Agency End of Year Calendar and Checklist - Fiscal Year Ended 2010
DATE |
ACTIVITY |
COMMENTS |
DATE COMPLETED |
JUNE TASKS |
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6/1 - 6/29 |
Review SBM Validation Report |
SBM Validation Report is used to detect detail line errors in an SBM batch. The report is available daily in the Systemware report group OSCOP* GL EOY SBM VALIDATE ERROR or can be run out of the GLPUBLIC IE library as C-U-GL-SBM-VALIDATION-REPORT. |
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6/1 - 6/30 |
Override payment terms to pay invoices by June 30, where appropriate |
Agencies must override payment terms on invoices for all payments to be issued in FY 2010 by June 29. (All AP transactions to be paid from current year appropriations must have a PCC payment date no later than June 29.) |
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6/1 - 6/30 |
Verify PO multi-year indicators |
Run PSPUBLIC IE reports C-U-PS-LIST-FUTURE -PO and C-U-PS-LIST-FUTURE-REQ and make any necessary corrections to the multi-year indicators. Only documents with 11 indicators will be converted to a current encumbrance in the next fiscal year. Review all requisitions and POs containing a prior year indicator. |
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6/1 - 6/30 |
Review open requisitions and purchase orders |
Review all open requisitions and purchase orders to determine if any action is required by viewing new XPTR report OSCOPC(F) REQ/ENCUMB BY AGENCY. |
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6/1 - 6/30 |
Delete all requisition headers and purchase order headers with no attached lines |
Use the C-U-PS-REQ-MAINT report to list all requisition headers with no attached lines and the C-U-PS-PO- MAINT-REPORT to list all purchase order headers with no attached lines. |
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6/1 - 6/30 |
Manually close all purchase orders where no more activity (receiving or invoicing) will take place |
The NCAS closes these automatically only when payments are within tolerances. Agencies can use report C-U-AP-INVOICE-STATUS (in the APPUBLIC Library) to help identify candidates for manual closing. Report C-U-PS-OPEN-PO-INV-RECV-RUN (in the PSPUBLIC Library) shows all purchase orders that are in either open or partial status for either receiving and/or invoicing.. |
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6/10 |
Submit CI budget code requisitions for CI's funded by special indebtedness |
Capital Improvements requisitions funded by special indebtedness must be submitted by 10:30 a.m. on this date. |
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6/10 |
Submit CI budget code requisitions for other CI’s and bond appropriations /Submit certifications of deposit |
Capital Improvement budget code requisitions for other CI’s and those funded by bond appropriations must be submitted by 10:30 a.m. on this date. Certifications of deposit must be received by 1:30 pm. |
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6/11 |
Process cash transfers for CI reversions |
Cash transfers for CI reversions to the general fund must be received at OSC by 10:30 a.m. on this date. The IGO vendor # for the reversion is 561611588-08 (OSCGENFUNDREV). Remittance message should be: FY 2010 CI Reversion. For those not processing through the A/P module in NCAS please prepare a CMCS transfer to Dept 9973 with budget code in explanation of transfer section. |
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6/18 |
Deadline for transfer of net proceeds from sale, lease or rental of lands |
Net proceeds from sale, lease, rental or other disposition of lands should be transferred to OSC by 10:30 a.m. on this date. The IGO vendor # for the transfer is 561611588-08 (OSCGENFUNDREV). Remittance message should be: FY 2010 net proceeds from sale, lease, rental. For those not processing through the A/P module in NCAS please prepare a CMCS transfer to Dept. 9978 with the message in the explanation of transfer section. |
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6/18 |
Deadline for transfer of funds for sale of surplus property |
Receipts in excess of the amount budgeted from the sale of surplus property should be transferred to OSC by 10:30 a.m. on this date. The IGO vendor # for the transfer is 561611588-08 (OSCGENFUNDREV). Remittance message should be: FY 2010 Sale of Surplus. . For those not processing through the A/P module in NCAS please prepare a CMCS transfer to Dept 9978 with the message in the explanation of transfer section. |
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6/21 - 6/30 |
Zero $ invoices extracted |
Bank Account Policy is updated to post zero $ checks to GL. |
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6/21 |
Deadline for submitting CI certified reports to Central Managers |
Certified CI reports for June are due to Central Managers on this date. |
CMCS |
6/25 |
Deadline for closing out travel advances |
All permanent and temporary travel advances need to be closed. Travel advance account (532799) must have a zero balance. Outstanding Employee advance Report (AP-I0005) must show no advances and the Negative Balance Report (I-0004) must have no negative balances for employees. Reports are in XPTR - OSCOPX MM122-6 AP BALANCE/MAINT.. |
CMCS |
6/29 |
Reconcile all clearing accounts |
All clearing accounts should have a zero balance before certification. |
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6/29 |
Clear all suspense balances |
All suspense accounts should have a zero balance before certification. |
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6/29 |
Review the Suspended Batch Master file |
All FY 2010 SBM entries need to be corrected and released. |
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6/29 |
Deadline for Reviewing and resolving outstanding credit/debit memos. |
Resolve all credit/debit memos that have been outstanding for more than a year. Review all credit/debit memos for collection. Use Negative Balance Report (I-0004) in XPTR - OSCOPX MM122-6 AP BALANCE/MAINT and the Credit Memo List report (I-004A) in XPTR - MM122-6 CREDIT MEMO LIST. |
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6/29 |
Deadline for reconciling Procurement-Card Transactions |
Reconcile all charges in PC module associated with payments that have a payment date prior to 6/30/10. All transactions on PUTL and PILS with a P in the Pay Indicator field must have a status 1 on PILS screen prior to 6/30/10. |
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6/29 |
End all BC documents |
End all FY 2010 unfinished BC documents: ON HOLD AWAITING COMPLETION, ON HOLD AWAITING APPROVAL, and IN PROGRESS. |
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6/30 |
Year-end check run processed |
Check runs set on this date can be printed on July 1, but may not legally be issued until approved by CMCS on July 1. All payments with a PCC payment date of June 30 will post to GL with a June 29 effective date. |
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6/30 |
FY 2011 Company Fund Table created |
FY 2011 budget funds will appear on the Batch Proof List dated 06/30. |
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6/30 |
Reimburse and close imprest cash accounts |
Imprest cash should be reimbursed and closed out. NCAS effective date should be June 29. |
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JULY TASKS |
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7/1 |
NCAS system unavailable |
NCAS system down for year-end processing. |
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7/2 |
EOY Trial Balances available for Fiscal Year Ended 2010 |
Begin reviewing June 30 (13th month) trial balances on DSS |
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7/2 - 7/7 |
Automated accrual reversals posted |
Verify prior fiscal year accrual reversals have been released from SBM. |
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7/2 - 7/7 |
Process manual reversing entries |
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7/2 - 7/16 |
Deadline for pre-certifying final budgetary reports |
Certified June cash basis reports due to Central Managers by July 16. |
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7/2 - 7/30 |
Flag Accounts Receivable accruals for automated posting to June 30 |
Use BC to flag AR accruals for posting back to June 30. |
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7/2 - 7/30 |
Flag AP accruals for automated posting to June 30 |
Use accrual indicators to flag AP invoices for posting back to June 30. May begin process in May. |
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7/2 - 8/12 |
Post manual accruals |
Post manual accruals and adjustments for fiscal year ended June 30. |
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7/2 - 7/7 |
Carry cash forward |
Perform cash carry forward procedures |
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7/2 - 7/7 |
Change GED dates |
Request OSC to change date on GED screen to process cash carry forward checks. |
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7/2 - 7/30 |
Audit tape available |
FY 2010 cash basis audit tape (periods 1-12) generated by request after cash is certified and closed. |
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7/8 |
FY 2010 Cash Close deadline |
Final day to process cash entries in the Cash Management System (Post fourth quarter allotment reversion entry to NCAS with an effective date of June 30) Final requisitions must be rec’d by OSC on or before 11 am on this date. |
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7/9 |
Deadline for transferring fixed assets |
Deadline for submitting FY 2010 asset transfers to OSC Support Services |
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7/30 |
Deadline for processing non-system checks |
Process Non-system check deletes and cancellations |
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AUGUST TASKS |
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8/2 - 8/4 |
Review flagged accrual report for completion and correctness. |
All accruals flagged during the month of July should be reviewed for accuracy and completeness. |
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8/2 - 8/5 |
Post flagged AP accruals |
Request injection of flagged accruals. Only one processing run can occur for each agency: |
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8/6 |
Fixed asset deadline |
Last day to enter asset data for fiscal year ended June 30. Year ending reports are available in Systemware (refer to the Fixed Asset memo number SAD 10-26 for a detailed listing of reports). THE FA SYSTEM WILL BE DOWN UNTIL AUGUST 09, 2010. |
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8/13 |
Review CAFR information |
Review GASB trial balances and DSS financial statements for completion and correctness |
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8/18 |
Year-end close packages |
Prepare year-end close packages |
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8/27 |
CAFR Statements |
Agency financial statements due to OSC. |
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