1. March 23, 2010

2.  Year-End Preparation  Complete Documents  Negative Appropriation Balances  Month-End Process  Q&A 2

4.  We need your help in getting documents through the system in preparation for year-end  For items to be paid / encumbered against FY10 budget, you must comply with the deadlines in the Auditor of State’s (AOS) Year End Memo  Each of us is accountable for the success of our agencies with respect to year-end  We will be measuring progress (or lack thereof) on the topics included in this presentation on an agency-by- agency basis

5.  SBA Analysts will be following up with you and your staff on the topics below:  Timely deposit of cash  Timely creation of ROC accounting entries  Closing out prior year pre-encumbrances and encumbrances  Timely approval of GL entries  Timely cleanup of Assets  Closing out unneeded purchase orders  Cleaning up funds with negative APPROP balances  Cleaning up funds with negative ALLOT balances

6.  User defaults may be changed after the deadline so that processing will charge FY11 budget.  Date will be provided by GMIS/AOS in the future  All Funds with Negative Appropriation Balances must be addressed before the books are closed  State Budget Agency is pre-loading FY11 budgets

7.  Please do not submit any items to AOS if they have edit errors or budget checking errors  If errors are encountered upon receipt at AOS, the items will be returned and there’s no guarantee they’ll be processed  Payments for items incurred between June 16 th and June 30 th or Prepayments are not allowed per Section 13, PL 182-2009(ss)

8.  Deadline for submitting FY10 Claim Vouchers, PO payments, Travel Vouchers, SDO Reimbursements to AOS  4:30 PM June 18 th  FY10 Requisitions must be approved by agency staff by 4:30 PM June 11 th  All remaining FY10 (and prior FY) requisitions must be closed and budget checked to no longer consume budget

9.  Deadline for submitting FY10 Journal Entries and ID bill Journal Entries to AOS  4:30 PM June 18 th  Automatic exception for allocating June 16 th, June 23 rd and June 30 th payroll entries  Deadline for these entries is 4 PM July 2 nd  No exceptions!

10.  Receipts should be deposited at Treasurer’s Office within 24 hours of receipt per IC 5-13-6-1  FY10 Receipts must be deposited by 3 PM June 30 th  Accounting entries must be completed and approved for all ROCs by 7 PM June 30 th to be counted as FY10 revenues  AR approver must approve ROC Direct Journals before 7 PM on June 30th

11.  Deadline to enter all asset transactions: July 3 rd  Asset Management Team clean up sessions  Thousands of assets don’t have sufficient accounting information which prevents us from running depreciation on a Statewide basis  Linking process between 6/30/09 GEAC assets and PeopleSoft  E-mail this week detailing GEAC assets that can’t be found in PeopleSoft  Identify assets in PeopleSoft (add if necessary)

12.  Queries referenced in handout will be updated weekly and posted on ENCOMPASS website under ENCOMPASS Documents  2010 Year End Close  http://myshare.in.gov/SBA/encompass/Shared%20D ocuments/Forms/AllItems.aspx?RootFolder=%2fSB A%2fencompass%2fShared%20Documents%2f2010 %20Year%20End%20Close&FolderCTID=&View=%7 b5626DEE3%2dB9AF%2d455F%2d86AF%2dCB93E 11DFA23%7d http://myshare.in.gov/SBA/encompass/Shared%20D ocuments/Forms/AllItems.aspx?RootFolder=%2fSB A%2fencompass%2fShared%20Documents%2f2010 %20Year%20End%20Close&FolderCTID=&View=%7 b5626DEE3%2dB9AF%2d455F%2d86AF%2dCB93E 11DFA23%7d

14.  GL Deadlines for Remainder of Fiscal Year  Submit to AOS by 4:30 PMClosing Date  MarApr 6Apr 8  AprMay 5May 7  MayJun 3Jun 7  JunJul 2Jul 6  GL items not posted before month is closed must be deleted and re-entered in the next month. 14

15.  Closes on the Last Business Day of the Month  Transactions are posted to AP after edited and budget checked whether or not they are approved  Posted in AP and then GL in nightly batch process  If unapproved voucher in AP is revised (amount changed, chartfields revised) after period is closed transaction fails editing at time of approval.  Original accounting is reversed in new period  New accounting with current accounting date is posted 15

16.  Closes on the Last Day of the Month  Per State law, agencies are required to deposit cash received no later than 1 business day following receipt of funds.  Accounting Date on deposit is date Treasurer’s Office approves deposit  Deposits approved by Treasurer in AR will post cash to GL in nightly batch process.  Must enter and approve ROC accounting entries by 7 PM on last day of month when the deposit is made for revenue to count for that month. 16

17.  Plan to Close 4 Business Days after Calendar Month End.  A limited number of transactions are entered directly into AM and then posted to GL  Examples: transfer of asset, disposal of asset, and monthly depreciation expense (which appears in CAFR_ACCRL ledger only)  Transactions entered directly into AM are posted upon approval. These transactions are posted to GL in nightly batch process. 17

18.  Beginning with last 5 business days of month, GMIS monitors queries of transactions in ACTUALS Ledger in AP and AR, and CAFR_ACCRL in AM, that have not been posted to GL.  Based upon query results, GMIS will follow-up with agency staff who are responsible for ensuring these transactions are either posted to GL or if all recognition events have not occurred in sub module, that appropriate actions are taken to record these transactions in next accounting period: 18

19.  If the transaction is posted in sub module, agency must change accounting date on transaction in sub module to new month’s open period;  If the transaction is posted in sub module and transaction must now be revised, transaction must be reversed and new transaction posted. Accounting date of reversal and new transaction are in new month.  Remember, corrections should be made in subsystem. 19

20.  GMIS workshops are available at the end of each month to help agencies with processing items  Pagelets / queries should be used to monitor outstanding items from the previous slides  See the ENCOMPASS website calendar for the complete schedule and for the training schedule 20

22.  Deadlines in previous slides must be met  Exceptions: e-mail Steve Daniels (sdaniels@auditor.in.gov) and Mary Reilly (mreilly@auditor.in.gov)  SBA Budget Analyst will monitor your progress 22

23.  ENCOMPASS Website  http://myshare.in.gov/sba/encompass  If you are having technical issues, submit them to GMIS  https://financial.gmis.in.gov/psc/guest/EMPLOYEE/ER P/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL 23 We Welcome Your Feedback / Questions / Comments

24.  Steve Daniels, Auditor of State’s Office  e-mail: sdaniels@auditor.in.gov phone: (317) 233-9817  Ryan Downham, Auditor of State’s Office  e-mail: rdownham@auditor.in.gov phone (317) 234-1626  Joe Fistrovich, State Budget Agency  e-mail: jfistrovich@sba.in.gov phone (317) 232-2974  Paul Jasheway, GMIS Office  e-mail: pjasheway@iot.in.gov phone (317) 232-6752  Kim Logan, Treasurer of State’s Office  e-mail: klogan@tos.in.gov phone (317) 233-0921  Marilyn Rudolph, State Board of Accounts  e-mail: mrudolph@sboa.in.gov phone: (317) 234-4929  Jim Welsh, GMIS Office  e-mail: jwelsh@iot.in.gov 24