Year-End Closing of the Books 2009-2010

1. Year-End Closing of the Books2009-2010

2. Overview of Closing: - Why? • End of Business Cycle • Federal & State Requirements • Snapshot in Time • Yearly Reporting – Internal & External Auditors • http://www.ous.edu/cont-div/reports/annfinst_fy2009.php

3. Overview of Closing - When? • July 1, 2009 through June 30, 2010 - including accruals thru July 26, 2010

4. Overview of Closing - What? • Close Fiscal Period 12 • Open Accrual Period 14 • Depts. have one week for adjustments • BAO has one week for adjustments • OUS extracts data & creates necessary reports

5. Balance Sheet Account Codes A = Assets B = Liabilities C = Income Statement Totals D = Fund Balance E = Fund Additions F = Fund Deletions Income/Expense Accounts are rolled up to Fund Balance at Fiscal Year-End.

8. Balance Sheet/Income Stmt.

9. Dates to Remember: • June 5 June Regular Payroll Deadline • June 23 Contact BAO for help accruing department non-student accounts receivable • June 30 Last day to submit Student Receivables • June 30 Last day to Deposit Cash by 3:00 p.m. • June 30 Item(s) must be received by this day to pay with 09-10 funds • July 2 Last day to submit Service Dept. “interface/AppWorx” JVs for Period 12

10. Dates to Remember: • July 6 Last day to Submit Payroll Form (PAA) for 09-10. • July 6 Last day to direct input Inter-Institutional JVs (Charts B-K) for Period 12 • July 8 Last day to submit Budget changes for Period 12 • July 8 Last day to input an invoice for Fiscal Period 12 • July 8 Last day to input JVs for Period 12 • July 8 Period 12 Close ***(Above items must have a June transaction date)

11. Dates to Remember: • July 9 Availability of Fiscal Period 12 Reports • July 9 Last day to direct input Inter-Institutional JVs (Charts B-K) for Period 14 • July 15 Last day to input JVs for Period 14 • July 15 Last day to input Budget Changes for Period 14 • July 15 Last day to pay an invoice for 09-10, Fiscal Period 14

12. Dates to Remember: • July 21 Last day to Submit IIJVs to BAO for Period 14 • July 26 Last day to Submit AP Reports • July 26 Detail and aging reports due for all non-SIS accounts receivable. • July 26Period 14 Close (FY10) • July 27 Availability of Fiscal Period 14 Reports

13. Year End Accruals Prepaid Expense - A5901 Expenditures must be charged to the fiscal year in which goods are received or the majority of the services are performed. Example JV’s as follows: To record expenditure as a prepaid expense in FY10: Debit       Department Fund             A5901 - Prepaid Expense Credit      Department Index            Expense Account Code - ex. 24505  Performance Fees To record the reversal in FY11: Debit       Department Index             Expense Account Code - ex. 24505 Performance Fees Credit      Department Fund             A5901 - Prepaid Expense

14. Year End Accruals Prepaid Revenue - B5901 Revenue must be credited to the fiscal year that the goods or majority of the services are provided. Example JV’s as follows: To record revenue as a prepaid revenue in FY10: Debit       Department Index         Revenue Account Code - ex. 01102 Nonresident Undergrad Tuition Credit      Department Fund            B5901 - Accrued Undistr Income Prepaid Revenue To record the reversal in FY11: Debit       Department Fund            B5901 - Accrued Undistr Income Credit      Department Index           Revenue Account Code - ex. 01102 Nonresident Undergrad Tuition

15. Non-SIS Accounts Receivable • Each department must submit a detail and aging report of their non-SIS accounts. • These reports must be reconciled to banner as of period 14. (FGITBAL) • Includes service departments, auxiliaries, and designated operations accounts receivables from entities that are external to OUS and the member institutions. • Same process applies for internal transactions.

16. Documents entered between July 1 and July 19 for fiscal year 09-10, you will need to change the Transaction Date to June 30. This includes: Budget Changes Invoices JVs Travel Reimbursements Dating FIS Documents

17. Encumbrances • BAO will roll only restricted fund-related encumbrances from fiscal year 10 to fiscal year 11. • Other remaining encumbrances will not be rolled into the 10-11 accounting records.

18. Expenditure Cut-Off Guidelines • Expenditures must be charged to the fiscal year in which goods are received or services are performed. • For goods and services received by June 30 for which vendor invoices have not been received as of July 23, fill out an A/P Report. • http://ba.uoregon.edu/sites/ba/files/forms/yearendap.pdf

19. Service Center Compliance 5 yr. Plan (CAMP) See BAO Website for Detailed Instructions http://ba.uoregon.edu/staff/service-center Service Centers

20. Reporting Property Not Owned by UO • Leased Asset Schedule for Year-End Reporting • Leased Property (LE/LP) • Loaned Property (LN) • Adequate Insurance Coverage • FWIFLST – Banner Form to Check for Completeness of Inventory Records

21. Real Property • Capitalization of CIP Expenses • Conversion of Completed Projects into Real Property Records • Componentization of Specified Buildings used for Research

22. BAO Help • Accounting and Financial Management Contacts http://ba.uoregon.edu/staff/actg-and-finl-mgmt-contacts • Accounts Payable 6-3143 http://ba.uoregon.edu/staff/ap-invoice-payment • Travel 6-3158 http://ba.uoregon.edu/staff/travel

23. Year End COB Deadlines 2009-2010 • http://ba.uoregon.edu/staff/year-end-deadlines

24. Closing Remarks It is time to put an end To good old FY 10 The budgets are dry In the new year cash will fly Oh thank heaven For fiscal year eleven