YEAREND CLOSE MEETING May 6 2019 Speakers Speakers

YEAR-END CLOSE MEETING May 6, 2019

Speakers • Speakers – Carolyn Rupp-Campus Controller’s Office – Mary Martin –Director of Payment Services and Travel at the PSC – Rhea Taylor-Budget and Planning Office – Susan Watson-Human Resources – Jacqui Gatlin-Student Financial Services • Campus Introductions – Name? – What department? – # of YE closes?

Agenda • • Lunch at 11: 30 Recent Items PSC Presentation UCCS Presentation

Recent Items • New GIK flow July 1 st • Exploring the Cloud • CU Innovation & Efficiency Proposals – May 7 th Reception • Lab Session in JUNE more info to follow • Thanks for your continued support!

Calendars/Websites • OUC FYE page with FY 19 INFO. – https: //www. cu. edu/controller/accounting-finance/fy 2019 -year-end-processing-and-deadlines – Accrual info – PSC Recap – Original Calendar • UCCS Controller’s Office page – https: //www. uccs. edu/rmd/uccs-controllers-office/yearend-information – YE Calendar – PPT slides

FY 19 Year-End Close Dates First Close Second Close Wednesday, July 3 Period 12 Thursday, July 11 Period 996 Final Campus Close Thursday, July 18 Period 997

User Alert • No journals (FY 19) approved or manually posted (New fiscal year exemption) Friday, July 5 th Friday, July 12 th Friday, July 19 th Journals

Upcoming Dates • Friday, May 24 th – Admin Day • Monday, May 27 th – Memorial Holiday • Thursday, May 31 – Bad Debt adjustments as of date, JE early June • Monday, June 3 rd – Spring Semester e. PERs are generated • Friday, June 28 th – Goods and services must be physically received by this date in order to be accounted for in FY 19 – Bursar would like your cash/check drop off by 3 pm

Fiscal Certification Dates • Wednesday, May 1 st – Updated Fiscal Cert sent to campus Controller (second round) • Friday, May 24 th – Fiscal Cert review due back to OUC • Monday, June 3 rd – Set due dates • Friday, June 28 th – Fiscal Cert close for due dates • Tuesday, July 2 nd – Fiscal Cert commences

Clean up by Speed type • Please pay close attention to revenue and transfers (they can cause manual adjustments with carryforward). • Revenue and transfer budgets must match actuals. • Please move budgets around (APPROPRIATELY) within speed type/org so that there are no deficits within account codes.

Fee Speed types • Please make adjustments after deferrals, June 28 th. • Revenue budget should equal actual revenue received. • Adjust expenditure budget accordingly.

Auxiliary Budgets • Budgets should equal actuals for all auxiliary speed types at year end. • We must respond to variance reports throughout the year and this includes year end. • Documents prepared for the Regents look at this data, it is important that it is correct. • GAR (General Admin Recharge) Staying at 8. 5% for FY 20

Plant Funds (Reserves, R&R) • Any balance greater than $10 K needs to be moved to the plant fund. • As we near final close, this $10 K amount may be changed. Units will be contacted if additional funds need to be transferred.

Carryforward (CFWD) and University Net Position (UNP) policy update • The Budget Office will prepare CFWD and plant fund balances. • Vice Chancellors/Chancellor will review and approve. • BOR (Board of Regents) have to approve carryforward amounts before we can allocate temp. budget. These allocations may not happen until later in the FY so be prepared.

Spending plans • Spending plans for plant funds are due to the Budget Office Sept. 30 th. • Spending plans need to be provided on any reserve fund balance (72 or 78) and any fee balance left in the general fund (course, program or/and online). • The Budget office will provide a template for this information. More information to come…

Budget Ledgers: REMINDERS • No one has access to the budget ledgers (processing BJEs) between the second close (July 11) and third close (July 18). • During this time the Budget Office is finalizing the general fund balances. • If you see anything that needs adjusted, please contact the Budget Office.

FY 20 Set Up: REMINDERS • During set up of the new fiscal year, only the Budget Office staff is allowed in the ledgers. If you submit a BJE at this time it will be deleted. • Initial budgets must tie to the Regent approved budgets. We will send out an email when the ledgers are open to campus. • FY 20 Budgets will NOT be ready on July 1.

Salary Increase Report (SIR) Deadlines • Friday, May 24 th – DEADLINE for all campus departments to return final SIR Worksheets to Budget & Planning Office with Merit Increase allocation. • Tuesday, May 28 th – SIR worksheets sent to VCAF and Chancellor for review. • Tuesday, June 4 th – Final, approved SIR worksheets sent to HR for final processing. • Monday, June 17 th – Letter Templates & Final SIR’s returned to depts for processing.

HR Dates for June • Thursday, June 20 th – Approval Deadline 5 pm Position Data, Funding, and Job Data Approved-BW PPE 6/15 • Friday, June 21 st – HR Encumbrances disappear from GF – Run Payroll Register Report-MON PPE 6/30 (check summer funding distributions) • Thursday, June 27 th – Position Funding rollover

HR Dates for July-FY 19 • Wednesday, July 3 rd – Approval Deadline 5 pm Position Data, Funding, and Job Data Approved-BW PPE 6/29 • Friday, July 5 th – OUC to book payroll accrual and reversal for BW PPE 6/29 (will post in period 996) • Thursday, July 11 th – PETs for FY 19 must be entered/approved by 6 pm (beware if in GF this will impact your budgets and budget ledger is closed)

HR Pay Items • SIR Accuracy! – Note any anticipated changes (resignation, transfer, retirement, etc. ) – No time for SIR changes after June 4 th, with the new August pay requirements. • Faculty contract pay in August: – 9 day gap in contract effective dates for 2018 -19 and 2019 -20 – affects 9 pay 12 only; faculty were notified in February • Contract Pay Positive Election in Portal – Faculty must enter their election in the portal between May 1 and July 26, 2019

Items to clean up • Company Card Personal Charges – Account 013109 • Run m-Fin Account Number Report by your Orgs • Company Card Unallowable Expenses – Account 553201 • Run m-Fin Account Number Report by your Orgs • • • Payroll Suspense Deficits Clearing Speedtypes Reconcile your ST’s CU Marketplace lookup on PO’s

Any Questions?