fy 2008 year end training may 8, 2008
DESCRIPTION
fy 2008 Year End Training May 8, 2008. Presenters:Budget Office Business & Financial Services Payroll Sponsored Programs. Overview. Presented by Lynn Johnson. Goals. Learn about closing the University financial records See some faces involved in the process Answer your questions. - PowerPoint PPT PresentationTRANSCRIPT
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04/21/23 1
Presenters:Budget Office
Business & Financial Services
Payroll
Sponsored Programs
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Overview
Presented by Lynn Johnson
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Goals
Learn about closing the University financial records
See some faces involved in the process
Answer your questions
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Why Do We Do This?Or – “The View From 50,000 Feet”
Financial StatementsState of Colorado, Colorado State University
System and Colorado State University
Who reviews our statements and why?
Financial Statement Accuracy
Accrual Basis of Accounting a.k.a. recognizing revenue when earned and expenses when incurred
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Changes for FY 2008Good News!!!
Only One Minor Change
Accounts Payable - Accrued Liabilities
Item to Note:
Bursar’s and Cashier’s Offices have Moved- Cashier’s Office – 1st Floor LSC
- Bursar’s Office – 1st Floor 555 S. Howes Street
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Budget Information
Presented by Becky Trentlage
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Office of Budgets - Contacts Becky Trentlage 491-0898
Angie Nielsen 491-1689
Nancy McDonald 491-6556
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Budget NewsBudget News
New departments or re-mapping of existing accounts to a different department
Deadline – June 9, 4:00 p.m.
Designated Future Commitments (DFCs)Deadline – June 10, 4:00 p.m.
New accounts needed to support new year staffing processDeadline – June 20, 4:00 p.m.
Budget Change Requests (BCR)Deadline – July 7, 4:00 p.m.
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Budget NewsCurrent carryforward policy is:
Up to 1.5% of unexpended year-end balances may be carried forward to the new fiscal year. The 1.5% limit applies to:
Combined 13 and 16 fundsProfessional Veterinary Medicine (14 fund)Agricultural Experiment Station (15 fund)Cooperative Extension (17 fund) Colorado State Forest Service (19 fund)
Funds in excess of the carryforward limit will be swept centrally unless approved exceptions are granted.
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Budget NewsBudget NewsDesignated Future Commitments (DFCs) for specific purposes, such as; faculty start ups, large equipment purchases, renovations and/or multi-year projects.
The Carryforward & Designated Future Commitments Policy and Process, and DFC request form are posted on the Office of Budgets Web site.
DFC Submission Request Deadline: June 10, 2008
DFC requests should be submitted to [email protected] and will be reviewed for approval by the Cabinet Finance Subcommittee.
Please review the posted policy and request form at www.budgets.colostate.edu
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Accounts Payable Information
Presented by Bob Loosley
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Accounts Payable & Central Receiving Contacts
Dan Kelso [email protected] on PO’s
Bob Loosley 491-6513General Accounts Payable Questions
Jackie Riba 491-1363Travel, AFE/PO Questions
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Why do we do this in Accounts Payable?
Liability on the Balance Sheet
Expenses incurred but not paid by June 30
Expenses incurred if goods or services were received by June 30
Payable entry recorded in batch YAPnnn
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Why do we do this in Accounts Payable?
College Business Officers will receive a listing of outstanding POs and AFEs during June
Accounts Payable will review documents paid after year end to determine if an accrual adjustment is necessary
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What’s on my report?
FY 2008 – payable entry (this is an estimate)We charge/debit your account (YAP batch)
FY 2009 – reverse payable entry and pay vendor1. We credit your account (YAP batch)2. We pay the vendor and charge your account
again (APD batch)
Net effect of FY 2009 entries is zero (or close to zero)
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Authorization for Expenditures (AFE’s) Fully routed and approved in CIS prior to
June 30, 4:00 p.m.
payable entry will charge your account for the unpaid balance on the AFE
Contact Accounts Payable in advance for known discrepancies
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Purchase Orders (PO’s) -- Charged to FY 2008 Service & Maintenance POs (P3xxxxx) payable entry will charge your account for
regular/cyclical (monthly, quarterly) payments as can be determined by Accounts Payable
Open POs (P9xxxxx) for invoices received by June 30usually no payable entry
Other POs (P1xxxxx & P8xxxxx) payable entry will charge your account if goods
were received by June 30
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SciQuest Purchase Orders
SciQuest purchase requisitions/orders post encumbrance into FRS on the evening final approval is made in SciQuest.
G type purchase orders – orders shipped and charged by vendor on or before June 30th are recorded in 2008. Plan purchases to allow time for vendors to process to ensure transactions are recorded in FY2008.
S type purchase orders – charged to FY2008 if goods are received and invoice is sent to Accounts Payable by 4 p.m. on June 30th.
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Purchase Orders – Other Issues Contact Accounts Payable in advance
for known discrepancies
Orders over $5,000 with multiple line items will not automatically be received.
If you receive PO goods or services directly, notify Dan Kelso by June 30, 4:00pm.
Receiving status can be reviewed on FRS screens 228 or 239.
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Travel
Submit Travel vouchers with an end trip date of June 30th or prior by July 3, 4:00 pm to be expended in FY 2008
This is especially important for travel on 5-3 accounts with a June 30, 2008 project end date
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Accounts Payable Issues - ACARD ACARD
Charged according to the day Bank One posts the transaction
Transactions received by July 3, 6:00 p.m. with a transaction date prior to June 30, will be charged to FY 2008
Transactions not reallocated by July 7, 6:00 p.m. will be charged to the default account in FY 2008
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Accounts Payable Issues-ACARD Do not count on ACARD purchases that
are made in late June to hit FY 2008. CSU is dependent upon the vendors to process your transactions through the banking system in a timely manner. We cannot control when these transactions will occur and we do not accrue for “late” ACARD transactions. All transactions processed thru the banking system after July 3 will be processed to FY 2009.
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Payroll Information
Presented by Joanne Robel
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Payroll Contacts
Vickie Schultz 491-4969
Joanne Robel 491-5853
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Payroll Issues Final FY 2008 Hourly Timesheets
Pay Period Ending June 20 (Payday July 3)Due June 24, 12:00 noon
Clear Salary Clearing Accounts (5394xx)Due June 30, 3:00 p.m.
No salary may post to Salary Clearing Accts in June
Final FY 2008 Labor RedistributionsDue July 7, 3:00 p.m.
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Payday Shift from June to July June 20th hourly payroll pay period
ending June 6th, paid on July 1st
Please notify your hourly employees
June 30th salary payroll paid on July 1st
Please notify your salaried employees
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Accounts Receivable Information
Presented by Janet Fox
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Accounts Receivable Operations Contacts
Trish Torrez 491-6661
Janet Fox 491-6663
TWARBUS and ARIES Billing System entries
Department Payment to Student Accounts (DPSA)
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Accounts Receivable Operations Issues - ARIES Billing System
Paper Documents (except DPSAs)
Due June 20, 4:00 p.m.
Load Sheets
Electronic Uploads to ARIES Billing System
Due June 27, 5:00 p.m.
Allow an extra day for new customers
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Accounts Receivable Operations IssuesDepartment Payment to Student Accounts DPSA’s
Uses Graduate Assistant Tuition Payments Discretionary Scholarships Fellowship/Sponsor Designated Scholarships (53 & 99 funds only)
Unapproved DPSA’s - Due June 20, 4:00 p.m. in Account Receivable Operations
Approved/routed DPSA’s - Due June 26, 4:00 p.m. in Accounts Receivable Operations
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Bursar/Cashier Information
Presented by Brian Grube
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Bursar/Cashier Contacts
Bursar’s Office – Howes Street Brian Grube 491-6633
Cashier’s Office – Lory Student Center Becky Everett 491-0597
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Bursar/Cashier Issues
Departmental Deposits created in June 30, 1:00 p.m.
Checks/Cash to Cashiers OfficeJune 30, 2:00 p.m.
Please do not accumulate receipts for one final deposit!
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Petty Ca$h & Change Funds Return Fund Confirmations by July 1st Attach Custodian Change Form to Confirmations
Use “Change in Fund Custodian” form found at busfin.colostate.edu/forms.aspx, under Treasury
Reimburse Petty Cash funds before Year-End by having approved CIS document completed by June 30, 4:00 p.m.
Reduce/close funds no longer needed Use “Change in the Amount of the Fund” form found at
busfin.colostate.edu/forms.aspx, under Treasury
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Sponsored Programs Information
Presented by Pam Harrington
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Sponsored Programs Contacts
Richard Batman 491-4637 Applied Human Sciences; Liberal Arts; Natural Sciences; Dept 1371
Cliff Choury 491-0440 Agricultural Sciences; Experiment Station; Extension; VP for Administration
Pam Harrington 491-2389 Salary Clearing; Over Expenditures; Sweep: 88 Accounts; Special Issues
Clint McBlair 491-403864 Accounts; 88 Accounts; Cost Share Accounts
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Sponsored Programs Contacts Darby Nabors 491-1562
Engineering - except Dept 1371
Dawn Sharkey 491-4867Werner College of Natural Resources
Judi Wadman 491-3599Academic Administration; Veterinary Medicine; VP for Research; CSFS
Rhonda Wolschlager 491-3391-WCNR 491-3503-OSPWerner College of Natural Resources - mainly CEMML Veterinary Medicine - Clinical Sciences & Biomedical Science
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Sponsored Program Issues Clear Salary Clearing Accounts (5394xx)
PPDA’s to clear any remaining balances are
due June 30, 3:00 p.m.No salary, including hourly, may post to
Salary Clearing Accts in June
Final journal entries to all accounts including departmental approvals, due July 8, 12:00 noon
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Sponsored Program IssuesState of Colorado Agency ProjectsEnding June 30, 2008 (530002 - 530799)There is only one opportunity to submit an invoice to the State of
Colorado. No revised invoices will be accepted.
Deadline: June 20, 4:00 p.m.Notify your Acct Tech to set up payables for any unpaid invoices or un-posted expenses (ex. Motor Pool, Mail & LD Phone Charges) that must be billed to sponsor.
Deadline: June 30, 4:00 p.m.All goods and services must be received.All encumbrances must be cleared.
All final payables including ACARD, hourly payroll or Travel must be set up with your Acct Tech
All unspent budget funds revert back to the sponsor as of June 30, 2008
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Over Expenditures on 5-3 Accounts
At year end, Sponsored Programs pulls weekly reports for overspent accounts on June 16, 23, 30, and July 7. Reports will be sent to the College Business Officers to aid in clearing account deficits prior to year end.
CAUTION: An account may not be overspent on July 7 so will not appear on the over expenditure list generated that day. However, when indirect cost posts the night of July 8th, it may cause the account to go over budget. The over expenditure entries – subcode 5680 – that hit the designated college 13 or 16 accounts at year end will not be reversed.
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Gift Fund Issues Account Range 643000-649999 (64 fund)
By June 29 all deficits must be cleared from 64 funds. Accounts must have positive cash or $0 balance!
Fund transfer request forms by June 19
All 64 fund balances roll forward to FY 2008
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Business & Financial ServicesCampus Service Information
Presented by Valerie Monahan
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Campus Services Contacts Valerie Monahan 491-3001Engineering, Natural Resources, Natural Sciences, VP Research,
Colorado State Forest Service, External Audit Contact, Auxiliaries, VP Student Affairs
Janet Bebell 491-6655Athletics, Applied Human Sciences, Veterinary Medicine, Liberal Arts, VP Advancement & Strategic Initiatives
Laura Streit 491-7099Board of Governors, President’s Office, Provost, Agricultural Sciences (Agricultural Experiment Station), Business, VP Administrative Services, VP Enrollment, VP Public Affairs VP Information Technology, VP Outreach/Strategic Partnership, VP Graduate Affairs, VP Undergraduate Affairs
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Consumable Inventories, Why do we do this?
Balance Sheet Asset
Conduct Year End Inventory Count
Inventories < $100,000 counted every other year>= $100,000 counted yearly (State of Colorado policy)
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Consumable Inventories
Inventories counted on or before June 30, adjust to actual as of June 30
Inventory certificates
Due July 1, 12:00 noon
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Fund Receivables Departments that do not use the ARIES Banner System
will need to record their receivables using the CIS System.
Please send your Campus Services representative a copy of the Accounts Receivable aging report and reconciliation.
All revenue earned, but not billed in FY08 needs to be recorded in FY08 – Accrual Basis of Accounting
View the PDI on Accrual Accounting out on the BFS Web site
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Account Balances at June 30th
Credit Card ClearingSubcode 5650 must have a $0 balance
24 FundGL object code of 16xx must have a $0 balance
All clearing entries need to be input by July 8, 12:00 noon
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Account Attributes Changes to account attributes (account title,
responsible person, etc)Due June 23, 4:00 p.m. to Campus Services
Accounts no longer needed should be zeroed out and deletedDue June 23, 4:00 p.m. to Campus Services
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Journal Entry Issues
Final journal entries to all accounts including departmental approvals, due July 8, 12:00 noon
Information on journal entry documentation requirements is available on the main B&FS website
Backup documentation for all Journal Entries must be maintained and be readily available for external audit inquiries during the months of August – November.
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Financial Reporting & Analysis Contacts
Gail Michaud 491-7134
Financial Reporting Sally Tschirhart 491-2423 Juliet Mehls 491-6693 Jennifer Stamp 491-1871 Sue VanderVliet 491-6750
Plant Funds & Leases Janice Inman 491-6752 Sheree MacNaughton 491-624204/21/23 50
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Property Management Contacts
Debra Ellison 491-2270
Mack Freestone491-1358
Jennifer Kahrs 491-1045
Theresa Todd 491-1428
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Business Systems Services Information
Presented by Joe Sparks
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FRS/CIS Management Contacts
Troy Fluharty 491-6694
Joe Sparks 491-2899
Connie MacNaughton 491-2099
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FRS Reports Run Friday nights of June 13, 20, 27 and
July 3, 8, 23
Additional run with monthly Payroll – June 20
Final run – July 23
Reports available on next day - midday
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FRS On-Line Access Your access will change from FY 2008 to FY 2009 on
July 7, 7:00 p.m.
All direct FRS online input due – July 7
A second (9xxx) operator number is needed after July 7 for FY 2008 access
If you had a 9xxx operator number last year, that operator # will be set up automatically for you this year (password emailed week of June 23)
Otherwise contact Connie for a 9xxx operator #Always use your regular operator # on
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FRS Data Warehouse Tables
FY 2008 data will move from the previous month tables to the history year tables the night of July 23
FY 2009 data warehouse tables updated daily (M-F) starting June 30
FY 2005 transactions will be deleted from the data warehouse on June 27
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“Delphi”
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FRS Data Warehouse Tables
FY 2008 data warehouse tables updated daily (M-F) through July 23
FY 2008 data will move from the current month tables to the previous month tables the night of June 30
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“Delphi”
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June Dates & DeadlinesThe number of the slide appears in parentheses
June 8 New departments identified to OBIA (10)
June 13/20/27 FBM092 reports for campus (55) June 20 A/R paper documents &
unapproved DPSAs to Accts Receivable (32)
June 20 New account requests submitted to support new year staffing (10)
June 23 Changes to account attributes (50)
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June Dates & Deadlines June 23 Closeout accounts no longer
needed (50) June 20 Closeout 530xxx State Project
accounts that have a June 30, 2008 end date (41)
June 26 Approved DPSAs to Accounts Receivable (32)
June 24 Hourly Timesheets Pay Period Ending June 20 (27)
June 27 Electronic Uploads to ARIES (31)
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June 30th Dates & Deadlines Inventories counted (47)
CASHNet deposits created/delivered to Cashiers (35)
AFE created and approved in CIS (18)
Receiving on POs (21)
Begin FY 2009 Data Warehouse updates (59)
FY 2008 Data Warehouse, current month tables move to previous month tables (58)
FBM092 reports for campus (56)
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July Dates & Deadlines
July 1 Petty Cash Confirmations (36)
July 1 Inventory Certificates (47)
July 3 Travel documents (22)
July 7 Budget Change Requests (BCRs) (10)
July 7 Direct online FRS input (57)
July 7 Campus FRS online access changed to FY 2009 (57)
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July Dates & Deadlines
July 7 Final Labor Redistributions (27)
July 7 Acard reallocations (23/24)
July 8 CIS journal entries (51)
July 8 FBM092 reports for campus (56)
July 23 Final FY 2008 FBM092 reports for campus (56)
July 23 Final FY 2008 Data Warehouse tables updated (59)
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Web Sites Accts Receivable Operations Student
Payment Processing http://www.colostate.edu/Depts/BusFin/qg.html
Business & Financial Serviceshttp://www.colostate.edu/Depts/BusFin/
Financial Procedures Manual
http://www.colostate.edu/Depts/BusFin/fpi.html Inventory Forms
http://www.colostate.edu/forms.aspx
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Web Sites Property Management
http://www.colostate.edu/Depts/BusFin/prp.html
Purchasinghttp://www.purchasing.colostate.edu/
Sponsored Programshttp://www.research.colostate.edu/
Year-End Information http://www.colostate.edu/Depts/BusFin/ye.html
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Questions ?
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