Year-End Closing of the BooksFiscal Year 2013

Dates to Remember:

• June 30 Last day of FY13

• July 8 Period 12 closes at 5:00 p.m.

• July 15 FY13 Campus Banner lockout occurs at 5:00 p.m.

• July 22 Period 14 (FY13) closes at 5:00 p.m.

Dates to Remember:UO Foundation

• June 24 (Transfers to UO) 5:00 p.m. deadline for Transfer Check Disbursement Requests (CDR’s).

• July 8 (Direct payments to outside vendors) 5:00 p.m. deadline for CDR’s. All CDR’s dated 6/30/13 and prior, and received at the Foundation by 7/8/13 will be expensed in FY13.

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 FY13 must have a June 1 – 30, 2013 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 FY13 to FY14.

• All system generated payroll encumbrances will be automatically liquidated by the payroll office.

• To keep encumbrances from rolling into FY14, cancel or liquidate 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.

• 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 Contactshttp://ba.uoregon.edu/staff/actg-and-finl-mgmt-contacts

• Accounts Payable 6-3143http://ba.uoregon.edu/staff/ap-invoice-payment

• Travel 6-3158http://ba.uoregon.edu/staff/travel

• BAO Closing of the Books Website http://ba.uoregon.edu/staff/year-end-close

Questions?