1. Preparing for fiscal year end close
FY 2016 YEAR END

2. 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
Dept Orgs Same/Moved
Criminal Justice – 32401
Emergency Mgt – 32601
Political Sci & Public Admin – 334xx
Psychology
Sociology & Social Work – 336xx
Military Science
Dept Orgs Same/Moved/New
Nursing – 37001
DNP – 37004
Respiratory Therapy – 37005
Kinesiology – 35011
Wellness

3. 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
Curriculum & Instruction – 35008
Ed Resources – 35003
Family & Consumer Science – 35009
Secondary Ed

4. 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.

5. 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.

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

7. 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

8. 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.

9. 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.

10. 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 (we must use next year’s budget)

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

12. 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

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

14. 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

15. 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

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

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

18. 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.

19. Traveling Sept. 30th?
with estimated amount for ACCRUAL!

20. 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.

21. QUESTIONS???