Fiscal Year 2015 Year End Closing Action Plan

Transcription

1 Fiscal Year 2015 Year End Closing Action Plan TO: FROM: Financial Information System (FIS) Users Accounting Services SUBJECT: Year End Closing FY 15 The purpose of this action plan is to give FIS users key dates and other important year end information in order to ensure we have a successful year end closing. Accounting Services Team Members will be working with you to make sure documents are charged to the appropriate fiscal year. Old year and new year transactions can not be combined on a single document. Please read each document section that follows for the steps to take on documents at their cutoff dates. Go to your Worklist option in AIS to see all problem documents. Your Worklist should be reviewed daily. Following are the definitions of several terms used throughout this memo: Fiscal/Budget Year July 1 through June 30 Old Year / FY15 July 1, 2014 through June 30, 2015 New Year / FY16 July 1, 2015 through June 30, 2016 On-line Data entry from departmental personal computers Fully Approved No further approvals required on the document FIS Hours: Monday - Friday 7:00 a.m. to 9:00 p.m. Saturday 9:00 a.m. to 5:00 p.m. FIS Hours: On the last working day of the fiscal year (June 30, 2015), the system will come up at 7:00 a.m. All documents MUST BE ENTERED AND AWAITING ONLY CENTRAL AREA APPROVAL BY 5:00 p.m. Central area approvals will be completed by 6:00 p.m. FOCUS and Data Warehouse Notes: Normally, FIS transactions entered and fully approved on a weekday are not available in FOCUS and the Data Warehouse until the following day and transactions entered on Saturday are not available in FOCUS and the Data Warehouse until Tuesday. However, to facilitate the yearend close, all documents entered and fully approved on Saturday, June 27 th, July 4 th, July 11 th, July 18 th and July 25 th will be available for reporting in FOCUS and the Data Warehouse on Monday. FY 2015 Year End Closing Action Plan Page 1 of 13

2 Fiscal Year 2015 Key Closing Dates Due to the specifics involved in the closing process for each document, it is strongly suggested that you read the section pertaining to the document you are processing. Specific times and dates that may apply to your situation may not be consistent with the dates listed below. Cutoff Acceptance Date for Date for Page Old Year New Year Document/Function Type Number Documents Documents Lease Maintenance Purchase Orders 4 06/30/15 06/01/15 Line Item Change Orders (CO) 4 06/26/15 07/01/15 WUSTL Marketplace Purchase Orders 5 06/30/15 07/01/15 Blanket Orders (BO) 5 06/19/15 06/01/15 Blanket Order Change Orders (CO) 5 06/29/15 07/01/15 Invoices against a Blanket Order 5 06/26/15 07/01/15 A/P Free Balance Invoices 6 06/26/15 07/01/15 Check Requests (CR) 6 06/24/15 06/01/15 Travel Advances (TA) 6 06/12/15 06/01/15 Travel Expense Reports (TR) 6 06/24/15 07/01/15 Procurement Card (RP) 7 07/08/15 07/02/15 Procurement Card (RP) Sweep - RP created dates 7 05/22/15 07/08/15 Budget Adjustments (BA) - affecting salary, exp, lab allocations 7 06/12/15 05/01/15 Budget Adjustments (BA) - LC 12, Medical School, Danforth Schools, Auxes 7 07/17/15 05/01/15 Budget Adjustments (BA) - LC 12, CFU departments 7 07/17/15 05/01/15 Budget Adjustments (BA) - LC /17/15 07/01/15 Interdepartmental Free Balance ID's - Vending Dept. 7 06/30/15 07/01/15 Interdepartmental Free Balance ID's - Ordering Dept. **5:00 p.m.** 8 07/06/15 07/01/15 Receipt Vouchers (RV) 8 06/30/15 07/01/15 Deposits - North Campus **by NOON** 8 06/30/ Deposits (cash only) - North Campus **9:00 a.m.** 8 06/26/ Deposits - Med School depositories **10:00 p.m.** 8 06/26/ Deposits - Danforth Campus depository **5:00 p.m.** 8 06/26/ Deposits - West Campus **9:00 a.m.** 8 06/26/ Deposits - Bank Branches-including Mallinckrodt **by 2:00 p.m.** 8 06/30/ Deposits - Scanned Remote Deposits **by 2:00 p.m.** 8 06/30/ Journals (JR) - affecting salary, exp, lab allocations 9 06/12/15 07/01/15 Journals (JR) - LC 2X **by 10:30 a.m.** 9 07/10/15 07/01/15 Journals (JR) - LC52 - All Funds **by 5:00 p.m.** 9 06/25/15 07/01/15 Journals (JR) - All other LC (except Asset Journals) **by 4:00 p.m.** 9 07/13/15 07/01/15 Gifts (fully processed) **by NOON** 9 06/30/15 07/01/15 Payroll Cost Transfers - LC 12 & 22 **by 5:00 p.m.** 10 07/01/ Assets (Accrual journals, creations, and disposals) 10 07/01/15 07/01/15 Assets (Purchase Orders) 10 06/30/15 07/01/15 Accruals (Goods or Services Received in FY15) 11 07/06/ Vacation Accrual process **by 5:00 p.m.** 12 07/10/ FY 2015 Year End Closing Action Plan Page 2 of 13

3 Index of Accounting Services Contacts Note: Please read the pages referenced for detailed information on the subjects listed. Page # Contact Person Phone Number Purchase Orders, Change Orders, Telephone Orders, 4 Stacey Dabney (or your A/P Rep.) and Open Encumbrance Carry Forwards dabneystacey@wustl.edu Blanket Orders 5 Chris Schaefer c.schaefer@wustl.edu A/P Free Balance Invoices 6 Chris Schaefer c.schaefer@wustl.edu Check Requests 6 Rob Gatewood robert.gatewood@wustl.edu Travel Advances and Travel Expense Reports 6 Jennifer Lankford jennifer.lankford@wustl.edu Janice Bunselmeyer janice.bunselmeyer@wustl.edu Procurement Card 7 Cindy Kinney ckinney@wustl.edu Kristi Garavaglia kristen.garavaglia@wustl.edu Budget Adjustments 7 Stacey Dabney dabneystacey@wustl.edu Interdepartmental Free Balance ID's 8 Alan Mehringer alan.mehringer@wustl.edu Receipt Vouchers and Deposits 8 Angie Werremeyer angela.werremeyer@wustl.edu Journals 9 Stacey Dabney dabneystacey@wustl.edu Plant Funds/Ledger Class 52 9 Karl Norton karl.norton@wustl.edu Gifts 9 Kris Chkautovich kris.chkautovich@wustl.edu Payroll Items/Payroll Cost Transfers 10 Tina Miles tina.miles@.wustl.edu New Year Payroll Sources 10 Laura Aldridge laura.aldridge@wustl.edu Assets 10 Cindy Bugg cindy.bugg@wustl.edu Accruals (Goods or Services Received in FY15) 11 Lisa Gibbs lisa.gibbs@wustl.edu Sponsored Project Funds Krystina Gross kgross@wustl.edu Liz Colletta ecolletta@wustl.edu FY 2015 Year End Closing Action Plan Page 3 of 13

4 LEASE MAINTENANCE PURCHASE ORDERS, LINE ITEM CHANGE ORDERS (CO) and WUSTL MARKETPLACE PURCHASE ORDERS Old year purchase orders (excluding blanket orders) should be fully approved prior to 5:00 p.m. on Tuesday, June 30 th in order to encumber old year dollars. NOTE: Change orders are not available for use until after the last approval; therefore line item change orders should be fully approved prior to 4:00 p.m. on Tuesday, June 23 rd. Users should delete old year purchase orders and line item change orders not fully approved on June 30 th or change them to new year documents. After 5:00 p.m. on Tuesday, June 30 th, all single account or mixed account LC12 and LC22 purchase orders (non blanket order purchase orders) not fully approved will be automatically changed from a FY15 document to a FY16 document and set to an incomplete status. The FIS user will be forced to resave their document(s) to allow for approval. These documents will be in the user s worklist. Purchase Orders with Invoices against them Invoices that are "matched" in the Accounts Payable system (invoice and/or receiving reports have been entered and fully approved) by June 30 th will be processed as part of the Accounts Payable Accrual. A journal entry will be made systematically to reflect the expense on June 30 th as an increase in old year actual and a decrease in old year open encumbrances. A reversing journal will be made on July 1 st as an increase in new year open encumbrances and a decrease in new year actual. Please note that this journal will not be available for reviewing in the AISystem Document Inquiry option. "Uninvoiced" Purchase Orders less than 12 months old Open purchase order encumbrances (excluding blanket orders) that have no invoices against them and are less than twelve months old as of June 30 th will be carried forward with the corresponding budget funds to pay them in the new year. For any purchase order less than twelve months old as of June 30 th that you do not want to carry forward, a change order (CO) must be entered and fully approved by 4:00 p.m. on June 23 rd in order for the encumbrance to be liquidated. "Uninvoiced" Purchase Orders greater than 12 months old Please carefully review your open encumbrance list found in Account Inquiry. Open purchase order encumbrances originating in FY14 will be liquidated on June 30 th unless a written request that includes the PO#, vendor #, amount, and date is received by Kathy Anderson via at k.anderson@wustl.edu by Friday, June 5 th. NOTE: Open purchase order encumbrances from FY13 or prior will not be carried forward. **New Year Lease Maintenance Purchase Orders** New year lease maintenance purchase orders may be input beginning Monday, June 1 st. However, the corresponding administration number (PO number) will not be displayed in the AISystem Document Inquiry option until July 1 st. New year change orders on new year purchase orders may be input beginning Wednesday, July 1 st. FY 2015 Year End Closing Action Plan Page 4 of 13

5 WUSTL Marketplace Purchase Orders Marketplace documents that are fully approved (including the final approval in Purchasing) by end of business June 30 are included in the old fiscal year. Purchase requisitions created in Marketplace and intended for the new Fiscal Year cannot be submitted to AIS until July 1. After 5:00 p.m. on Tuesday, June 30 th, all single account or mixed account LC12 and LC22 purchase orders (non blanket order purchase orders) not fully approved will be automatically changed from a FY15 document to a FY16 document and set to an incomplete status. The FIS user will be forced to resave their document(s) to allow for approval. These documents will be in the user s worklist. Please contact Stacey Dabney at or dabneystacey@wustl.edu with carry forward and approval related questions. Please contact your A/P Representative with any other questions concerning PO s, TO s and CO s. To find your A/P Representative, go to and click on the Accounts Payable option in the list. BLANKET ORDERS (BO) & BO CHANGE ORDERS Blanket orders (ledger class 12 s) do not extend beyond Tuesday June 30 th, and balances unexpended as of June 30 th will NOT carry forward into the new year. The unexpended balances will be liquidated and returned to old year free balance. Change orders are not available for use until after the last approval; therefore change orders should be fully approved prior to 4:00 p.m. on Friday, June 26 th. All invoices for blanket orders should be received in Accounts Payable by 5:00 p.m. on Friday, June 26 th to be considered old year items. Blanket order invoices will be entered up until 5:00 p.m. on Tuesday, June 30 th so that they may potentially be approved and, therefore, be considered an expense of FY15. All invoices fully approved by 5:00 p.m. on June 30 th will be considered expenses of FY15. Any invoices not fully approved by 5:00 p.m. on June 30 th will become FY16 expenses with no corresponding budget funds carried forward to pay for them in the new year. After 5:00 p.m. on Tuesday, June 30 th, all FY15, LC12 blanket order purchase orders not fully approved will be automatically deleted. All LC22 single account blanket order purchase orders and mixed account LC12 and LC22 blanket order purchase orders not fully approved will be automatically changed from a FY15 document to a FY16 document and set to an incomplete status. The FIS user will be forced to re-save their document(s) to allow for approval. These documents will be in the user s worklist. **New Year Blanket Orders** New year blanket orders can be entered beginning Monday, June 1 st. However, the corresponding administration number (BO number) will not be displayed in the AISystem Document Inquiry option until July 1 st. Change orders on new year blanket orders may be input beginning on Wednesday, July 1 st. Please contact Chris Schaefer at or c.schaefer@wustl.edu with Blanket Order related questions. FY 2015 Year End Closing Action Plan Page 5 of 13

6 A/P FREE BALANCE INVOICES Old year free balance invoices for goods and services received by June 26 th, for which no encumbrance exists, should be received by Accounts Payable and be fully approved by 5:00 p.m. on June 30 th to be charged to the old year. Please contact Chris Schaefer at or with free balance invoice related questions. CHECK REQUESTS (CR) Check requests for goods and services received by June 30 th must be charged to the old year. Supporting documentation for old year check requests should be received in Accounts Payable by Wednesday, June 24 th at 4:00 p.m., and should be fully approved as FY15 activity. Departments can continue to put on FY15 check requests online for FY15 activity and AP will strive to approve. However, any FY15 check request not approved by Tuesday, June 30 th at 5:00 p.m. will automatically roll over to FY16 activity. Your assistance is requested in identifying old year items by marking FY15 in the upper right hand corner of any supporting documentation. Check requests not fully approved by 5:00 p.m. on June 30 th will be automatically charged to the new year with no corresponding budget money carried forward to pay for them. NOTE: An accrual at the department level will be made for documents converted to the new year. New year check requests may be entered beginning Monday, June 1 st for FY16 activity. Your assistance is requested in identifying new year items by marking FY16 in the upper right hand corner of any supporting documentation. Please contact Robert Gatewood or robert.gatewood@wustl.edu with check request related questions. TRAVEL ADVANCES (TA) & TRAVEL EXPENSE REPORTS (TR) Old year travel advances may be processed for any trip starting prior to July 1 st, even though the trip may extend into the new year. The cutoff date for old year travel advances is Friday, June 12 th. New year travel advances may be entered beginning Monday, June 1 st and should be used for any trip beginning after June 30 th. Supporting documentation for old year Travel Expense Reports should be received by Accounts Payable no later than Wednesday, June 24 th at 4:00 p.m. Transactions that are not fully approved by 5:00 p.m. on June 30 th will be automatically charged to the new year with no corresponding budget money carried forward to pay for them. NOTE: An accrual at the department level will be made for documents converted to the new year. Please contact Jennifer Lankford at or jennifer.lankford@wustl.edu or Janice Bunselmeyer at , janice.bunselmeyer@wustl.edu with travel related questions. FY 2015 Year End Closing Action Plan Page 6 of 13

7 PROCUREMENT CARD (RP) Procurement card transactions with dates created May 22 nd through July 8 th (comprised of transaction dates June 30 th and prior) will be swept to AIS as FY15 documents on July 8 th at 3:00 p.m. Transactions that are swept without approval will be posted to the default AIS account in the Cardholder profile. A journal may be needed to allocate the ProCard expense to the appropriate AIS account. Procurement card transactions with a date created of July 9 th will be reviewed to determine if an accrual is necessary. Transactions that are not fully reviewed and approved will be accrued to the default AIS account listed in the Cardholder profile. Please contact Cindy Kinney at or ckinney@wustl.edu or Kristi Garavaglia at or kristen.garavaglia@wustl.edu with ProCard related questions. BUDGET ADJUSTMENTS (BA) Unless otherwise noted below, budget adjustments must be entered and fully approved by 4:30 p.m. on Friday, July 17 th. New year budget adjustments for ledger class 12 may be entered beginning Friday, May 1 st, for Medical School departments, Danforth Schools, CFU departments, and Auxiliary departments. New year budget adjustments for ledger class 22 may be entered beginning Wednesday, July 1 st. Salary, Expense and Lab Allocation Budget Objects Budget adjustments affecting salary allocations (budgets 18 and 19), expense allocations (budget objects 9103 and 9104), or lab allocations (budget objects 9105 and 9106) for CFU departments and Danforth Schools must be entered and fully approved by Friday, June 12 th. Please contact Stacey Dabney at or dabneystacey@wustl.edu with budget adjustment related questions. INTERDEPARTMENTAL FREE BALANCE (ID) Vending Department Interdepartmental charges (ID) for goods and services provided through 12:00 p.m. on June 30 th should be entered by the vending department by 5:00 p.m. on June 30 th to allow for approval and processing of these items. Vending departments should review their budget summaries for ID documents that have not been fully approved and should contact receiving departments concerning the status of open items. Vending departments should also review their WORKLIST and clear rejected ID s daily. FY 2015 Year End Closing Action Plan Page 7 of 13

8 Ordering Department The monthly ID auto payment process will run on Wednesday, June 24 th and will impact orders on Barnes ID s, Medical School Telecom ID s, External Vendors ID s and ID s from vending departments 0153, 0247, 0336, 0339, 0349, 3003, 3008, 3017, 3021, 3416, 3432, 3486, 3487, 3533, 3548, 3943 and An overview of the auto payment process can be found at departmental%20invoices.pdf All other ID documents not fully approved by the ordering department by 5:00 p.m. Monday, July 6 th will become a new year document. Note: An accrual at the department level may be made for documents converted to the new year. Barnes and Telecommunications Interdepartmental Releases (ID) Invoices received from Barnes and Telecommunications should be charged to old year budgets. Please approve these items promptly to clear outstanding invoices by year-end. Ledger Class 52 (Plant) Interdepartmental charges pertaining to old year transactions on any plant fund must be fully approved by 5:00 p.m. on Thursday, June 25 th. Please contact Connie Anderson at or connie.anderson@wustl.edu with ledger class 52 related questions. New year interdepartmental charges may be entered beginning Wednesday, July 1 st. Please contact Alan Mehringer at or alan.mehringer@wustl.edu with ID related questions. RECEIPT VOUCHERS (RV) & DEPOSITS To ensure you receive proper credit in the old year, deposits must be made by the times listed below. In addition, the corresponding receipt vouchers must be entered and fully approved by the department by 5:00 p.m. on June 30 th. All back-up documentation for deposits must be received by Angie Werremeyer, by 1:00 p.m. on July 1 st. Please ensure that all back-up documentation has the RV document number clearly written on it. Please contact Angie Werremeyer at or angela.werremeyer@wustl.edu with receipt voucher related questions or if you have a large deposit after the cutoff dates and times listed below. North Campus Bank Liaison 6/30/15 12:00 NOON Deposits (cash only) North Campus 6/26/15 9:00 a.m. Medical Campus Depositories 6/26/15 10:00 p.m. Danforth Campus Depository 6/26/15 5:00 p.m. West Campus Depository 6/26/15 9:00 a.m. Bank Branches-including Mallinckrodt 6/30/15 2:00 p.m. Scanned Remote Deposits 6/30/15 2:00 p.m. FY 2015 Year End Closing Action Plan Page 8 of 13

9 JOURNALS (JR) Unless otherwise noted below, journals pertaining to the old year must be entered and fully approved by 4:00 p.m. on Monday, July 13 th. NOTE: Old year journals entered in July, require that the correct FY year be selected; the prior month journal box should not be checked. Please contact Stacey Dabney at or with journal related questions. Salary, Expense and Lab Allocation Budget Objects Journals (JRs) affecting salary allocations (budgets 18 and 19), expense allocations (budget objects 9103 and 9104), or lab allocations (budget objects 9105 and 9106) for CFU departments, Danforth Schools and those with a mixture of Med School and CFU/Danforth accounts must be entered and fully approved by Friday, June 12 th. Please contact Stacey Dabney at or dabneystacey@wustl.edu with related questions. Ledger Class 52 (Plant) Journals pertaining to old year transactions on any plant fund must be fully approved by 5:00 p.m. on Thursday, June 25 th. Please contact Connie Anderson at or connie.anderson@wustl.edu with ledger Class 52 related questions. Asset Journals Journals pertaining to old year asset transactions must be fully approved by 5:00 p.m. on Wednesday, July 1 st. Ledger Class 22 Accounts Journals pertaining to old year transactions on Ledger Class 22 accounts must be entered and fully approved by 10:30 a.m. on Friday, July 10 th ; final Overhead and Cost Sharing will run at 11:30 a.m. Overdrafts on ledger class 22 Gift and Endowment accounts should be cleared before the final Overhead and Cost Sharing is run. Any overdrafts on Gift and Endowment accounts as a result of overhead and cost sharing must be resolved via budget adjustments by Thursday, July 17 th. Please contact Diane Cahill at or diane.cahill@wustl.edu with your questions regarding ledger class 22 Gift and Endowment accounts. GIFTS To ensure proper credit in the old year, gift checks and supporting documentation must be received by Development Services at Campus Box 1082, before 12:00 p.m. on Tuesday, June 30 th. Please contact Kris Chkautovich at or kris.chkautovich@wustl.edu with gift related questions. FY 2015 Year End Closing Action Plan Page 9 of 13

10 PAYROLL Payroll Cost Transfers (PCT s) All payroll cost transfers for periods ending prior to June 30 th are due in the Payroll Office by the close of business on Wednesday, July 1 st. Please be sure all accounts used in the Payroll Cost Transfer transaction, their corresponding account profiles are open in the current fiscal year, e.g. PCT s that come through dated 6/30/15 or prior, their account profiles have to have an effective date in FY15, not a July, FY16 date. Payroll Accrual The biweekly payroll for standard hour employees for P/E July 4 th will be charged as follows, June 21 through June 30 to FY15, July 1 through July 4 to FY16. The biweekly payroll for Hourly employees for P/E July 4 th will be charged in total to FY16. New Year Sources Payroll source changes are only required if they have a source end date of June 30 th. Changes should be entered by June 12, 2015 to allow time for approvals. NOTE: Changes to payroll sources are not required if the sources are based on a percentage, do not have an end date, or if there is no change to the source account. Sources in place as of June 30 th will remain in effect for the new year. Please contact Laura Aldridge at or laura.aldridge@wustl.edu with your questions concerning payroll sourcing. Please contact Tina Miles at or tina.miles@wustl.edu with other payroll related questions. ASSET SYSTEM The cut-off date for old year asset updates, creations and dispositions, and any necessary asset year-end accruals is Wednesday, July 1 st. Supporting documentation should be received by Property & Equipment Accounting at Campus Box 1147 by July 1 st for timely approval of any outstanding asset creations. Beginning July 6 th, only new year documents are allowed and may only affect assets purchased in the new year. The Asset System will be closed to all activity Tuesday, July 7 th to run year end processes. The Asset System will open the morning of Monday, July 13 th. At this time, asset creations, enhancements and disposals can be made. NOTE: During the two-year environment, the setup fiscal year of the assets must match the fiscal year of the document. Please contact Cindy Bugg at or cindy.bugg@wustl.edu with asset related questions. FY 2015 Year End Closing Action Plan Page 10 of 13

11 ACCRUALS (Goods or Services Received in FY15) Journals (JR s) $15,000 or greater recorded by departments/schools to accrue for goods or services received through June 30, 2015 but not paid until FY16 should be reported to Accounts Payable using the attached worksheet. Accruals would include goods or services to be paid from purchase orders, invoices, wires, drafts, check requests and travel reports. Providing this information will ensure that there will be no duplication of an entry by the department/school and Accounts Payable. The worksheet is due on July 6 th. If additional accruals are recorded after that date, please forward to Accounts Payable. Below is an example of the worksheet that should be prepared and ed to Chris Schaefer in Accounts Payable at c.schaefer@wustl.edu. The electronic version of the form is located under Systems and Procedures Homepage under the Accounts Payable section in the Request Forms area. Please contact Lisa Gibbs at or lisa.gibbs@wustl.edu with any questions related to departmental accruals for goods or services. Year End Accruals Prepared by the Department Greater than $15,000 FY15 Prepared By: Phone Number: To Be Paid via Invoice Invoice Encumbrance Document ID Date Goods JR # Wire/Draft (Yes/No) Number Date ID # for CR or TR Vendor # Or Services Received Amount Note: If journal is based on an estimate and no invoice has been received or CR/TR completed, please write "Estimate" in the Invoice Number column. FY 2015 Year End Closing Action Plan Page 11 of 13

12 VACATION ACCRUAL The vacation accrual page will be available beginning June 22, To access the Accrual page sign on to HRMS and select Accruals under the Personal Information menu item. The first screen is the search page. Enter your department number and click the search button. The actions that departments are required to take depend upon what system(s) they are currently using to track vacation balances. All vacation accrual data must be finalized by 5:00 PM on Friday, July 10 th. For accounting purposes, accrued vacation days for eligible employees that are not finalized by 5:00 PM on Friday July 10 th, will automatically default to the maximum allowed 22 days, thus the maximum expense will be charged to the department. Accounting Services will post the vacation accrual journal by Tuesday, July 14 th. Employee vacation eligibility criteria are listed below. For additional information, the University s Time-Off Policies can be found on the Human Resources website at Role = Staff Hire/Rehire of an employee after January 1, 2015, the employee is excluded from the vacation accrual liability balance Regular Employees with total number of standard hours (for all jobs meeting criteria) equal to or greater than 20 hours Employee Status = Active, Unpaid Leave, Paid Leave, Suspended, or on Work Break The total FTE for all the jobs meeting the above criteria is >.49. Note: Vac Elig FTE is the total FTE for staff jobs only. Total FTE is the total of all jobs (including academic, if any). Although departments may begin entering data on June 22, 2015, employee changes (i.e., transfers, terminations) will be continually updated on the list through June 30, Instructions For Departments Using Time and Labor (T&L): Accrued vacation balances from T&L will be automatically loaded into the Accrual page nightly starting the night of June 30, 2015 through the night of July 10, For accounting purposes only, negative accrued vacation days will be loaded as a zero balance and accrued vacation days will be capped at 22 days. In order to accurately record vacation balances as of June 30, 2015, it is essential that all time reporting and approvals for employees that are paid biweekly be completed within the normal biweekly payroll processing by 3:00 pm Tuesday July 7 th. In addition, time reporting and approvals for employees paid monthly need to be completed and approved by Friday July 10 th by 5:00 pm. Further communication will be sent via the PUG list. Accrual pages will be available for viewing only. No further action is required by the department. Please note: If your department is using T&L but has employees that are using time clock to track hours, you will need to contact Georgian Kegel on the Danforth Campus at or Tammy DeBeaux on the Medical School Campus at in order to have the Accrual Page open for editing if changes need to be made. After the accounting accrual page has been opened for editing you will be able to edit and verify the accrued vacation days for these employees (refer to Not Using T&L instructions). For employees whose vacation balances are reported and loaded directly using T&L, their vacation balances should not be modified. FY 2015 Year End Closing Action Plan Page 12 of 13

13 Instructions For Departments Not Using T&L: Departments who do not use T&L will need to enter the employee s vacation data directly into the Accrual data entry page in HRMS. Data can be entered all at once or can be entered intermittently and saved. In addition, data entered and saved can be left unverified and changed until 5:00 PM on Friday, July 10 th. Data verification can be performed on a person by person basis as the days are entered or you can click on the Verify All button (located at the top of the accrual page) after all data has been verified. Days should be entered to the nearest tenth of a day; valid values are between 0 and Accrued vacation days entered should be the number of accrued vacation days that an employee would be paid out, if terminated, as of June 30, Note: A Restore to Defaults button is available at the top of the page. Clicking on this button will reset to the default values of 22 days for vacation. CAUTION: Do not use the BACK button from the browser, as you will lose your work. You must use the Save button. Example of Dept Accrual Page/Screen: Please contact the FIS Helpdesk at with accrual related questions FY 2015 Year End Closing Action Plan Page 13 of 13