year-end closing 2018-2019
TRANSCRIPT
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Year-End Closing2018-2019
Presented by: Jackson Kuo
May 29, 2019
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Closing Deadlines• June 3, 2019 – CARE, EOPS and Next Up to
submit scholarship and stipends to financial aid office.
• June 21, 2019 – Mileage claims for July 2018 to May 2019 due
• June 25, 2019 2:00 pm – SAP time reporting for 6/28/19 month-end payroll.
• June 28, 2019 – Deposit all incoming checks and include in miscellaneous collection reports.
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Closing Deadlines• July 1, 2019 11:00 pm – SAP time reporting
for 7/5/2019 off-cycle.• July 2, 2019 – Mileage claims for June 2019.• July 5, 2019 – Bookstore and cafeteria
inventories completed and reports submitted to Daniel Friedman in ESC Accounting.
• July 5, 2019 – All June 2018 cash collection reports due.
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Closing Deadlines• July 5, 2019 – All undeposited incoming
checks received on or before 6/30 reported to Hsin-Kai (Kevin) Liao in ESC Accounting.
• July 5, 2019 – College eBTAs initiated by standard users to cover overdrafts (SFP & non-SFP).
• July 7, 2019 – Lock receiving screens for all goods received as of 6/30/19. Goods received after 6/30/19 must be recorded in fiscal year 2019-2020.
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Closing Deadlines• July 8, 2019 – Return any undistributed
miscellaneous checks/commercial checks (“B” Warrants) dated 6/30/19 to Margret Ayvazian in ESC Accounting.
• July 9, 2019 – Checks dated 6/30/19 must be issued.
• July 8, 2019 – Open fiscal year 2019-2020 period 1.
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Closing DeadlinesJuly 9, 2019 – The following SAP screens will be locked:
• FB50 – G/L Acct Pstg: Single Screen Trans• FV50 – Park G/L Account Items• F-02 – Enter G/L Accounting Posting• F-28 – Post Incoming Payments• FB60 – Enter Incoming Invoices• F-65 – Preliminary Posting• FB70 – Enter Outgoing Invoices• FB75 – Enter Outgoing Credit Memos• FV60 – Park Incoming Invoices• FV70 – Enter Outgoing Invoices• FV75 – Park Outgoing Credit Notes
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Closing Deadlines• July 10, 2019 2:00 pm – SAP time reporting
for 7/15/19 semi-monthly payroll.• July 10, 2019 11:00 pm – SAP time
reporting for 7/15/19 off-cycle payroll. All time entered until this point will be included in the automatic salary accrual. Colleges must submit manual salary accrual for any missed time reporting.
• July 10, 2019 – All JVs to be posted in period 12 due to [email protected].
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Closing Deadlines• July 11, 2019 –Revolving fund
reconciliations due to Daniel Friedman in ESC Accounting.
• July 16, 2019 6:00 pm – Open order budget carry forward.
• July 16, 2019 6:00 pm – Preliminary residual budget carry forward.
• July 18, 2019 – Automated salary accrual.• July 19, 2019 – Colleges must clear all SFP-
related unmatched salaries in fund 10999.
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Closing Deadlines• July 19, 2019 – Manual salary accruals
submitted to Kevin Liao in ESC Accounting.• July 19, 2019 – All non-SFP related JVs due.
Submit all PDF and Excel auto-post files to [email protected].
• July 23, 2019 – All SFP-related JVs due. Submit all PDF and Excel auto-post files to [email protected].
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Closing Deadlines• July 31, 2019 – College eBTAs initiated by
designated college budget primary users (SFP only).
• July 31, 2019 – Run and send final residual budget carry forward.
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2018-2019 JV Reminders• For periods 12 to 14 closing, if approved JVs
are sent via PDF emails, then do not mail the original JVs to District to prevent double posting.
• Do not change the Excel file format. Excel files must be saved in “.xls” version (Microsoft Excel 97-2003 Worksheet), not the newer “.xlsx” format.
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2018-2019 JV Reminders• File name on original JV (hard copy or PDF)
must match the name of the Excel file. JV Excel file must be emailed to [email protected].
• Do not staple multiple JV’s together. Stapled documents will be treated as one (1) JV.
• Every JV must have its own supporting documentation (even if multiple JVs have the same backup).
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2018-2019 JV Reminders• Avoid unnecessary distribution.• Make sure signed JV matches the Excel file. If
not, what is in the Excel will be posted. • JV preparers must ensure the JV is correct. If
not, he/she is responsible for making edits. Data entry unit will only post JVs and will not make any edits to the Excel file.
• If SAP fails to post a JV due to errors, and we cannot reach you, the JV will not be posted.
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2018-2019 JV Reminders• JV deadlines will be strictly enforced. No
extensions will be given for emails not received by ESC accounting.
• College JVs should be first reviewed for completeness and reasonableness by college level before forwarding to ESC for postings (even if SFP will review some JVs).
• All unused cells in Excel JVs should be totally blank without any symbols like "."; "-"; or "0".
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Reminders forSFP Program Staff• Once the year is closed, accounting records
cannot be altered or deleted. • Review Budget Report and FI posting to
verify all expenditures reflected in SAP are eligible according to the program guidelines. Charge missing eligible expenditures not reflected in program.
• Review all open commitments and confirm with vendor(s) that goods or services will be delivered by June 30th.
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Reminders forSFP Program Staff• Review all purchase orders for goods
received (50* documents) and payment. Goods can sometimes be checked “received” in SAP, but not physically received. Work with vendor(s), receiving, and A/P to receive goods and make final payments.
• Review program Budget Report and transfer excess expenditures out of program to clear the program deficit balance.
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Reminders forSFP Program Staff• Review program Budget Report and transfer
eligible expenditures into the program to utilize the remaining unspent program balance.
• Requisition any orders for supplies, contracts, short-term agreements by purchasing deadlines to fully utilize program budget.
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ESC ContactsArea of Responsibility Title Name Phone # EmailAccounting Manager Jackson Kuo 213-891-2150 [email protected]
Accounts Payable Manager Nyame-Tease Prempeh (KK) 213-891-2473 [email protected]
SFP Sr. Accountant Kyle Navasard 213-891-2086 [email protected] Bella Korotki 213-891-2326 [email protected] Mitzi Lai 213-891-2448 [email protected] Susan Bernardino 213-891-2498 [email protected] John Domingo 213-891-2158 [email protected] Melissa Quiroz 213-891-2018 [email protected]
Fin. Aid Accounting Sr. Accountant Justin Sam 213-891-2243 [email protected]
JV/Data Entry Sr. Accountant Kevin Liao 213-891-2060 [email protected] Xia (Crystal) Liu 213-891-2089 [email protected]
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Accounts Payable ContactsArea of Responsibility Name Phone # EmailDepartment Manager , Perishables Nyame-Tease Prempeh 213-891-2473 [email protected]
Bonds, Major Contracts, Confidential Legal Payments, Recon, 1099, Supervision, Block and Unblock Documents Vacant
Direct Pay Invoice-Supervisor, Warrant Production, Block and Unblock Documents, Stop Payments Kit Chan 213-891-2339 [email protected]
Major Contracts, Reconciliations, ACH/Wire Transfer Payments for Employee/Retiree Medical and Retirement Benefits, Audit Contracts, Other Misc. Payments, Block and Unblock Documents
Danny Reyes 213-891-2049 [email protected]
Invoice verification (MIRO), Purchase Orders Initiated at District Office, Facility Orders, Short Term Agreements , Sheriffs Contract - ALL
Rita Shvarts 213-891-2417 [email protected]
Contracts- District Initiated, VDK - Health Insurance Refunds for Retirees Shirley Leyva 213-891-2352 [email protected]
Bookstore (S,P) Conference (H,M,W), SFP Food Purchases Anahit Aleksanyan 213-891-2341 [email protected]
Payment and Mail Distribution & Tracking, Vendor account updates, Misc Items Ross Taplin 213-891-2450 [email protected]
Library - All Locations Cal Card (Post Parked Docs -C,E,H,M) Shoe Reimbursement - All Locations Child Development - C,E,H,M Utilities - VDK/ESC Revolving Fund (Post Parked Docs - C,E,H,M, D) Stipends (C,E,H,M) Bookstore (C,E,H,T) Live Scan Invoices
Nazik Karapogosian 213-891-2469 [email protected]
Bookstore (M,V,W) Revolving Fund (Post Parked Docs P,S,T,V,W) Child Development (P,S,T,V,W) Cal Card (Post Parked Docs P,S,T,V,W) Stipends (P,S,T,V,W) Cafeteria (H,M,T), Stale Dated Check Reissue
Andrew Ung 213-891-2356 [email protected]
Conferences/Webinars/Training - C,E,P,S,T,V,D Casey Martin 213-891-2416 [email protected]
Student Travel, Tuition Reimbursements, Transit Subsidies & Mileage Mimi Su 213-891-2323 [email protected]