Auditor-Controller’s Office FY 2018 YEAR-END TRAINING Payable Categories Presenter: Mary Yip Auditor-Controller’s Office 2018 Year End Training – Chapter 5

Due to Other Government Accounts Payable - Other Payable Categories Payable Categories Operating Accounts Payable ACO Prepares Salaries & Benefits Payable Due to Other Funds Schedule A Due to Other Government Schedule G and V-12 Accounts Payable - Other Schedule I 2018 Year End Training – Chapter 5

Operating Accounts Payable Vendor invoices for goods and services must be received or performed no later than June 30, 2018 PeopleSoft A/P Module closing date: June 28 end of the day Old year invoices process after closing date will be recorded by Year End A/P accrual journal entry 2018 Year End Training – Chapter 5

1st A/P Accrual Process Timeline Accrual process begin: July 20 Last day to enter and Department approve old year vouchers with invoice date 6/30/18 or earlier July 23-25 Vouchers approve by ACO July 26 Accrual process begin: Email query to Departments for review Invoice date June 30 or earlier 100% accrual Jul 30 – Aug 3 Journal entry process for 1st A/P accrual JE GL AP 4 2018 Year End Training – Chapter 5

2nd A/P Accrual Process Timeline August 14 Last day to enter and Department approve old year vouchers with invoice date 6/30/18 or earlier Aug 14 - 16 Vouchers approve by ACO August 20 Email query to Departments for review Invoice date June 30 or earlier Threshold: $5,000 and greater Aug 21 – 24 Journal entry process for 2nd A/P accrual JE GL AP 5 2018 Year End Training – Chapter 5

What is the County Department’s Role? Verify invoice billing period or date of service Ensure invoices are entered with an invoice date of June 30 or prior Enter/Department Approve/Attach Supporting Documents By Cutoff Dates 2018 Year End Training – Chapter 5

What is ACO’s Role? Review / Approve Vouchers / Pay Vendors Provide a list of vouchers to Departments for review Accrue the expense and liability with journal date 6/30/2018 Reverse the accrual entry in July and August Ensure the expense and liability are properly accrued 2018 Year End Training – Chapter 5