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End of Year Closeout

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					End of Year
Closeout
     CHASS Financial &
     Personnel Team

 March 5, 2007
Topics of Discussion


     End of Year Closeout
      Financial
      Personnel
     Fiscal Year End Reporting
    End of Year Closeout - Financial
    Final automated check writings will occur on June 27. If any manual checks are required
     subsequent to June 28, these payments MUST BE AUTHORIZED PRIOR TO JUNE 25 and
     will require special arrangements.
       Procurement Card: Purchases processed by the bank on or before June 15 will be
           included in the June billing statement. Departments will need to monitor June usage
           carefully to prevent overspending. The last day to reconcile remaining charges is June
           22, 2007 and will post June 26, 2007. Any remaining unreconciled transactions will post
           in July 2007.
       Purchase Requisitions Using State Appropriated Funds/Receipts: Deadline date was
           April 4. All requisitions for both contract and non-contract purchases exceeding $5,000
           must be received in Purchasing by this date. These requests require posting to the state’s
           interactive purchasing system, and must be available for bidding for 14 calendar days.
       Small Purchases: Small purchases processed through (PeopleSoft) must be approved
           at the college level by June 18 at 6:00 p.m. Related invoices must be received in
           Accounts Payable by June 19, 2007. Due to the heavy processing volume, we cannot
           assure that documents submitted late will be paid in fiscal year 2007. Late entry of
           information into PeopleSoft and/or late submission of supporting documents will
           normally result in payment from 2007-08 funds. Next year's small purchases and/or
           services should not be entered into PeopleSoft until July 2, 2007.
         Delayed payments create negative vendor relations for the University. Please do not order
          goods or services for delivery and payment prior to June 30, 2007, unless funds are
          available to immediately pay the vendor.
       Due to year-end reporting requirements, the Accounting Office must record all unpaid
          invoices at June 30, 2007, for goods or services received on or prior to that date. In order
          to facilitate this process, and capture information correctly during the period July 1 through
          July 31, please write the date that goods and/or services are received on all invoices.
   Travel Reimbursements: Travel Reimbursements entered and approved at all levels in
    PeopleSoft by June 18, 2007 at 6.00 p m. Related travel reimbursements and supporting
    documents must be received in Accounts Payable by June 19, 2007. Next year's travel
    reimbursements should not be entered until July 2, 2007.
   Receiving Reports: Campus departments should continue to enter receiving reports for
    purchase order transactions into Accounts Payable on a daily basis. All receiving information
    must be entered into Accounts Payable by Monday, June 18, 2007 to ensure payment as
    part of fiscal year 2006-07 business. Due to the heavy processing volume, we cannot assure
    that receivers submitted late will be paid in fiscal year 2007. If you have questions, please call
    Kim Kelley at 515-7132 To ensure prompt payment to vendors, please do not at any time hold
    or delay entry of receiving reports for goods or services rendered.
   Imprest Checking/Cash Accounts: All reimbursement requests to imprest checking and/or
    cash accounts must be approved at the college level and submitted to Accounting by Monday,
    June 25, 2007. The first reimbursement request submitted in July 2007 should only include
    only disbursements made prior to July 1, 2007 that have not been reimbursed. Please do not
    combine June and July receipts on the same reimbursement request.
   Prepayment for Goods and Services: Campus departments supported by State funds are
    encouraged to wisely manage and expend their funding allocations. However, you should be
    aware that expenditure of funds for purchase of goods or services to be provided in the next
    fiscal year (beginning July 1, 2007) is a violation of State Law. Violations will require restitution
    to the State and may result in the termination of the employee and/or criminal prosecution. An
    example of a violation of this statue is expenditure of goods or services, which have not been
    received. Another example is a prepayment of wages to a person on the biweekly payroll.
   Receipts: State regulations require that all state receipts be deposited within one business day
    of the date received. All June receipts must be deposited, according to our CHASS Deposit
    Procedures, by 12 NOON on June 27, 2007 for the CHASS Business Office to process
    receipts by the University’s deadline of 11:00 am on June 28, 2007.
   Interdepartmental Transactions (IDT): Campus IDS (sales) should be routed to Accounting
    by June 27, 2007 for next processing; IDJ (Journals) by June 25,2007 and IDF (transfers) by
    June 22, 2007. Journals: All journals that your department is unable to enter into the Financial
    System, due to OUC security restrictions, must be received in University Accounting by 4:30
    pm on June 29, 2007. No exceptions. General Ledger On-line Journals must be entered and
    approved by June 29, 2007. This includes journals for reclassification of payroll expenditures
    (form BA070).
Service Unit Billings – will be posted to Financials System June 27, 2007. (Dates estimated:)



     NCSU      Bookstores- Purchases received on or before June 8, will be charged in the current year.
     University Graphics  - Campus service unit requisitions must be received in University Graphics by
     5:00 p.m., June 8. Please note this includes Printing Center and Wolf Copy.
     Physical Plant- Services      performed on or before June 18 will be charged in the current fiscal year.
     University Temporary Services-Services        performed on or before June 15 will be charged in the
     current fiscal year.
     Utility   Services -Services provided through May 31 will be charged in the current fiscal year.
     Motor Pool- Services       provided through May 31 will be charged in the current fiscal year.
     Computer Center- Services        performed on or before June 8 will be charged in the current fiscal year.
     Telecommunications- Services      billed to University Telecommunications through June 15 will be
     charged in the current fiscal year and will appear in the June telephone bill.
     Mail Services-    Services performed on or before June 8 will be charged in the current fiscal year.
     Motor Fleet -    Services provided through April 27 was be charged in the current fiscal year.
     University Dining -     Services performed on or before June 8 will be charged in the current fiscal year.
     Transportation -      Purchases received on or before June 8 will be charged in the current fiscal year.
Financial Aid: Awards granted for scholarship charges made through June 22 will be charged in the
current fiscal year.
 Non-Student Billings: Campus departments supported by State funds are
encouraged to wisely manage and expend their funding allocations. However, you
should be aware that expenditure of funds for purchase of goods or services to be
provided in the next fiscal year (beginning July 1, 2007) is a violation of State Law.
Violations will require restitution to the State and may result in the termination of the
employee and/or criminal prosecution
      Last day to submit comments on May aging schedule for June processing is
      June 27.
      Request for invoice adjustment/corrections must be submitted to and
      received by University Accounting by 6:00 pm on June 26, 2007 for June
      processing.
      Completed University invoice forms must be submitted to and received by
      University Accounting by 6:00 pm on June 26, 2007 for June processing.
      Last day to record invoices online is June 28, 2007 for June processing.
End of Year Closeout – Personnel
   Personnel Actions. The college deadline for HRS actions for fall semester appointments is
    the July payroll. College deadlines to Central Offices have not been determined yet by
    Human Resources (HR). As will be the case next fiscal year, the college deadline to
    departments is usually two days prior to the Central Office deadline for monthly personnel
    actions. Human Resources will publish these dates soon. College deadlines will be posted to
    the following CHASS Calendar later in May 2007: http://gwcal.ncsu.edu/chass. Please
    remember that when terminating academic year (9-month) faculty the effective date for
    terminations is July 1 not May 16; hire dates for academic year (9-month) faculty are July 1 not
    August 16.
   EPA’s will be returned to base effective May 16, 2007 (from grant accounts) in HRS by the
    monthly payroll deadline of June 11, 2007. Return to bases from non-grant accounts:
    Departments need to request this action via the Salary Distribution/Release Time Form,
    http://www.chass.ncsu.edu/financial/page.php?name=salary_distribution by June 11, 2007.
   The final monthly payroll of the 2006-07 fiscal year, 1R12, will be paid on June 29th.
   There will not be a special exception payroll for monthly cleanup in this fiscal year.
   Additional pay to be processed for payment in the June monthly payroll, 1R12, must be
    received by the CHASS Personnel Office by June 11, 2007 for entry by June 14, 2007.
   Overdrawn leave letters must be received in the payroll office by June 14, 2007.
   Graduate Assistantships. Graduate TA's with an appointment end date May 15, 2007 will be
    automatically terminated. Review appointment end dates of all RAs and Fellowships to
    ensure terminations are processed in order to avoid overpayments.
End of Year Closeout - Personnel
 NTT (Special) Faculty. Review all non tenure-track (NTT) special faculty appointment end
dates. Begin to determine all paperwork, i.e., OEO, for appointments, new hires, rehires and
retirements. Submit requests to terminate NTT special faculty if not teaching in fall 2007. For
academic-year special faculty only, if teaching in the fall, request an appointment action for
them effective 7/1/07. The appointment begin date will be 8/16/07 and the appointment end
date will be 12/31/07. You will need to add the budget paragraph in the appointment letters and
the Dean must sign all letters of offer prior to the offers being made. If a NTT employee was
changed to ‘work against’ in 2006-07 please request to appoint as not working against in fall
2007. The CHASS Business Office will assign NTT special faculty to vacant positions, if
necessary, and notify you of the assignment. The importance of this procedure to is to ensure
we show activity of our vacant positions to the Office of the President and the State Legislators.
 Permanent Employees (i.e., Tenured/Tenure Faculty, EPA Professionals and SPA employees).
If applicable, complete personnel action forms (PAFs)
(http://www.chass.ncsu.edu/financial/page.php?name=upgrade_forms) for return to faculty
(effective 7/1/07), return from off-campus scholarly assignment, placement on leave, new hires,
vacation payouts, retirements, promotion and tenure, etc. All requests must be received by
June 11, 2007. The CHASS Personnel Office will process all grant releases. Departments will
need to submit requests for salary distribution and/or reallocation requests via the Salary
Distribution/Release Time Form,
http://www.chass.ncsu.edu/financial/page.php?name=salary_distribution.
 End of Year Closeout - Personnel
New Hires and Rehires (with breaks in service): Please keep in mind that due to the
functionality of the new HR System, the CHASS Personnel Office cannot enter in new
hire or rehire (with breaks in service) actions until after July payroll lockout. If your
employees need access to email and other systems requiring a unity account before
mid July, you must submit a Visitor/No Pay assignment action for that employee via
the VPAF with an effective July 1, 2007. You must use July 1, 2007 as the effective
date or we will have issues entering in their hire or rehire action at a later date.
Overload Compensation & Summer Earnings: Coordinate payments for summer
salary, stipends, etc. (including overload requests). Enter these requests into the HR
System, EPA Supplemental Pay Approval Form module to generate the additional pay
form for approval of these requests. CHASS Research Office approval is required (for
the Dean-level) for compensation paid from contract and grant accounts. Policies are:
Summer Earnings and Summer Session Payroll:
http://www.ncsu.edu/policies/employment/faculty/REG05.20.35.php
Additional Compensation for EPA Employees:
http://www.ncsu.edu/policies/employment/faculty/REG05.20.14.php
End of Year Closeout - Personnel
Monitoring Labor, Labor Queries & Position Control. To determine what actions have not
been posted, run a position control with an effective date of the date you run the
program.
If you have requested an action but it has not been entered at the College-Level, please
email CHASSPersonnel@ncsu.edu to ensure the paperwork is correct.
Monitor Labor and Labor Queries to reconcile personnel expenditures including work
study students and assistantships.
You are responsible for ensuring that work study students in your unit do not exceed their
awards. Reconcile all personnel expenditures monthly including ensuring proper
expenditure and earnings codes have been used.
Reconciliation of Labor expenditures, to include benefits, will ensure your department
has correctly paid all employees and is being charged for all assigned personnel. One
final step is to update your approved Personnel/Instructional Budget to ensure
projections are on track.
End of Year Closeout - Personnel
Web-Tracking. Information in the web-tracking system will also provide you with the
latest status concerning your personnel action requests. Status is:
   Pending – received and posted in web-tracking system; packet under review
   Processed – received, posted, reviewed and entered in HR System
Returned – received, posted, reviewed and returned to department for correction
and/or clarification
 Archives – packets listed in the archives are completed and process to the HRS
system. Departments have full access to the archives list.
Outstanding monthly payroll checks that need to be voided/reversed in this fiscal year
must be received at the University Payroll office by Thursday, June 6, 2007, for
processing on 1X11, the off-cycle exception payroll for 1R11. After that date, monthly
payroll checks that need to be voided/reversed will be processed in the next fiscal year.
Please attach a Return Check Form PA360 to each check returned. This form is
available at the web address http://www7.acs.ncsu.edu/hr/forms/payroll/pa360.pdf. In
addition ensure the personnel action request supporting documentation of the
void/reversal has been processed by the CHASS Personnel Office.
End of Year Closeout - Personnel (Cont’d)
     The final regular biweekly payroll, 2R26, which represents payment
      through June 15, will be paid on Friday, June 29.
        We are uncertain if there will be an off-cycle exception payroll for
          2R26.
        Biweekly payroll checks that need to be voided/reversed in this fiscal
          year must be received in the University payroll office by Thursday, June
          21 for processing on 2X26. After that date, biweekly payroll checks that
          need to be voided/reversed will be processed in the next fiscal year.
          Please attach a Return Check Form PA360 to each check returned.
          This form is available at the web address
          http://www7.acs.ncsu.edu/hr/forms/payroll/pa360.pdf
        Outstanding biweekly payroll checks being held by you or anyone else
          in your department (supervisors or principal investigators) that have not
          been claimed and there is no viable off-campus address to which to
          mail it, should be returned to the University payroll office as soon as
          possible. The return of these checks also requires a Return Check
          Form PA360 be attached. This form is available at the web address
          http://www7.acs.ncsu.edu/hr/forms/payroll/pa360.pdf
     Payroll Expenses: The last monthly payroll and last bi-weekly payroll
      expenses are projected to feed to WOLF Reports by June 27th. All fringe
      benefits and payroll charges will post by June 28th.
                                                Reports, Reports, Reports...
   Inactive Trust Fund Accounts (TBD – June 2007)
   Scholarships Awarded for 2007-08 (7/06/07)
   SPA Performance Appraisals (6/1/07) – due to CHASS Personnel Office
    (ratings)
   SPA Work Plans (6/29/07) – due to CHASS Personnel Office
   Web Leave Reconciliation (6/29/07)
   Final ETF Report (6/29/07)
   ETF 3 Year Plan (2007-2010) (7/13/07)
   Final Reporting of Fiscal Year to Department Head (7/13/07)
   Use of Allocated Funds (7/27/07)
   2006-07 ADA Expenditure Report (7/20/07)
   Annual Physical Inventories (7/31/07)
       CAMS (03/30/07) (=>$5,000) (with verification of Insurance updates)
       Computer (<$5,000) (including ETF)
       Office & Other Equipment (<$5,000) (including ETF)
       Home Use Authorizations Review
All State Appropriated Funds & Appropriated
Receipts must be spent by June 8, 2007

   CHASS must have spent all funds (state appropriated
    & receipts) and be at ZERO by June 8, 2007. The only
    exception is the personnel object codes, these codes
    may incur expenses in June, 2007.
   Carryover for the College - Possible
   Budget Revision Deadline - 6/8/07
   Distance Ed Carryover - $0 (Possible), but not as DE
   Educational Technology Funds - $0 by June 8, 2007
   Overhead - pre-approved by CHASS Research Office
                                                 Contacts
   CHASS Financial & Personnel Team:
      Jessie Sova (3-1830)
      Mary Nails (3-1836), CHASS Accounting@ncsu.edu
      Amanda Driver (3-1839) CHASS Personnel@ncsu.edu
      Christina Martin (3-0699) CHASS Personnel@ncsu.edu


   University Accounting: Kim Kelley at 515-7123
   Payroll/Overpayments: Franki Senter at 5-4367
   Internal Audit: Andrew Lull at 3-3991

				
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