Fiscal Year End section of the Financial Administration Accounting & Budget Control web page:

Transcription

1 Fiscal Year End section of the Financial Administration Accounting & Budget Control web page:

2 University of Wisconsin System SFS Accounting Manual Category: General Ledger Task or Process: Year-End Close Guidelines FY 2017 Effective Date: Updated Annually Revision Date: Mar 2017 Issued Date: Mar 2017 Contact Information: Name: Ginger Hintz Phone: Following are the guidelines for closing FY 2017, 13 th month processing, and starting FY Updates will be issued if changes are needed. 1. When will year 2018 be opened for processing? a) The FY 2018 Standard Budget Ledger will be opened May 1, 2017 to allow business units (BUs) to begin posting budget journals for the new fiscal year. An earlier date may be allowed if BU s request it. b) UWSA staff open the FY 2018 Purchasing module on May 1 annually so that the SFS (BUs) may begin processing purchase orders for the new fiscal year. The PO data will post to the KK Ledger as they are created. c) SFS ledgers for 2018 (Actuals and Accrual) won t be open for regular posting until July 2. Exception: Summer Session payrolls processed through HRS in May & June will generate salary and fringe journals that will be posted in SFS before July 2. The Actuals Ledger will be opened for period 1 of the new year to get those journals posted. The ledger will be closed again as soon as the posting is completed. d) Please make certain all staff members are aware of the following guidelines for year 2017 or 2018 July transactions: 1. July 1 is the single date that represents the 13th month of FY July 2 is the first day of the FY 2018 July accounting period. 2. All BUs should use the date of July 2 as the first PO/journal date for year 2018 transactions that will post to the Actuals and KK Ledgers. 3. Extra care should be taken in the month of July to insure that all SFS transactions are recorded in the correct fiscal year, regardless of where the transactions are initiated. e) Any journal data that must be reported to DOA prior to July must be posted in FY All BUs must comply with this restriction. f) All BU s must not enter FY 2018 vouchers in AP until July 2. g) All BU s must not run FY 2018 pay cycle until July 2. fy17_yrend_close_guide.doc 1 of 5

3 2. Year 2018 Accounting Period Calendar (CC calendar) Period 1 is the first Period of the fiscal year and runs from July 2 nd thru July 31 st. Period 13 is available to record entries to be included prior to closing the fiscal year. All journals dated July 1 st will post to period 13. The remaining periods begin and end dates follow the Calendar month. UWSA staff will close periods on the morning of the 8 th calendar day following the end of each period. If the 8 th day falls on Saturday or Sunday, the period will be closed on the following Monday. This policy will allow BUs to know how much time they have (usually 5 business days) to get end of month journals posted before the period is closed. More stringent close policies will be applied for the 13 th period. 3. Processing at end of June a) Daily deposit amounts recorded via GL journal entries to fund 990, account 9198 on the last business day of June must be the last that will be included in the June accounting period. b) Any additional 990 deposit GL journal entries needed to record old fiscal year receipts received by June 30 must be posted in period 13 of FY 2017, along with related revenue distribution journals to clear 990. fy17_yrend_close_guide.doc 2 of 5

4 c) For any receipts received after June 30, GL journal entries for 990 deposits related to old or new fiscal year receipts must be posted in period 1 of the new fiscal year (journal date must be July 2 or later). d) BUs will be allowed to run Pay Cycle (as many as desired) until 3:30 pm on the last business day of June (June 30, 2017). The PY journal posting will be performed after 4:00 pm, same as any other day. e) BUs must be able to reconcile their Accounts Payable balance to unpaid AP vouchers. BUs Accounts Payable balances at end of the fiscal year must be able to be tracked and verified to ensure that offsetting Accounts Payable transactions are charged to the new fiscal year (in PY journals) and accurately bring the old fiscal year balances to zero. f) The June period will be closed at the beginning of the day on July 10 th. 4. Period 13 processing criteria a) All SFS journals for 13 th period general ledger posting must be assigned a journal date of July 1. Please insure that all staff members are aware of this requirement. It is extremely important that these journals do not get posted to the new fiscal year by mistake (because the wrong journal date was assigned). b) BUs must not run Pay Cycle on July 1. All Pay Cycle processes run in SFS after July 1 will create PY journals in the GL for the new fiscal year (even if the vouchers paid are recorded in the old fiscal year). c) HIGH PRIORITY: For all BUs. You must not cancel, void, or put a stop on any payments on July 1st! You must not cancel, void, or put a stop on any payments during the last six business days of June unless you have enough payments to cover the negative dollar effect of the cancels, voids, or stops. Failure to comply with these rules may result in creation of PY journals that have a negative balance. We cannot interface negative balance data to DOA. d) Internal transfer journals for chargebacks, coding corrections, encumbrance adjustments, etc. can be processed in SFS in the 13 th period up through July 14 th. All journals must be posted in SFS by 3:30 pm on July 14. Same is true for within campus budget adjustments posted to the Standard Budget ledger. e) All inter-unit transfer journals (IUJ, IUT, etc) can be entered into JET on July 14 th, but must be posted by all BUs involved by 3:30 pm. f) UWSA will close FY 2017 period 13 at 4:00 pm on July 14th. Period 13 will be re-opened periodically during the second half of July so that final adjusting transactions initiated at UWSA can be posted and interfaced to DOA. fy17_yrend_close_guide.doc 3 of 5

5 5. Monitoring encumbrance balances for fiscal year close a) The year end open encumbrance balances for the Service/Supply, Capital, Financial aid and Special Purpose major lines (for all BUs) will be reported to DOA by UWSA. Those encumbrance balances must match the PY_ENC budget balances for FY 2018 (PY_ENC budgets are entered by each BU). Therefore, make certain those encumbrance balances are accurate at the end of the year. LIMITATIONS: Any PO that has a balance less than $50 cannot be carried over. They must be cancelled prior to the PO roll-over process. All blanket orders for FY 2017 must also be cancelled prior to the PO roll-over process. If a blanket order balance must be carried forward, the PO should be changed from blanket to regular prior to the PO roll-over process. CARRYOVER JUSTIFICATION: Each BU must submit written justification for carrying over any PO that is more than 1 year old (e.g., created in FY 2016 or earlier). Justification documentation must be submitted to the UW System Controller by May 31 annually. b) If you determine (after the mid-july cutoff) that an encumbrance balance adjustment is needed, send a request ( ) to the UW System Controller to provide justification for the change. c) PO Year-End Processing - In order to fulfill reporting requirements and track outstanding purchase order encumbrances institutions are required to close purchase orders that will no longer be used and roll those open purchase orders that will continue to be used in the future fiscal year. Please review documents in the SFS website Documents and Training PO Purchasing that address the PO clean-up, PO roll, and enter future fiscal year PO processes. Year-End-Processing.pdf 6. Processing guidelines for transfers that cross fiscal years a) Instructions for processing Advance Fees collected prior to July 1 are located on the SFS web site in the General Ledger category. Click on the following link to get access to both of those document: b) NOTE: Internal transfer journals processed in period 13 (or any other period) may only contain data for one fiscal year. You cannot perform a transfer between fiscal years in one journal. If there are any other situations where revenues or expenses will be moved between fiscal years, it is very important that the proper asset/liability offset accounts are used in each year so that the data for each fiscal year is properly balanced for reporting to DOA. If you will need to process cross year transfers, send UWSA the information about what they involve and why they are needed. UWSA will work with you to determine the asset/liability entries that will be needed in each year. 7. Period 998 adjustments a) Instructions for processing period 998 journals are located on the SFS web site at: fy17_yrend_close_guide.doc 4 of 5

6 b) All period 998 adjustment should be completed by no later than August 15 th. c) UWSA staff will perform the final fiscal year closing process in SFS by August 15th for all BUs. Account balances are brought forward to period zero of the new year as part of this process. fy17_yrend_close_guide.doc 5 of 5

7 UW System Fiscal Year Closing Process Checklist Fiscal Funds 123: Cash balance must be positive. Revenue to cover all expenditures must be transferred from fund 128 or from other PR funds. 2 Fund 128 Seg Fee Distributions: Ensure netting to zero. 3 Fund 128 payroll default coding (PRDFLT), (PRSUSP), and account 1000 (All Funds): Must be zero. 4 Funds 132 and 189 De-pooling: Verify that fund 104 expenditures equal budget and that the institutions fund 104 program 2 expenditures match your fund 104 program 2 budgets. De-pooled institutions can record fund 104 program 2 expenditures up to their fund 104 program 2 budgets all other program 2 expenditures should be coded directly on fund Fund 133 / Account 3930 expenditures: Must net to zero. 6 Fund 136 Ensure That Pass Through Loans are Cleared Out: Pass through loan programs such as Great Lakes Higher Education should come in and go out on the same account code to eliminate double counting of revenue and expenditure. Revenue from pass through loan programs will be coded to revenue in fund 131 when students pay tuition and fees. 7 Fund 145 Work Study Fringes: Verify that only non-student administrative fringe benefits are being charged to fund Fund 990 Clearing: Ensure that the cash balance in fund 990 is zero before the mid July cutoff. All revenue should initially be deposited to fund 990 and should be coded to Amounts should be cleared from 990 on account Since the recommended accounts for deposit and clearing crosswalk to the same DOA code, the activity for 990 nets to $0 as required by the State Controller s Office. Institutions that need to record other account codes in fund 990 for deposit and clearing must consult the DOA crosswalk table on the SFS website to ensure that deposit and clearing occur on the same DOA account code. 9 Accounts Receivable Write-offs: Verify that uncollectable accounts receivable have been written off.

8 10 Accounts Receivable Balances: Verify that any outstanding accounts receivable balances (6200, 6210 and 6240) are reconciled to the detail unpaid invoices that support the total. Institutions must be able to substantiate their balances. 11 Accounts Receivable Grants: Verify that the general ledger summary balances for 6201, 6202 and 6209 are supported by the detail contained in the grants module tables. Verify that the sum of billed accounts receivable and unbilled accounts receivable equals grants revenue. 12 Faculty salary advances: Verify account 6160 has a zero balance. The exception would be if the advance was given in June of the current Fiscal Year. 13 Travel Advances: Institutions must be able to substantiate the balance of advances (6166, 6167, 6241) recorded in SFS. Expenditure account codes must not be used on fund Advanced Deposits: Ensure that advanced deposits are properly recorded in the old and new fiscal years. Revenues for the new fiscal year collected prior to June 30 should be recorded as deferred revenue in the old fiscal year with a debit to cash (6100) and a credit to deferred revenue (7400). All advanced deposit revenue initially deposited to fund 990 should be cleared to the appropriate fund so that the fund 990 balance at the end of the fiscal year is zero. 15 Accounts Payable Balances: Verify that any outstanding balance in accounts payable (7100) is reconciled to the detail unpaid vouchers supporting that total. Institutions must be able to substantiate their balances. By agreement with the State Controller s Office, the UW System must be able to provide a detail reconciliation of the summary accounts payable balance in STAR. 16 Vouchers Payable Between Years: During the July accounting period of the new fiscal year, ensure that all amounts recorded to vouchers payable between years (7105) are cleared with a credit to vouchers payable between fiscal years and a debit to the appropriate expense account. Institutions can ignore fund 980 as this will be cleared by the service center. 17 Deferred Revenue Clearing: During the July accounting period of the new fiscal year, ensure that all amounts recorded to deferred revenue (7400) are cleared with a debit to deferred revenue (7400) and a credit to the appropriate revenue account. 18 Deferred Revenue within Fiscal Year: Ensure that the deferred revenue balances in account 7405 are at zero by the mid July closing. Deferred revenue amounts crossing fiscal years should be coded to account 7400.

9 19 Revenue Clearing Accounts: Verify that all revenue is reconciled in any revenue clearing accounts/funds. Some revenue received late in the year may not be distributed until early the following year. 20 Credit Memo Write-offs: Verify that worthless credit memos have been written off. 21 Federal overhead: Verify that fund 150 revenue in account 9905 equals fund 144 expenditures on account This is exclusive of the 150 assessment. 22 Federal administrative expense: Verify that the combined administrative expense reimbursement on account 9905 for funds 145, 146, 147 and 148 is offset by the account 9905 total in fund Minnesota Reciprocity: Ensure that all balances on account 9199 are in fund Surplus Property Sales: Ensure that account 9940 (State Share of Surplus Property Sales) is only used with fund 963. Please do this as one of the first items. DOA wants to clear this early in July. 25 Extension Credit Fees: Verify that there are no credit extension fees in fund 131. Verify that there are no regular 131 credit instruction fees in fund Academic Excellence Scholars: Each institution should verify that the current year cash match contributed to the program is at least equal to the amount contributed in Review of Small Dollar Encumbrances: Institutions should review small dollar purchase orders resulting from failure to fully liquidate a purchase order when the obligation no longer exists. Purchase orders that have had no activity in the past 12 months should be closed at fiscal year end. All encumbrances under $50 should be closed by the mid July cutoff. 28 Purchase Order Blankets: All blanket orders should be liquidated at fiscal year end. Carryover encumbrance budget authority should not include amounts for blanket orders. Only legally enforceable commitments for services and goods maybe encumbered. Purchase orders for Sundry Vendors, Miscellaneous Vendors or other nonspecific vendors may not be carried over. 29 Purchase Order Justification: If it is necessary to carryover a purchase order for a second year the institution must justify the encumbrance carryover. Per DOA guidelines, written justification for all purchase

10 orders carried over for a second year need to be on file with the System Controller by May Library encumbrances: Institutional blanket encumbrances for library books may be converted to a regular purchase order and adjusted to reflect the lesser of the unencumbered budget balance for library books and periodicals or the outstanding book orders at June 30. No budget transfers may be made to increase the budget for library books. 31 Inter-Institutional Agreements (IIAs): Ensure that all IIAs for the closing fiscal year have been processed by both the buying and the selling institutions. 32 Out of Balance Journal Verification: Run out of balance Queries and Nvision reports on the Actuals Ledger. The nvision report to determine if chart fields are out of balance can be found by opening SFS and selecting UW nvision nvision Report Submit Center Category : OPERATIONS Sub Category : Out of Balance. Run OOB_3 or OOB_5 as appropriate. 33 Out of Balance Verification For DOA (Orphans): Run DOA Balance report Queries and nvision reports on the Actuals Ledger. The query to determine if chart fields are out of balance can be found by opening SFS and selecting UW nvision nvision Report Submit Center Category : OPERATIONS Sub Category : DOA_REPORTS. Run DOA_CHK5. All orphans must be cleaned up before year end close. 34 Program R : Verify that there are no expenditures or sales credits on program R. 35 Outstanding checks: Verify that outstanding checks have been reviewed for stale dates and related procedures have been followed. CONTROLLER CERTIFICATION: I certify that the yearend checklist procedures listed above have been performed. Date Due date for submission of the completed checklist to the UW System Controller s office is July 18, 2017.

11 University of Wisconsin System SFS Accounting Manual Category: General Ledger Effective Date: Updated Annually Task or Process: FY 2017 Year-End Closing Timeline Grid Revision Date: Mar 2017 Contact Information: Name - Ginger Hintz - ghintz@uwsa.edu Phone The schedule below provides information about dates, processes, etc. that will occur during the close of fiscal year Feb 1 Date Event Fiscal Impact Issues Nightly ETL of SFS data to WISDM begins for FY 2018 Set up FY 18 in WISDM SFS Staff April 1 or before Open FY 18 edits for UWMSN Add and check the edits in other environments, including SFTRAIN. SFS Staff Before April 30 Load SFS tables w/fy rows Add FY rows found under maintain EXTN tables Jon May 1 The Standard Budget Ledger for period 1 of FY 18 is opened to allow BUs to begin posting budget journals. UWSA opens Ledger for all BUs Donna Fosshage May 1 BU's should begin closely monitoring encumbrance balances for all funds in SFS. You need to insure that the SFS balances are accurate by the time we get to the mid-july cutoff. The SFS balances at end of FY 17 will be reported to DOA by UWSA staff. Those balances also dictate the carryover encumbrance balances that may be established in SFS for FY 18. Limitations: Any PO that has a balance less than $50 cannot be carried over. All FY 2017 blanket orders must be cancelled before the mid-july closing. Do to how DOA Star handles Allotments for Prior Year encumbrances, all purchase orders will be reviewed at the account level. fy17_yrend close_timeline 1 3/23/2017

12 Date Event Fiscal Impact Issues May 1 UWSA, DoIT and HRS staff will ensure that all SFS fiscal year based control tables and calendars have been established for FY 18 by this date. Linda, Jon May 1 The PO module for FY 2018 is opened in SFS to allow BU's to begin creating new year POs. NOTE: This does not mean that Period 1 of the new fiscal year is open for GL processing. New year POs can be created in the PO module Denise - communicate to campus Jon - open period May 4 April C Biweekly payroll is processed Salary and all fringe expense is charged to FY 17 HRS May 16 Need to identify all projects that will expire at the end of June 30. Also, need list of all internal projects. This will aid the process of POs for year end Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) need 7-1 end date Kirk Anderson May 16 Identify TA (Travel Authorizations) that need to be closed and send list to campuses Remove encumbrance SFS Staff to notify campuses Sharon, Linda May 17 May A Biweekly is processed Salary and all fringe expense is charged to FY 17 HRS May 24 May Unclassified payroll is processed Salary and all fringe expense is charged to FY 17 HRS May 31 Final day for processing FY 17 purchase orders in SFS Purchases made after May 31 (for goods and services related to the normal operations of the institution) that will be received and consumed by June 30 can be direct charged as FY 17 expenses in SFS. Denise June 1 May B Biweekly payroll is processed Salary and all fringe expense is charged to FY 17 HRS fy17_yrend close_timeline 2 3/23/2017

13 Date Event Fiscal Impact Issues June 2 Cutoff date for FY 17 budget transfers that need UWSA approval To guarantee the processing of any remaining FY 17 budget transfers before the end of June, please submit your budget transfer requests by this date. Transfers received after this date will be processed as time allows. Donna Fosshage June 8 The May accounting period is closed in SFS first thing in the morning SFS business units (BU's) need to have all May journals posted SFS Staff June 15 The June A Biweekly payroll is processed. Health and Life fringe cost must be charged to FY 18 Salary and all other fringe expense is charged to FY 17 First payroll Health/Life to New FY June 15 Run Close on identified TA's Remove encumbrance SFS Staff Sharon HRS fy17_yrend close_timeline 3 3/23/2017

14 Date Event Fiscal Impact Issues June 30 The Pro-Card billing period that ends today will be the last one charged to FY 2017 Payment can be processed on July 3rd - 7th (FY18). Expense distribution journal will be posted in period 13 (FY17) VERY On July 3rd, you will get the statement indicating the total amount due. Note: The only time the upload process will change the date to July 1 is when the cycle end dates are 6-28, 29 or 30. Michelle Option 1 (Preferred) 1) Process the payment on July 3rd 7th through a regular pay cycle with a cash payment made in FY Use account 7105; Vouchers Payable Between Years for the payment. 2) Process an Internal Transfer Journal (INT) in FY17 to clear the amount paid on 7105 and establish the expense on Account 3100 will be cleared when the reallocation/distribution journal is processed. 3) Institutions with a seven day reallocation period will receive the SBF file on July 10th. The file must be uploaded by July 14th and posted with a date of 7/1 to Period 13. Note: The only time the upload process will change the date to July 1 is when the cycle end dates are 6 28, 29 or 30. Option 2 1) Process the payment on July 3rd 7th through a regular pay cycle with a cash payment made in FY Use account 3100 as usual. 2) Process an Internal Transfer Journal (INT) in FY18 to clear account 3100 to account This will establish the balance sheet account that will carry over between years. 3) Process an Internal Transfer Journal (INT) in FY17 reversing the entry made in FY18. This will clear the 7105 and re establish the expenditure on account ) ) Institutions with a seven day reallocation period will receive the SBF file on July 10th. The file must be uploaded by July 14th and posted with a date of 7/1 to Period 13. June 21 The June regular Unclassified payroll is processed Health and Life fringe cost must be charged to FY 18 Salary and all other fringe expense is charged to FY 17 except summer session salary and fringe expense will be charged to FY18 HRS June 23 All FY 17 salary encumbrance balances will be cancelled by this time by HRS staff. Salary encumbrances will not be posted for the remainder of FY17. Linda and HRS fy17_yrend close_timeline 4 3/23/2017

15 Date Event Fiscal Impact Issues June 23 Update new AP, CR, GL table for the new fiscal year under Navigation - SFS Extensions >DOA STAR Interface > Use > DOA Period 13 Definitions Linda/Bryan June BU's must not process any check cancels, voids, or stop payments during this period unless there is certainty that there are sufficient payment dollars to cover the negative dollar effect of those transactions. These type of check related adjustment should be done in Failure to comply with this rule may result the new fiscal year (July 2 or later) if there is not assurance in PY journals that have a negative that a negative PY journal will not be created in the old year. balance. We cannot interface negative balance data to DOA. VERY IMPORTANT Jon Laura/Beth - communicate to Controllers and Bursars June 27 Entry of June deposits against A/R is complete Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson June 27 Pre-Close reconciliation of all balance sheets Accounts is completed. GM - A/R and UAR Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson June The June B Biweekly payroll is processed. Health and Life fringe cost must be charged to FY 18 Salary and all other fringe expense is charged to FY 18 Will be posted with 6-28 date to Period 12 HRS June 30 UWSA staff will open period 13 for all BU's except Madison. Madison staff will do the same for their BU. Jon, Susie June 30 JET Accounting dates change to July 1 at 4pm. For UWMSN it will remain the 13th period until 4pm on July 6. All other institutions the date will remain July 1 until the night of the 13th. IMPORTANT When processing IUJs in the 13th period remember to work with the other institutions involved Susie fy17_yrend close_timeline 5 3/23/2017

16 Date Event Fiscal Impact Issues June 30 Business Units run final Pay Cycle Manager process that will create FY 17 'PY' journals. Pay Cycles (as many as desired) can be run up until 3:30 p.m. PY journal posting is performed after 4:00 p.m. BUs must reconcile their Accounts Payable balance to unpaid AP vouchers. BUs that have Accounts Payable balances at end of the fiscal year must be able to track and verify that offsetting Accounts Payable transactions charged to the new fiscal year (in PY journals) do accurately bring the old fiscal year balances to zero. Laura/Beth July 1 July 1 July 1 This is the SFS accounting period calendar date that represents the 13th month. No pay cycle or expense processing for either fiscal year may be performed on this date. You must not cancel, void, or put a stop on any payments on this day!!! All BU's must make certain that journals for the 13th period are assigned a journal date of July 1. VERY IMPORTANT VERY IMPORTANT Laura/Beth Laura/Beth July 1 to 8 UW Service Center (HRS) must not process payrolls in both fiscal years on the same night during the period of July 1 through July 8. HRS July 1 to 14 BUs work on year end check list. Check list should be completed by July 14 (Period 13 close) Check list certification due to UW System Controller by July 18 (see July 18) July 3 Final reconciliation of Accounts Payable to Project Costing is completed. Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson fy17_yrend close_timeline 6 3/23/2017

17 Date Event Fiscal Impact Issues July 3 PO Rollover from FY 2017 to 2018 is started for all business units. July 3 The SFS ledgers are opened for posting of FY 18 journals and all other normal daily operations. Jon, SFS staff July 4 H O L I D A Y July 3 TA Rollover from FY 2017 to 2018 is started for all business units. SFS Staff Sharon July 5 FY 18 salary encumbrance initialization process will be started on this date by HRS staff. Linda and HRS July 6 BI Complete processing all invoices in PeopleSoft. Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson July 6 F&A and Fringe Allocations must be current. All Errors Resolved Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson July 6 Complete Cash Application of FY 16 payments Determine cash application process after 7/16 (entered into the GL via manual journal entry for the A/R, Cash and Note: this item only applies to business units using the Grants modules (MSN, MIL, Kirk Anderson fy17_yrend close_timeline 7 3/23/2017

18 Date Event Fiscal Impact Issues July 6 per HRS This is the last day that FY 17 Direct Retros can be processed through HRS (period 13). HRS July 7-13 UWMSN Restricts use of JET tool by Susie July 7 All prior year purchase order encumbrance balances must be cleaned up by this date Denise July 7 All PO Rollover "problem clean-up" is completed for all units July 6-7 UWSA staff release FY 18 pre-paid fringe data to be sent to DOA UWSA staff will initiate this release by checking the appropriate boxes in the Summer Session and Prepaid Fringe Release Control panel of SFS Salary Maintenance. Linda July 10 The June accounting period in SFS is closed (early am) BU's must have all final journals for June posted before this date July UWSA staff release FY 18 Summer Session salary and fringe data to be sent to DOA. UWSA staff will initiate this release by checking the appropriate boxes in one of the Salary Maintenance panels of SFS. Linda July 13 All Institutions except Madison - Last day to process IUJ journals in JET. The fiscal year will change at 4 pm. July 13 The July A Biweekly payroll is processed. First full payroll to be entirely in FY18 fy17_yrend close_timeline 8 3/23/2017

19 Date Event Fiscal Impact Issues July 14 July 14 UWMSN - JET and Cost Transfer tool to change fiscal years at 4:30 pm All direct retros must be posted to SFS by this date. Susie HRS July 14 Final day for SFS BU's to post FY 17 data in SFS (period 13). Journals entered in prior days must be posted. Any journals entered today must be posted during the day. All journals must be posted by 3:30 pm. Period 13 is closed in SFS at 4:00 pm. UWSA staff will verify that all FY 17 journals are posted before closing the period. All FY 17 Fund 990 revenue distributions should be complete by this date. Fund 990 Cash Balance (account 6100) must net to zero. All Fund 998, Department PAYCLR balances must be at zero. All Fund 128 PRDFLT and PRSUSP must be zero. All Fund account 1000 must be zero. All Payroll Interface "default coding" balances must be at zero. Please see Fiscal Year Closing Process Checklist at: Checklist should be complete by today and must be submitted to the UW System Controller by July 18. July 15 through July 31 UWSA staff begins final reconciliation with DOA. Final adjustments that affect BU's are identified and processed. Final adjustment journals will be posted directly in SFS to period 13. fy17_yrend close_timeline 9 3/23/2017

20 Date Event Fiscal Impact Issues July 17 BU's begin working on identifying any period 998 adjustments they will need to post to SFS. BU's should verify that end of year cash balances are properly accounted for in SFS. Dollar amounts can be shifted between Program, DeptID, and Project codes within the same fund and major line. Transfers that cross state appropriations (Block grants) and/or account are not allowed. Period 998 adjustments can be loaded to SFS by the BU, but must get UW System Controller approval before the journals can be posted. Period 998 adjustments must be completed by Aug. 15 July 18 Certified Year End Checklist is due to UW System Controller July 18 GL Run final fiscal year journal generation for all modules Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson July 18 GL Enter manual post-close journal entries to update balance of Balance Sheet Accounts. Note: this item only applies to business units using the Grants modules (MSN, MIL, EXT) Kirk Anderson July 20 The July Reg Unclassified payroll is processed All salary and fringe expense is charged to FY 18. July 20 Final FY16 Fund 104 Budgets due Donna Fosshage Carol Edquist July 20 MSN, MIL and EXT BU's must notify UWSA of their end of June fringe "pool" balances for Funds 133, 144, 233 and 161 by this date. UWSA staff will use that data to make the transfer of fringe balances to the Systemwide fringe pool accounts Balances for the comprehensive institutions remain at the institution Connie July 21 UWSA staff begin preparations for UWSA staff will make all of the needed journal entries in moving the gift/grant/trust fringe SFS to transfer the balances. "pool" DeptID balances out of the BU accounts and into the UWSYS accounts. Amounts shifted are based on end of June balances. Connie fy17_yrend close_timeline 10 3/23/2017

21 Date Event Fiscal Impact Issues July 24 Year End Checklist Checkout Completed By UWSA Staff Institutions will be contacted for coding corrections as needed. Eric Engbloom July 28 Second Check of Year End Checklist checkout Eric Engbloom Aug 4 Last day UW can post FY 2017 data in STAR Aug 9 UW's Form 78s Final Forms Available August 1 through August 15 UWSA staff clear 131 cash balances from BU accounts via period 998 adjustments Cash account balances in all GPR funds and SEG annual funds are zeroed via an SQR program run at UWSA UWSA staff create period 998 journals to move 997 and 980 fringe clearing balances to their proper carryover DeptID All GPR and SEG Annual fund/org balances for Cash (account 6100) should be at zero at the start of the new year. Verify by looking at data in period zero of the new year. Funds involved are: 100, 101, 102, 103, 104, 106, 109, 110, 117, 126, 139, 163, 164, 167, 168, 169, 171, 172, 180, 188, 190, 191, 301, 402, 403, 406, and 601 Staff at BU's work on getting carryover encumbrance budgets from FY 17 loaded to FY 18 in SFS Staff at BU's work on getting gift/grant/trust budgets loaded to FY 18 in SFS There should be no budget data loaded for accounts that are totally closed out. fy17_yrend close_timeline 11 3/23/2017

22 Date Event Fiscal Impact Issues All "first pass" period 998 journals for Account balances get moved to the funding that is FY 17 are posted for all BU's. The appropriate/desired for carryover to the new fiscal year. BU's perform journal uploads to get the period 998 adjustments into SFS. UWSA staff review/approve the data and post the journals. The fiscal year "close" process is run for all BU's (done by UWSA staff) so that the effect of the period 998 adjustments can be reviewed in period zero of FY 18 and in WISDM. Additional period 998 adjustments are created and posted as needed The fiscal year close process is rerun for BU's as needed All FY 17 closing activity is expected to be completed by August 15 Sept 1 Transfer Cash From UWSYS 131, 132, 189 to Dummy Units to cover GPO Shifts. Oct 2 Close WISDM - FY 17 WISDM team to confirm with UWSA staff before closing. Kirk Anderson fy17_yrend close_timeline 12 3/23/2017