State Accounting Closing Schedule FY09. Responsible Area / Application USAS USAS. Financial Operations and State Accounting / PSGL and USAS

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1 1 Review and finalize Department Budget State Rule Table- All Campuses. State Accounting July / 2 Input Budget amounts in for the coming fiscal year. Complete Method of Finance, Rider, Capital Budget, and Reduction Schedules and submit to Comptroller. 8/7/ Identify and adjust any appropriation which may be applicable for the Automated Lapse Program. 8/17/ Coordinate with payroll to hold all payroll reimbursement to state files (type 2) until after the end of the fiscal year. Final Remission of Tuition/Fees, Deferred Tuition/Fees and Set Asides for the Fiscal Year. Coordinate with payroll to hold payroll batches (types 4 and 6) until after the end of the fiscal year. and and Beginning 08/18/09 8/24/2009 Beginning 08/25/09 Remissions ed to the Treasury Office before 1pm will post in the Treasury the next day; after 1pm the remission will post in two days. 7 Complete accounts receivable reconciliation (PS account 12118) and corresponding entries. 8 Complete cash reconciliation (PS account 10500) and corresponding entries. 9 Complete expense reconciliation and corresponding entries. 10 Complete ABEST reconciliation and enter PCA corrections. 11 Ensure that all appropriation cash available balances are equal to zero. Ongoing through the end of the FY *FIRM deadlines are BOLDED 1 of 6

2 12 Ensure appropriations 93211, Fd 0900 and 00903, Fd 0001 are clear. Ongoing through the end of the FY Ensure screen 69 funds 9000 and 9001 (Agy 730 & 783) are clear. Also clear appropriation fund Review screen 53. There should be no pending transactions. Accounts Payable and Ongoing through the end of the FY Last Day of the Fiscal Yr Fiscal Year End Send payroll batches that were previously held (types 4 and 6 first and then type 2). Make payments and provide information about the funding allocation to SORM. Roll forward an estimated amount (considering encumbrances) for the fund 0001 appropriations that have UB authority in order to make cash available for the next fiscal year. First Day in First Day in First Day in Make sure the appropriations have enough funds to cover all batch types. 18 Input Budget for current year into People soft. 19 Roll forward the deferred tuition revenue. PSGL *FIRM deadlines are BOLDED 2 of 6

3 20 Enter a "U" document in for the deferred tuition revenue using TC 176 to recognize the revenue in the new fiscal year Other E&G Dedicated revenue entries for (departmental and institutional levels). Enter the Shared Appropriation between UH components in PS and. 23 Enter the Salary Benefit Appropriation Allocations (APS 019). 24 Enter Inter-fund activities to. 9/15/2009 9/26/ Cash and Expense Reconciliation Run queries (UHS RECON_DISTINCT UHS RECON_AE_DISTINCT) to identify the outstanding entries. Review results of the query above to identify reallocations between state cost centers and from/to local and state cost centers. Enter accrual entries in (Doc Type U and TC 420/420R for state/local transactions and 467/468 for reallocations between state appns) and PS in period 998 debiting a due from asset account and crediting a due to liability account. The expense accts should have already been recorded by the departments. 26 Other E&G Dedicated revenue adjustment entries for (departmental and institutional levels). 27 Enter the payroll accrual entries in only for type 2 batches that were on hold to be sent on 09/01. Entry needs to use doc type U and TC 420/420R. and If entry is done prior or on 30, the effective date is 08/31/XX; otherwise, the effective date is 08/32/XX. *FIRM deadlines are BOLDED 3 of 6

4 28 Financial Ops completes payroll accrual and TRS/ERS revenue and allocation. Review revenue and expenses to ensure they are equal. PSGL Close of Period Complete and 998 accounts receivable reconciliation (PS account 12118). / 30 Complete and 998 cash reconciliation (run query UHS RECON_DISTINCT). / 31 Complete and 998 expenses reconciliation (run query UHS RECON_AE_DISTINCT). / 32 Perform ABEST reconciliation and enter PCA corrections for period 998. / 33 Record the receivable and credit cash for the License Plate. / 34 4th quarter encumbrance file review to be sent to (after period 998 closes). Certify APS /30/ Return prior year unused benefits to the Comptroller (Agy 902) APS /30/ Ensure appropriation accrual cash available on the E&G appropriation (previous AY) is equal to the amount of the encumbrances on BT 18. Otherwise, do expenditure transfer entries using TC 467 and 468. Last Day of *FIRM deadlines are BOLDED 4 of 6

5 37 Complete budget revision, if needed, according to APS 011. Use 08/31 effective date; after last day of use 08/32 effective date. 38 Proportionality adjustment entries for FICA and ORP funds 1 & Proportionality adjustment entries for ERS and TRS fund Proportionality adjustment entries for ERS and TRS fund 1. PSGL only 41 Complete Payroll related cost entry** so the Legislative revenue equals the GR reconciliation revenue (ERS, TRS, UCI, and needed adjustments to FICA and ORP). See Chart below for Payroll related cost entry ** 42 Complete GR reconciliation for agencies 783, 730, 759, 765, and Final ABEST reconciliation for Prior Year. 44 AFR Entries for SRECNA in and the State System for agencies 730, 783, 759, 765, and AFR Entries for SNA in and the State System for agencies 730, 783, 759, 765, and AFR System Clearing Entries in the State System for agencies 730, 783, 759, 765, and AFR Entries for the consolidation in the State System for agency 797. *FIRM deadlines are BOLDED 5 of 6

6 48 General Revenue Certification (electronic certification) State Accounting 11/1/ Complete APS 011 (proportionality of benefits) analysis and submit certification. 11/19/ and Interagency Activity Certification (must be submitted with the Annual Financial Report) 11/20/2009 **Payroll Cost Entry Enter as Year End Adjustment for Legislative Appropriation Revenue Retirement (TRS fund 0001) Record the amount paid by TRS on your behalf recorded in PS Group Insurance Record the amount paid by ERS on your behalf recorded in PS Unemployment Compensation Record the amount paid by UCI on our behalf recorded in PS for all campuses in agency 730 Worker s Compensation Record the amount paid on your behalf recorded in PS OASI Record the adjustment to equal the amount in screen 62 after the adjustment for APS 011 ORP Record the adjustment to equal the amount in screen 62 after the adjustment for APS 011 *FIRM deadlines are BOLDED 6 of 6