Preparing for fiscal year end close FY 2016 YEAR END

New schools School of Science 34001 (Dean) 340 - Rollup School of Human Services & Social Sciences 38001 (Dean) 380 - Rollup School of Health Professions & Wellness 37001 (Dean) 370 - Rollup Department Orgs Same Biology – 32301 MCIS – 33101 PHES - 33301 Dept Orgs Same/Moved Criminal Justice – 32401 Emergency Mgt – 32601 Political Sci & Public Admin – 334xx Psychology - 33501 Sociology & Social Work – 336xx Military Science - 42004 Dept Orgs Same/Moved/New Nursing – 37001 DNP – 37004 Respiratory Therapy – 37005 Kinesiology – 35011 Wellness - 35012

New schools School of Art & Humanites 32001 (Dean) 320 - Rollup School of Business & Industry 36001 (Dean) 360 - Rollup School of Education 35001 (Dean) 350 - Rollup Department Orgs Same Art – 32201 Drama – 32501 English – 32701 History & Foreign Languages – 32901 Music – 332xx Dept Orgs Same/Moved Finance, Economics, & Accounting – 36030 Management & Marketing – 36020 Applied Engineering – 35015 Communications – 35013 EPIC -32801 Curriculum & Instruction – 35008 Ed Resources – 35003 Family & Consumer Science – 35009 Secondary Ed - 35007

Budget query by org Self Service Finance Budget Query Select ‘Budget Status by Organizational Hierarchy. Click ‘Create query’. Select desired data columns. Continue. Required: fiscal year, fiscal period, chart of accounts ‘j’ and fund. Enter the 3 digit rollup org. Submit query. You can select any department org in blue to drill down for more info.

YEAR-END CHECKLIST - july Check open encumbrances. Check available balances for Student salaries, Telephone charges, print shop charges, and mail center charges. Plan purchasing card use Use the year end prepay form to prepay now and post to next year’s budget. CLEAN UP OLD ENCUMBRANCES – DO ENCUMBRANCE QUERIES IN SELF SERVICE.

DEADLINES Purchasing will be open until September 28th Plan purchasing needs now Review encumbrances – know what is encumbering your budget

SEPTEMBER 30TH deadlines Cash receipts in by 2:00 pm Accounts Payable paperwork by Noon Completed travel by Noon PO’s ≥ $25.01 will roll to FY 2017 No Change Orders to old PO’s

September 30th PO’s ≤ $25.00 will be closed. Po’s older than 2 years will be closed. All ‘e’ docs – encumbrances will be closed. All completed but unapproved reqs will be closed. Self service will be removed until approximately October 10th.

ROLLED PO’S If PO is at least $25.01 and less than 2 years old, it rolls to FY 2017 the budget does NOT roll with it…. However – remaining fy 16 operating budgets will be rolled into next fiscal year no later than November 30th.

Accruals & Year-End Prepays We must use budget in the year goods are received Accruals = get the goods before sept 30th but not paid yet (we must use this year’s budget) Prepays = pay in fy 2016 before we get it in fy 2017 (we must use next year’s budget)

“ACCRUAL” – uses this year’s budget (“Pretend “we’ve already paid it) FY 2016 BUDGET 72010- ‘j’ doc - Accrual $100 ___________ ___________ Total FY 2016 $100 FY 2017 BUDGET 72010- ‘j’ doc Reverse ($100) 72010- Payment 100 ____________ _______ Total FY 2017 $0

You received item by 9/30 but no invoice? THAT’S ACCRUAL Send signed receiving copy to AP You’ll see - “FY16 Accrual” ‘j’ doc in transaction history You’ll see –”Reversal” ‘j’ doc in October You’ll see – Payment in FY17 when invoice is processed Only effect on FY17 budget is if the invoice > PO

Prepays – uses next year budget (“Pretend” we will pay it in October) FY 2016 Budget 71010 - DV/PO $100 71010 - Prepay (100) _________________ FY 2016 Total $0 FY 2017 Budget 71010 – Prepay $100 _________________ FY 2017 Total $100

Year-end Prepay Requirements Conference registrations Memberships Sometimes other travel issues Use the year end prepay direct voucher Must have original invoice + 1 copy Notify Kevin McFry of anything Prepaid in july, august, or September for October/November

Year end prepay form Complete vendor info Complete description & attach supporting documents Do not change the prepay account number!!! Enter your entire foap Clear instructions for check delivery Send to procurement director

Current FY2016 Purchases Through September 28th – normal After September 28th – no more purchasing

REMEMBER! Encumbrance queries – do them! You will find some $$$

ENCUMBRANCE CARE All ‘E’ docs will be closed – know what yours are that will need to be paid in October. FACULTY RESEARCH GRANTS Can’t carry over to FY 2017. Make sure everything is received & paid for. Must be completely closed out at September 30th.

Traveling Sept. 30th? Email ACCOUNTSPAYABLE@jsu.edu with estimated amount for ACCRUAL!

Let’s Talk….. Look for ‘PENDING DOCUMENTS’ on Budget Queries – know what’s out there. FGIENCD – one-stop encumbrance shop . Learn how to do encumbrance queries in Self Service.

QUESTIONS???