Transcript Year-End Closing of the Books

Year-End Closing of the Books
Fiscal Year 2011
Dates to Remember:
• June 30
Last day of FY11
• July 8
Period 12 closes at 5:00 p.m.
• July 18
FY11 Campus Banner lockout occurs at
5:00 p.m.
• July 26
Period 14 (FY11) closes at 5:00 p.m.
Dates to Remember:
UO Foundation
• June 27 (Transfers to UO) 5:00 p.m. deadline for
Transfer Check Disbursement Requests (CDR’s).
• July 7
(Direct payments to outside vendors) deadline
for CDR’s. All CDR’s dated 6/30/11 and prior, and
received at the Foundation by 7/7/11 will be expensed in
FY11.
Key Points:
• Fiscal periods 1-12, 14. Each fiscal period
should stand on its own.
• Banner is the system of record.
• All funds, including grant and agency funds,
must have transactions recorded in proper FY.
• Departments with new leases or using loaned
equipment should contact the BAO.
• Each department is required to submit a detail
and aging report of their non-SIS accounts
receivable to the BAO. These reports must be
reconciled to Banner as of period 14.
Dating FIS Documents
Documents entered into FIS for FY11 must have a
June 1 – 30, 2011 transaction date. This includes,
but is not limited to:
 Budget Changes
 Invoices
 Journal Vouchers
 Travel Reimbursements
Encumbrances
• BAO will roll all open purchase order and
general encumbrances from FY11 to FY12.
• To keep encumbrances from rolling into
FY12, cancel them before the close of
period 12, on July 8th, by 5:00 p.m.
Expenditure Cut-Off Guidelines
• Expenditures must be charged to the fiscal year
in which goods are received or services are
performed (see handout).
• For goods and services received by June 30 for
which vendor invoices have not been received,
please fill out an Accounts Payable Report and
forward to the BAO.
http://ba.uoregon.edu/sites/ba/files/forms/yearendap.pdf
BAO Help
• Accounting and Financial Management Contacts
http://ba.uoregon.edu/staff/actg-and-finl-mgmt-contacts
• Accounts Payable 6-3143
http://ba.uoregon.edu/staff/ap-invoice-payment
• Travel 6-3158
http://ba.uoregon.edu/staff/travel
• BAO Closing of the Books Website
http://ba.uoregon.edu/staff/year-end-close
Questions?