1. 1 2013/2014 FISCAL CLOSING Workshop March 19, 2014 11

2. 222 INTRODUCTION and WELCOME John Fitzgibbon Associate Vice President for Finance

3. UPCOMING BOF CFS 9.2 UPGRADE On April 7, 2014 (Session 0071) from 10:00 a.m. to noon in the University Center Living Room 3

4. 444 YEAR END MEMO and POWERPOINT PRESENTATION Finance Home Page http://finance.csumb.edu/finance-home Listing of deadline dates is in the YEAR-END MEMO http://ssoalberta.ca/psac.html

5. 555 FY2013/2014 FISCAL CLOSING (Year-End) WORKSHOP March 19, 2014 FINANCE: Procurement – Art Evjen, Director, Business and Support Services Accounting– Bill Musselman, Director of Accounting Budget – Cathy Rank, Director, Budget and Planning Accounting – Michele Zollna, Assistant Director of Accounting

6. 666 FINANCE Procurement Year-End Art Evjen Director, Business and Support Services  Art Evjen, ext. 3394

7. 777 Purchase Req. Deadlines  Art Evjen, ext. 3394 Procurement 3/28 All Purchase Requisitions over $50,000 4/15 All Purchase Requisitions over $25,000 5/13 All Purchase Requisitions under $25,000 5/13 All Purchase Order alteration requests (increases)

8. 888 ALL Purchase Orders will be closed starting June 13 unless Procurement receives a request (electronic spreadsheet) by May 30 to keep the PO open Procurement  Art Evjen, ext. 3394 Keep Open PO List http://www.kjvalloys.com/vendors.html

9. Keep Open PO vs Manual Accrual Due May 30 Send to Procurement Only for POs Preserves your PO Need to do both Due June 20 Send to Accounting (AP) For many transactions Reserves your funds Need to do both 9

10. 10 ProCard Cutoff 6/13 6/14 6/16 6/19 6/20 6/24 Last day ProCard can be used ProCard Lockdown No more transactions this fiscal year ProCard billing cutoff date ProCard activity uploaded to default chartstring. Depts to send Expense Transfer (or can use journal upload template if correcting multiple lines) by June 20 as needed to correct/change the chartstring. ProCard Reports due in to Procurement (Eva)  Eva Salas, ext. 3751 Procurement http://webclipart.about.com/od/events/ss/NationalBeheadingDay.htm

11. 11 ProCard Clarification 6/24 6/20 ProCard Reconciliation Reports due for period ending June 13 by 5 p.m. Accruing to the default chartstring. ET to fix by June 20. ProCard default chartfield corrected by ET. Procurement  Eva Salas, ext. 3751

12. 12 FINANCE Accounting Changes Bill Musselman Director of Accounting  Bill Musselman, ext. 4689 http://www.flickr.com/photos/csumb/5548414060/

13. 13 Accounting Changes Check YE Memo for key dates. Some dates are earlier than PY!! May 22 – All invoices are due from Depts May 29 – Last large check run for the FY NOTE: These dates are earlier than last year in order to better manage the YE Close  Bill Musselman, ext. 4689

14. 14 Accounting Changes IMPORTANT DATE: Friday, June 20 for 8:00 a.m. Data warehouse will be current Check your expenses and accrue unrecorded items Accruals are due on June 20 th at 5pm  Bill Musselman, ext. 4689

15. 15 Change in Accruals Use Tax & freight charges –Dept manually accrue by 6/20 GAAP Accruals - reduced 12/12ths –Cost-Per-Click (copier) –Merchant Fees –Office Max/Office Depot (merging) –TeleCom –Postage –ProCard (dept controlled)  Bill Musselman, ext. 4689

16. 16 FINANCE Budget Office Deadlines Cathy Rank Director of Budget and Planning

17. 17 Payroll Adjustments Deadlines 5/7For Payroll through April 2014 6/5For May 2014 Payroll Budget Office Deadlines http://2.bp.blogspot.com/-R8T64whfl24/T2apTMHsS1I/AAAAAAAAApU/fi0Gzcwf_D8/s1600/deadlines.jpg

18. 18 Budget Office Deadlines Last day for departmental budget transfers 6/11 Budget Office Deadlines

19. 19 PRIOR YEAR PAYROLL Ex: Special Consultants & Student Assistants No Change: Time Worked in May –Payroll Information Deadline for Vouchers due to Payroll is June 1 Paid in June –Budget Information (MB500 only) Payroll Cost Posted in CFS Finance for Accounting Month of June (around end of June/beginning of July) Cost is covered by current year (2013-14) departmental budget

20. 20 PRIOR YEAR PAYROLL Ex: Special Consultants & Student Assistants Change: Time Worked in June –Payroll Information Deadline for Vouchers due to Payroll is July 1 Paid in July –Budget Information (MB500 Only) Payroll Cost Posted in CFS Finance for Accounting Month of July 2014 (around end of July/beginning of August) Cost is covered by departmental FY 2014-15 budget

21. 21 ACCRUALS - FY 13-14 Year End Close Same as Last Year: –Legal Accruals, Current Year Budget Coverage –GAAP Accruals: Budget Coverage by FY 14-15 department budget Legal Accruals Friday, June 20 th : Deadline for departments to submit manual AP accrual list to AP or approved invoices for goods & services received (with budget coverage by departmental FY 13-14 budget)

22. 22 FINANCE Accounting Prior Year Focus Michele Zollna Assistant Director of Accounting

23. 23 and continue to submit approved invoices for payment or vouchering (auto accrual), process manual accruals & deferrals up through June 20 for processing into LEGAL (posts against budget in MB500) for June 23 (date to review departmental reports) NOTE: If you submit invoices to AP then do not have to place on the accrual template. Purchase Early

24. 24 Before submitting manual accruals, first check your PO balances (activity summary on remaining uninvoiced amount). The amount accruing related to a PO should not be greater than the balance remaining on the PO except for freight and sales tax if not factored in. NOTE: Should only accrue what has been received by 6/30/2014 (based on actuals not encumbrances) Check PO Balances

25. 25 Before submitting manual accruals, double check your PO chartstring. The amount accruing related to a PO should be of the same chartstring. Otherwise when the invoice is paid against the PO the accrual will not be posted to the same place. REMEMBER: Three-way match POs will be automatically accrued by AP based on receiving. Two-way match POs invoices, not paid, will need to be manually accrued. Check PO Chartstring

26. 26 All original approved receivers (packing slips) have to be sent to the ‘Shipping and Receiving (FSO)’ prior to noon on June 13, 2014. AP requires ‘proof of receiving’ for the accrual process. Since manual accruals are due earlier than June 30, 2014, if confident shipment will be received 6/30 then manually accrue. AP will get a copy of the receiver from S&R (FSO). If no proof of receiving by 6/30 then will remove the accrual in GAAP which may affect your budget in FY14/15. Shipping & Receiving x4112 - Alfredo Corona x3706 SHIPPING & RECEIVING

27. 27 TO AVOID DUPLICATION consolidate accruals for your department for sorting and reviewing. Submit on due date and not before. Possibly having one person review for duplication before submitting to AP. NOTE: Check and recheck before submitting accrual Consolidate Accruals

28. 28 The CO has mandated that University billing be centralized. All third party billing, including billing to the Auxiliary, has to be processed by the University Accounts Receivable Accountant. NOTE: Do not deposit payments with Cashier (84C) without an invoice processed. Requires an invoice number. Centralized Billing

29. Centralized Billing – SAM 8776 Please submit billing timely: “The invoice shall be sent to the debtor as soon as practical and within 30 days after the event giving rise to the AR.” University A/R needs time to process the invoice as well. http://www.quizzle.com/blog/wp-content/uploads/2011/12/time-is-money.jpg

30. 30 FINANCE Accounting Other Topics William Musselman & Michele Zollna

31. 31 April 24, 2014 8:00-10:00 a.m. in Building 18 Room 118 Seating capacity is 50 so come early since there is no sign up Discussing the: Timeline changes and how it affects Departments at year-end. Accrual and Deferral processing changes AND MORE YEAR-END CLOSE TRAINING

32. 32 STAFF & FACULTY Deadline reminders, updates and further directions will be posted on: Google ‘Staff and Faculty’ If you are not already on the ‘Travel Friends Listing’ and you want these reminders sent directly to you, please send a request with your email address to: accounts_payable@csumb.edu

33. 33 WHO TO CONTACT: Accounts Payable, Direct/PO Payments Andrew Patronik (A-F)..... 4526 and Accounts Payable Accruals Deanna Aromin. (G-K) Lead. 3711 Cory Castaneda (L-Z)..... 4605 Chargebacks, Recharges & Billings....Tae Young Kim............ 3745 Abe Pedroza...........4415 Deposits................. Joy Lancaster.......... 3719 Expense Transfers (Non-Payroll)....A/P................ 3711 Petty Cash ($50 or less)........ Olga English.......... 4224 Travel (Accruals).............Deanna Aromin......... 3711 by Division: Andrew – AA/A&F; Cory - SA/AA/IT/UA; Deanna - PRES Budget Transfers, Payroll AdjustmentsLaurie Dixon........... 4156 Cathy Rank........... 4021 Ralph Sirtak........... 4618 Bob Cubillas........... 4634 Procurement...............Eva Salas............ 3751 Jasmine Alcones........ 5058 Art Evjen............ 3394 Reyola Carlisle......... 3506

34. 34 Questions? http://blogs.whfreeman.com/smartphysics/files/2013/02/Questions.jpg

35. Doing What Matters http://marketing.csumb.edu/doing-what- matters-0http://marketing.csumb.edu/doing-what- matters-0 3 Minute - https://vimeo.com/84781645https://vimeo.com/84781645 11 Minute - https://vimeo.com/84816147https://vimeo.com/84816147 35