FISCAL YEAR END TRAININGBanner Finance

Fiscal Year 2013-14

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YEAR END SCHEDULE & INSTRUCTIONS

o The complete year end schedule & instructions can be found in Campus Connect within the

Quick Links Channel

o Click Infoneto Then click Departments

o Then click Financeo Then click Year End Close

Review the entire schedule and instructions to become familiar with it.

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WHAT IS “FISCAL YEAR END”?

Fiscal year end is essentially closing the financial ledgers at the end of a twelve-month accounting period so that Financial Statements may be prepared.

Upon completion of the Financial Statements, an audit is conducted by external auditors who render an opinion on the Financial Statements.

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WHY IS FISCAL YEAR END SO IMPORTANT?

To ensure that the College’s activities from July 1, 2013 through June 30, 2014 are accurately & completely represented by financial transactions which will ultimately become the College’s audited Financial Statements.

Normally, the biggest challenge is determining whether a transaction should post to June (fiscal year being closed) or July (new fiscal year). This will be discussed later in the presentation.

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FINANCIAL TRANSACTIONS

What are the “financial transactions” of the college?

Payroll Checks Vendor Invoices & Payments

Journal Entries

Capitalizing Fixed AssetsCash Receipts from Students Grant B

illings

Recording Depreciation

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Key Dates/Deadlines

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KEY DATES TO REMEMBER! REFERENCE THE YEAR END CLOSE SCHEDULE FOR SPECIFIC TIMES

o 06/4 Last day to enter requisitions in Ivy Market for FY 2013-14 (all employees should plan ahead!) Regional management may impose earlier deadlines if desired.

o 06/6 All FY 2013-14 requisitions in Ivy Market must be approved by 5:00pm

o 06/16 May begin entering requisitions in Ivy Market for FY 2014-15

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KEY DATES TO REMEMBER! CONTINUED REFERENCE THE YEAR END CLOSE SCHEDULE FOR SPECIFIC TIMES

o 06/27 No Financial Aid disbursements

o 06/30 Last day of activity in Banner A/R which will feed to FY 2013-14

o 07/01 Roll of General Ledger balances (assets & liabilities) to FY 2014-15

o 07/8 Last day for regions to enter & complete JVs for FY 2013-14

o 07/8 Last day to input on PHAREDS to allow feed to FY 2013-14

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KEY DATES TO REMEMBER! CONTINUED REFERENCE THE YEAR END CLOSE SCHEDULE FOR SPECIFIC TIMES

o 07/8 o Last day to input vendor invoices & credit

memos for FY 2013-14o Last day to enter fixed asset adjustments and

disposals for FY 2013-14

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KEY DATES TO REMEMBER! CONTINUED

REFERENCE THE YEAR END CLOSE SCHEDULE FOR SPECIFIC TIMES

o 07/9 o No entry on FAAINVE

o Last day to close unneeded purchase orders and general encumbrances for FY 2013-14

o All Otags & Dtags must be converted to permanent tags

o Approve all June invoices, June JVs, & fixed asset adjustments out of approval queues

o All incomplete finance documents must be removed

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KEY DATES TO REMEMBER! CONTINUED

REFERENCE THE YEAR END CLOSE SCHEDULE FOR SPECIFIC TIMES

o 07/10 No entry on FAAINVE

o 07/10 & 11 Chris Ruhl reviews open encumbrances

o 07/11 Remaining open encumbrances for FY 2013-14 are rolled to FY 2014-15

o 07/11 Budgets for inception-to-date funds are rolled to FY 2014-15

o 07/14 Office of the President-Finance begins input of final year end adjustments and journal entries and preparation of Financial Statements.

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Transaction Dates & Fiscal Periods

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Transaction dates are the “driving force” that determine which month a transaction posts to.

The date of final approval does not determine which month a transaction posts to.

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TRANSACTION DATES

o During fiscal year end close, users will be able to enter a transaction to either fiscal year.o The system will always default the current date

for the transaction date.o Users may change the transaction date to a June

2014 date or a July 2014 date to enter it against the correct fiscal year.

o Transactions with a June 2014 date (or prior) will post to FY 2013-14.

o Transactions with a July 2014 date (or later) will post to FY 2014-15

FISCAL PERIODS AT IVY TECHA FISCAL YEAR AT ITCC RUNS FROM JULY TO JUNE.

Month Period Comment Transaction Dates

00Users may not post

directly to period 00.Only used for new fiscal year

beginning balances

July 01 July 1 – July 30

August 02 August 1 – August 31

September 03 September 1 – September 30

October 04 October 1 – October 31

November 05 November 1 – November 30

December 06 December 1 – December 31

January 07 January 1 – January 31

February 08 February 1 – February 28

March 09 March 1 March 31

April 10 April 1 – April 30

May 11 May 1 – May 31

June 12 Open through July 11 June 1 – June 30

June 14 (Accrual period)

Only CO-Finance may post to period 14.

June 30 only

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General Ledger Roll

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GENERAL LEDGER ROLL – JULY 1

o General ledger (G/L) ending balances for FY 2013-14 (assets and liabilities) are rolled once to FY 2014-15 beginning balances on the evening of July 1. (performed by Finance System Administrator)

o The document numbers for the G/L roll start with “CGLR” and have a transaction date of July 1 (period 00).

o Banner then allows concurrent year processing. This means any transaction posted to June after the G/L balance roll will update the June ending balance and the July beginning balance at the same time. This is why some transactions appear to “double-post”. They basically post to both fiscal years’ balances.

o The rolled balances post to fiscal period “00” in the new year and the concurrent transactions also post to period “00” in the new year.

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GENERAL LEDGER ROLL – JULY 1Concurrent Year Processing Illustrated

Period 12; June 2014 Period 00; July 2014

Activity Trans. Activity Trans.

Date Date Date Date

7/1/14 End. balance 5,000.00 cr 7/1/14 7/1/14 CGRL1401 Beg Bal. 5,000.00 cr

7/2/14 6/30/14 JV000001 300.00 cr 7/2/14 6/30/14 JV000001 300.00cr

7/3/14 6/30/14 JV000002 1,000.00 dr 7/3/14 6/30/14 JV000002 1000.00dr

June Final Ending Balance 4,300.00cr July Final Beginning Balance 4,300.00cr

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Fixed Assets & Inventory Items

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FIXED ASSETS & INVENTORY ITEMS

o July 8 deadline: o All FFAADJF transactions (adjustments & disposals) for

FY 2013-14 should be completed to allow time for approval. Be sure to use a June 30 or prior transaction date.

o July 11 deadline:o All OTags and DTags from FY 2013-14 must be converted

to permanent tags.o FFADEPR must be set up for all depreciable capital tags

which had an invoice transaction date of June 30 or prior.

o Depreciable capital tags with an invoice transaction date of June 30 or prior must have a depreciation start date on FFADEPR of June 30 or prior (within FY 2013-14).

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FIXED ASSETS & INVENTORY ITEMS-CONTINUED

o Write off adjustments for Capital items which are physically disposed of in FY 2014-15 (July or later) should not be entered on FFAADJF until after depreciation is run for FY 2013-14. The reason is because Banner does not distinguish what fiscal year the asset was disposed of for depreciation purposes. If the new year write off is posted prior to the depreciation run for the old year, Banner will not calculate depreciation for the old year on that asset. Fixed Asset Custodians will be notified when depreciation has been run. We anticipate running depreciation for the old year the last week of August.

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Encumbrances

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PURCHASE ORDERS & GENERAL ENCUMBRANCES

o July 9o Regions & CO close unneeded POs and general

encumbrances from FY 2013-14. Use a June (or prior) transaction date.

o July 10 & 11 Chris Ruhl review open encumbranceso July 11 5:00pm roll of encumbrances to FY 2014-15.

o Process takes balances of open purchase orders and general encumbrances from FY 2013-14 and rolls them into FY 2014-15.

o The document numbers for the Encumbrance roll start with “CENR” and have a transaction date of July 1.

o Performed by Finance System Administrator

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Accounts Payable

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ACCOUNTS PAYABLE – INVOICES & CREDIT MEMOS

KEY FACTORS

o When a vendor invoice is received there are 3 key questions to ask:o 1. When was this product or service received by

ITCC: June 30 and prior or July 1 and later? Create two stacks of invoices based upon your answer.

o 2. Does an encumbrance exist for this product/service?

o 3. If an encumbrance exists, what fiscal year is the encumbrance in? Note that info on the vendor invoice.

o The transaction date of the posted invoice will be the month the expense is recorded in; not when the check is issued!

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ACCOUNTS PAYABLE – INVOICES & CREDIT MEMOS MERCHANDISE & SERVICES RECEIVED BY ITCC THROUGH JUNE 30

Merchandise & services received by ITCC through June 30

Entry on FAAINVE

Encumbrance exists in FY 2013-14

Encumbrance exists in FY 2014-15 No Encumbrance

Calendar date June 1 - June 30

Pay against encumbrance with June transaction date

Reduce encumbrance with July transaction date; then pay as direct pay with June transaction date

Pay as a direct pay with June transaction date

Calendar date July 1 – July 8

Pay against encumbrance with June transaction date

Reduce encumbrance with July transaction date; then pay as direct pay with June transaction date

Pay as a direct pay with June transaction date

July 11: Encumbrance roll to FY 2014-15

Entry on FAAINVE

Encumbrance no longer exists in FY 2013-14

Rolled encumbrance or new encumbrance

created in FY 2014-15

No Encumbrance

(Central Office only)Calendar date July 14 & later

Reduce encumbrance with July transaction date; then pay as direct pay with June 30 transaction date

Pay as a direct pay with June 30 transaction date

(Regions)Calendar date July 14 & later

If material amount, create FT1 JV with June 30 transaction date to accrue expense & liability

Pay against encumbrance with July transaction date/Reverse FT1 JV with July transaction date.

Pay as a direct pay with July transaction date/Reverse FT1 JV with July transaction date.

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ACCOUNTS PAYABLE – INVOICES & CREDIT MEMOS MERCHANDISE & SERVICES RECEIVED BY ITCC JULY 1 OR LATER

Entry on FAAINVE

Encumbrance exists in FY 2013-14

Encumbrance exists in FY 2014-15

No Encumbrance

Calendar date June 1 - June 30

Reduce encumbrance with June transaction date; then pay as direct pay with July transaction date

Pay against encumbrance with July transaction date

pay as direct pay with July transaction date

Calendar date July 1 – July 8

Reduce encumbrance with June transaction date; then pay as direct pay with July transaction date

Pay against encumbrance with July transaction date

pay as direct pay with July transaction date

July 11: Encumbrance roll to FY 2014-15

Entry on FAAINVE

Encumbrance no longer exists in FY 2013-14

Rolled encumbrance or new encumbrance created in FY 2014-15

No Encumbrance

Calendar date July 14 & later

Pay against encumbrance with July transaction date

pay as direct pay with July transaction date

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Budget Roll

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BUDGET ROLL

o July 11, 5:00pm: Budget Roll to FY 2014-15

o This process takes budget available balances for inception-to-date funds from FY 2013-14 and rolls them into FY 2014-15.

o The document numbers for the Budget roll start with “CBDR” and have a transaction date of July 1.

o Performed by Finance System Administrator

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Grants

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GRANT MANAGEMENT

o Words of Wisdom from the SPA Officeo Grant financial reporting will be challenging the

first fiscal quarter of FY 2015 (July 1 – Sept 30) so plan ahead:

o Check Balanceso Work with SPA to resolve concernso Work with Project Directors to effectively manage

accountso Don’t put issues off until too late

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Document Management

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DOCUMENT WRANGLIN’

o Don’t let your Banner Finance documents get out of control!o Ensure JVs, requisitions, vendor invoices, etc.

have proper supporting documentation scanned or attached to ensure timely reviews and approvals.

o Review all June documents in Banner approval queues on a regular basis so that they are all approved/denied by July 9, 2014.

o Remove incomplete documents on a regular basis so that they are all removed by July 9, 2014.

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QUESTIONS

Ivy Market questions: Contact Andy Williams

Banner Finance questions: Contact Joy Abel-Kraft