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Comptroller's Office |
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| Effective: 01/01/2000 |
Revised: 04/4/11
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CMP 105: Fiscal Year-End Closing |
To close out year-end financial transactions on the Advantage System. To establish processing deadlines that help ensure transactions are recorded in the proper fiscal year.
University policy
The following information outlines fiscal year-end close-out procedures for the NAU accounting system for various fiscal areas. The deadlines in this memo will vary from year to year but are consistent with prior year closings.
In order to record expenses in the proper fiscal year, goods or services expected to be received after June 30th should be entered as FY12 documents. The only document that can be entered in the new Fiscal Year prior to June 30, 2011 are requisition documents (RQS docs). Requisitions for the new fiscal year must be entered with the date of July 1, 2011.
IMPORTANT!!!! Please note that the pay period ending 7/10/11 will be a split payroll between FY11 and FY12 with 40% (6/27, 6/28, 6/29 & 6/30) being recorded to FY11 and 60% being recorded to FY12. Please be aware of this as you finalize your budgets for June 30, 2011.
THE FOLLOWING DOCUMENT PROCESSING DEADLINE DATES ARE FOR FISCAL YEAR 2011 ENDING JUNE 30, 2011. THESE DEADLINES APPLY TO DOCUMENT MODIFICATIONS AND CANCELLATIONS. CLICK "HERE" FOR A PROCESSING CALENDAR BY DAY.
Please refer to the Year-End Training web page for special instructions and processing examples.
Index
| Purchasing | Travel | Checks | Transfers | Campus Supply | Deposits | Payroll |
| Purchasing Documents: | |
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RQS Documents - All FY11 requisition documents (RQS Doc Cd) must be completed and approved by June 15th unless they meet or exceed the bid threshold of $50,000, in which case they must be completed no later than May 2nd, 2011 in order to complete the bid process. RQS documents entered after June 15th should be entered as FY12 requisitions for delivery after June 30, 2011. Beginning April 12th, departments can begin entering RQS documents for FY12 for goods/services to be received after June 30th (enter 7/1/11 record date on Header page). FY11 RQS documents not in final phase after June 15th must be deleted. All FY11 RQS documents not closed out by a PO document by June 24th, will be closed by CBDL documents as part of a batch process before June 30th. |
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PD Documents - All departmental purchase orders (PD Doc Cd) must be completed by June 30th. PD documents on the Document Catalog not in final phase after June 30 must be deleted. No FY11 PD documents will be issued after June 30th. |
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| Blanket Purchase Orders - Goods/Services purchased against blankets
for FY11 must be received by June 30, 2011. When goods are
received, enter a final receiver to close the order (see RC
Documents below). RC Documents - Receiver documents (RC Doc Code) for goods received on or before June 30th must be processed by July 5, 2011 (received date should match date goods/services were physically received). RC documents for the final receipt on a blanket order must be entered as final. Any goods or services invoiced prior to June 30, 2011 are FY11 business and must be paid in FY11. IN Documents - Any vendor invoices for FY11 received by
a department must be forwarded to Accounts Payable immediately
for processing. July 7th will be the last day to process
FY11 Invoice documents (IN Doc Code). |
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PO and PD Rollovers - All FY11 PO and PD documents, except those generated on grant or other multi-year accounts, will be closed during year end processing unless a request is made to roll a document to FY12. Requests to roll PO/PD documents must be submitted by e-mail to the appropriate buyer in Purchasing. The buyer can be found by opening the PO/PD document from the Document Catalog in Advantage and expanding the Contact section on the Header page. Requests for documents that reference Henry Ayala or Candace Schroeder should be directed to Glenn Birkett. Note: Open PO & PD documents for grant or other multi-year accounts
do not need to be rolled and will remain in effect until closed
through the normal A/P process regardless of fiscal year.
PO and PD Lapse Process - Any open FY11 PO or PD documents
not rolled forward will be closed via CBDL documents the week ending
July 8th. Encumbrances on grant or other multi-year accounts
will be rolled to the new year via JVA documents the same week. |
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| Procurement Card Goods and services shall be expended in the year
in which they are received. When the Purchasing Card is used, the supplier may hold the Purchasing Card transaction for several days. This event could create an
accounting problem at the end of a fiscal year (June 30). To ensure proper recording of expenditures, it is recommended that the Purchasing Card be used for emergency purchases only during the last week of June. If it is necessary to use the Purchasing Card during the last week of June, the Cardholder shall inform the merchant that the transaction shall be posted the same day as the purchase.
If travel expenses are posted on or before June 30th for FY11 expenses,
or if you are unsure which accounting year your transactions should
apply to, contact Rosanna Ruiz at 523-6478. GAE Documents - The last day for processing GAE documents for FY11 activity is July 5th. If processing after June 30th, a 6/30/11 record date must be entered on the document header. Related invoices must be submitted to Accounts Payable by 12:00 noon on this day. Check Request Forms - The last day for processing Check Request Forms for FY11 activity is July 5th. Forms must be delivered to Accounts Payable by 12:00 noon.
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| Travel Documents: | |
| TA Documents - All travel authorization documents (TA Doc
Code) for FY11 travel must be completed by
June 30th, unless they include a cash advance, in which case they must be
completed by the 29th in order for the check to be mailed on the 30th.
TA documents for trips ending in FY11 must be closed out by July
5th. For procedures on FY12 trips, and trips which cross June 30 (both fiscal years), please
contact Gerry Barela at 523-6064 (see
CMP 500 for TA requirements).
TP Documents - All travel payments (TP Doc Code) for FY11 travel must be processed by July 5th. Make sure that you use a June 30, 2011 date for FY11 TP documents. If you are unable to meet this deadline please call Gerry Barela at 523-6064 for assistance. (see also deadline to deposit travel checks). For additional information on year end closing procedures for travel, please
contact Gerry Barela at 523-6064. |
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TA Rollovers - All FY11 TA encumbrances
with a trip end date after June 30th will automatically roll to FY12 on July
6th. TA encumbrances for trips ending on or before June 30th will
be automatically closed as part of year-end processing unless a
request is made to roll the document to FY12. To request a TA to
roll, please send an e-mail request to Rosanna.Ruiz@nau.edu and
Gerry.Barela@nau.edu by July 5, 2011 indicating why the TA should be
rolled. An example would be the travel ended on 6/29 and the
traveler has not turned in their receipts. Please remember that the
last day to close out TA documents with a TP document is July 5th,
so try to get your TA documents for old year travel closed out by
this date. |
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| Checks: | |
| Void Checks - Requests to void a check for
FY11 must be
delivered to Accounts Payable by NOON on July 5th. ALL NAU CHECKS WRITTEN ON OR BEFORE JUNE 30, 2011 Vendor checks must be mailed on or before 4:30 on June 30th. Checks to NAU employees and students must be picked or mailed by 4:30 on June 30th. Includes Financial Aid checks, accounts payable checks, travel checks
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| Transfer Documents | |
| IET Documents - Expense-to-expense and Revenue to
Expense transfer documents (IET Doc Code) for FY11 transactions must be
processed by July 11th using June 30 for the transaction date. Jurisdictional
Budget Managers (JFRs)
will have override authority to process IET documents through July
15th. Fund Transfers - Transfer requests must be delivered to the Comptroller's Office by NOON on July 15th, 2011. Payroll Expense Corrections/Adjustments - Payroll expense corrections/adjustments for FY11 must be submitted by NOON on July 8th for pay periods up through pay period ending 6/26/11 and by July 15th for the split payroll which includes 6/27, 6/28, 6/29 & 6/30/11. For all non Grant accounts completed "Non Grant Payroll Transfer Forms" should be sent to the the Comptrollers Office (Box 4080). For Grant Accounts “Grant Payroll Transfer Forms” should be sent to Sponsored Project Services (Box 4070). JV Documents - All departmental Journal Voucher documents (JV Doc Code) must be completed by July 11th for FY11 clearing account activity.
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Campus Supply
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StaplesLink.com Office Supply Orders: Goods shall be expended in the year they are received. To ensure proper recording of expenditures, office supply orders placed through StaplesLink.com shall be processed, no later than, June 22, 2011. Inventory Stock Requests: (Over-the-Counter Transactions) Last day to process FY11 TMA “Over the Counter” stock requests through Campus Supply Shall be June 30, 2011. Inventory Stock Requests: Inventory stock requests placed through the Campus Supply/TMA iSD web-site shall be processed, no later than, close-of-business, June 29, 2011. Campus Supply shall cancel all inventory stock back orders not processed by June 29, 2011. Non-Stock Requests: Last day to process non-stock requests through TMA “Purchase Requisition” (PR) process shall be June 17, 2011. Non-Stock TMA “Run-Slip” Request: CAS Trades non-stock TMA “Run-Slip” requests shall be processed, no later than June 29, 2011. Run slip documentation shall include vendor’s invoice upon return with merchandise. Emergency Purchase Requests: Emergency purchase requests shall be designated as such, in writing, by Capital Assets & Services Management and approved by Kim Beson, Manager, Property Control. Contact Kim Beson at 523-8036 for information regarding Staples Orders and the TMA system.
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| Deposits | |
| Cash Deposits
- FY11 cash receipts, (departmental
deposits, travel reimbursements, etc.) must be delivered by noon
on June 30th, 2011 to the Office of the Bursar in Gammage.
Any deposits dropped in drop boxes after 12:00 Noon on June 30th,
2011
cannot be processed in FY11. If depositing at one of the
secure lock box locations on campus,
locked deposit bags must be dropped off by 9:00 a.m. on June 30th to
be deposited in FY11. Contact Wendy Brown at 523-6077 with
questions. Petty Cash - Petty cash funds should be restored to designated amount. The Petty Cash Form to reimburse petty cash must be delivered to Accounts Payable no later than NOON on July 05, 2011. Foundation Reimbursements - all FY11 Foundation check requests must be delivered to the Foundation office no later than Monday, June 27th at 4:30PM for the Foundation to have them deposited with the Bursar's Office by June 30th.
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| Payroll | |
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Payroll Warrants - Warrants requiring cancellation must be returned to the Human Resources Office on or before June 30, 2011. Time Sheets - All hours worked through June 26th must be submitted on-line no later than 10:00 a.m. on June 27th. All hours worked on June 27th, 28th, 29th and 30th must be submitted on-line no later than 10:00 a.m. on July 11th. This includes all back pay hours due to students and other employees. See FY10-FY11 payroll schedule. Payroll Expense Corrections/Adjustments - Corrections to payroll expenses for FY11 must be submitted to the Comptrollers Office (Box 4080) by NOON on July 8th for the pay period ending 6/26/11. Corrections for the pay period ending 7/10/11 must be submitted by NOON on July 15th (Non Grant Payroll Transfer Forms). Payroll Expense Corrections/Adjustments for Grant Accounts - Reminder !!! - mid-pay period account changes (including year end final payroll) must be submitted on a PAR form in time for the effective payroll run. Payroll Expense Transfer forms for grant accounts for FY11 pay periods ending 6/26/11 must be submitted to Sponsored Projects (Box 4070) by NOON on July 8th (Grant Payroll Transfer Form). Corrections for the pay period ending 7/10/11 must be submitted by NOON on July 15th.
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For additional assistance on year end procedures, please contact the Comptroller's Office.