2. YEAR END STRATEGIES APRIL 22, 2011

3. UNM FISCAL YEAR END:

4. STRATEGIES FOR A SMOOTH FINISH:

5. WATCHING THE DEADLINES Find the schedule on the Financial Services Resources website: http://www.unm.edu/~fssc http://www.unm.edu/~fssc Updates and changes will be posted to this site weekly

6. BASIC STRATEGIES: Reconcile your indices Correct any errors Meet the Year End Deadlines: Document Submission in Banner Supporting Document Submission Follow your documents progress Are they approved yet? Banner Cleanup: Close unneeded purchase orders Close unused indices

7. RECONCILE YOUR INDICES! Monthly is best practice Decreases year end journal vouchers Saves you time Correct errors each month

8. KEY DEPARTMENT DEADLINES: ItemDeadlineComment Requisitions5/13Greater than $20,000 completed Requisitions6/10Between $5,001 and $20,000 completed PHAREDS deleted6/13System purge for items at disposition 47 created BEFORE 5/1/11 Requisitions6/17<$5,000 completed DPIs6/30Completed in Banner DPIs7/5Documents received in Financial Services Vendor Invoices7/5 7/8 Approved and sent to AP for FY11 processing Last day for AP to cut checks for FY11

9. KEY DEPARTMENT DEADLINES: ItemDeadlineComment Index Terminations 6/9Can submit between 5/22 and 6/9 PO Change orders 6/29Must be completed to prevent roll forward NSAR6/30Data entry by departments by noon All sessions must be closed to invoice

10. KEY DEPARTMENT DEADLINES: ItemDeadlineComment Journal Vouchers7/6Must be through all department approval queues Departments locked out of JV forms in Banner/Self-Service at 5:01 PHAREDS7/6Submitted and at disposition 48 in order to be reviewed and processed in FY11 Departments locked out of Banner form PHAREDS and Self-Service Labor Redistribution at 5:01 Material Journal Vouchers 7/8Need to coordinate with appropriate Financial Services office Final PCard Transactions 7/7 7/11 Transactions loaded into Banner Reallocation of transactions that occurred on or before June 30 must be completed by 5:00

11. ARE THEY APPROVED YET? Follow your documents progress PHAREDS – Complete your PHAREDS – Eprint report PZROLRO to see pending View progress in routing queue in Self Service PHAREDS must be approved – contact your on the fly approvers DPIs/Requisitions/JVs – Check progress in approval queue - FOAAINP Check for items returned for correction – GUAMESG Remember to do SPQs for service related requisitions

12. DPIs Due to increased volume, processing can take more time Submit as early as possible Documents disapproved after 6/30 are re-dated to the new fiscal year when corrected

13. JOURNAL VOUCHERS Journal Vouchers for the fiscal year ending 6/30/11 must be dated 6/30/11 The default date is today Or they will not post in the year you intended! Journal vouchers fomrs will be disabled on Tuesday, July 6 th at 5:00 pm Departments can create JVs on Monday, July 18 th

14. PURCHASE ORDERS Close the ones you no longer need The small ones do not all get closed at year end When you try to close an index open POs or Reqs will prevent closure Prevent future NSF issues

15. EMPLOYEE PERSONNEL ACTION FORMS (EPAF) Once the FY 12 budget and Salary Planner (mass salary update) is loaded into Banner, EPAFS that affect periods before 7/1/11 cannot be processed without assistance from your Employment Data Center of the HRPR Support Center. If you receive an error when attempting to change an FY11 labor distribution prior to July 1 st, contact your EDC or the HRPR Support Center at 277-HRPR (4777) for assistance.

16. UNIVERSITY HOSPITAL All invoices to UH must go through NSAR Contact Stacie Hurley for assistance (272-5460) There will be an three NSAR billing cycle in June to accommodate department needs 6/10 6/20 6/30 Must be within 90 days of service UH Invoices to be uploaded on 7/7 The items we dont know about can cause problems!

17. AFTER 6/30/11: (But before close) Final Index Reconciliation Watch for new (unexpected) entries! Ask NOW, not after close Accruals If it absolutely, positively has to be there Catastrophic Leave Annual Leave

18. Day Date Time Place Topic

19. IN SUMMARY: You will finish strong if: Indices are reconciled monthly Deadlines are carefully followed Documents are followed through to completion