1. Fiscal Year End Training 2017

2. Agenda Year End Close Tasks and Timelines Prepaid and Accrual forms
Other Deadlines
Resources
UBS Contacts
Question & Answer

3. Year End Close Tasks Ensure positive cash & fund balances
Record and pay claims
Purchasing Card
Cash receipts
Autobills
Property Management
Journal entries & Corrections
Other

4. Ensure positive cash & fund balances
Begin reviewing negative balances 5/31/17 VP, UBS, Depts
Utility auto bill for May processed by 6/20/17 Facilities
Requests for FY17 Foundation reimbursement
due to Foundation office /16/17 Departments
Cutoff for financial aid disbursements 6/23/17 Financial Aid
Deadline - all balances positive 6/20/17 Departments
Final FY17 requests for Foundation
reimbursement due to Foundation office 6/26/17 Departments
Check runs suspended /27-6/30/17 UBS/Systems
X-feeds suspended (do not post any x-feeds) 6/27-6/30/17 UBS/Systems/Depts
Final review of cash balances /30/17 VP/Other
Final adjustments to cash balances 6/30/17 Departments, UBS
Feed June telephone bill /10/17 ITC
Outside Checking Accounts Reconciled
and provided to UBS /11/17 Depts, Agencies, UBS

5. Record and pay claims (BPAs)
Petty cash reimbursements due to UBS 6/19/17 Departments
Departments submit final FY17 BPA Claims 6/30/17 Departments
All POs in Banner 3pm /30/17 Procurement
Computer & Student Equip Fees Spent 6/30/17 Departments
AES, ES, FSTS submit final FY17 BPA Claims /05/17 AES, ES, FSTS
Final FY17 OSP claims entered for 6/30 invoices 7/07/17 Accts Payable
Final FY17 non-OSP claims entered for 6/30 invoices 7/10/17 Accts Payable
Final FY17 claims released for 6/30 invoices 7/11/17 Accts Payable, OSP
Transmit final FY17 claims to SABHRS 7/11/17 Systems
Final IDC run, Admin Fee, Final term pool, E-Scrap 7/11/17 OSP, UBS
Ag Revenue Fee /11/17 College of Ag
Run Procurement encumbrance roll and GL roll once payroll
has posted (Salary encumbrance roll 7/8/17) 7/11/17 Systems

6. Purchasing Card Verify 62886 p-card clearing account has a zero
Balance through May - submit or complete corrections 6/09/17 Departments
June Pcard Dates (May 23rd to June 21st)
Last day to charge /21/17 Accounting
See charges through 6/21 in Banner 6/23/17 Departments
Charges through 6/21 feed to Banner at 5: /26/17 Systems
June 13th Month Pcard Dates (June 22nd to June 30th)
Last day to charge /30/17 Accounting
See 6/22-6/30 charges in Banner /03/17 Departments
Charges (6/22-6/30) feed to Banner at 5: /06/17 Systems
balance through June – submit or complete corrections 7/07/17 UBS, Departments
(Corrections received in UBS office or Completed by Department - be sure to change JD1 date to 6/30/17 in order to get in FY17!)

7. Final Cash Receipts Submit cash receipts by 11am 6/30/17 Departments
Credit card receipts by 10am 6/30/17 Departments
Cash receipts after 11am, accrue FY17 6/30/17 Accounting, Depts
Credit card receipts after 10am for 6/30 7/01/17 Accounting, Depts
manual & virtual terminals, accrue FY17
Commerce Manager, echeck, Webpay
EOD for 6/30 need to accrue 7/01/17 Accounting

8. Autobills and X-feeds X-feed Schedule:
Autobills for outside vendors to date to UBS /21/17 Departments
(Example: Bookstore, Foundation)
UBS feeds outside vendor autobills to Banner /23/17 UBS, Systems
Final autobills for outside vendors due to UBS /03/17 Departments
UBS feeds outside vendor autobills to Banner (posts to FY18) /07/17 UBS, Systems
Cat Card final redistribution /07/17 RLUFS
Feed final FY17 dept to dept autobills /10/17 UBS, Systems
(Change date to 6/30 to post to FY17)
Last day for departmental X-feeds /10/17 Departments
X-feed Schedule:
June 27 - June No Finance (dept to dept) or AR (off campus) x-feeds
July 1 - July Any Finance x-feed will post in FY17
Do not post FY18 x-feeds until July 26th or later

9. Property Management
Capital inventory verification 4/28/17 Depts, Prop Mgmt
Minor & sensitive inventory reports to UBS 4/28/17 Depts, Prop Mgmt
Donated asset response to UBS 6/16/17 Depts, Prop Mgmt
Capital Items (including ‘intent to fabricate’ items) for June and June 13th month Pcard reports:
Please scan a copy all backup documentation as soon as you receive it to Tanya Arrington for entry into the Fixed Asset system. These items will need to be entered for FYE prior to completed pcard report submission to UBS.
PARR forms – think of new assets that were purchased this year – what happened to the old one? You may need to submit a PARR form to remove the old one from inventory (Example: copiers)

10. Journal Entries & Corrections
Correction memos due to UBS (transactions through May) 6/9/17 Depts, HR, OSP
(Corrections through June due to UBS 7/7/17)
Final warrant cancellations due to UBS for FY /23/17 Depts, HR, OSP
Prepaids due to UBS /30/17 Departments
Accruals (Expense & Revenue) due to UBS 7/07/17 Departments
Submit unearned (deferred) revenue items 7/07/17 Accounting, Depts
JD1s, JG1s final in Banner (backdate to 6/30 for entry after 7/1!) 7/10/17 Depts, OSP
Compensated absences entry /10/17 Accounting, HR
Initiate IUJs to other agencies to UBS (DPHHS 7/6/17) 7/10/17 Depts, Acctg
Answer IUJs on SABHRS (actual 7/24) /20/17 Accounting
Salary encumbrance roll /08/17 Budget, Systems
Procurement encumbrance roll and GL roll once payroll has posted 7/11/17 Systems
*Please do not attach accrual or prepaid forms to a BPA or pcard report. Processing of these forms happens separately and forms can get missed if attached to other paperwork.

13. Other Deadlines MREDI Grant funding Procurement ITC HR/Payroll Costco
Leases

14. MREDI Grants
MREDI grant funds must be spent / contracted / ordered by June 30th – No Exceptions
Accruals on MREDI grants follow accrual guidelines:
Must be ordered or contracted prior to June 30th
Accrual form with supporting documentation (executed contract, invoice, etc) must be approved by OSP and received in the UBS office no later than 7/7/17
Summer tuition payments (first session) have been approved to be paid if recorded by June 30th
Send a list of student names to Jenn Huber in Student Accounts asap!
OSP Fee Authorization Form must be routed and approved asap. Pink copy must be received in Student Accounts – Attn: Jenn Huber by June 7th
Must be added to student’s account and charged to the grant by financial aid cutoff date
Summer salary payments must be in the July 11th payroll in order to be posted by June 30th
Payroll corrections must be received in OSP and will only be processed until Noon on July 11th
Corrections or payment requests received in OSP after the deadline will be processed in FY18
Contact your OSP Fiscal Manager to discuss:
MREDI Agriculture Carmen Fike, X1939
MREDI Center for Mental Health Research Julie Geyer, X6268
MREDI Energy Traci Miyakawa, X7696
MREDI One Medicine Sandy Sward, X5318
MREDI Optics Dale Huls, X1980

15. Procurement
Requisitions exceeding $500,000 will need to go through the State, as MSU cannot spend over this amount within its delegated authority.  If you have something of this magnitude on the horizon, please contact Laura Humberger at x4361, immediately.
Other requisitions (valued under $500,000) need to be turned in to Procurement Services according to the following timetable to ensure adequate time for bids to be awarded:
Procurements that require the Request for Proposal process (criteria other than low cost): Due Immediately – contact Procurement Services to discuss
Procurements that require the Invitation for Bid process (awarded to low cost alone): Friday, May 19th. 
Procurements that do not require a competitive process (i.e. Sole Source, procurement exempt, etc.): Friday, June 9th.
Remember that although FY17 purchases will take priority, these deadlines only apply to procurements that must use FY17 funding.  FY17 funds may be used as long as the purchase order or contract is executed prior to June 30th. If you have procurements with FY18 funding you can continue to submit as normal. Please indicate clearly on your purchase requisition the funding year, as this will help us ensure prompt processing.
Use of competitive bids and all other State requirements must be followed even during year end.

16. UIT Purchasing Support
Orders placed by 6/9 should be received and autobilled by 6/30
Orders placed by 6/23 that are not received by June 30 will be accrued by UIT for the department according to accrual guidelines
Orders placed after 6/23 (6/24-6/30) will be expenditures for FY18
UIT Purchasing support webpage:

17. HR / Payroll Information
Summer salary tail info (6/11 payroll) 6/08/17 HR
Salary correction memos due 6/20/17 HR
Summer salary tail info /26/17 HR
(June supplemental payroll)
June Salaries to Finance /07/17 HR
Bring salary encumbrance to zero 7/08/17 Budget
Final payroll correction JVs /11/17 HR
Feed payroll adjustment info /11/17 HR
OSP xfeed for benefit pool entries 7/11/17 OSP

18. Costco Purchases
Last day to charge at Costco for June 6/21/17 Departments
Documentation to UBS by noon 6/22/17 Departments
Purchases made after June 21st will be expensed in FY18
If you do make a large FY17 purchase at Costco after June 21st, please contact Tanya Arrington X3345 and it may be accrued

19. Leases
Please advise UBS if you have any leases of land or equipment by 6/13/17
Send a copy of the PO and/or lease agreement to one of the following staff:
Tanya X3345 for land leases and equipment leases under $5,000
Loreen X1956 for copier leases and equipment leases over $5,000
If you are unsure, please call Tanya X3345 to discuss

21. FY 2018 Begins IDCs begin for FY18 7/12/17 OSP
Admin fees for FY18 begin calculating 7/12/ UBS, Systems
Accept 2018 claims, begin processing
7/12/ UBS
FY18 Budgets into Banner
7/17-7/19/17 Budget Office
FY18 begins for Accounting
7/26/ UBS
Reverse all accruals & deferrals
7/26-7/28/17 Accounting
Record prepaids as expense
7/26-7/28/17 Accounting, Systems

22. Departmental Checklist / FYE Close Letter / Year End Forms
Resources
Departmental Checklist / FYE Close Letter / Year End Forms
UBS Questions

23. UBS Contact Info
Tanya Arrington X3345 Accounting Christina Fournier X3653 UBS Help, Prop Mgmt Andrea Gullickson X5727 Purchasing Card Lynne Hendrickson X5739 Accounts Payable Katie Matzinger X7508 Accounting, Director Cherry Whitehouse X6411 Accounts Payable

24. Questions & Comments