1. May 19, 20081 Year End Obligations Legal Basis Reporting Workshop May 19, 2008

2. 2 Summary Overview of Ledgers Data Review of Actuals & Encumbrances Obligation Accruals  Business Rules  Automated Process – GL-15  Manual Process Actual/Encumbrance Journals

3. May 19, 20083 Summary Review Helpful Queries & Allocations  Abnormal Balances  Negative Expenditures  Rolling Forward Budget

4. May 19, 20084 CSU Data Structure

5. May 19, 20085 Obligations Accruals Business Rules for year end required reporting  State–GL Account 3010 – Accounts Payable for ALL funds will include Posted Vouchers, Obligations AND Encumbrances  FIRMS record type 10 for object code 201001 will include Posted Vouchers and Obligations…NOT Encumbrances  FIRMS record type 15 for object code 201001 will be Year to date encumbrances (Accounting Period 1-12)  FIRMS record type 16 for object code 201001 will be Project to date encumbrances (Accounting Period 0)

6. May 19, 20086 Accounts Payable to the State includes Encumbrances for Governmental Funds

7. May 19, 20087 Year end Obligations Goods and services received but not yet invoiced (no voucher posted) must still be “obligated” For activity received within the Finance 8.4 application an automated process will create the journals to liquidate the encumbrance portion and record the AP Accrual Manual journals will need to be done for items that cannot be identified by the automated process Utilities Retention etc

8. May 19, 20088 CSUGL015 – Year End Obligations Automated process within PeopleSoft  Can be run in report mode only until ready to actually process journals  Journals are created for Items received on Purchase Orders not yet Invoiced Liquidates Encumbrance as of June 30 Creates a July 1 Encumbrance Journal to re-establish encumbrance Creates Actuals journal as of June 30 Reverses July 1

9. May 19, 20089 CSUGL15 CSU Year End Obligations – Run Control

10. May 19, 200810 CSUGL015 – Year End Obligations – Output (Report)

11. May 19, 200811 CSUGL15 Overview

12. May 19, 200812 CSUGL15 Configuration Accounting Entry Definitions  Define the new records CSU_YEC_ACT_LN CSU_YEC_ENC_LN Journal Template  YECACTOBL  YECENCOBL Journal Source  OBL Journal Mask  YEOBL  YAOBL

13. May 19, 200813 Manual Obligations of Encumbered Amounts Liquidate obligation portion of encumbrance  Effective June 30, 2008 Encumbrance Journal to Ledger KK_DTL_ENC Record the amount as an accounts payable accrual – obligation  Effective June 30, 2008 Actuals Journal to Ledger ACTUALS Re-encumber the obligation  Effective July 1, 2008 Encumbrance Journal to Ledger KK_DTL_ENC Reverse the Accounts Payable Accrual  Effective July 1, 2008 Actuals Journal to Ledger Actuals

14. May 19, 200814 Manual Obligations of Encumbered Amounts Manual Obligation of Encumbered Amounts require THREE journals  Journals to the Actuals ledger can be set up as reversing journals This journal will record the Accounts Payable accrual AND reverse it Journals to the Actuals Ledger can be set up as reversing Journals.

15. May 19, 200815 Manual Obligations of Encumbered Amounts Encumbrance Journals are required to liquidate the encumbrance June 30 and to re-encumber it July 1 Encumbrance Journals are processed with the Ledger Group ACTUALS so that they will be edited by Combo Edits and controlled by open and closed periods

16. May 19, 200816 Manual Obligations of Encumbered Amounts Journals to Liquidate the encumbrance can NOT be set up as reversing.  However, the software will let you do it.

17. May 19, 200817 Manual Obligations of Encumbered Amounts Summary  Three journals are required 1 reversing journals for the accounts payable accrual (June 30, 2008) and the reversing accrual (July 1, 2008) 2 encumbrance journals One dated June 30 to liquidate the obligation portion of the encumbrance One dated July 1 to re-encumber the obligation portion of the encumbrance For the Encumbrance journal dated July 1, use the copy journal with reversing sign functionality

18. May 19, 200818 Reimbursed Activity Another “Encumbrance” Journal  In order to zero out Reimbursed Activity at year end, for amounts related to encumbrances, an encumbrance journal needs to be processed eliminating all encumbrance amounts from Reimbursed Activity

19. May 19, 200819 Query to Identify Reimbursed Activity Encumbrances

20. May 19, 200820 FIELDS

21. May 19, 200821 Criteria

22. May 19, 200822 Having Criteria

23. May 19, 200823 Output Download to excel to prepare encumbrance journals (6-30-2008) and reversing journal (7-1-2008)

24. May 19, 200824 Don’t forget There is no such thing as a REVERSING ENCUMBRANCE journal  You need to do two – One dated June 30 and one dated July 1 Use the Commitment Control hyperlink on the journal to do encumbrance journals to the ACTUALS ledger  Do NOT do journals to the KK_DTL_ENC ledger The offset to encumbrances MUST BE accounts payable – FIRMS Object Code 201001  Can set up a unique campus value

25. May 19, 200825 CSU Data Structure