CFS User Group Year-End Close Kick-Off
Meeting FY19/20
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About this Meeting
Agenda
• Introduction – Sylvia Piao
University Controller
• Payroll Deadline - Agnes Y Cheng
Associate Director, Payroll Services, Human Resources
• Auxiliary Accounting Deadline – Tammie Ridgell
Associate Vice President, Auxiliary Business Services, University Corporation
• Accounts Payable Deadline – David T Chelliah
Accounts Payable and Fiscal Services Manager
• Budget Deadline - Elena Stoian
Executive Director of Budget & Operations
• Government Fund Accounting – Gloria Tseung
Associate Controller
• Trust Fund Accounting - Cathy Liu
Associate Controller
• Financial Reporting & Audit – Yessica Gonzalez Associate Director of Financial Reporting
• Procurement Deadline – Rabea Woerthwein-Mack
Director of Procurement
• Bursar’s Deadline – Jackie Green
University Bursar
• FY19/20 year-end close
• Process transactions in timely manner
• COVID-19 financial impact tracking• Project IDs
96221919: COVID-19 expenses
96221920: COVID-19 revenue loss
OR
• Class codes 11919: COVID-19 expenses
11920: COVID-19 revenue loss
Introduction
PayrollFY 2019 / 20 Payroll Year-End Important Dates
Agnes Cheng
Payroll Related - Year-End deadline
All ETRAC transactions must be at HR level no later than Friday, June 12th.
All Payroll related transactions, and retro payment request for Faculty, Staff, Students,Work-Study, Overtime, Shift-Differential and all Hourly employees must be submitted byFriday, June 12th.
Special Consultant ETRAC transactions & time sheets, and Honorarium Request Formsmust be submitted to HR by Friday, June 12th.
June 2020 payroll for Student Assistants, Work-Study and all other hourly payrolls will becharged against FY 2020/21.
AuxiliaryFY 2019 / 20 Year-End Important Dates
Tammie Ridgell
UCORP – IMPORTANT DATES
Date Action ItemJune 5 Last day to enter online requisitions in CFS for FY 19/20.
Please review all open requisitions and close those requisitions which are no longer valid.
June 12 Last day to request Account Adjustments for transactions posted before May 29, 2020.
June 18 All travel Advance/Requests settled by this date.
June 18 All Signed Outstanding Invoices to be paid must be submitted by this date (goods or services must be received and/or completed no later than June 30, 2020).
Last date to submit signed Check Requisition and Travel Claim forms and Personal Service Contracts.
June 18 Last date to settle Petty Cash Requests; no Petty Cash will be distributed after this date until the new Fiscal Year.
June 18 Return completed Purchase Order Closing List by this date.
UCORP – IMPORTANT DATES
P-Card CardThe statement cycle for May/June 2020 ends on June 20th. All transactions posted on or before June 20th will be charged to the current FY 2019/20. Please plan your purchases accordingly as any transactions posted on or AFTER June 21st will be charged to the new FY 2019/20.
Date Action Item
June 18 Final date to submit invoices for payments against existing purchase orders for the FY 2019 – 2020. After this date:Submit a list of goods or services received by this date that have not been invoiced or paid. Please provide a Packing Slip or Contract for the list of goods or services to substantiate accruals for Fiscal Year 19/20 – any Purchase Orders for items or services that do not meet these qualifications will be closed at 5:00 pm.
June 29 Last day to make UCorp deposits at 12pm for FY 19-20.
July 2 Resume A/P processing for the new fiscal year.
July 2 Payroll worksheet for Payroll accruals must be submitted by this date.
UCORP – IMPORTANT DATES
• Please settle all petty cash and travel claims by June 18, 2020.
• All pending RRT and salary reimbursements should be submitted by May 15, 2020 related to FY 2019‐2020.
• Please refer to the procedure for disposal or transfer of fixed assets on the UCorp website:
http://ucorp.sfsu.edu/fixed‐asset‐procedure#inventory reconciliations to financial records
• A Fixed Asset Disposition must be completed for all broken or no longer useful equipment. Also use this
form for lost or stolen equipment.
• If Assets have been moved to different locations please use the Fixed Asset Relocation Form.
• UCorp planning a physical inventory of Fixed Assets for Fiscal Year 2019‐2020 – TBD summer 2020.
• Invoices from SFSU
• Please make every effort to approve and forward invoices to UCorp for SFSU invoices being paid for with
UCorp funds by June 15, 2020.
Accounts Payable FY 2019 / 20 Year-End Important Dates
David T Chelliah
AP – IMPORTANT DATES
DEADLINE ACTION ITEM
June 22 Last day to submit Travel & Hospitality and Business Expense Reimbursements.
June 22 Last day to submit FY 19/20 allowable direct payment requests/invoices to Accounts Payable.
June 22 Procurement Card / Department Travel Card purchases posted on or after June 23rd will be charged to FY 20/21.
Budget Administration & Operations FY 2019–20 Budget Year-End Instructions
Carry-forward & Action Items
Elena Stoian
BUDGET YEAR-END DEADLINES
TRANSACTIONS DATE ADDITIONAL INFO
Budget Transfers (BTR) Friday, June 5th,2020
No additional requests for deadlineextension will be taken in consideration.
Labor Cost Distribution Adjustments (LCD) Friday, June 5th,2020
Preliminary Annual CFW & Campus Reserve Plan Friday, June 12th, 2020
BUDGET YEAR-END DEADLINESTRANSACTIONS DATE
BAO reports the NR401 balance on the CFW by project IDs Friday, July 10th, 2020
BAO reports the newly CFW balance in fund NG001, NG025 and NR101 Friday, July 10th, 2020
BAO request the units to submit new CFW planning proposal Friday, July 17th, 2020
Final Annual CFW & Campus Reserve Plan Friday, July 24th, 2020
BAO will assign the new project ID for newly CFW with planning proposal Friday, July 31st, 2020
BAO will upload the CFW in CFS Friday, August 7, 2020
CFW BALANCES – REPORTING PROCESS
Year End Potential Management Decisions (President’s Cabinet):
The review and analysis of carryforward balances is primarily focused on improving information and ensuring financialdecisions, taking into account existing balances as one factor and also taking into consideration a range of managementdecisions about each unit’s carryforward balances and intended uses. Leadership might also ask for a plan to invest(spend- down) funds within a specific time period or conversely direct units to slow expenditures to build balances withina specific time period.
ICSUAM EQUITY ACCOUNTS VS CAMPUS CATEGORIES*Information Only*
Designated for Encumbrance – also called encumbrances or open commitments. It is with a purchaseorder (PO) issuance.
Outstanding Commitments1 – are planned uses of funds tied to specific commitments.
Project IDs are required to set up to record funds being used for these types of obligations in our financialsystem.
Planned Obligations1 – are tied to planned expenditures for items/purposes, but costs and timing areestimated.
Project IDs are required to set up to record funds being used for known obligations in our financial system.
Reserve – are a specific fund category recognized in the accounting system and generally used for self-supporting, auxiliary activities or campus-based student fees. Some of the popular categories: reserves forequipment and reserves for capital improvement and deferred maintenance.
1. Committed and planned obligations have been approved in writing by the appropriate decision-making authority e.g. executive management level (President, CFO, Provost, Dean, Vice Presidents or Equivalent), or as delegated by this level.
CFW BALANCES – PLANNED OBLIGATIONS2
*Information Only*Operating fund (NG001, and NR101) year end available will roll over to NR401 as a beginning carry forward balance. Theplan, commit and spend will be recorded in NR401 with project ID for a not to exceed two years spending plan.
2. Supporting documentation approved by the appropriate decision-making authority is required.3. The project ID includes: CF-carryforward, FY-Fiscal Year, Abbreviation College or division-3 letters, Last two digit number.
Notes:
OBLIGATION TYPE/DESCRIPTION FOR OTHER UNITS PROJECT ID3
U1-Temporary Appointments (contract employees) CF20U1xx
U2-Special Projects CF20U2xx
U3-Program Development CF20U3xx
U4-Equipment CF20U4xx
U5-All Others CF20U5xx
CFW BALANCES – PLANNED OBLIGATIONS*Information Only*
OBLIGATION TYPE/DESCRIPTION FOR ACADEMIC UNITS PROJECT ID
A1-Start-up funding for faculty recruitment CF20A1xx
A2-Retention funding for faculty CF20A2xx
A3-Fellowships CF20A3xx
A4-Endowed chairs CF20A4xx
A5-Temporary employee CF20A5xx
A6-All others: designate appropriate CF20A6xx
A7-Renovation CF20A7xx
CFW BALANCES – PLANNED OBLIGATIONS*Information Only*
OBLIGATION TYPE/DESCRIPTION FOR RESERVE (SELF-SUPPORT UNITS AND UNIVERSITY WIDE) PROJECT ID
Capital Improvement/Construction MCxxxxxxx*
Designated for Facilities Maintenance and Repairs DMxxxxxxx*
Designated for Future Debt Service CF20xxxx
Designated for Catastrophic Events CF20xxxx
Designated for Financial Aid CF20xxxx
Equipment CF20xxxx
Designated for Economic Uncertainties CF20xxxx
* The project Id for Capital Improvement/Construction and Designated for Facilities Maintenance & Repairs refers to the Capital Plan Instruction in the Budget Manual. Per Legal Manual Chapter 15, the Capital Improvement (CIMP) and Non-Recurring Maintenance and Repair (NRMR) have the specific CSU designated funds.
Notes:
CFW BALANCES – REPORTING SAMPLE*Information Only*
PROJECT ID DESCRIPTION CHARTFIELD 2020-21BUDGET
YTD ACTUALS ENC.
BALANCEAVAILABLE
CF20XXX1 Computer Refresh
Acct NR401 Dept
200 80 20 100
CF20XXX2 Start Up Funding
Acct NR401 Dept
250 200 50 0
Total $450 $280 $70 $100
CFW BALANCES – REPORTING SAMPLE*Information Only*
PROJECT ID DESCRIPTION CHARTFIELD 2019/20BUDGET
YTD ACTUALS ENC.
BALANCEAVAILABLE
CF19U209 Computer Refresh
Acct NR401 Dept
100 50 20 30
CF19U509 Start Up Funding
Acct NR401 Dept
50 50 0 0
Total $150 $100 $20 $30
CFW BALANCES Projects CFW balance from FY2019-20 to FY2020-21
*Information Only*
PROJECT ID DESCRIPTION CHARTFIELD COMMITMENTS
2020-21BUDGET
YTD ACTUALS ENC.
BALANCEAVAILABLE
CF19BUS01 Computer Refresh
Acct NR401 Dept
30 30 20 0 10
CF19BUS02 Start Up Funding
Acct NR401 Dept
0 0 0 0 0
Total $30 $30 $30 $0 $0
CF19BUS01 will be review at the end of FY2020‐21CF19BUS02 will be closed at the end of FY2019‐20 since project has zero balance.
CSU FUNDS REQUIRING CFW & RESERVE DESIGNATIONS CSU FUND CSU FUND DESCRIPTION PEOPLESOFT FUNDS441 Extended Education Operations TCXXX444 Campus Partners N/A452 Facility Revenue Fund-Health Facilities Fees TH202463 Instructionally Related Activities Trust TAXXX464 International Programs Trust N/A471 Parking Revenue Fund-Fines and Forfeitures TP003
472 Parking Revenue Fund Parking Fees TP021, TP022, TP024, TP025
481 Lottery Education Fund TLXXX485 CSU Operating Fund NGXXX, NRXXX531 Housing Operations and Revenues TDXXX534 Campus Union-Operations and Revenues TUXXX
FY2019-20 RISK POOL
TYPES RATE OWNER
General Liability 0.40% Fiscal
Workers’ comp 1.10%
IDL/NDI/UI 0.48%
Property (Total Insurable Value) TIV=0.05 Risk Mgmt.
AIME (Athletic Injury Medical Expense) Athletics
Automobile Liability $201.27/vehicle
California State University Risk Management Authority (CSURMA) was formed by CSU and provides several risk management programs such as Pooled Liability Programs, Pooled Worker’s Compensation Program, IDL/NDI/UI Program, Property Program, Foreign Travel, Study Abroad, Special Event and other insurance programs.
Budget website: 2019-20 Budget manual
FY2020-21 RISK POOLFY 2020-21 Estimated Amounts For Budget Planning
Budget website: 2020-21 Budget Manual
SELF SUPPORT 2020-21 EST. AMOUNTCampus Recreation 85Campus Union 54Grants & Contract 197HDCS (Housing) 487Misc. Trust 95Parking and Transportation 43Student Health Service 113College of Extended Learning 162Athletics 128Children Campus 18
Total $1,382
Thousands
University Accounting ServicesFY 2019 / 20 Year-End Important Dates
Gloria TseungCathy Liu
Yessica Gudino
ACCOUNTING – IMPORTANT DATESDEADLINE ACTION ITEMMay 15 Last day request to University Accounting Services for faculty
released/reimbursement time invoicing to UCorp.
June 12 Last day to request CPO reimbursements from CO and other CSU campuses to University Accounting Services.
June 19 Last day to submit recharges and miscellaneous invoicing to University Accounting Services.
*Reprographics (Copiers), postage, and telephone recharges ended at May 31st. Recharge expenses incurred after May 31st will be posted to FY 2020/21.
June 12 Last day to submit Petty Cash vouchers to the Bursar’s Office. Any vouchers received after June 12th will be charged to FY 2020/21.
June 19 Last day to submit journal entries and fund transfer requests to the University Accounting Services.
New Accounting DocuSign Templateshttps://fiscaff.sfsu.edu/forms‐and‐documents
Cost Recovery Fund Transfer DocuSign Template
Use to pay for goods and services provided by a campus department to another department
Service Provider – Provides goods or services to a department
Service Paying (Client) Department – Receiving goods or services from the Service Provider
Users must have a DocuSign account setup
Cost Recovery Fund Transfer DocuSign Approval Workflow
Cost Recovery Fund Transfer DocuSign Form
Cost Recovery Fund Transfer: Governmental Fund Accounting
Cecilia Hermogeno, [email protected] , Extension 8-2390
Trust & Special Project AccountingSofia Peng, [email protected] , Extension 8-7138
Stop Payment / Check Replacement: [email protected]
TRUST FUND MONITORING
Planning
• PayrollOperating Expense
• Revenue
Monitor
• Fund Balance • Cash Balance• Periodic Review
Notification
• Deficit Daily Notice
• Quarterly Trust Fund Balance Report
• Timely Communication
Action
• Follow Thru and Resolve Issues
• Deficit will be Automatically Covered per the Trust Fund Agreement Part 4b 06/28/20
ORSP SMALL GRANT CARRY FORWAD
SG101 + 69xxxxxx
Available Balance06/30/20
Request ORSP NCTE Approval by 08/15/20
Submit Revised Budget Request thru
DocuSign to Accounting 09/15/20
Carry Forward10/01/20
Application• Faculty• March
Review & Notification
• ORSP Faculty &Department• May-June
Budget Request & Booking
• Dept Budget Request: DocuSign
• By 07/15/20
SMALL GRANT PROCESS
•Adjustment Entries Request on a Timely Manner•Adjustment Entries Request on a Timely Manner
1
•Outstanding Check/Invoice between Campus & Auxiliary
•Outstanding Check/Invoice between Campus & Auxiliary2
•No Check Issued within the Same Entities
•No Check Issued within the Same Entities3
AUDITS
GAAP Financial Statement Audit
• Interim Audit
• Year-end Audit
Single Audit (A-133)
• Financial Aid – full scope
• Other Federal Programs (grants) - TBD
System-wide Revenue Bond (SRB)
• Housing, Parking, CEL, Health Facility, Student Union (including Rec. Center)
Departmental information will be needed during the audit preparation and field work.
MONTH-END CLOSE NOTICE
Month‐End Close Notification
Website: https://fiscaff.sfsu.edu/home
USEFUL INFORMATION
Account Usage Guidelines• Last updated as of April 17, 2020
Chart of Accounts
• Last updated as of March 27, 2020
Account Usage with Examples
• Last updated as of April 17, 2020
Website: http://fiscaff.sfsu.edu/forms_and_documents
YEAR-END INVOICE SEARCH
Based on prior year experience we noted: • Invoices crossing 2 fiscal years • Service period not noted on the invoices• This could lead to audit finding
GASB 87- NEW LEASE STANDARD
• Effective Date: Beginning Fiscal Year July 1, 2021 (FY 2021/2022)
• New Definition of a Lease: A contract that conveys control of the right to use another entity’s nonfinancial asset (the underlying assets) as specified in the contract for a period of time.
• Concept: Single Approach• GASB 87 establishes a single model for lease accounting on the
foundational principle that leases are financings of the right to use an underlying asset
• No more operating or capital leases
GASB 87- ACTION ITEMS
• Accounting Office is in the Research and Identification phase If you are aware of any leases in your areas please send to Financial
Reporting Team as we are gathering and will asses all leases.
• Please send your contracts/agreements to the following mailbox: [email protected]
• If you have any questions or concerns please contact: • Yessica Gonzalez – [email protected]• Jesse Shen- [email protected]
PROCUREMENTFY 2019 / 20 Year-End Deadlines
Rabea Woerthwein-Mack
April 15 - Last day for RFP request – Formal and Informal Request for Proposals May 1 – Last day to approve and budget-check any requisitions for purchases that include
services
May 15 - Final date to approve/budget-check requisitions for the procurement of any item/goods
May 15- Final date to submit requests in writing for account code changes, or adjustments
Don’t forget to review all prior year open purchase orders , and close orders that are no longer
active.
PROCUREMENT – IMPORTANT REMINDERS
Blanket Purchase Orders Procurement will close BPO’s by June 19th. However, keep in mind, all POs with no activity
since 7/01/18 will be closed regardless of funds.
Procurement will allow payment against closed FY19/20 blanket POs with available balance for invoices regarding services performed or goods received between May 1 and June 30, 2020. No additional paperwork is required. Procurement will issue a memo allowing for payment of such invoices by Accounts Payable.
Invoices regarding services performed or goods received July 1st or after will require new blanket POs. New blankets can be entered as of July 10.
PROCUREMENT – IMPORTANT REMINDERS
Bursar’s OfficeFY 2019 / 20 Year-End Deadlines
Jackie Green
BURSAR’S OFFICE: IMPORTANT DATES
DEADLINE ACTION ITEM
June 12 Last day to submit Petty Cash vouchers to Bursar's Office for current FY.
June 22 Last run of Financial Aid Disbursements for University, Housing and CEL Refunds in June.
June 30 Last day to submit Departmental Cash/Check Deposits for current FY – hard close 4pm
CONTACT US University Accounting: Sylvia Piao [email protected] Government Fund Accounting: Gloria Tseung [email protected] Trust Fund Accounting: Cathy Liu [email protected] Financial Reporting: Yessica Gonzalez [email protected] Budget: Elena Stoian [email protected] Payroll: Agnes Cheng [email protected] Auxiliary: Tammie Ridgell [email protected] Procurement: Rabea Mack [email protected] Accounts Payable: Courtney Cheng [email protected] Bursar’s Office: Jackie Green [email protected]
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