|INFORMATIONAL CIRCULAR NO. 09-A-005 ||(supersedes 08-A-009) |
|DATE: ||April 10, 2009 |
|SUBJECT: ||Closing of Fiscal Year 2009 and Opening of Fiscal Year 2010 |
|EFFECTIVE DATE: ||Immediately |
|CONTACT: || |
Central Accounting Services Section
Payroll Services Section
Office of the State Treasurer
|APPROVAL: || |
|SUMMARY: ||Schedule of Accounting Events Relative to Fiscal Year Closing |
This Informational Circular provides the scheduled dates for the closing of fiscal year 2009 and beginning fiscal year 2010. 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 Procedures Manual filing nos. 14,002 and 14,003. The Policy and Procedural 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.
K.S.A. 75-3002 establishes the state fiscal year as commencing of 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 fiscal year 2009 closing the cutoff date will be Monday, July 13, 2009, allowing eight processing days. Between July 1st and July 13th, the Statewide Accounting and Reporting System (STARS) will process old and new fiscal year business concurrently. FY2010 appropriation transactions will be processed in STARS in the nightly batch cycle July 1, 2009. FY2010 appropriations will not be available for on-line expenditure transactions until July 2, 2009.
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.
Budget Worksheet data from STARS will be electronically submitted to the Division of the Budget by August 7th for loading into the Budget Management System.
The dates provided in 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 encumbrances 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 sent via email to all users.
Normal hours of availability of STARS is 7A.M. to 6P.M. Monday through Friday; 24 hours on holidays and Saturdays, unless a special STARS cycle is requested; Sundays from 1 P.M. through Monday, unless otherwise noted on the STARS News screen.
SHARP is available from 7A.M. to 6 P.M. on Monday through Friday and 1P.M. to 6 P. M. on Saturday and Sunday. The cutoff for receiving SHARP interface files is 5P.M.
SOKI3+ system is available 24 hours a day except for a maintenance period between 6 P.M. and 7 P.M. daily.
FY2009 documents receive a higher processing priority than FY2010 document during the concurrent processing period.
There is a two day period beginning July 20th 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 30th.
Transactions year 2009 and 2010 documents must be batched separately.
During the concurrent processing period, STARS batch sheets for FY2009 transactions should have an effective date of ‘06/30/09’ and BFY of 2009. Although it is preferred that the batch date be ‘6/30/09’, any batch date can be used to avoid using duplicate batch numbers for the same batch date as long as the effective date is ‘6/30/09’ and the BFY is 2009.
During the concurrent processing period, STARS edits FY2010 transactions charged to “expenditure only” type accounts against fund level receipts (both FY2009 and FY2010). FY2009 transactions edit only against FY2009 receipts.
The available cash in prior fiscal year “receipts and expenditures” type budget units will not be available to fund FY2010 expenditures until FY2009 is closed and balances carry forward.
In order to check balances in STARS during concurrent processing, agencies will 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 1st, you must ensure that a prior month (PM) report request record is entered into STARS.
During the concurrent processing period, both FY2009 and FY2010 documents may be processed in the SOKI3+ system; FY2010 interfund vouchers require a BFY of 2010 for both the receipt and expenditure transactions and FY2009 interfund vouchers process as normal. FY 2010 JV documents must use a BFY of 2010 throughout. The operator must choose the appropriate BFY when initiating a JV or receipt voucher during the concurrent processing.
Beginning July 14th through year-end closing, agencies should not release any SOKI3+ transactions with a BFY of 2009. Only transactions with a BFY of 2010 will be processed during this period.
On July 22nd, after year-end processing is complete, any residual BFY 2009 SOKI3+ interfund receipt transactions will need to have the BFY changed to 2010, and any SOKI3+ BFY 2009 unencumbered interfund expenditure transactions will require an encumbrance number and appropriate transaction code changes.
All SOKI3+ transactions not uploaded to STARS on July 14th in the final FY2009 upload will be FY2010 business; any SOKI3+ interfund receipt transactions will need to have BFY 2010 and any SOKI3+ unencumbered interfund expenditure transactions will require an encumbrance number and appropriate transaction code changes.
The scheduled dates for closing FY2009 and beginning FY2010 are as follows:
|DATE ||ITEM |
|April 21 ||Letter sent advising agencies to prepare Real Estate Encumbrances Renewals (affected agencies only). |
|May 11 ||Letter sent requesting agencies to review outstanding encumbrances. |
|June 1 ||Agencies may begin entering on-line DA-118 transactions. |
|June 1 ||Annual review of housing, food service and other employee maintenance rates (DA-171). |
|June 15 ||Preliminary fiscal year 2010 Central Chart of Accounts is available to agencies on the Accounts and Reports website http://da.ks.gov/ar/genacct/CoA/Default.htm. |
|June 19 ||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 FY2010 by the Division of the Budget. |
|June 19 ||Regents establish Payroll Clearing Fund indexes in STARS for FY2010. |
|June 21 ||Accounts and Reports, Payroll Services will insert a new row in the SHARP department budget tables effective dated June 14, 2009 which reflect a budget end date of June 13, 2010 and fiscal year of 2010. Agencies should refrain from entering any rows with an effective-date greater than or equal to June 14, 2009 until after the FY2010 insert has been completed |
|June 22 ||Process payroll off-cycle for Friday June 26, 2009 pay date. |
|June 23 ||Fiscal Year 2010 valid funds tape and valid PCA tape sent to State Treasurer. |
|June 23 ||Process payroll encumbrances for Friday, June 26th on-cycle pay date (last FY2009 on-cycle), and payroll accounting transactions created for true EFT reversals and cancelled checks from the June 22nd off-cycle with check date June 26, 2009. |
|June 24 ||Last payroll off-cycle for fiscal year 2009. Review any outstanding checks and process paycheck reversals prior to June 24, 2009. Any checks issued in this off-cycle will be dated June 29, 2009 and charged to fiscal year 2009. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2010. |
|June 25 ||Process payroll accounting transactions created for true EFT reversals and cancelled checks and encumbrances from the June 24th off-cycle. |
|June 26 ||Liquidate payroll encumbrances for the Monday, June 22nd off-cycle check date of June 26th, and the on-cycle pay date of June 26th. |
|June 29 ||First payroll off-cycle for FY2010. Checks will be dated July 2nd. |
|June 30 ||Process payroll accounting transactions created for true EFT reversals and cancelled checks from the June 29 off-cycle with check date of July 2nd. |
|July 1 ||FY2010 appropriation transactions to be processed in nightly STARS batch cycle. |
|July 1 ||FY2010 transactions accepted for processing; beginning of concurrent processing period for final fiscal year 2009 transactions. |
|July 1 ||SOKI3+ system allows FY 2010 transactions beginning at 8:00 AM. |
|July 2 ||On-line entry of STARS expenditures against BFY 2010 appropriated and limited funds. |
|July 2 ||Liquidate encumbrances for the June 29th off-cycle with check date of July 2nd. |
|July 2 ||Final FY2009 credit card receipts and credit card clearing fund fees and charges (via First Data, American Express, and Discover Card) are processed by the State Treasurer. All First Data, American Express and Discover Card transactions to this date are credited to FY2009. All First Data, American Express and Discover Card transactions after this date are credited to FY2010. |
|July 2 ||Updates to payroll position pool definitions for FY2010 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 10, 2009 (first on-cycle paychecks charged to FY2010). Updates should be entered with an effective date of June 15, 2009. |
|July 6 ||DA-35 electronic files (prior period funding Payroll adjustments) must be received by 5:00 P.M. |
|July 13 ||SOKI3+ receipt documents for FY2009 must be entered by 3:00 P.M. for final fiscal year 2009 receipt transactions. |
|July 13 ||Electronic transmission of FY2009 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 13 ||Central Accounting Services Section accepts final expenditure and DA-118 encumbrance batches by data set from agencies for FY2009 until 5:00 P.M. No firm encumbrances are allowed for State General Fund. |
|July 13 ||Agencies entering STARS payment vouchers on-line (not dataset) must have final documents for FY2009 entered by 5:00 P.M. |
|July 13 ||SOKI3+ journal voucher and interfund voucher documents for FY2009 must be entered by 11:59 P.M. |
|July 14 ||Agencies entering payment vouchers on-line (not datasets) 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 14 ||SOKI3+ closed to agency users 7:00 A.M. to 3:30 P.M. (JV, IFV, and Order Modules) |
|July 14 ||SOKI3+ open for FY2010 receipts |
|July 14 ||Final FY2009 SOKI3+ uploaded to STARS. |
|July 14 ||SOKI3+ open for all FY 2010 transactions at 3:30 P.M. |
|July 15 ||Agencies may enter DA-118’s online (not dataset) until 5:00 P.M. No firm encumbrances are allowed for State General Fund. |
|July 16 ||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 17 ||Final process of June 2009 transactions expected; end of concurrent processing period (STARS will be open to Central Accounting Services staff only). |
|July 20 ||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 transactions reports. (STARS available to Central Accounting Services staff only between closing cycles). |
|July 22 ||June 2009 monthly STARS reports expected to be mailed to agencies. |
|July 22 ||Resume processing of July 2009 (FY2010) transactions. STARS re-opens. |
|July 23 ||FY2009 closing reports expected to be mailed to agencies. |
|August 31 ||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. |