Department of Finance Year-End Overview and Calendar

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1 The goal of this overview document is to facilitate the Fiscal Year-End close process by providing departments with a calendar of activities by month, including action items for the departments with key milestones and deadlines in one concise format. All deadlines are close of business day unless specified otherwise. The Department of Finance (DOF) will and publish on the MINE detailed instructions and reminders for key activities/milestones/deadlines throughout the year-end close process. It is important to note that the following dates for recording FY and FY transactions takes into account the conversion of the financial system from SAP to Munis software, with an effective go-live date of Tuesday July 5, Fiscal Year will be available in SAP through Wednesday June 29, SAP will be off-line and unavailable from Friday July 1, 2016 through Sunday July 10, SAP will re-open and be available to post FY Period 13 transactions (except Accounts Payable) from Monday July 11, 2016 through Friday July 29, Munis will go-live and be available starting Tuesday July 5, 2016 to post FY transactions. All Board-approved FY budgets will be available in Munis. FY Period 13 will be available in Munis (to post Accounts Payable only) from Monday July 11, 2016 and through Friday July 29, 2016 Should you have any questions about the Fiscal Year-End process, please call the corresponding contact listed below for further assistance. What s new this year? In an effort to continue to provide clear and comprehensive information to departments concerning Fiscal Year-End close, the following additional instructional documents and workshops will be provided: Fiscal Year-End Kickoff to be held at Embassy Suites on Monday April 4, 2016; Earlier deadlines for departments to review their MR11 imbalances and delete or approve Non-PO Invoice Parked Documents in SAP (Pages 4 and 5). Any pending items will be deleted. Earlier deadlines for Purchase Requisitions and Purchase Orders (Pages 3 and 6). Any pending items will be deleted. Treasury to post all bank and clearing account entries not posted by close of business June 29, 2016 into a liability account. Earlier deadlines for Interdepartmental Charges in SAP (Page 9). Page 1 of 11

2 April April 4 Fiscal Year-End Kickoff meeting at Embassy Suites Reina Barone x2685 April 15 April 15 May 6 April 19 DOF sends a listing of Capital Equipment Assets as of March 31st, 2016 with corresponding detailed instructions to departments for review (Phase 1 of 2). Departments review Capital Equipment Asset (Phase 1) listing and the Property Officer of each department confirms via affidavit signed by the Department Head and Property Officer to verify assets held as of March 31, Deadline/Last day for departments to submit their May 2016 Monthly Budget Adjustment to the County Administrator Office (CAO) Julie Viesca x2527 Julie Viesca x2527 Bret Uppendahl x6364 April 19 May 3 Board of Supervisors review and approve May 2016 Monthly Budget Adjustments. Bret Uppendahl x6364 Page 2 of 11

3 May May 6 County Administrators Office (CAO) distributes to departments list of existing FY Administrative Designations to determine carryforward to FY Bret Uppendahl x6364 May 6 - May 20 Department recommendation due to CAO for Administrative Designation carryforward Bret Uppendahl x6364 May 13 May 13 June 16 May 13 June 29 May 13 DOF distributes the following lists with corresponding detailed instructions to departments: Prior Year Purchase Orders Parked Purchase Requisitions Departments delete or convert parked Purchase Requisitions to Purchase Orders. Exception: For goods, trade services and commodities, departments must request the Purchasing Department to turn Purchase Requisitions into Purchase Orders. Note that all requests for assistance from Purchasing must be submitted to the Purchasing Division by no later than June 3, Departments submit a list of all open Prior Year Purchase Orders to the DOF and certify those P.O. s that are to be released or to be carried forward. Note that Prior Year Purchase Orders that are not validated will not be carried forward. DOF sends a list of Goods Receipt/Invoice Receipt (MR11) imbalance issues and corresponding detailed instructions to departments for resolution. Gladys Chinwah x2884 DOF Gladys Chinwah x2884 Purchasing/DPW Dodie Goldberg x7067 Gladys Chinwah x2884 Page 3 of 11

4 May MIGOs May 13 June 22 MIROs May 13 June 27 Departments review Goods Receipt/Invoice Receipt (MR11) imbalance list and either: Resolve issues by making transaction adjustments as described in the corresponding detailed instructions, OR Identify issues that cannot be resolved by the department and send the list back to DOF requesting MR11 clearing assistance of those remaining issues. NOTE that MR11 labs, hosted by the DOF, are scheduled to be held on 6/7/16, 6/15/16, and 6/16/16 from 9 am 12 pm in the conference room of Room 225 in the Civic Center. (To manage staffing needs, please schedule time with us by calling x 6966.) May 30 Deadline for project carryforward requests including backup documentation to be sent to DOF. Phil Scott x6181 Page 4 of 11

5 June 3 Deadline/Last Day for departments to request assistance from Purchasing to turn Goods/Trade Services and Dodie Goldberg x7067 Special Commodity Purchase Requisitions into Purchase Orders June 6 Deadline/Last Day for departments to enter FY Purchase Requisitions requiring Board of Supervisor Sharmon Freund x4211 (BOS) approval. Note that final packets for June 14, 2016 Board meeting are due to the Board on June 8, 2016 by 12 pm. June 6 DOF distributes Parked Documents/Journal Entries list with the corresponding detailed instructions to the Julie Viesca x2527 departments for review and action. June 6 June 29 Departments reject or approve Parked Documents/Journal Entries in SAP workflow. Julie Viesca x2527 June 6 June 29 July 11- July 29 Departments delete or approve all Journal Entries created in SAP workflow. (Refer to corresponding detailed instructions to departments.) For any postings between June 6 June 29 use Period 12 For any postings between July 11 July 29 use Period 13 Julie Viesca x2527 June 7 Deadline/Last Day for departments to submit their preliminary June 2016 Monthly Budget Adjustment to Bret Uppendahl x6364 the CAO June 7 June 21 Board of Supervisors review and approved preliminary June 2016 Monthly Budget Adjustments Bret Uppendahl x6364 June 10 CAO distributes templates for requesting new Administrative Designation for unspent FY Bret Uppendahl x6364 appropriations June 10 July 1 Department requests due to CAO for new Administrative Designations Bret Uppendahl x6364 Page 5 of 11

6 June 14 Deadline/Last Day for departments to enter FY Purchase Requisitions and Purchase Orders for Professional Service Contracts requiring CAO approval. Please contact Risk Management for information regarding Contract Packet requirements and corresponding due dates. Lisa Patterson x4017 June 14 Board of Supervisors review and approve last round of FY Purchase Requisitions Sharmon Freund x4211 June 16 Deadline/Last Day for departments to delete or convert Purchase Requisitions to Purchase Orders. Gladys Chinwah x2884 June 16 Last Day for departments to request the DOF to clear MR11 imbalances on their behalf. June 17 Last Day for CAO to approve FY Professional Service Contract Purchase Orders Lisa Patterson x4017 June 17 Last Day for Purchasing to approve FY Goods/Trade Services and Commodities Purchase Orders Dodie Goldberg x7067 June 22 Deadline/Last Day to delete or reverse any parked Non-PO documents or unmatched MIGOs prior to Munis conversion. June 27 Deadline/Last Day to delete or reverse any unmatched MIROs prior to Munis conversion. Page 6 of 11

7 (Deadline in Red) June 28 Deadline/Last Day for departments to submit their final June 2016 Monthly Budget Adjustment to CAO Bret Uppendahl x6364 June 28 July 12 Board of Supervisors review and approve final June 2016 Monthly Budget Adjustments. Bret Uppendahl x6364 June 29 Deadline/Last Day for departments to process payments by June 29, Departmental (Level 1) approval must occur by no later than June 29 th at 11:00 am. June 29 Deadline/Last Day for departments to send copies of their certified open Prior Year Purchase Order list to the Gladys Chinwah x2884 DOF for carryforward. Send copies no later than 2:00 pm. June 29 Deadline/Last Day for departments to send copies of all lease agreements established in FY to the Yuliya Wiseman x6165 DOF. June 29 Deadline/Last Day for departments to record their revenue entries for banking and lockbox transactions Karen Shaw x6142 June 29 July 1 July 10 Deadline/Last Day for departments to send copies of all loan agreements established in FY to the DOF. SYSTEM CONVERSION: No SAP access to departments during this time. Yuliya Wiseman x6165 Page 7 of 11

8 July 2016 (1 of 2) FY 2016 year-end clean-up period. July 1 July 1 -July 11 From July 11, 2016 through July 29, 2016 departments have access to FY Period 13 in SAP and in Munis (A/P module) to make adjustments in order to complete their FY transactions. Most of the actions listed below, which cover timeframe July 1 st July 29 th, address clean-up and accrual activities. DOF sends a listing of Capital Equipment Assets as of Fiscal Year-End June 30, 2016 with the corresponding Julie Viesca x2527 detailed instructions to departments for review and certification (Phase 2 of 2). Departments review Capital Equipment Asset Phase 2 listing and certify via signed affidavit by corresponding Department Head/Special District Executive the inventory details of their capital asset equipment from April 1, 2016 to June 30, Page 8 of 11 Julie Viesca x2527 July 5 All Board approved FY budgets will be available in Munis. Bret Uppendahl x6364 July 5 In Munis, first day to post FY Bank Items and Lock-Box Items Received as of 7/1/16. Sandra Arebalo x6144 July 11 -July 29 Deadline/Last Day to relieve liabilities and clear residual balances for FY related to Bank Items and Lock-Box Items Received through 6/30/16. SAP post to FY 2016 Period 13. See detailed instructions on cash receipts. Sandra Arebalo x6142

9 July 2016 (2 of 2) July 11 - July 29 In Munis, Departments record and back-date FY Non-PO and PO Invoices to 6/30/16 Period 13. (Goods or Services must have been received/provided on or prior to June 30, 2016.) July 11 - July 29 In order for payments to post to FY , departmental (Level 1) approval in Munis must occur by Friday July 29 th at 11:00 am. Departments process payments for June 2016 Cal-Card statement. In SAP, Departments post FY revenue accrual, prepaid entries, bank and lockbox transactions and reclassification journal entries to 6/30/16 Period 13. See detailed instructions on year-end accrual transactions. Gayane Tonoyan x6155 (for Cal-Card) Yuliya Wiseman x6165 See detailed instructions on year-end cash receipt transactions. Karen Shaw x6142 July 11 - July 29 In SAP, Departments with capital projects complete FY cost settlement process with DOF. Julie Viesca x2527 July 11 - July 29 In SAP, Departments complete processing for FY interdepartmental charges. Phil Scott x 6181 Page 9 of 11

10 July July 25 DOF posts FY payroll accruals for pay period (6/19/2016-7/2/2016 period, 7/15/2016 payday). Note that the posting of pay period payroll accrual will impact your FY available Salary and Benefits budget. Please also note that pay period payroll (6/5/2016 6/18/2016 period, 7/1/2016 payday) will have a posting date of 6/30/2016 and will be 100% reflected in the actuals of the FY budget. Vladimir Matyurin x4342 Aug 1 In Munis, DOF executes carryforward of FY and department-certified Prior Year Purchase Orders into FY Aug 1 In Munis, first day to issue FY payments against Prior Year Purchase Orders. Gladys Chinwah x2884 Page 10 of 11

11 July 2016 August 2016 September FY Single Audit See detailed instructions regarding the annual Single Audit process July 1 DOF sends SEFA Spreadsheet to departments requesting information on their federally-funded programs. Margie Roberts x6925 July 1 - August 3 August 4 August 22 August 4 August 22 August 21 September 6 Departments complete SEFA Spreadsheet with supporting documentation and submit back to the DOF. DOF sends Departmental Questionnaire to select departments with federally-funded programs. DOF sends Internal Control Questionnaire to select departments with federally-funded programs with FY expenditures over $150K. Departments complete their respective Departmental Questionnaire and submit back to the DOF. Departments complete their respective Internal Control Questionnaire and submit back to the DOF. Page 11 of 11