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YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
1 Monday, April 27, 2009 Benefits Open Enrollment sessions begin X X X X X X X X X X X
2 Thursday, April 30, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
3 Friday, May 01, 2009 Begin Payroll Suspense review and cleanup X X X X X
4 Check that 9 pay 12 accruals are posted correctly X X X X
5 Expand HR message to remind on how to prevent funding distribution suspense X X X X
6 BW PAY DAY - PPE 4/18 X X X X
7 Last day to submit PO and SPO Reqs requiring Formal Bids X X X X
8 Saturday, May 02, 2009 BW Pay Period 4/19-5/2 Pay Period End (PPE) 5/2 X X X X
9 Monday, May 04, 2009 Due to PBS @5 pm - Form W4, Direct Deposit, BW PPE 5/2 X X X X
10 April Period 10 Close for campus entries - journals must be posted by 6:00 pm X X X X X
11 USER ALERT : All unposted FY09 Period 10 journals will be deleted X X X X
12 Tuesday, May 05, 2009 Run detail Fin Extract & JV20 file after all FIN processing for Final April COFRS feed X X X
13 USER ALERT : No journals should be approved or manual posted X X X X
14 Run month-end processing for April including PIE, Allocations, LOC, Revenue Reclass/Recog, Etc. X X X
15 Wednesday, May 06, 2009 CIW G/L tables and FIN reporting nightly refresh will not occur until Thursday night to allow for generation of monthly reports X X X X X
16 Distribute detail Fin Extract Report to campuses X X
17 Approval Position Data and Job Data - DEADLINE 5 pm, BW PPE 5/2 X X X X
18 Begin generating monthly portal reports for April Period 10 X X X
19 April Period 10 Reports available on demand in the reporting system after 8:00 am X X X X X
20 Transmit JV20 file for final April feed to COFRS by 5:00pm upon OUC approval X X X X
21 Distribute April SNA & SRECNA to campuses X X X
22 Thursday, May 07, 2009 Time Collection Close @ 5 pm for BW PPE 5/2 X X X X
23 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
24 Report burst testing X X X
25 Check SUSF Table and correct any feed errors X X X
26 Benefits open enrollment on-line application begins X X X X X
27 CIW and FIN reporting will be refreshed after nightly processing X X X X X
28 Friday, May 08, 2009 BIG CALENDAR MEETING 9am-12am X X X X X X X X X X X X
29 Processing BW PPE 05/02/09 X X X X
30 Monday, May 11, 2009 Payroll Register Available - BW PPE 5/2 Pay Day 5/15 X X X X
31 Prelim Extracts A, B, C Reports for April Available X X X X X X
32 Gift Wire Transfer 2 (Foundation to University) X X X X X X X
33 April Period 10 month end reports available in portal after 12:00 noon X X X X X
34 COFRS - Prelim Extracts A, C for April (Run COFRS_AC_EXTRACT) X X X X
35 Tuesday, May 12, 2009 Review comp absence report for accuracy and unusual balances X X X X
36 Due to PBS @ 5pm Form W4, Direct-Deposit MON PPE 5/31 X X X X
37 FYEAREND data base created after nightly processing X X X
38 Wednesday, May 13, 2009 Test Receipt Accrual Process (Run Preliminary Accrual Report). AP cleans up vouchers using apy022cx.sqr see SQL setup and processing.doc X X X
39 Due to PBS @ 10am - Check Stops and Advice Pulls BW Pay Day 05/15 X X X X X
40 Due to PBS @ 5pm Form W4, Direct-Deposit BW PPE 5/16 X X X X
41 Thursday, May 14, 2009 Approval of Job Data & Position Data - DEADLINE 5 pm, MON PPE 5/31 X X X X
42 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
43 Friday, May 15, 2009 Time Collection Close @ 5 pm for MON PPE 5/31 X X X X
44 BW Pay Day PPE 05/2 X X X X
2/8/2010
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YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
45 Last day to submit PO & SPO Req requiring Documented Quotes X X X X X
46 Run detail Fin Extract & JV20 file after all FIN processing for First May COFRS feed X X X
47 COFRS Close period 10 X X X X
48 Run GLSCU951; Clear out the prior months *COFRS feed files. X X X
49 Saturday, May 16, 2009 BW Pay Period 5/3 - 5/16 Pay Period End (PPE) 5/16 X X X X
50 Monday, May 18, 2009 Final Extracts A, B, C Reports for April Available X X X X X X
51 ALLCO (ALLCO_COFRS_EXTRACT) and COFRS A, C extracts (Run COFRS_AC_EXTRACT) X X X X X X
52 Transmit JV20 file for first May feed to COFRS by 5:00pm upon OUC approval X X X X
53 Processing MON PPE 05/31/09 HR Production down, HR Reporting available X X X X X X
54 Gift Wire Transfer 3 (Foundation to University) X X X X X X X
55 Tuesday, May 19, 2009 Processing MON PPE 05/31 HR Production down, HR Reporting available X X X X X X
56 Check COFRS SUSF table and correct any feed errors X X X
57 Wednesday, May 20, 2009 Processing MON PPE 05/31 HR Production down, HR Reporting available X X X X X X
58 Distribute campus checklists and templates X X X
59 UBIT estimates for entire fiscal year ending 6/30/2009 due to Tax Manager X X X X X
60 Thursday, May 21, 2009 Approval Position Data and Job Data - DEADLINE 5 pm, BW PPE 5/16 X X X X
61 Begin testing YE batch flow process X X X
62 Thursday, May 21, 2009 Payroll Register Available - MON PPE 5/31 (Pay Day 5/29) X X X X
63 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
64 Friday, May 22, 2009 Time Collection Close @ 11am for BW PPE 5/16 X X X X
65 Processing BW PPE 5/16 X X X X
66 Run detail Fin Extract & JV20 file for May 2nd feed to COFRS X X X
67 Employee Benefits Open Enrollment ends at 5pm (mountain time) X X X X X
68 Provide updated list of projects excluded from scholarship allowance to OUC for FY10 X X X
69 Monday, May 25, 2009 Holiday X X X X X X X X X X X X
70 Tuesday, May 26, 2009 Gift Wire transfer 4 (foundation to University) X X X X X X X
71 Transmit JV20 file for second May feed to COFRS by 5:00pm upon OUC approval X X X X
72 Payroll Register Available - BW PPE 5/16 Pay Day 5/29 X X X X
73 Wednesday, May 27, 2009 1 Need to test roll forward, begin check Y/N value for projects rolls correctly in FIN X X X X
74 2 Refresh of Mirror database X X X
75 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
76 Check COFRS SUSF table and correct any feed errors X X X
77 ePERS will be loaded in for the Spring 2009 semester (Do not run GLSCU777) X X X
78 Due to PBS @ 10am - Check Stops and Advice Pulls MON Pay Day 05/29, BW Pay Day 5/29 X X X X X
79 Thursday, May 28, 2009 ePERS burst reports for PI's will be created and sent to the portals in one day X X X
80 Friday, May 29, 2009 BW Pay Day PPE 05/16 X X X X
81 Moratorium on new account code requests must submitted by 3PM X X X X
82 Start running GLSCU777 - Generate ePERS emails to be sent to PI's X X X
83 MON PAY DAY Pay Period End (PPE) 5/31 X X X X X
84 Moratorium on new June allocation group requests (permanent) FY09 X X X
85 Last day to submit all Other PO/SPO Req using FY09 Fund X X X X X
86 End of Month Gift Wire Transfer between Foundation and University X X X X X X X
87 Run Exhibit K for May and correct attributes for final report-test run X X X X
88 UCB & UCCS Athletics to begin survey staff for Gift In Kind process X X X X X
2/8/2010
Page 2 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
89 Saturday, May 30, 2009 BW Pay Period 5/17 - 5/30 Pay Period End (PPE) 5/30 X X X X
90 Monday, June 01, 2009 Address SPO Out Years; how will the out years that were implemented be used and rolled? X X X X
91 Review trees, all values must be on trees 39961 X X
92 HR EOY_MO testing starts June 1st X X X X
93 Moratorium on FOPP/Org tree changes begins X X X X
94 Monday, June 01, 2009 ePERS emails will be sent out for individuals receiving ePERS for the Spring Semester 2009 X X X
95 Run comp absence report for May after payroll is run X X X
96 Moratorium on Expenditure Control Attribute Changes for 06/01/09 (OUC to run report and verify) X X X X X
97 Due to PBS @ 5 pm - Form W4, Direct Deposit BW PPE 05/30 X X X X
98 Tuesday, June 02, 2009 May Period 11 Close for campus entries-journals must be posted by 6:00 pm X X X X X
99 Fiscal Cert Population sent out to Campus Controllers for update X X X
100 Wednesday, June 03, 2009 Run Detail Fin Extract & JV20 file after all FIN processing for Final May COFRS feed X X X
101 Run month-end processing for May including PIE, Allocations, LOC, Revenue Reclass/Recog, Etc. X X X
102 FIN available user alert send out X X X X X
103 Approval of Job Data and Position Data - DEADLINE 5 pm, BW PPE 5/30 X X X X
104 Thursday, June 04, 2009 Transmit JV20 file for final May feed to COFRS by 4:30pm upon OUC approval X X X X
105 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
106 Begin generating monthly portal reports for May Period 11 X X X
107 CIW G/L tables and Fin Reporting nightly refresh will not occur until Friday night to allow for generation of monthly reports X X X X X
108 Distribute detail Fin Extract Report to campuses X X
109 Distribute May SNA & SRECNA to campuses X X X
110 Time Collection Close @ 5 pm BW PPE 05/30 X X X X
111 May Period 11 Reports available on demand in the reporting system after 8:00 am X X X X X
112 Friday, June 05, 2009 Processing BW PPE 5/30 X X X X
113 Turn off inactive allocation steps and notify UIS X X X
114 Updated Fiscal Cert Population due from Campus Controllers to JOY in OUC X X X
115 Expired State warrant selection process runs (Fund 461 State Capital Const) X X X X
116 Check COFRS SUSF table and correct final May feed X X X
117 Report burst testing X X X
118 Monday, June 08, 2009 Payroll Register Available - BW PPE 5/30 Pay Day 06/12 X X X X
119 CIW and FIN reporting will be refreshed after nightly processing X X X X X
120 Gift Wire Transfer 1 (Foundation to University) X X X X X X X
121 Prelim Extracts A, B, C Reports for May Available X X X X X X
122 May Period 11 month end reports available in Portal after 12:00 Noon X X X X X
123 COFRS - Prelim Extracts A, C for April (Run COFRS_AC_EXTRACT) X X X X X
124 Wednesday, June 10, 2009 Due to PBS @ 10 am - Check Stops and Advice Pulls BW Pay Day 06/12 X X X X X
125 Fiscal Certification – send email to CU Officers to set up due dates X X X X
126 Thursday, June 11, 2009 Due to PBS @ 5 pm - Form W4, Direct Deposit MON PPE 06/30, BW PPE 6/13 X X X X
127 Gift Transfer Calculation (Upload file to CUF) X X X X X X X X
128 Friday, June 12, 2009 BW Pay Day - PPE 5/30 X X X X
129 COFRS - Close period 11 X X X X X
130 Run GLSCU951; Clear out the prior months * COFRS feed files. X X X
131 Run Detail Fin Extract & JV20 file after all FIN processing for 1st June COFRS feed X X X
132 Approval Position Data and Job Data - DEADLINE 5 pm, MON PPE 6/30 X X X X
2/8/2010
Page 3 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
133 Saturday, June 13, 2009 BW Pay Period 5/31 - 6/13 Pay Period End (PPE) 6/13 X X X X
134 Monday, June 15, 2009 Gift Wire Transfer 2 (Foundation to University) X X X X X X X
135 Turn on PR Approval - Send Email that PR journals will need manual approval X X X X
136 Final Extracts A, B, C Reports for May Available X X X X X X
137 ALLCO (ALLCO_COFRS_EXTRACT) and COFRS A, C extracts (Run COFRS_AC_EXTRACT) X X X X X
138 Testing complete for all FYEAREND processes (Estimated) X X X X
139 Time Collection Close @ 5pm for MON PPE 6/30 X X X X
140 Approval of Job Data and Position Data - DEADLINE 5 pm, BW PPE 6/13 X X X X
141 Begin daily email reminders to reallocate Procurement Card transactions X X X X
142 Check and approve COFRS 1st June feed (JV20 file) X X X X
143 Tuesday, June 16, 2009 Time Collection Close @ 5pm for BW PPE 6/13 X X X X
144 Check COFRS SUSF table and correct June 1st feed X X X
145 Wednesday, June 17, 2009 Compensated Absence Liability adjusted based on May report - posted in Fin System X X X X X
146 Ensure HR calendar for FY2010 for FIN is updated (HR YEAREND and HR FIN CALENDAR) PET X X X X X
147 Noon - CUF deadline for gift transfer requests >= $500,000 for 6/30 wire X X X X X X
148 Processing BW PPE 6/13 & MON PPE 6/30 HR Production closed, HR Reporting available X X X X X X
149 Thursday, June 18, 2009 Create copies of all GASB Tables and rename as FY10 version - (SRECNA 2006 will be renamed 3010, SRECNA 2006s will be just 3010) X X X
150 Processing MON PPE 6/30 HR Production closed, HR Reporting available X X X X X X
151 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
152 HRMS/FIN to ensure pay journals require approvals do not run GL680CU 39981 X X X X X
153 Check availability of space on UNIX, FS Prod, Dilbert and adequate space for the scholarship report X X X
154 Friday, June 19, 2009 COFRS Requests to cancel or reissue aged warrants from the EAP18R report X X X
155 Request to SCO for the cancellation of FY08-09 warrants (Fund 461) X X X X
156 Processing MON PPE 6/30 HR Production closed, HR Reporting available X X X X X X
157 COFRS - Level 3 approval needed on AP transactions for FY2010 Long Bill X X X X
158 Friday, June 19, 2009 Pay Date Shift - journals will require approval X X X X
159 Run Detail Fin Extract & JV20 file after all FIN processing for 2nd June COFRS feed X X X
160 Monday, June 22, 2009 Turn on GL680CU - automatic approval of payroll journals X X X
161 Transmit JV20 file for 2nd June feed to COFRS upon approval X X X X
162 39982
Run PA013CU-Y on cycle checks and PA013CU-N off cycle checks in nightly processing thru 1st close (See Tuesday July 7)should start running on the day the first nightly is run after MON payroll X X X
163 Payroll Register Available - MON PPE 6/30 (Pay Day 07/1), BW PPE 5/30 (Pay Day 6/12) X X X X
164 Set open period for AA 7/1- 7/10 for AP accruals X X X X
165 Update PO close days to 0 days so that the POs do not roll X X X X
166 LOC estimates available for pay day shift X X X X X X
167 Gift Wire Transfer 3 (Foundation to University) X X X X X X X
168 FY10 Detail Calendars need to be built including 10, ADB, HR8 X X
169 Tuesday, June 23, 2009 Last day to notify OUC if continuing budgets are ready for roll forward X X X X
170 HR EOY Monthly Testing X X X X
171 Manual approval of Payroll encumbrance journal X X X X
172 Send reminder to IRM not to load the P/R detail into CIW until the journal entry has posted in the Fin System X X X X
173 Post Payroll Accrual for Monthly PPE 6/30 X X X X X
174 Check COFRS SUSF table and correct any feed errors for 2nd June feed X X X X
175 Wednesday, June 24, 2009 Last day for PSC to receive travel vouchers to ensure payment in FY09 X X X X X
176 Last day for PSC to receive non-travel vouchers to ensure payment in FY09 X X X X X
2/8/2010
Page 4 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
177 Due to PBS @ 10 am - Check Stops and Pulls BW Pay Day 6/26 X X X X X
178 Thursday, June 25, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
179 Depts begin marking June business on vouchers X X X X X X
180 Friday, June 26, 2009 BRS Batch Warrant Cancellations by 4:30 PM X X X X
181 Last day to provide PSC with Vendor information to set up new vendors X X X X X
182 Gift Wire transfer 4 (foundation to University) X X X X X X X
183 All Day - HR Production closed, HR Reporting is available X X X X X X
184 HR system upload of Salary Survey Increase for classified staff and exempt X X X X X X
185 BW Pay Day for PPE 6/13 X X X X
186 Saturday, June 27, 2009 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X
187 BW Pay Period 6/14 - 6/27 Pay Period End (PPE) 6/27 X X X X
188 Monday, June 29, 2009 Spins - feed mods 39972 X X X X
189 Due to PBS @ 5pm - Form W4, Direct deposit, BW PPE 6/27 X X X X
190 Monday, June 29, 2009 Last update of expense reports (rest will have to be accrued) - need to be entered and approved X X X X X X
191 Funding changes to impact Payroll encumbrances for FY2009 can be processed until 6:00 pm X X X X X X
192 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X
193 Due to PBS @ 10 am - Check Stops and Pulls MON Pay Day 7/1 X X X X X
194 Last day to run BRS batch refunds (TEID$) X X X X X X
195 Tuesday, June 30, 2009 Spins - feed mods 39972 X X X X
196 0 Run June Payroll Encumbrance for LDOM after cold backup (12:30AM) automatic scheduled X X X X X
197 1 Input to cash system (CORE) by Bursars' cashiers by 5:00 PM( 4:30 UCB) for June departmental business 39960 X X X X
198 1 WEB turned off at 5:00 p.m. for credit card/ACH processing 39960 X X X X X X
199 1 BRS on-line cash machines will go down for BRS at 5:00 pm for final feed (4:30 for UCB). Need to transmit by 6:00 39960 X X X X X X
200 1 BRS demand warrant cutoff 4:30pm - Including demand warrant cancellations X X X X X X
201 2 BRS closed for business by 6PM. Feed occurs after FAM processing X X X X X
202 3 Run BRS Scholarship allowance reports after feed - CALL JOB TO OUC X X X X
203 3 Update Journal Generator template to use transaction date after nightly processing X X X
204 3 Update PO close days to 15 days after nightly processing X X X
205 4 CIW and FIN reporting refresh will occur after nightly and prior to expenditure control set up X X X X X
206 5 Set expenditure control budget definitions after nightly cycle and before encumbrance roll (OUC online) X X X X
207 6 X
Run SPO and PO and SPO Req and PO Req roll after nightly cycle; PO Requisition Encumbrance Roll (PO0034CU);SPO Requisition Encumbrance Roll (PO0037CU);SPO Encumbrance Roll (PO0025CU);PO_POROLL1;PO_POROLL2 X X X
208 7 Zero Out old program encumbrances FY09 for everything X X X X X
209 8 Open all periods for the new fiscal year for the Actuals ledger in the Finance System X X X X X X
210 8 Close and Open the AP Calendar X X X X
211 A Create new cc_revenue initial budget definition for new fiscal year OUC online during the day X X X
212 B Create new Fiscal Year tree (Program_kk_ruleset) OUC online during the day X X X
213 C Run the annual attribute change program (GLS674CU.SQR) X X X X
214 First Day ALL BATCH PROCESSING JOBS are Call Jobs X X X
215 AP accrual checkbox available until second close 7/09 (nine days this year) UIS during the day X X X X
216 Fiscal Certification – Deadline for CU Officers to set up due dates X X X X
217 UCB/UCCS Athletics - last day to complete survey for Gift In Kind X X X X X
218 Approval deadline @ 5pm Position Data Approved and Job Data Approved - BW PPE 6/27 X X X X
219 Cash must be deposited with the State Treasurer's Office (Fund 461) X X X X
220 SPINS - Last day to make F&A rate/type changes for FY10 until after final close X X X
2/8/2010
Page 5 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
221 On cycle payroll journal needs 2010 budget year X X X X X
222 Tuesday, June 30, 2009 Last day to run batch Warrant/ACH refunds for FY09 after pay cycle X X X X X X
223 Deadline for having FY09-10 Long Bill recorded, approved and reconciled X X X
224 MON JUNE Pay Day moved to July 1st X X X X X X
225 Update run controls for GLS648CU_NEWYR, GLS668CU_NEWYR, GLS669CU_NEWYR 39990 X X
226 End of Month Gift Wire Transfer between Foundation and University X X X X X X X
227 Check general fund HR encumbrances - no encumbrances for the general fund X X X X X
228 Default PET date to 6/30 X X X X X
229 Final LOC estimates for pay day shift (Need to do draws) X X X X
230 New year encumbrances begin processing from the SUSF file (thru July 31) X X X X
231 COFRS year end reports begin to run on the revised schedule for year end close X X X X
232 Noon Deadline for PSC to receive requests to cancel AP checks for June 30 X X X X X X
233 Contracts must be effective for all continuation of expiring capital const project (COFRS 461 process) X X X X
234 All goods and services must be received by this date in order to be accounted for in FY09 X X X X X
235 Petty cash and change funds must be counted by this date X X X X
236 Physical inventory of consumable goods must be completed on or before this date X X X X
237 Turn on AP/PO back dated receiving functionality (Available until 2nd close 7/09); Navigation = Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Definition OUC X
online during the day X X X
238 Begin executing GLS648CU_NEWYR, Standard Budgets to KK Budgets, nightly as well as GLS668CU_NEWYR, GLS669CU_NEWYR 39990 X X X X
239 Wednesday, July 01, 2009 Spins - feed mods 39972 X X X X
240 1 Run July Payroll Encumbrance for FDOM X X X X X
241 2 Separate CORE batch dated 6/30/09 for FIN SYS deposits deadline Noon (Campus will close at 11am for input into FIN) 39946 X X X X X X
242 2 Time Collection Close @ 5 pm BW PPE 6/27 X X X X
243 3 Last day to update Y/N attribute for sponsored projects to roll forward - DEADLINE 6PM X X X X
244 3 SPINS - Last date to enter June info-budgets, cash receipts, new projects and attribute changes-FY09 X X X X
245 3 SPINS - Date entries 6/30/09 - Last SPINS feeds to FIN FY09 X X X
246 SPO pages now display current year FY10 and future year FY11 X X X X
247 Inactivate FIN007CU before noon X X X X
248 Last run of GLS668CU, Net Assets Budgets for old fiscal year Automatic scheduled X X X X
249 Mon June Pay Day, PPE 6/30 X X X X
250 Do not run FIN007CU (Budget and Accounting Date Update) during noon budget check X X X X
251 CUF Balances to KK budget X X X X
252 Distribute scholarship reports X X X X
253 COFRS - Period 1 open for FY09-10 X X X X
254 Wednesday, July 01, 2009 COFRS - Begin reviewing EAP05R Report (Unscheduled Payment Turnaround) daily 7/1 - 7/31 (Fund 461 only) X X X X
255 SCO - diagnostic reports available on Document Direct daily from 7/1 - 8/1 X X X X
256 UCB Blackbox feed cutoff 6:00PM X X X X X
257 Review of cash and lockbox entries X X X
258 Departments begin marking June business on SPO voucher approvals as applicable; ungray field during "Accrual Period" by UIS; the field is FYE_ACCRUAL_CU X X X X X
259 Begin daily review COFRS SUSF file cleared of rejects and required approvals 7/1 - 7/31 (COFRS 461 process) X X X X
260 PSC checking June business vouchers applications X X X X X
261 Record JE to release 6/30 paychecks against cash X X X X X
262 Bursars: Review BRS feed to ensure that all BRS journals are posted X X X X X X
263 Departments begin back-dating receiving as applicable; there are user maintained pages to define the begin and end of the accrual period X X X X X
264 Activate before nightly processing PO0038CU (Prior Period SPO Bal Program) and APY044CU (FYE Auto Pay Accounting Date Update) X X X X
2/8/2010
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YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
265 Fiscal Certification - send email to targeted population to remind them of fiscal certification process underway X X X X
266 Thursday, July 02, 2009 1 All cashier rpts fm Bursar's offices to OUC for June 30 submitted by 8:30am X X X X
267 3 1st Preliminary close for campus input - All journals must be posted by 6PM X X X X X X X
268 4 Run and post AP receipt accruals in nightly close (AP_RCPT_ACCRL in UC4) X X X X
269 5 SPINS and FIN - Roll forward project budgets and expenses for letter of credit processing in July OUC online during the day X X X X X
270 6 LOC - runs in both old and new years, after project budgets have rolled forward, until after 3rd close X X X X X
271 Entries to SPINS now affect only FY2010 X X X
272 Processing BW PPE 6/27 X X X X
273 Post Payroll Accrual for BW PPE 6/27 X X X X X
274 Moratorium on attribute changes to Spins Projects begins-until after final close X X X X X X
275 Friday, July 03, 2009 0 USER ALERT : No journals should be approved or manual posted (New fiscal year exemption) X X X X
276 0 CU Holiday X X X X X X X X X X X X
277 1 Run 1st close allocations to FIN for year-end X X X
278 2 Run Monthly PIE and revenue recognition X X X
279 3 Do not run QTR PIE, or revenues reclassifications X X X
280 4 Run Back up ledger in FIN after allocations run and before nightly processing (GLS641CU) Update run controls X X X
281 5 Check to ensure correct accounting period is open after allocations X X X
282 6 Run Detail Fin Extract & JV20 file after FY2009 processing for 3rd June COFRS feed X X X
283 7 Do Not run FAM EOM X X X X X
284 F&A for FY09 only will be run on FIN Production every night (Turn off FY10 period 1 F&A in nightly) X X X
285 *Note: Do not open the period until after the nightly process X X
286 Friday, July 03, 2009 Begin Prior Period Ledgers for SPINS in nightly flow X X X X
287 Start SPINS PM ledger extract X X X X
288 Saturday, July 04, 2009 CIW G/L tables and FIN reporting nightly refresh will not occur until Sunday night to allow for generation of monthly reports X X X X X
289 Begin generating monthly portal reports for 6/30 1st Close X X X
290 1st Close Reports available on demand in the reporting system after 8:00 am X X X X X X X X
291 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X X
292 Open the period X X
293 HOLIDAY X X X X X X X X X X X X
294 Sunday, July 05, 2009 Report burst testing X X X
295 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X X
296 Weekend Special Processing will occur including refresh at 6pm X X X X X X X
297 Monday, July 06, 2009 UCB - Lynda Reisinger will arrange for pick up of Pink Paper reports from UIS X X X X
298 Begin nightly Revenue Recognition for FY10 X X X X
299 Begin daily SNA and SRECNA reports generated, placed on the Web and notify Campus Controllers X X X
300 Begin daily run of SNA and SRECNA and placed in Dilbert X X X
301 Spins - feed mods 39972 X X X X
302 F&A and LOC for FY09 will be run on FIN production every night as normal as well as OLDYEAR_RRCG_ALL X X X X X
303 Distribute detail Fin Extract Report to campuses X X
304 June 1st Close Period 12 month end reports available in Portal after 12:00 Noon X X X X X
305 Payroll Register Available for BW PPE 6/27, Pay Day 7/10 X X X X
306 To ensure FY09 accrual, PV and TV must be in the PSC by 5:00 pm X X X X X
307 PBS to provide OUC with PBS overpayment log X X X X
308 Transmit JV20 file for 3rd June feed to COFRS upon approval by OUC )-State will process on Monday at 6PM X X X X
2/8/2010
Page 7 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
309 Post final off cycle as June business X X X X X X
310 HR EOY MON Flow (After Nightly processing) - needs to be verified and approved X X X X X
311 Tuesday, July 07, 2009 Check COFRS SUSF table and correct any feed errors for 3rd June feed X X X X
312 Last day to enter re-allocation charges on Procurement Card - DEADLINE 3 pm-old ACARD System X X X X X
313 Turn off PA013CU-Y on cycle checks and PA013CU-N off cycle checks in nightly processing X X X
314 Deadline for PSC to receive SPO invoices for FY09 business X X X X X
315 FIN/HRMS for payroll to require approvals X X X X X
316 Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am Period 12 FY09 X X X
317 COFRS Extracts A, B, and C reports available for first close X X X X
318 Tuesday, July 07, 2009 Spins - feed mods 39972 X X X X
319 Wednesday, July 08, 2009 Spins - feed mods 39972 X X X X
320 Due to PBS @ 10 am - Check Stops and Advice Pulls BW Pay Day 07/10 X X X X X
321 PSC to provide ACARD CU to CU transaction report to campuses X X X X
322 Feed ACARD reallocations dated July to FY10 period 1 X X X X
323 Thursday, July 09, 2009 Spins - feed mods 39972 X X X X
324 1 2nd Preliminary close for campus input - All journals must be posted by 6pm X X X X X X X
325 2 Last day to do Receiving as of June 30 - DEADLINE 6 pm X X X X X
326 3 AP Final Close at 6PM X X X X X
327 4 Deadline to reissue expired warrants in FY09 from balance sheet account 2751 (Fund 461) -COFRS only X X X X
328 5 Turn off AP accrual checkbox at 6pm; Gray field by UIS FYE_ACCRUAL_CU X X X X
329 6 Turn off AP/PO back dated receiving functionality at 6pm X X X X
330 7 Run AP receipt accrual process in nightly process (AP_RCPT_ACCRL in UC4) X X X X
331 8 Run AP non-receipt accrual process in nightly process (AP_NONRCPT_ACCRL in UC4) X X X X
332 9 Post AP receipt and non-receipt accrual entries using REC_ACCRUAL Journal Generator X X X X X X
333 Refresh FYEAREND from Backup after nightly process X X X X
334 Remove AP/PO receipt accrual job from FIN nightly processing X X X
335 Update Journal Generator template to use current date afterly nightly processing X X X
336 Friday, July 10, 2009 0 USER ALERT : No journals should be approved or manual posted X X X X
337 1 Create Incremental ledger from 7/3 backup ledger after nightly processing-(Run EOY_GLS633CU) after the restore of FYEAREND and before start of 2nd close) X X X
338 2 Run Detail Fin Extract & JV20 file after FY2009 processing for 4th June COFRS feed X X X
339 4 Transmit JV20 file for 4th June feed to COFRS by 6:00 pm upon OUC approval X X X X
340 5 Run 2nd close incremental allocations in FYEAREND (No PIE, No FAM run, yes revenue reclass) X X X
341 UCD reminder of no activity for Fund 80 or AEF allocations Fund 34 X X X
342 UCD to monitor Fund 80 and Fund 34 AEF X X X
343 Run Back up ledger in FIN after allocations run and before nightly processing (GLS641CU) update run controls X X X
344 Run FYE_MSGS_2FIN(GLS642CU & GLS643CU) after allocations and before nightly, runs after 2nd and 3rd close X X X X X
345 Last day to initiate IT's required for period 12 close in COFRS X X X X X
346 Ensure fixed allocations are turned off in FYEAREND (after UC4 GLS633CU Email) X X X
347 DO NOT RUN Fix Amount Allocations in incremental ledger X X X
348 *Note: Do not to open the period until after the nightly process X X X X X
349 Revenue Recognition and Revenue Reclass should run as part of second close X X X
350 Friday, July 10, 2009 Inactivate before nightly processing PO0038CU and APY044CU X X X
351 Activate FIN007CU before noon budget X X X
352 BW Pay Day PPE 6/27 X X X X
2/8/2010
Page 8 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
353 Saturday, July 11, 2009 Begin generating monthly portal reports for 6/30 2nd close X X X
354 2nd Close Reports available on demand in the reporting system after 8:00 am X X X X X X X X
355 Open the Period after replicate X X X
356 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X X
357 BW Pay Period 6/28 - 7/11 Pay Period End (PPE) 7/11 X X X X
358 Sunday, July 12, 2009 Check help desk voice mail (303-315-2846) for emergent issues X X X X X X X X X X X
359 Report burst testing X X X
360 Weekend Special Processing will occur including refresh at 6pm X X X X X X X
361 Monday, July 13, 2009 Gift Fund-last day to post accrual for deficit from link acct (OUC does for all) note ‘run GLS666CU’ X X X
362 June 2nd Close Period 12 month end reports available in Portal after 12:00 Noon X X X X X
363 COFRS Extracts Reports A, B & C available X X X X
364 OUC forward applicable PBS overpayment receivable to campuses for recognition X X X
365 Check COFRS SUSF table and correct any feed errors for 4th June feed X X
366 SPINS - If needed, could prepare Estimate Bills X X X
367 Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am X X X
368 UPI to inquire against CIW for final Fund 80 FOPPS X X X X
369 Due to PBS @ 5 pm - Form W4, Direct-Deposit BW PPE 07/11 X X X X
370 LBA Report X X
371 Spins - feed mods 39972 X X X X
372 Tuesday, July 14, 2009 Spins - feed mods 39972 X X X X
373 IT's with higher education must be approved on COFRS, includes direct bill IT X X X X
374 Wednesday, July 15, 2009 The review of extracts to balance due to/from and transfers X X
375 SCO - issues the Unrealized Gain/Loss Report on market valuation of Treasurer X X X X
376 Approval Position Data & Job Data-DEADLINE 5 pm, BW PPE 7/11, MON PPE 7/31 X X X X
377 CCHE report of expenditures due to CCHE (copies to Joy in the OUC) X X X X
378 Spins - feed mods 39972 X X X X
379 List of AP significant items provided to campus controllers for recognition ( COFRS is $200,000) X X X X X
380 Thursday, July 16, 2009 USER ALERT : All unposted FY09 need to be reviewed by the campus controllers X X X X
381 Last day to create & approve PET FY09 business X X X X X
382 Thursday, July 16, 2009 Spins - feed mods 39972 X X X X
383 Time Collection Close @ 5pm for BW PPE 7/11 X X X X
384 6:00 PM FINAL CAMPUS CLOSE - Fiscal Year 2009 ledger will be closed X X X X X X X X X X
385 Last day to run FY09 LOC as part of close X X X X
386 Remove default PET date of 6/30 at 5pm so it will go back to being the current date X X X X
387 Refresh FYEAREND from Backup after nightly process X X X X
388 Last Day to post manual accruals for all significant items 6pm X X X
389 Change HR calendar so PET can no longer be dated as FY09 business 6pm X X X X X
390 COFRS - CR documents completed and approved by the State Treasurer for FY09 X X X X
391 Expense System Accruals X X X X X X
392 Friday, July 17, 2009 0 USER ALERT : No journals should be approved or manual posted X X X X
393 1 Create incremental ledger from 7/10 back-up ledger- (Run EOY_GLS633CU) after nightly process-first thing in the morning X X X X X
394 2 Run 3rd close incremental allocations in FYEAREND/FIN X X X
395 2 COFRS FY09 Period 12 close. Last day for PV, IT, CR, ENCUMBRANCE transactions X X X X
396 3 Run Quarterly PIE - Do not run monthly PIE X X X
2/8/2010
Page 9 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
397 3 FAM extract in nightly process after replicating CIW and FIN reporting X X X X
398 4 Run Detail Fin Extract & JV20 file after all FIN processing for 5th June feed to COFRS X X X
399 6 Transmit JV20 file for 5th June feed to COFRS by 6:00 pm upon OUC approval X X X X
400 6 Deadline to have Approp codes activated in COFRS by an AP Document X X X
401 7 Last night for PM Ledger extract in Nightly calendar X X X X X
402 Turn off execution of GLS648CU,GLS668CU and GLS669CU X X X X
403 Close period 12 for final X X X
404 SPINS - update F&A rate changes for FY10 (Spins will not be available to users for project entry for about one hour) X X X
405 Final FY09 F&A and LOC calculations & revenue recognition and revenue reclass X X X X X
406 Risk Management to provide actuary report to OUC X X X
407 Processing BW PPE 07/11 X X X X
408 Turn off execution of GLS648CU_NEWYR,GLS668CU_NEWYR, and GLS669CU_NEWYR X X X X
409 All FY09 Supplemental Bills and FY09 Special Bills recorded in COFRS X X X X
410 COFRS Deadline for entries to PORA table (Fund 461) X X X X
411 Clear all COFRS default and clearing accounts (1583-1599, 2510, 2520 and 2751) X X X
412 FY09 encumbrance Docs must be accepted on COFRS to automatically roll to FY10 X X X X
413 Run FYE_MSGS_2FIN(GLS642CU & GLS643CU) after allocations and before nightly, runs after 2nd and 3rd close X X X X X
414 Friday, July 17, 2009 Run EOM_COGNOS3_RPTS X X X X
415 Saturday, July 18, 2009 Begin generating monthly portal reports for 6/30 3rd Close X X X
416 3rd Close Reports available on demand in the reporting system after 8:00 am X X X X X X X X
417 Open Period 998 X X
418 Sunday, July 19, 2009 Report burst testing X X X
419 Weekend Special Processing will not occur; updated journal activity will be available Tuesday morning X X X X X X X
420 Monday, July 20, 2009 Send user alert RE P998 open and required OUC approval - to campus controllers X X X
421 Run JRec generated and send to Campus Controllers X X X
422 Moratorium on tree changes ends (Effective FY10 only) X X X X
423 Moratorium on new account requests lifted (Effective FY10 only) X X X X
424 First day to change existing or request new allocations for July (FY10) X X X
425 Reminder that 998 entries should be adjusted for effect of allocations entries X X X
426 SNA and SRECNA text files and reports change to 998 after 3rd close, GLO430CU,GLO435CU,GLO450CU, & GLO430CU_netassets (_ALLCU) X X X X
427 SPINS closes X X X
428 COFRS Extracts A, B & C Reports available X X X X
429 Check COFRS SUSF table and correct any feed errors for 5th June feed X X
430 Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am X X X
431 Distribute detail Fin Extract Report to campuses X X
432 Payroll Register Available -BW PPE 7/11 (Pay Day 07/24) X X X X
433 Due to PBS @ 5 pm - Form W4, Direct-Deposit MON PPE 7/31 X X X X
434 OUC will provide pledged revenue information to campuses to record in FIN X X X
435 June 3rd Close Period 12 month end reports available in Portal after 12:00 Noon X X X X X
436 COFRS Period 13 Open - Verify COFRS/Extracts to period 13 GLSCU950, GLSCU938,GLSCU942(COFRS Feed - JV20 file) GLSCU943 (COFRS Extract A/C) X X X X
437 Processing MON PPE 07/31 - HR Production closed, HR Reporting is available X X X X X
438 Begin Response to intra-interfund receivable payable confirmations 7/20 - 7/24 (OUC does for all fax to Mickey) X X
439 LBA Report X X
440 Tuesday, July 21, 2009 Run 1st roll forward of actuals - Notify UIS/CIW; GLS931CU and GLS933CU X X X X X
2/8/2010
Page 10 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
441 Run queries to verify roll forward of actuals X X X
442 Last day to confirm inter/intrafund receivables/payables (OUC does for all) X X X X
443 Beginning F&A in nightly process for July (roll forward rate updates are required) X X X X
444 Time Collection Close @ 5 pm MON PPE 07/31 X X X X
445 Bank Confirmations due for completion of risk classification on Exhibit M X X X
446 Tuesday, July 21, 2009 Deadline for recording adjustments to investments X X X X
447 Wednesday, July 22, 2009 Printed reports are due out to the campuses X X X X
448 CCCAS form for reversions submitted to SCO X X X X
449 CCCAS forms to extend spending authority for expiring projects submitted to SCO X X X X
450 Processing MON PPE 07/31 - HR Production closed, HR Reporting is available X X X X X X
451 Due to PBS @ 10 am - Check Stops and Advice Pulls BW Pay Day 07/24 X X X X X
452 Thursday, July 23, 2009 Run Detail Fin Extract & JV20 file after all FIN processing for 6th June feed to COFRS X X X
453 Processing MON PPE 07/31 - HR Production closed, HR Reporting is available X X X X X X
454 UCD campus PIE manual upload X X X X
455 Friday, July 24, 2009 Final day to confirm inter/intrafund rec/payables X X X
456 Processing MON PPE 07/31 - HR Production closed, HR Reporting is available X X X X X X
457 Reverse Period 12 accrual journals by OUC X X X X
458 Roll forward manual pre-encumbrances and encumbrances, including Telecom, to FY10 by OUC X X X X X
459 Known errors file update to OUC X X X
460 BW Pay Day PPE 7/11 X X X X
461 Distribute detail Fin Extract Report to campuses X X
462 COFRS Extracts Reports A, B & C available X X X X
463 Transmit JV20 file for 6th June COFRS feed by 5:00pm upon OUC approval(period 998/13) X X X X
464 Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am(998/13) X X X
465 Final review (last day) of extracts to balance due to/from and transfers X X
466 Saturday, July 25, 2009 BW Pay Period 7/12 - 7/25 Pay Period End (PPE) 7/25 X X X X
467 Monday, July 27, 2009 Payroll Register Available -MON PPE 07/31 (Pay Day 07/31) X X X X
468 Due to PBS @ 5pm - Form W4, Direct deposit, BW PPE 7/25 X X X X
469 UPI to provide estimate to UCD X X X X
470 Distribute detail Fin Extract Report to campuses if needed X X
471 Tuesday, July 28, 2009 1 FINAL REVIEW BY CONTROLLERS - Journals posted by OUC to period 998 (Noon) and 998 Close X X X
472 2 Run Detail Fin Extract & JV20 file after all 998 journals are approved, for FINAL COFRS FY09 feed X X X
473 3 Transmit JV20 file for 998 feed by 4:30pm upon OUC approval X X X X
474 Deadline for recording adjustments to endowments X X X
475 SCO - diagnostic reports available in Document Direct each day thru 8/4 X X X X
476 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
477 Wednesday, July 29, 2009 All 998 entries need corresponding COFRS JV X X X
478 Wednesday, July 29, 2009 Due to PBS @ 10 am - Check Stops and Advice Pulls MON Pay Day 07/31 X X X X X
479 COFRS FY09 Period 13 closes for agency input [Last day for JV's] X X X X
480 Check COFRS SUSF table and correct any feed errors for FINAL June feed X X
481 Check COFRS SUSF table and correct any FY09 errors X X
482 FIN Extract as part of FIN Nightly thru 8/1 X X X
483 Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am X X X
484 COFRS Extracts Reports A, B & C available X X X X
2/8/2010
Page 11 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
485 Approval Position Data and Job Data - DEADLINE @ 5pm BW PPE 7/25 X X X X
486 Last day to submit new allocations group requests for July (FY10) X X X
487 Check COFRS SUSF table and correct any feed errors for 6th June feed X X
488 Thursday, July 30, 2009 First day final Exhibit K is available for production on FIN SYS X X X X
489 FIN Extract as part of FIN Nightly thru 8/1 X X X
490 All 998 entries need corresponding COFRS JA X X X
491 Check COFRS SUSF table and correct any FY09 errors X X
492 Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am X X X
493 COFRS Extracts Reports A, B & C available X X X X
494 Time Collection Close @ 5 pm BW PPE 7/25 X X X X
495 End of Month Gift Transfer between Foundation and University X X X X X X
496 Friday, July 31, 2009 COFRS Roll ending FY08-09 bal sheet to FY09-10 beg balance X X X
497 Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am X X X
498 MON Pay Day (PPE) 7/31 X X X X
499 Last Fin Extract for 998 after July FY09 close and CU EXTRACT X X X
500 COFRS Extracts A, B & C Report available X X X X
501 Last SCO Diagnostic Report FY09 X X X X
502 COFRS - FY08-09 FINAL close X X X X
503 Last Day - COFRS FY09 Period 13 JA entry only need SCO approval X X X X
504 Check COFRS SUSF table and correct any feed errors for FINAL July feed X X
505 Known errors file update to OUC X X X
506 Re-run actual roll forward. Notify UIS/CIW Period 0 X X X
507 Create and Roll forward the campus PIE tables X X X X X
508 Processing BW PPE 7/25 X X X X
509 Intra/Interfund Receivable/Payable confirmation forms due to SCO X X X X
510 Monday, August 03, 2009 First templates are due to OUC X X X
511 Exhibit J sent to campuses by Office of OUC X X X
512 Check to see if another roll forward is needed X X X
513 Payroll Register Available -BW PPE 7/25 (Pay Day 8/7) X X X X
514 Last daily run of SNA and SRECNA and placed in Dilbert X X X
515 COFRS Extracts A, B & C Report available X X X X
516 ALLCO (ALLCO_COFRS_EXTRACT) and COFRS A, C extracts (Run COFRS_AC_EXTRACT) at 7:30 am X X X
517 USER ALERT : All unposted July Period 1 journals will be deleted X X X X
518 Last daily run of SNA & SRECNA for distribution to campuses X X X
519 Tuesday, August 04, 2009 USER ALERT : No journals should be approved or manual posted X X X X
520 July Period 1 Close for campus entries - All journals must be posted by 6:00 PM X X X X X
521 Wednesday, August 05, 2009 Reverse 998 accruals X X
522 Run July EOM allocation entries X X X
523 Do not create JV20 for FY10 X X X
524 Due to PBS @ 10 am - Check Stops and Advice Pulls BW Pay Day 8/7 X X X X X
525 CIW G/L tables and FIN reporting nightly refresh will not occur until Thursday night X X X X X
526 SCO distributes various informational reports and variance analysis requests to campuses X X X X
527 Thursday, August 06, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
528 July Period 1 Reports available on demand in the reporting system after 8:00 am X X X X X
2/8/2010
Page 12 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
529 Begin generating monthly portal reports for July Period 1 FY10 Close X X X
530 Friday, August 07, 2009 R & E detail only for selected departments out of the Reporting System (No reports from Fin) X X X X X
531 Known errors file update to OUC X X X
532 HR system upload of Faculty Contracts X X X X X X
533 All Day - HR Production closed, HR Reporting is available X X X X X X
534 BW Pay Day PPE 7/25 X X X X
535 Saturday, August 08, 2009 BW Pay Period 7/26 - 8/8 Pay Period End (PPE) 8/8 X X X X
536 Monday, August 10, 2009 Exhibits G, N1-N3 are due to OUC from Treasurer's Office 39952 X X X
537 Second templates are due to OUC X X X
538 Exhibit E will be done by OUC office 39952 X X X
539 Exhibits O, P, R, U, Z are due to OUC from all campuses 39952 X X X
540 Exhibit L is due to Office of OUC from Legal Counsel X X X
541 Gift Wire Transfer 1 (Foundation to University) X X X X X X X
542 Monday, August 10, 2009 Due to PBS @ 5pm - Form W4, Direct deposit BW PPE 8/8 X X X X
543 July Period 1 close reports available in Portal after 12:00 Noon X X X X
544 Exhibit M is due to Office of OUC for review from campus/treasury X X X X
545 Wednesday, August 12, 2009 Agency exhibit listing and completed exhibits submitted to SCO exclude UPI, I, J and K X X X X
546 SCO - Variance analysis response due from OUC to SCO X X X
547 Approval Position Data and Job Data - DEADLINE @ 5pm BW PPE 8/8 X X X X
548 Thursday, August 13, 2009 Time Collection Close @ 5 pm BW PPE 8/8 X X X X
549 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
550 Finalize State-funded student financial aid schedules and disclosures X X
551 Controller checklist Part A - Compliance Certification due to OUC X X X
552 Friday, August 14, 2009 Known errors file update to OUC X X X
553 CCCAS forms to reestablish capital construction continuing appropriation spending authority due to SCO X X X
554 Due to PBS @ 5pm - Form W4, Direct deposit MON PPE 8/31 X X X X
555 COFRS FY10 period 1 close X X X X
556 Processing BW PPE 8/8 X X X X
557 Request GGCC to refresh CU COFRS files - before first feed X X X
558 Monday, August 17, 2009 Controller checklist Parts B2, C & D due to OUC X X X
559 Gift Wire Transfer 2 (Foundation to University) X X X X X X X
560 Payroll Register Available -BW PPE 8/8 (Pay Day 8/21) X X X X
561 Exhibit J due to Office of OUC for review X X X
562 Approval Position Data and Job Data - DEADLINE 5 pm, MON PPE 8/31 X X X X
563 Tuesday, August 18, 2009 Time Collection Close @ 5 pm MON PPE 8/31 X X X X
564 Wednesday, August 19, 2009 Processing MON PPE 8/31 - HR Production closed, HR Reporting available X X X X X X
565 Due to PBS @ 10am - Check Stops and Advice Pulls BW Pay Day 8/21 X X X X X
566 Thursday, August 20, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
567 Processing MON PPE 8/31 - HR Production closed, HR Reporting available X X X X X X
568 Friday, August 21, 2009 Risk Management to provide RMIF audit to OUC X X X X
569 Processing MON PPE 8/31 - HR Production closed, HR Reporting available X X X X X X
570 Book all continuing capital const budgets and special bills in COFRS X X X X
571 Known errors file update to OUC X X X
572 BW Pay Day PPE 8/8 X X X X
2/8/2010
Page 13 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
573 Saturday, August 22, 2009 BW Pay Period 8/9 - 8/22 Pay Period End (PPE) 8/22 X X X X
574 Monday, August 24, 2009 Gift Wire Transfer 3 (Foundation to University) X X X X X X X
575 Payroll Register Available -MON PPE 8/31 (Pay Day 8/31) X X X X
576 Due to PBS @ 5pm - Form W4, Direct deposit BW PPE 8/22 X X X X
577 Wednesday, August 26, 2009 Approval Position Data and Job Data - DEADLINE 5 pm, BW PPE 8/22 X X X X
578 Thursday, August 27, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
579 Due to PBS @ 10am - Check Stops and Advice Pulls MON Pay Day 8/31 X X X X X
580 ePERS will be created for the Summer 2009 semester X X X
581 Time Collection Close @ 5 pm BW PPE 8/22 X X X X
582 Friday, August 28, 2009 Exhibit K due to OUC for compilation X X X X
583 Request Extension for F/S including MD&A X X
584 ePERS burst reports for PI's will be created and sent to the portals in one day X X X
585 UPI to provide UCD with final numbers & footnotes for recording in FIN X X X X
586 Processing BW PPE 8/23 X X X X
587 Controller checklist Part B-13 due to OUC X X X
588 Known errors file update to OUC X X X
589 Monday, August 31, 2009 End of Month Gift Transfer between Foundation and University X X X X X X X
590 Exhibit J and fin statements from all state agencies due to SCO X X X
591 MON Pay Day PPE 8/31 X X X X X X
592 Payroll Register Available -BW PPE 8/22 (Pay Day 9/4) X X X X
593 Wednesday, September 02, 2009 ePERS emails will be sent out for individuals receiving ePERS for the Summer Semester 2009 X X X
594 August Period 2 GL Close for campus entries -journals must be posted by 6:00 PM X X X X X X
595 Due to PBS @ 10am - Check Stops and Advice Pulls BW Pay Day 9/4 X X X X X
596 USER ALERT : All unposted FY09 journals will be deleted X X X X
597 Thursday, September 03, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
598 Run August EOM allocations entrues X X X
599 USER ALERT : No journals should be approved or manual posted X X X X
600 Friday, September 04, 2009 Foundation to provide draft 2009 financial statements X X
601 August Period 2 Reports available on demand in the reporting system after 8:00 am X X X X
602 Begin generating monthly portal reports for August Period 2 FY10 X X X
603 BW Pay Day PPE 8/22 X X X X
604 Print R&E detail for selected departments from the reporting system X X X X X
605 Coleman Foundation to provide draft 2009 financial statements X X
606 Friday, September 04, 2009 CUREF to provide draft 2009 financial statements X X
607 CIW G/L tables and FIN reporting nightly refresh will not occur until Monday night to allow for generation of monthly reports X X X X X
608 ULEHI to provide draft 2009 financial statements X X X
609 Saturday, September 05, 2009 BW Pay Period 8/23 - 9/5 Pay Period End (PPE) 9/5 X X X X
610 Monday, September 07, 2009 HOLIDAY X X X X X X X X X X X X
611 Tuesday, September 08, 2009 Due to PBS @ 5pm - Form W4, Direct deposit BW PPE 9/5 X X X X
612 August Period 2 close reports available in Portal after 12:00 Noon X X X X X
613 Fund 398 Exhibit H due to SCO X X
614 Gift Wire Transfer 1 (Foundation to University) X X X X X X X
615 Wednesday, September 09, 2009 Approval of Job Data & Position Data - DEADLINE 5 pm, BW PPE 9/5 X X X X
616 Thursday, September 10, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
2/8/2010
Page 14 of 15
YEAREND CALENDAR FY2009
Line # Date # Date Revised Public Audit Budget Controllers Users OUC Other PBS PSC Spins State UIS UPI
617 Time Collection Close @ 5 pm BW PPE 9/5 X X X X
618 Friday, September 11, 2009 COFRS FY10 period 2 close X X X X
619 UPI to provide UCD with audited financial statements X X X X X
620 Known errors file update to OUC X X X
621 Final Exhibit K due to Mickey from OUC Staff X X
622 Due to PBS @ 5pm - Form W4, Direct deposit, BW PPE 9/19, MON PPE 9/30 X X X X
623 Processing BW PPE 9/5 X X X X
624 Monday, September 14, 2009 Exhibit K due to SCO X X X
625 Gift Wire Transfer 2 (Foundation to University) X X X X X X X
626 Payroll Register Available -BW PPE 9/5 (Pay Day 9/18) X X X X
627 Deadline for booking FY2010 Special Bills with FY2010 spending authorization X X X X X
628 Tuesday, September 15, 2009 UPI Exhibits to SCO X X X X
629 Wednesday, September 16, 2009 Approval Position Data and Job Data - DEADLINE 5 pm, MON PPE 9/30 X X X X
630 Due to PBS @ 10am - Check Stops and Advice Pulls BW Pay Day 9/18 X X X X X
631 Thursday, September 17, 2009 Time Collection Close @ 5 pm BW PPE 9/30 X X X X
632 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
633 1st draft statements excluding MD&A and DPCU to publishing X X
634 Transfer Calculation (Upload file to CUF) X X X X X X X
635 Update Auxiliary Budgets for 1st Quarter Report to Regents X X X X
636 Friday, September 18, 2009 SCO - MD&A due for Higher Education Governing Boards X X X
637 BW Pay Day PPE 9/5 X X X X
638 Friday, September 18, 2009 State - Issue FY2009 General Purpose fin statements (limited distribution) X X X
639 Processing MON PPE 9/30 - HR Production closed, HR Reporting available X X X X X X
640 UBIT estimates for 1st quarter ending 9/30/2009 due to Tax Manager X X X X X
641 Saturday, September 19, 2009 BW Pay Period 9/7 - 9/20 Pay Period End (PPE) 9/20 X X X X
642 Sunday, September 20, 2009 Processing MON PPE 9/30 - HR Production closed, HR Reporting available X X X X X X
643 Monday, September 21, 2009 Processing MON PPE 9/30 - HR Production closed, HR Reporting available X X X X X X
644 Gift Wire Transfer 3 (Foundation to University) X X X X X X X
645 Tuesday, September 22, 2009 Processing MON PPE 9/30 - HR Production closed, HR Reporting available X X X X X X
646 Wednesday, September 23, 2009 Payroll Register Available -MON PPE 9/30 (Pay Day 9/30) X X X X
647 Approval Position Data and Job Data - DEADLINE 5 pm, BW PPE 9/19 X X X X
648 Thursday, September 24, 2009 Time Collection Close @ 5 pm BW PPE 9/19 X X X X
649 UBIT final actuals for entire fiscal year ending 6/30/2009 due to Tax Manager X X X X X
650 Friday, September 25, 2009 Processing BW PPE 9/19 X X X X
651 1st draft from Publishing X X
652 Monday, September 28, 2009 Gift Transfer Calculation (Upload file to CUF) X X X X X X X
653 Payroll Register Available - BW PPE 9/19 (Pay Day 10/2) X X X X
654 Tuesday, September 29, 2009 Spins - Open A/R periods for 2011 X X X X
655 Open budget periods for 2010-2011 X X X
656 Wednesday, September 30, 2009 Draft F/S minus MD&A, and DPCU to auditors X X X
657 COFRS - Accounts payable relating to FY08-09 should be cleared (Fund 461) X X X X
658 End of Month Gift Transfer between Foundation and University X X X X X X
659 Due to PBS @ 5pm - Form W4, Direct deposit BW PPE 10/2 X X X X
660 MON Pay Day PPE 9/30 X X X X X X
2/8/2010
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