billings ngs to to OCII are due Augus ust t 2 • SFCTA billings ngs with h MTA, DPW, CPC, , and TIDA are due Augus ust t 2 • Requesting Departments complete approval of billings • Due June 21 st st • Controller’s Office begins review and processing of unresolved workorders • June 25 th th • Controller’s Office completes review and finalizes unresolved workorders • June 27 th th • Performing Departments submit billings (Q4 Actuals) • Due August st 9 th th • Request Departments approve billings (Q4 Actuals) • Due August st 16 th th • WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

IDS (Work Orders) 19 Month 13 IDS (Work Orders) Billing Entries Performing Department Responsible Dept for Fiscal Fiscal Auto Entry Module Source Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity An Type Amount Note Entry Year Month Reverse Requesting 581 Charges Performing Dept 2019 13 1 GL Yes Perf Dept 1 YEACCRADJ ACTUALS 581xxx IDS Account xxxxx Dept Code xxxxx xxxxxxxx xxxx GLE 10,000 Perf Dept 486 Recovery Performing Dept 2019 13 1 GL Yes Perf Dept 3 YEACCRADJ ACTUALS 486xxx Recovery Account xxxxx Code xxxxx xxxxxxxx xxxx GLR (10,000) TBD Interfund Payable Requesting Instructions to be provided Performing Dept 2019 13 1 GL Yes Perf Dept 2 YEACCRADJ ACTUALS TBD Intrafund Payable xxxxx Dept Code xxxxx xxxxxxxx xxxx BAL (10,000) TBD Interfund Receivable Perf Dept Instructions to be provided Performing Dept 2019 13 1 GL Yes Perf Dept 4 YEACCRADJ ACTUALS TBD Intrafund Receivable xxxxx Code xxxxx xxxxxxxx xxxx BAL 10,000 FY 20 real billing Performing Dept 2020 1 3 GL No IDS 1 None ACTUALS 486xxx Recovery Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLR (10,000) FY 20 real billing Performing Dept 2020 1 3 GL No IDS 2 None ACTUALS 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLE 10,000 Requesting Department Responsible Dept for Fiscal Fiscal Auto Entry Module Source Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity Bud Ref Amount Note Entry Year Month Reverse - FY 20 budget adjustment - For Continuing Fund only Requesting Dept 2020 1 2 KK N/A Req Dept 1 YEPOSTROL CC_Detail 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx 4 (10,000) Add all l relat lated ed documen uments (both th reques uestin ting and performi forming) g) in the e long g descrip ription tion • The e use of Payable ble and d Receiv eivable, able, incl cluding uding thei eir r accou ount codes s and the use of auto rever versal al, in the e • entr try above ve is pending ding wheth ether er cash sh movement vement will ll be allow lowed ed after er June e 30 WebEx Users: E-mail Raymond.Liu@sfgov.org with questions