State Accounting Closing Schedule FY10. Responsible Area / Application. State Accounting 8/2/ /23/2010 / continuing through end of FY

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1 1 Review and finalize Department Budget State Rule Table- All Campuses. State Accounting July / 2 Review Deadlines for End of Year on State Comptroller's Website. See " Year-End Close Events", "Reporting Requirements for Annual Financial Reports of State Agencies and Universities" and "Agency Year-End Adjustments and AFR Checklist". State Accounting July / 3 Input Budget amounts in for the coming fiscal year. Complete Method of Finance, Rider, Capital Budget, and Reduction Schedules and submit to Comptroller. 8/2/2010 In FY10, can enter budget in beginning 07/05/10. 4 Ensure cash is zero for all appropriations that are at least two years prior to the current fiscal year. Such apprns may be lapsed by the Texas Comptroller (Automated Lapse Program). 8/23/2010 / continuing through end of FY Contact the Comptroller if you have reasons for the appropriation balance to not be lapsed is exempt from lapse, but rollforward is suggested for the years in which all of the expenses have posted. 5 Coordinate with payroll to hold all payroll refund to state files (type 2) until after the end of the fiscal year. / PSGL and Beginning 08/24/10 Send checks and deposit slips via Overnight Mail to ensure timely processing, if necessary. 6 Final Remission of Tuition/Fees, Deferred Tuition/Fees and Set Asides for the Fiscal Year. PSGL and 8/26/2010 Remissions ed to the Treasury Office before 1pm will post in the Treasury the next day; after 1pm the remission will post in two days. 7 Coordinate with payroll to hold payroll batches (types 4 and 6) until after the end of the fiscal year. / PSGL and Beginning 08/31/10 8 Complete July accounts receivable reconciliation (PS account 12118) and corresponding entries. PSGL and 9 Complete July cash reconciliation (PS account 10500) and corresponding entries. PSGL and 10 Complete July expense reconciliation and corresponding entries. PSGL and 11 Complete ABEST reconciliation and enter PCA corrections for the end of the fiscal year. PSGL and *FIRM deadlines are BOLDED 1 of 6

2 12 Ensure appropriation 93211, Fd 0900 and appropriation 00903, Fd 0001 have no balances. Ongoing through Aug 31st 13 Monitor Cash balances in current and prior year appropriations. Make adjustments and request funds as needed. Ongoing through Aug 31st 14 Ensure screen 69 funds 9000 and 9001 (Agy 730 & 783) have zero balances. Also zero balances in appropriation fund 0980 located on screen 62. Ongoing through Aug 31st 15 Complete License Plate allocations for the 4th Quarter. PSGL and A few days prior to Fiscal Yr End 16 All non-accrual related entries must be completed. Last Day of the Fiscal Yr will usually close the last day of the fiscal year at 7pm. may not be available for a couple of business days after closing. 16 Review screen 53. There should be few or no pending transactions and there should be no pending transactions with errors. Accounts Payable and Last Day of the Fiscal Yr Fiscal Year End Send payroll batches that were previously held (types 4 and 6 first and then type 2). PSGL and First Business Day in Make sure the appropriations have enough funds to cover all batch types-must have actual cash in to post type 6 batches, accrual cash can't be used to cover transactions. 18 Make payments and provide information about the funding allocation to SORM. PSGL and First Business Day in 19 Roll forward an estimated amount (considering encumbrances) for the fund 0001 appropriations that have UB authority in order to make cash available for the new fiscal year. PSGL and First Business Day in *FIRM deadlines are BOLDED 2 of 6

3 20 Input HEAF Budget in PeopleSoft when received in from the Texas Higher Education Coordinating Board. PSGL and 21 Input Budget for current year into PeopleSoft ( budget load was completed in ). PSGL 22 Roll forward the deferred tuition revenue in order to have funds for current year expenditures. PSGL and 23 Enter a "U" document in for the deferred tuition revenue using TC 176 to recognize the revenue in the new fiscal year. PSGL and 24 Enter the Shared Appropriation between UH components in PS and. PSGL and Refer to Budget Office for information. 25 Enter Salary Benefit Appropriation Allocations for upcoming fiscal year (APS 019). PSGL and 9/15/ Enter Inter-fund activities (financial interaction between agencies and/or funds) to. 9/26/2010 Must coordinate with the agencies that are involved to insure accurate RTI's and transaction amounts. 27 Other E&G Dedicated revenue adjustment entries for (departmental and institutional levels). PSGL 28 Process various accruals for payroll batches that were held until after 09/01. Accrual reversals should be processed after Period 998 closes. / If an entry is done in prior or on 30, use effective date 08/31/XX; otherwise, use effective date 08/32/XX. 29 Financial Ops completes payroll accrual and TRS/ERS revenue allocation. Review revenue and expenses to ensure they are equal. / PSGL 30 Complete accounts receivable reconciliation (PS account 12118) and perform any prior FY adjusting entries. PSGL and 31 Complete cash reconciliation (run query UHS RECON_DISTINCT) and perform any prior FY adjusting entries. PSGL and *FIRM deadlines are BOLDED 3 of 6

4 32 Complete expenses reconciliation (run query UHS RECON_AE_DISTINCT) and perform any prior FY adjusting entries. PSGL and 33 Accruals - Cash and Expense Reconciliation. Run queries (UHS RECON_DISTINCT UHS RECON_AE_DISTINCT) to identify the outstanding entries. Review results of the query above to identify reallocations between state cost centers and from/to local and state cost centers. Enter accrual entries in (Doc Type U and TC 420/420R for state/local transactions and 467/468 for reallocations between state appns) and PS in period 998 debiting a due from asset account and crediting a due to liability account. PSGL and The expense accts should have already been recorded by the departments. 34 Complete TRB Excel Spreadsheet to determine the amount of bond funds that will be lapsed. Send lapsed amount to the Coordinating Board. PSGL and Excel Spreadsheet is located in the shared drive, Bond Payments folder. 35 For agencies 730 and 783, record the receivable (acct 12406) and credit cash for License Plate to period 998. Reversal of this entry will be recorded in the upcoming fiscal year. PSGL and OFFICIAL Close of Period Complete 998 accounts receivable reconciliation (PS account 12118). PSGL and / Must ask Tracey Shipper to run the 'Recon Build for period 998' before 998 recon can be initiated. 37 Complete 998 cash reconciliation (run query UHS RECON_DISTINCT). PSGL and / Must ask Tracey Shipper to run the 'Recon Build for period 998' before 998 recon can be initiated. 38 Complete 998 expenses reconciliation (run query UHS RECON_AE_DISTINCT). PSGL and / Must ask Tracey Shipper to run the 'Recon Build for period 998' before 998 recon can be initiated. 39 For agencies 730 and 783, record the reversal of License Plate entry in period 998 (reverse entry which recorded the receivable and credited cash). PSGL and / *FIRM deadlines are BOLDED 4 of 6

5 40 Perform ABEST reconciliation and enter PCA corrections for period 998. PSGL and / 41 Review all equity balances in institutional cost centers to ensure the ending balances are zero. (H0600, S0606, S0042, S0027) PSGL and / 42 Adjust benefits so revenues will match expenses and fund equity will equal $0 for each program code. PSGL and / 43 Adjust the amount of expenses and revenues in the amount of the Unemployment Compensation Insurance paid by the Texas Workforce Commission (TWC) on UH's behalf (Agy 730 and 783). PSGL and / The expenses and revenues for UCI paid by the TWC on all of the UH components' behalf will be reported by UH (Agency 730) in its GR Rec. 44 Perform necessary accrual reversals for accruals which were processed in period 998, including payroll accruals. PSGL and Various 45 Ensure all non benefit apprn balances are obligated, expended, or rolled forward for APS 018 certification purposes. Take note of BT 18 (encumbrances). PSGL and 46 Complete benefits budget revision, if needed, according to APS 011. PSGL and Use 08/31 effective date; after last day of use 08/32 effective date. 47 Proportionality adjustment entries for FICA and ORP funds 1 & Proportionality adjustment entries for ERS and TRS fund Proportionality adjustment entries for ERS and TRS fund 2. PSGL and PSGL and PSGL only 50 Complete Payroll related cost entry** so the Legislative revenue equals the GR reconciliation revenue (ERS, TRS, UCI, and needed adjustments to FICA and ORP). PSGL and See Chart below for Payroll related cost entry ** 51 Final ABEST reconciliation for Prior Year. PSGL and 52 4th quarter encumbrance file review to be sent to (after period 998 closes). Certify APS 018. PSGL and 10/30/2010 *FIRM deadlines are BOLDED 5 of 6

6 53 Return prior year unused benefits to the Comptroller (Agy 902) APS 019. PSGL and 10/30/ Comptroller's Office will lapse all unencumbered balances from previous appropriation years. PSGL and 11/1/2010 The Comptroller's office is directed by Section (d), Government Code, to lapse on Nov. 1 of each fiscal year all unencumbered construction and non-construction appropriation balances for all previous appropriation years based on the binding encumbrances and payables reported into. 55 Complete GR reconciliation for agencies 730 and 783. Certify electronically. 11/1/ Input AFR data for SRECNA in and the State System for agencies 730 and 783. / November 57 Input AFR data for SNA in and the State System for agencies 730 and 783. / November 58 Input AFR System Clearing Entries in the State System for agencies 730 and 783. / November 59 Input AFR Entries for consolidation in the State System for agency 797. November AFR Final Report Submission due 11/20/10 60 Complete APS 011 (proportionality of benefits) analysis and submit certification. PSGL and 11/19/ and Interagency Activity Certifications (must be submitted with the Annual Financial Report). 11/20/2010 **Payroll Cost Entry Enter as Year End Adjustment for Legislative Appropriation Revenue Retirement (TRS fund 0001) Record the amount paid by TRS on your behalf recorded in PS Group Insurance Record the amount paid by ERS on your behalf recorded in PS Unemployment Compensation Record the amount paid by UCI on our behalf recorded in PS for all campuses in agency 730 Worker s Compensation Record the amount paid on your behalf recorded in PS OASI Record the adjustment to equal the amount in screen 62 after the adjustment for APS 011 ORP Record the adjustment to equal the amount in screen 62 after the adjustment for APS 011 *FIRM deadlines are BOLDED 6 of 6