Year-End Closing of the Books Fiscal Year 2012 Dates to Remember: • June 30 Last day of FY12 • July 9 Period 12 closes at 5:00 p.m. • July 16 FY12 Campus Banner lockout occurs at 5:00 p.m. • July 23 Period 14 (FY12) closes at 5:00 p.m. Dates to Remember: UO Foundation • June 25 (Transfers to UO) 5:00 p.m. deadline for Transfer Check Disbursement Requests (CDR’s). • July 5 (Direct payments to outside vendors) 5:00 p.m. deadline for CDR’s. All CDR’s dated 6/30/12 and prior, and received at the Foundation by 7/5/12 will be expensed in FY12. Key Points: • Fiscal periods 1-12, 14. Each fiscal period should stand on its own. • Banner is the system of record. • All funds, including grant and agency funds, must have transactions recorded in proper FY. • Departments with new leases or using loaned equipment should contact the BAO. • Each department is required to submit a detail and aging report of their non-SIS accounts receivable to the BAO. These reports must be reconciled to Banner as of period 14. Dating FIS Documents Documents entered into FIS for FY12 must have a June 1 – 30, 2012 transaction date. This includes, but is not limited to: Budget Changes Invoices Journal Vouchers Travel Reimbursements Encumbrances • BAO will roll all open purchase order and general encumbrances from FY12 to FY13. • To keep encumbrances from rolling into FY13, cancel or liquidate them before the close of period 12, on July 9th, by 5:00 p.m. 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, please fill out an Accounts Payable Report and forward to the BAO. http://ba.uoregon.edu/sites/ba/files/forms/yearendap.pdf 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 • BAO Closing of the Books Website http://ba.uoregon.edu/staff/year-end-close Questions?
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