Kansas Department of Administration

08-a-009 - Closing of Fiscal Year 2008 and Opening of Fiscal Year 2009 (Superseds:07-a-006) (April 10, 2008)

INFORMATIONAL CIRCULAR NO. 08-A-009 supersedes 07-a-006
DATE: April 10, 2008
SUBJECT: Closing of Fiscal Year 2008 and Opening of Fiscal Year 2009
EFFECTIVE DATE: Immediately
A & R CONTACT:

Martin Eckhardt

Central Accounting Services Section

(785)-296-2661 (martin.eckhardt@da.ks.gov)

Steve Banning

Payroll Services Section

(785)-296-7059 (Steve.banning@da.ks.gov)

Lucinda Anstaett

Office of the State Treasurer

(785) 296-4151 (Lucinda@treasurer.state.ks.us)
APPROVAL: Kent E. Olson
SUMMARY: Schedule of Accounting Events Relative to Fiscal Year Closing

This Informational Circular provides the scheduled dates for closing fiscal year 2008 and beginning fiscal year 2009.  Additional information concerning fiscal year end closing and DA-118 List of Outstanding Obligations instructions is contained in the Division of Accounts and Reports Policy and Procedure Manual filing nos. 14,002 and 14,003.  The Policy and Procedure Manual is located at http://da.ks.gov/ar/ppm/ppm01001.htm.  Other web resources available for fiscal year end processing information can be found at http://da.ks.gov/ar/yearend/default.htm. <------- Broken link

K.S.A. 75-3002 establishes the state fiscal year as commencing on the first day of July in each year and closing on the thirtieth day of June of the succeeding year.  To allow state agencies time to process as much old year business as possible, the old year records normally remain open through the second Monday of July (PPM No. 14,002).  For the fiscal year 2008 closing the cutoff date will be Monday, July 14, 2008, allowing nine processing days.  Between July 1 and July 14, the Statewide Accounting and Reporting System (STARS) will process old and new fiscal year business concurrently.  FY2009 appropriation transactions will be processed in STARS in the nightly batch cycle July 1, 2008.  FY2009 appropriations will not be available for on-line expenditure transactions until July 2, 2008.

The workload both at your agency and the Division of Accounts and Reports is greatly increased during the fiscal year end closing period.  We ask that you use the following reminders and guidelines to help facilitate the fiscal year end processing.

SPECIAL ITEMS

  • Budget Worksheet data from STARS will be electronically submitted to the Division of the Budget by August 8th for loading into the Budget Management System.
  • The dates provided on this document that relate to fiscal year closing and opening activities will be revised, as necessary, by the Division of Accounts and Reports. Any revisions to payroll encumbrance or other processing dates will be issued as a SHARP message to subscribers of the SHARP list serve. After issuance, SHARP messages are also posted on the SHARP Customer Service Website at http://www.da.ks.gov/SHARP/documents/message.htm. Revisions to STARS processing dates will be posted on the STARS News screen and notice of revisions to SOKI3+ processing dates will be sent via email to all users.

SYSTEM AVAILABILITY

  • Normal hours of availability of STARS is 7AM to 6PM Monday through Friday; 24 hours on holidays and Saturdays, unless a special STARS cycle is requested; Sundays from 1PM through Monday, unless otherwise noted on the STARS News screen.
  • SHARP is available from 7AM to 6PM Monday through Friday and 1PM to 6PM Saturday and Sunday. The cutoff for receiving SHARP interface files is 5PM.
  • SOKI3+ system is available 24 hours a day except for a maintenance period between 6PM and 7PM daily.

GENERAL ITEMS

  • FY2008 documents receive a higher processing priority than FY2009 documents during the concurrent processing period.
  • There is a two day period beginning July 21 during which daily transactions may not be processed.
  • Transactions characterized as emergency payments requiring immediate attention during this time should be batched separately and sent to the attention of Randy Kennedy, Division of Accounts and Reports, Central Accounting Services Section, 900 SW Jackson, Room 351-S, Topeka, Kansas.
  • State agencies should review the May monthly reports and process the necessary corrections through the SOKI3+ journal voucher system before June 30.
  • Transaction year 2008 and 2009 documents must be batched separately.

STARS ITEMS

  • During the concurrent processing period, STARS batch sheets for FY2008 transaction year should have a batch date of “06/30/08,” an effective date of “06/30/08” and BFY of 2008.
  • During the concurrent processing period, STARS edits FY2009 transactions charged to “expenditure only” type accounts against fund level receipts (both FY2008 and FY2009). FY2008 transactions edit only against FY2008 receipts.
  • The available cash in prior fiscal year “receipt and expenditure” type budget units will not be available to fund FY2009 expenditures until FY2008 is closed and balances carried forward.
  • In order to check balances in STARS during concurrent processing, agencies need to remember to make the appropriate selection for “prior month” (PM).
  • If your agency would like to receive reports for June business after July 1, you must ensure that a prior month (PM) report request record is entered into STARS.

SOKI3+ ITEMS

  • During the concurrent processing period, both FY2008 and FY2009 documents may be processed in the SOKI3+ system; FY2009 interfund vouchers require a BFY of 2009 for both the receipt and expenditure transactions and FY2008 interfund vouchers process as normal. FY2009 JV documents must use a BFY of 2009 throughout. The operator must choose the appropriate BFY when initiating a JV or receipt voucher during concurrent processing.
  • Beginning July 16th through year-end closing, agencies should not release any SOKI3+ transactions with a BFY of 2008. Only transactions with a BFY of 2009 will be processed during this period.
  • On July 23rd, after year-end processing is complete, all fiscal year 2009 SOKI3+ transactions, including encumbered expenditures can be processed and released for upload to STARS.
  • All SOKI3+ transactions not uploaded to STARS on July 15th in the final FY2008 upload will be FY2009 business; any SOKI3+ interfund receipt transactions will need to have BFY 2009 and any SOKI3+ unencumbered interfund expenditure transactions will require an encumbrance number and appropriate transaction code changes.

    The scheduled dates for closing FY2008 and beginning FY2009 are as follows:
DATE ITEM
April 22 Letter sent advising agencies to prepare Real Estate Encumbrance Renewals (affected agencies only).

May 12

Letter sent requesting agencies to review outstanding encumbrances.
June 2

Agencies may begin entering on-line DA-118 transactions.

June 2 Annual review of housing, food service and other employee maintenance rates (DA-171).
June 16

Preliminary fiscal year 2009 Central Chart of Accounts is available to agencies on the Accounts and Reports website http://da.ks.gov/ar/genacct/CoA/Default.htm.

June 20 Informational Circular to all agencies regarding fiscal year rate changes in payroll deductions and contributions. The release of the Informational Circular is contingent upon publication of the budget indices for FY2009 by Division of the Budget.
June 20

Regents establish Payroll Clearing Fund indexes in STARS for FY2009.

June 22

Accounts and Reports, Payroll Services will insert a new row in the SHARP department budget tables effective dated June 15, 2008 which reflect a budget end date of June 14, 2009 and fiscal year of 2009. Agencies should refrain from entering any rows with an effective-date greater than or equal to June 15, 2008 until after the FY2009 insert has been completed.

June 23 Process payroll off-cycle for Friday June 27 pay date.
June 24

Fiscal year 2009 valid funds tape and valid PCA tape sent to State Treasurer.

June 24

Process payroll encumbrances for Friday, June 27 on-cycle pay date (last FY2008 on-cycle), and payroll accounting transactions created for true EFT reversals and cancelled checks from the June 23 off-cycle with check date June 27, 2008.

June 25

Last payroll off-cycle for fiscal year 2008. Review any outstanding checks and process paycheck reversals prior to June 25, 2008. Any checks issued in this off-cycle will be dated June 30, 2008 and charged to fiscal year 2008. Any supplementals or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2009.

June 26

Process payroll accounting transactions created for true EFT reversals and cancelled checks and encumbrances from the June 25 off-cycle.

June 27

Liquidate payroll encumbrances for the Monday, June 23 off-cycle check date of June 27, and the on-cycle pay date of June 27.

June 30

First payroll off-cycle for FY 2009. Checks will be dated July 3.

July 1

Process payroll accounting transactions created for true EFT reversals and cancelled checks from the June 30 off-cycle with check date of July 3.

July 1

FY2009 appropriation transactions to be processed in nightly STARS batch cycle.

July 1 FY2009 transactions accepted for processing; beginning of concurrent processing period for final fiscal year 2008 transactions.
July 1

SOKI3+ system allows FY2009 transactions beginning at 8:00 A.M.

July 2

On-line entry of STARS expenditures against BFY2009 appropriated and limited funds.

July 3

Liquidate encumbrances for the June 30th off-cycle with check date of July 3.

July 3

Final FY2008 credit card receipts and credit card clearing fund fees and charges (via Paymentech, American Express and Discover Card) are processed by the State Treasurer. All Paymentech, American Express and Discover Card transactions to this date are credited to FY2008. All Paymentech, American Express and Discover Card transactions after this date are credited to FY2009.

July 3

Updates to payroll position pool definitions for FY2009 must be entered into SHARP by 6:00 P.M. in order to be reflected in the charges for the on-cycle paychecks dated July 11, 2008 (first on-cycle paychecks charged to FY2009). Updates should be entered with an effective date of June 16, 2008.

July 7

DA-35 electronic files (prior period funding Payroll adjustments) must be received by 5:00 P.M.

July 14 SOKI3+ receipt documents for FY2008 must be entered by 3:00 P.M for final fiscal year 2008 receipt transactions.
July 14

Electronic transmission of FY2008 expenditure and encumbrance datasets to BDAS must occur by noon. Supporting batched documents must be received in the Central Accounting Services Section by 5:00 P.M.

July 14

Central Accounting Services Section accepts final expenditure and DA-118 encumbrance batches by data set from agencies for FY2008 until 5:00 P.M. No firm encumbrances are allowed for State General Fund.

July 14

Agencies entering STARS payment vouchers on-line (not dataset) must have final documents for FY2008 entered by 5:00 P.M.

July 14

SOKI3+ journal voucher and interfund voucher documents for FY2008 must be entered by 11:59 P.M.

July 15

Agencies entering payment vouchers on-line (not dataset) in STARS with a June effective date must have paper documents into the Central Accounting Services Section by 12:00 noon to avoid transactions being deleted from STARS. Vouchers processed under delegated audit authority should be released by the agency by 12:00 noon.

July 15

SOKI3+ closed to agency users 7:00 A.M. to 3:30 P.M. (JV, IFV and Order Modules)

July 15 SOKI3+ open for FY2009 receipts.
July 15

Final FY2008 SOKI3+ upload to STARS.

July 15

SOKI3+ open for all FY2009 transactions at 3:30 P.M.

July 16

Agencies may enter DA-118's on-line (not dataset) until 5:00 P.M. No firm encumbrances are allowed for State General Fund.

July 17

Agencies entering DA-118's on-line (not dataset) must have paper documents delivered to the Central Accounting Services Section by 12:00 noon to avoid transactions being deleted from STARS.

July 18

Final processing of June 2008 transactions expected; end of the concurrent processing period (STARS will be open to Central Accounting Services staff only).

July 21

Begin year end closing cycles and processing for monthly and annual reports and statements, processing of closing and opening entries and preparation of opening and closing transaction reports. (STARS available to Central Accounting Services staff only between closing cycles).

July 23 June 2008 monthly STARS reports expected to be mailed to agencies.
July 23 Resume processing of July 2008 (FY2009) transactions. STARS re-opens.
July 24

FY2008 closing reports and FY2009 opening reports expected to be mailed to agencies.

August 29

Forms DA-82, Certification of Inventory and DA-87, Annual Capital Asset Reporting and updates to the Master List of Real Property are due in Accounts and Reports.

 

        KEO:aw

« Back

© 2022 Kansas Department of Administration. All rights reserved.