STATE OF CONNECTICUT CoreCT Project Financials User Group

STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/GL June 7, 2004

Agenda Updates – Issue Resolution - Current AR/GL Issues – Year End System Availability – Year End Dates - Reminders Scorecard & AR Document Cleanup – Handout & Demonstration Year End Adjustments - Overview Budget Close – Overview Budget Preparation – FY 2005 CORE-CT Financials User website demo 2

Issue Resolution Process User Calls Help Desk Tech Team resolves problem and/or creates a People. Soft case Help Desk resolves problem or sends to Level II People. Soft works with tech team to resolve Ticket is resolved or sent to technical team with a SIR Resolution given or Future Enhancement is requested 3

Current AR/GL issues and progress being made towards resolution Accounts Receivable • Users can no longer make changes to accounting entries for items in AR> Maintenance > Revenue Estimates > Correct Transactions because this shortcut throws the REV_EST, MOD_ACCRL, and MOD_CASH ledgers to be out of balance with Commitment Control • OSCIP deposits – Check with your Payroll Dept. for the Employee Deduction Remittance Report • Users should continue to use the Line field to increment the lines in Items with multiple accounting lines 4

Current AR/GL issues and progress being made towards resolution To find and resolve duplicate items in an Item Group……. . 5

Current AR/GL issues and progress being made towards resolution Select the Error Info button……. . 6

Current AR/GL issues and progress being made towards resolution 7

Current AR/GL issues and progress being made towards resolution Go to the Group Action tab and Delete the Group 8

Current AR/GL issues and progress being made towards resolution If you see Item Line of all 0’s in a Group…. 9

Current AR/GL issues and progress being made towards resolution 10

Current AR/GL issues and progress being made towards resolution Enter a Number in the Line Field and Save, then hit Next in List to increment to the next error and repeat the process 11

Current AR/GL issues and progress being made towards resolution GL • Mass corrections to the first 3 Payrolls have been posted – review and determine if further corrections are needed • Bring negative balances in Budgets and Expenditures to a positive balance • Update your AR Speed. Types and your PO/AP Speed. Charts or create new ones 12

Year End Dates and System Availability 13

System Availability in June Extended weekday and weekend availability for Financials system. - Monday – Friday 6 am to 8 pm - Saturday – 6 am to 7 pm - Sunday – 8 am to 4 pm 14

Dates for Year End Activities Transfer Invoices – (also applies to Grant Transfers) No billings for Interagency transfers should be created in the system by creditor agencies after 3: 00 p. m. Monday June 14, 2004. No vouchers for Interagency transfers should be created in the system by debtor agencies after 3: 00 p. m. Friday June 25, 2004. All payments for Interagency transfers should be applied in the system by creditor agencies by 3: 00 p. m. Friday July 6, 2004. 15

Dates for Year End Activities AR Deposits All monies received on or prior to June 30 should be deposited in the bank and processed in the system before the 3: 00 budget check on Friday, July 2, 2004. All FY 2004 monies received on or prior to July 1 should be deposited in the bank and processed in the system before the 3: 00 budget check on Tuesday, July 6, 2004 using Budget Period 2005 and Budget Reference 2004. All monies received on or after July 1 should be deposited in the bank and processed in the system using Budget Period 2005 and Budget Reference 2005. 16

Dates for Year End Activities Grants Receivables – Billings for Federal Grant Receivables should be created in the system by creditor agencies by budget check at 3: 00 p. m. Tuesday, June 21, 2004 All payments for Federal Grant Receivables should be applied in the system by creditor agencies by budget check at 3: 00 p. m. Monday, June 28, 2004 17

Dates for Year End Activities GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY 2004 may be submitted until Friday, July 30, 2004. See Year End Adjustments slides for more detail. Budget Spreadsheet Journals or Online Budget Journals In order for agencies to begin processing July 1, 2004 for FY 2005, budget journals must be posted in the system first. See Budget Preparation slides for more detail. 18

Dates for Year End Activities HR Account Code Combinations –Agencies restructuring their Department and/or Budgets should have those changes to the COA Team, OPM and your agency’s HR unit by Friday, June 4, 2004. Those COA changes will be shared with the Core-CT HRMS Team by June 18. Current HR account code combinations will be mapped to Budget Reference 2005 automatically for all budgeted funds. Budget Reference 2004 account code combinations will remain active and Budget Reference 2005 will be created for Non-budgeted funds. Agencies should work with OPM and your HR unit to determine the appropriate mapping for salary expenses in FY 2005. 19

Dates for Year End Activities Appropriations – Agencies must notify OPM no later than Tuesday, June 1, 2004 of all budgeted appropriations continuing into FY 2005. See Budget Close - Overview slides for additional information on lapsing and continuing appropriations. 20

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Agency Scorecard 22

Agency Scorecard and Document Cleanup Agency acronyms and agency names appear in the first two Columns 23

Agency Scorecard and Document Cleanup 24

AR Cleanup – Steps for Agencies 1. Identify Item Groups Not Posted or in Error 2. Identify Payment Groups Not Posted or in Error 3. Identify Item Groups Not Passed through Budget Check 4. Complete all Unprocessed Deposits 5. Identify Direct Journal Deposits Not Passed through Budget Check 25

AR Cleanup – Step 1 Look for Items that haven’t Posted, correct the problems, then Post them 26

AR Cleanup – Step 1 Look for Groups with a status of Error, correct the problems, then Post them 27

AR Cleanup – Step 2 Look for Payment Groups that haven’t Posted, correct the errors, then Post them 28

AR Cleanup – Step 2 Finalize your worksheet, and Post it 29

AR Cleanup – Step 2 Finalize your worksheet, and Post it 30

AR Cleanup – Step 3 Identify and correct AR Items that haven’t passed Budget Check 31

AR Cleanup – Step 3 If the accounting entries are correct, Create the Budget Journal and Post it If the accounting entries are not correct, Unpost the Item, correct the Accounting Entries, then Post it 32

AR Cleanup – Step 4 All deposits for FY 2004 must be processed and budget checked by June 30. All payments for FY 2004 budget period must be applied and budget checked by July 6. 33

AR Cleanup – Step 5 Identify Direct Journal Deposits not passed through Budget Check and correct them 34

AR Cleanup – Step 5 Select one of the Direct Journals returned from the Search Page 35

AR Cleanup – Step 5 Click on the Line Exceptions page, Click on the drilldown for more details 36

AR Cleanup – Step 5 The Budget Chartfields tab gives some information, for more… 37

AR Cleanup – Step 5 Select the Budget Override tab If the accounting entries are correct, create the Budget Journal. If the accounting entries are incorrect, note the Deposit ID. 38

AR Cleanup – Step 5 Return to the Deposit, and Modify the Accounting Entries 39

AR Cleanup – Step 5 Deselect Complete, Click on the Red X icon, and the Chartfields will reopen Correct the accounting entries, check Complete, and Save. 40

EPM Queries for FYE Navigation: EPM Reporting Tools > Query Manager > Find An Existing Query Current – CT_CORE_FIN_AR_OPEN_ITEMS CT_CORE_AR_ACCTG_DISTRIB In Development – CT_FIN_UNPOSTED_ITEMS CT_ AR_DEP_CNTRL_FAIL_BUDCHK CT_AR_GRP_CNTRL_NOT_COMPLETE CT_AR_ITEM_ACTVTY_NOT_PROCESD CT_AR_PAY_MISC_NOT_JRNLGEN 41

AR Cleanup Job Aid Navigation: http: //www. core-ct. state. ct. us/user/finjobaids/2004 ye. htm 42

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Year End Adjustments GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY 2004 can be prepared immediately and they will be posted to Period 12 if entered before June 30. Year End Spreadsheet Journal Corrections Spreadsheet journal corrections for FY 2004 submitted after July 1, 2004 must be uploaded successfully by 5: 00 p. m. Friday, July 30, 2004. They will be posted to Period 998. (See 2004 Year End Spreadsheet Journal Entry Job Aid). • Allow additional time for the Upload process to succeed • Limit the number of journal lines to 100 • Changing funds requires 4 lines of distribution, not 2 45

Year End Adjustments Navigation: http: //www. core-ct. state. ct. us/financials/gl/Default. htm 46

Year End Adjustments 47

Year End Adjustments This applies to Spreadsheet Journals prepared in July for FY 2004 48 Correction of Payroll 25 for SID 35121

Year End Adjustments At year end, include Adjustment Period ‘ 998’ in your GL Reporting Requests 49

Year End Adjustments 50

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Associated Revenue – FY 2005 Associated Revenue for Advance Funded Grants will be replaced in FY 2005 by direct appropriation and allotment of funds • No action required by the agency • OSC to use Daily Receipts report to increase APPROP and ALLOT budgets accordingly • Budget Inquiries – look at your Budget line, not your Associate Revenue line for increased spending authority • Budget Reports - look at your Budget column for increased spending authority 52

Budget Close - Overview Lapsing Appropriations for FY 2004 – • No balances will be brought forward • Brings all budgets equal to expenditures, closing out the budget in Period 999 • PO Rollover will recommit all unliquidated encumbrances • Expenditures liquidating these encumbrances are charged against FY 2005 appropriation 53

Budget Close - Overview Continuing Appropriations for FY 2004 – • All Federal and Other Grants or Insurance Recoveries should be balanced and closed by Wednesday, June 30, 2004 • All unexpended balances will be brought forward after the balances are verified by Monday, August 16, 2004. Contact John Clark at 702 -3350 if your agency requires access to funds prior to this date • PO Rollover will recommit all unliquidated encumbrances • Expenditures liquidating these encumbrances will be recorded as new year expenditures 54

Budget Close - Overview Lapsing Appropriations not renewed with a FY 2005 appropriation – • Will be extended until Saturday, July 31, 2004 to liquidate obligations incurred in FY 2004. • PO Rollover will recommit all unliquidated encumbrances • Expenditures liquidating these encumbrances will be recorded as new year expenditures • After Saturday, July 31, 2004 the unliquidated balance will lapse. 55

Budget Close - Overview 56

Budget Close - Overview 57

Budget Close - Overview 58

Budget Close - Overview 59

Budget Close - Overview 60

Budget Close - Overview 61

Budget Close - Overview 62

Budget Close - Overview 63

Budget Preparation – FY 2005 Budget Spreadsheet Journals or Online Budget Journals All by 5: 00 p. m. Monday June 28, 2004 • If preparing a Budget Spreadsheet Journal, allow one week additional for the Upload process to complete successfully and for the journal to be Posted • Upload by 5: 00 p. m. Monday, June 21, 2004 • Limit the number of lines per journal to 100 • If preparing Budget journals online, allow three business days for the journal to be Posted • Enter and Post by 5: 00 p. m. Wednesday, June 23, 2004 • Limit to the number of lines per journal to 300 • Handout – 2005 Budget Spreadsheet Journal Entry 64

Budget Preparation – FY 2005 65

Budget Preparation – FY 2005 …. . KK_AGY 1_BD Journal date should be July 1, 2004 or later. (See Header Line above) Ledger should equal one of the KK_ ledger groups on the previous slide All agency budgets should have a budget period equal to 2005 Budget Reference should equal 2005 or the appropriate year 66

Budget Preparation – FY 2005 Navigation: http: //www. core-ct. state. ct. us/financials/gl/Default. htm 67

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Navigating the Core-CT Website Why use the website? Why not pick up the phone? - Get information quicker - Save taxpayer dollars What is there and useful? - Core-CT job aids - Indexed Daily Mails - Core-CT Extra Newsletters Make it a habit! -A browser favorite (click Favorites, Add) -Your home page (Link on Core-CT Home Page gives instructions) 69

Closing Thank You for your participation today. We hope this information proved helpful… • Look for this presentation and meeting Q & A’s on the Core-CT Website (http: //www. corect. state. ct. us/financials/usergrp/index. htm) • Look on the Core-CT Website for more detailed Year. End Closing Instructions as they become available (http: //www. corect. state. ct. us/financials/2004 fye/Default. htm) 70