Fiscal Year 2016 – Administrative Year End Calendar

April 2016

Sun Mon Tues Wed Thur Fri Sat
1 2
3 4 5 6 7 8 9
10 11 12 13 14

Year End Calendar Meeting (Mike)

15 16
17 18

Communication (DDD) of Fringe Benefit Rates for next Fiscal Year. (Brian)

 

19

Communication of Fringe Rates to Back Office Staff (Carolyn)

 

20

 

21

Year End Memo updates to Mike

22

Communication memo to campus regarding year end (Mike)

Link on Comptroller’s Website to Memo (Carolyn)

23
24 25 26 27

 

 

28 29 30

May 2016

Sun Mon Tues Wed Thur Fri Sat
1 2

(PF)GL Open: May – June – July (Rod)

Preliminary accrual report to purchasing (Disbursements)

Reminder to General Accounting Re: Reversing Entries and REV Source (Rod)

General Accounting Deferral Entries Begin (Margaret)

Turn on Future – Suspense Report (Rod)

(H)Update Multicurrency rates (Budget/Michele R.)

3

Cathy notifies OSP to contact subcontracts for invoices for FY16 expenditures (that need to be invoiced through 6/30)

Bursar billing schedule provided to OSA (Steve)

 

4 5

(PF)Future Postings begin from PSSF (Student Financials)

(H)Hyperion Planning/Budget System Opens (Tentative)

6

 

 

 

 

 

 

 

7
8 9

 

10

Link on Myslice to Memo(Rod/Elwin)

11 12 13 14
15 16 17

 

18 19

CPDC/OSA Annual review of sponsored construction (Cathy, Kelly, Terry, Sarah)

20

Credit Card Reconciliations for statements with a billing date of 5/3 or prior must be received by Disbursements.

21
22 23 24

 

 

25

(H)Hyperion Planning/Budget System Closes (Tentative)

26

Grants – Check fringe on commitments for balances <> 0 when not related to last weekly and semi-monthly payroll (Karen/Carolyn)

Grants-Do fringe corrections to clean up any fringe that has not been “de-committed” at the same rate as was committed (Karen/Carolyn)

 

27

 

28
29 30

(SUH)SU Holiday

31  

 

 

 

 

 

 

 

June 2016

Sun Mon Tues Wed Thur Fri Sat
GL is Open: June & July

Update Fringe Benefit Rates – FY17 (Effective dated and can be done ahead of time): OSA – Sponsored Rate; GA – Non-Sponsored Restricted (same rates as sponsored); Budget – RCM Rates

Grants – After clean-up of fringe commitments, run query after each payroll feed until FYE

 

 

1

Travel vouchers for Travel prior to 5/15 must be to Disbursements.

(PF)1st Job Distribution for Capital Projects to the General Ledger (Tino)

2

 

3

Test file #1 from Margaret; KT to Steve; Steve returns student credit hour detail (Kathleen)

 

4
5 6

 

7

(H)Refresh of HR/HCM91RT for Budget SUSAL load in HR/HCM Appointments.

(H)Refresh of FIN92RT for Budget Test Load (SUDEPT to GL Testing)AND Grants Reporting Project (FY16).

 

8

 

9

 

10 11
12 13

Brian to give Ann Payroll File for Accrual (payroll through 6/8)

(PF)July Open – A/P

Test file #2 from Margaret; KT to Steve; Steve returns student credit hour detail (Kathleen)

(H)RT TEST Budget Hyperion Planning (SUSAL) Load to HR/HCM91RT Appointments

14

Travel vouchers for travel ending after 5/15 must be recevied by Disbursements by 4:30PM.

Expense vouchers, petty cash reimbursements,
consultant forms and any other requests for payment for FY16 must be received by Disbursements by 4:30PM.

Credit Card Reconciliation for the statement dated 6/3 must be received by Disbursements no later than 4:30PM.

 

 

15

(H)Budget Hyperion Planning (SUSAL) Load to HR/HCM Appointments (Tentative)

16

 Last Day for Campus entered PARs for activity prior to 6/16 (By12:00PM)

 

17

Payroll Accrual entry done by General Accounting (Rod load template entry)

(H)Budget DW Archive Part 1 (SUSAL)-a day or 2 after SUSAL load to HR

18
19 20

Reminder: Noyes forgiveness from PI list needs to be completed prior to 6/30 (Steve)

(H)Test Budget (SUDEPT) load to FIN9RT – GL (file to Jeff)

21

Reminder to Dining, Printing Services, and Treasurer’s Office that no FY16 activity can be charged to a Grant Chartstring after 6/30. (Cathy Hayduke)

22

 

 

 

 

23

ID’s to Materials Distribution must be received by 4:00PM.

 ID’s to be input by Sponsored Accounting must be received by 4:00PM.

Journal Entries for Sponsored chartstrings must be received by Sponsored Accounting by 4:00PM

24

 

 

 

 

25

(PF)Sunday Batch Cycle – FIN ONLY – Data Warehouse will NOT be updated.

26

(PF)Sunday Batch Cycle WITH DW

27

Financial Aid & Grad School Cut-off for FY16 to PSSF

RAPs for Semi Pay (Period ending 6/30 or any FY16 pay period) entered and approved by 5:00PM.

Communication (and Hot News) to Campus regarding Year End Journals – Posted on Myslice through 7/8/15. (Ann/Elwin)

Carolyn to run sponsored deferral query to compare to 6/26 for any differences. Send to Kathleen to determine if it needs to go to Mike. (Kathleen)

 

OSA complete for FY16

 

OSA utilization (Karen)

28

Test file #3 from Margaret; KT to Steve; Steve returns student credit hour detail (Kathleen)

OSA – no processing-Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

(PF)Last FA Transactions in PSSF File to GL

(PF)Last PSSF File to Disbursements

(H)PROD Budget (SUDEPT) load to FIN92PROD – GL (file to Jeff) (Tentative)

29

OSA – no processing-Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

Last Day for Campus entered PARs for periods between 6/16 and 6/30 (entered and approved. by 12:00PM)

Time input for weekly payroll ending 6/22 entered and approved by 5:00PM.

RAPs for Weekly Pay (W/E 6/22 or any FY16 pay period) entered and approved by 5:00PM.

Last Day for OSA to enter Journals for FY16(Sponsored)

Last Day for OSA to approve PARs for FY16(Sponsored)

30

OSA – no processing-Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

Kathleen to Prepare Sponsored Summer Entries

ID’s for input by General Accounting (Non-Sponsored) must be received by 3:30PM.

Requests for Budget Transfers (Non-Sponsored) to the Budget Office by 4:00PM.

FINAL File from Steve/Margaret – Sponsored Summer Entries (Kathleen)

Last Day for General Accounting to approve PARs for FY16 (Non-Sponsored)

Last Day for Disbursements to complete Credit Card Reconciliation (JPM)

Secure Burst Communication (Rod)

(PF)Receipt Accrual 4:00pm (Mike/Pat)

(PF)F&A entry for receipt accrual-Template entry (Carolyn)

(PF)Last Peripheral Files (Excluding FMS, FPR, & CRV)

(PF)Change GL/Budget Run Controls for Allocations to as of Date of 6/30 – Fringe, F&A, Gifts, and Additional Release (Carolyn)

(PF)Manually Process Last Payroll File (EOD) through Grants – Reconcile Commitments (Brian, Carolyn, Carolyn, Rod, ITS)

(H)Budget DW Archive Part 2 (SUDEPT)- a day or 2 after SUDEPT load to GL

 

 

July 2016

Sun Mon Tues Wed Thur Fri Sat
G/L open for June Posting: 7/1 – 7/13

G/L open for June by REQUEST ONLY as of 7/14

Ledgers are closed for FY16 nightly starting 7/8 until final close in July

(PF)ALL Allocations (GL/Budget – Fringe, F&A, Gift, Add’l Release) – Run Control As of Date = 6/30

(H)Daily RCM & Budget Reports

Daily SOP & SOA Reports

NO OSA PROCESSING ON 7/1 UNTIL SUMMER SESSION ENTRIES ARE COMPLETED

 

 

 

 

 

 

 

1

1st preliminary secure burst reports delivered to campus (Rod)

OSA Stay out of PeopleSoft (except possible discount entry)

Summer Session Entries Posted (Rod and Carolyn)

(PF)June closed – Grants
(After Summer Session Entries are POSTED)

(PF)July Open – Grants
(When Summer session entries are complete)

(PF)July Only Open for AR (Carolyn)

(H)Higher GA Fringe Recovery, State Appropriations(Bundy), Fellowship Stipends (Cyn, Chris, Kim)

(H)Run Fall/Summer RCM Datamart (tied to Summer session entries posted)

(PF)Refresh FIN9FIX to be used for a test run of PO Rollover.(EST)

Cash Ops sends two separate gift deposit  files to GL-one for June and one for July

Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

2

(PF)NO Batch Processing

Note: Any FPR updates and file created will be picked up with the Sunday Batch Cycle.

3

(PF)Sunday Batch Cycle

4

(SUH)SU Holiday

(PF)No Batch Processing

 

 

 

 

5

(PF)Test Run of PO Rollover

(PF)PAR system will re-open for FY17

Cash Ops sends two separate gift deposit  files to GL-one for June and one for July

Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

6

AP done with FY16 by 3:00 PM

(PF)Run PO Rollover 3:05 PM

(PF)CRV – Last File for FY16 Gifts to Cash Ops by 4:30 PM

 Cash Ops sends two separate gift deposit  files to GL-one for June and one for July

Disbursements and OSP send list to OSA of FY16 accrual for expenditures that cannot be processed.

 

 

 

 

7

(PF)Close A/P June – After all AP journals have generated and posted. (Rod)

FMS – Last File for FY16 (and related accruals and reversals)

FY16 F&A Entry (Items that hit projects after 7/1) – must be done before Budget does final on July 8 – Carolyn

General Accounting review AP Inv for accrual

 

 

8

Last day for campus journals (Non-Sponsored) – Entered and Approved by 3:00 PM

CPDC Accruals done by NOON (Terry)

Mellon Bank Investment Download (Rod & Pete)

Final Deferrals (odd/even) COMPLETE

Reclass (Dean’s and FWS) Entries are COMPLETE –Reminder: BOTH (above) MUST BE DONE BEFORE THE FRINGE REVERSAL/TRUE-UP.

ESSM final billing for jobs (and related accruals and reversals)

(H)Run final F&A Admin Recovery from Grants/Contracts (Cyn)

(H)Fringe Reversal (Budgeted Rates -v- Actual)

(H)Post/Book Retirement Entries (Budget Office)

(PF)Manually Run GL/Budget Allocations –Automatic Fringe Process Off

(PF)Carolyn- Inactivate Date/Time Stamp for RCM & Non-Sponsored Restricted Fringe Processes

(PF)LEDGER CLOSED FOR JUNE AT NIGHT. NO AUTOMATIC POSTING OF REV, RCM OR OTHER JOURNALS.

 

 

9

(PF)NO Batch Processing

(PF)LEDGER CLOSED FOR JUNE AT NIGHT. NO AUTOMATIC POSTING OF REV, RCM OR OTHER JOURNALS.

10

(PF)Sunday Batch Cycle

11

Tino update jobs in FPR

(H)Run Spring RCM Datamart

(H)Last additional release run (Cyn)

(H)Run fringe @new rate

(PF)LEDGER CLOSED FOR JUNE AT NIGHT. NO AUTOMATIC POSTING OF REV, RCM OR OTHER JOURNALS.

 

 

 

 

 

 

 

 

 

 

12

(H)Post Spring RCM Datamart entries

UDC Allocations to sweep to the liability- (Rod)DEPENDENT ON THE FRINGE TRUE-UP

Any other Affiliate Allocations (ex: Imagining America) that have payroll to sweep to the liability (Rod)- DEPENDENT ON THE FRINGE TRUE-UP

(H)Special Distribution Final balances to Treasurer’s Office (Update File) – Budget Office.

(PF)LEDGER CLOSED FOR JUNE AT NIGHT. NO AUTOMATIC POSTING OF REV, RCM OR OTHER JOURNALS.

 

 

 

 

13

Treasurer’s entries done

Fringe and O/H reclass done –DEPENDENT ON THE FRINGE TRUE-UP ENTRY BEING COMPLETE AND NO MORE ENTRIES BACK-DATED TO GRANTS

UDC reports delivered – All entries to UDC chartstrings must be complete.

(PF)LEDGER CLOSED FOR JUNE AT NIGHT. NO AUTOMATIC POSTING OF REV, RCM OR OTHER JOURNALS

 

 

14

GL and AM CLOSED JUNE  upon notification from Ann-Open by Request Only

(PF)FPR – Last File FY16

Close Steam Station (dependent on Tino /Budget/ & Fringe True-up being posted and CPDC jobs being closed)

(H)Run Final Facilities (dependent on Steam) & Admin (dependent on facilities cost feed) Cost Pools IDC’s

Treasurer’s Office allocations for gains/losses

(H)Post/Process Reserve Entries and C/O Entries [Carolyn from Cyn]Dependent on Completion of Final Facilities & Admin IDC’s

(PF)AMPS CLOSED JUNE – Open by Request Only

Reminder: If GL is not open when creating transaction in AMPS even though you select accounting date for the prior fiscal year – it will bump them to the period that GL is open.

(H)Post RCM Datamart

15

(PF)Update Date/Time Stamp (Carolyn-allocations)

(PF)Allocations (GL/Budget) – Run Control As of Date = Processing Date(Carolyn and Ken)

(PF)Manually run all GL/Budget allocations for FY17 – 1st time only.

(PF)Automatic Fringe Process On for FY17

(PF)Open AR for 7/1/05 – July

 

16

(PF)NO Batch Processing

17

(PF)Sunday Batch Cycle

18

FPR Commitment Rollover

19

(C)Final FY16 Secure Burst Reports

(C)RCM Reports to Campus

(H)Post Carryover -Funds 14-19 (no fund 16)

20 21 22

(FR)Draft SU – Mike P.

(FR)Draft Hotel – Mike P.

(FR)Draft Drumlins – Mike P.

23

(PF)NO Batch Processing

24

(PF)Sunday Batch Cycle

25 26 27

(FR)Issue SU Consolidated Financial Statements

28

 

29 30
31

Legend:
Pink  (PF)= PeopleSoft Financials
Blue (H) = Hyperion Budget System / RCM Budget Tasks
Orange (C) = Campus
Black = Task
Green (SUH) = SU Holiday
Red (FR) = Financial Report