JUNE 2016 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

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1 Legend: FAR JUNE COA Maintenance Deadline: Disable requests NOT needing approval in CSMA by SSAE16 Requests Sent to Tubs COA Maintenance Deadline: Funds and subactivities with status "Ready to be disabled in GMAS sent to CSMA Notify HMC of mutual fund transfers or pending mutual fund gifts by CAPS DEADLINE: Completed Construction Close Requests (CCR's) for FY2016 due by 12PM Web Reimbursement Travel Authorization Forms (WR- TAFs) approved and ticketed by tubs - Escheat checks to be re-deposited to Cash Management - FY17 budget spreading requests due to OFSP JUNE CONTROLLER'S ROUNDTABLE PwC YE Schedule Requests Sent to Tubs WR reports with advance settlements accompanied by checks to Reimbursements & Card Services Online vendor form for new vendors or for changes to existing ones approved in Oracle - Voided and re-deposited checks to Cash Management - 12PM Stopped and re-deposited checks to Cash Management - 12 PM Invoices rec'd by A/P by 12PM will be processed in FY2016 by close of business on Thursday, June 30th Mass Taxable Sales Deposit forms for deposits made thru June 23 to Cash Receipts by 4PM WR Reports to Reimbursement & Card Services by WR reports with advance settlements for zero balance or cash due to traveler to Reimbursement & Card Services by PCARD Sweep 3PM (transactions loaded 6/10-6/16)* PCARD Sweep 3PM (transactions loaded 6/17-6/23)* Requests for payments to be made in a foreign currency entered and approved by tub w/ related invoices to A/P by 12PM Requests for payments via ACH entered/approved online in HCOM with related invoices to Cash Management by US Wire transfers: HCOM requests entered and approved online by tubs; related invoices to Cash Management by Credit Vouchers w/ Foreign Checks to Cash Receipts by 4PM Credit Vouchers accompanied by cash or checks to Cash Receipts by 4PM Credit Vouchers with validated deposit slips for deposits made thru June 28 to Cash Receipts by 4PM Initiate Fund Establishment by 3PM Gifts of Stock/Stock Transfers to HMC by 3PM Notify ADS of pending wires by with continued notification until July 20th Notify Planned Giving of expected gifts by A/P Special Handling Requests to A/P by Recurring credit card gifts must be charged by donors by 11:59PM and internal by 4PM to qualify as FY16 gift Credit Card gifts must be charged by donors by 11:59PM and internal by 4PM to qualify as FY16 gift *Note: The Date for transactions loaded into settlement system is not the same as the transaction date. There is no way to determine a final day on which users can make Pcard purchases and assure those transactions will be swept into FY2016 since timing is dependent on vendors and other factors.

2 Legend: FAR JULY Credit Vouchers w/ valid deposit slips for 6/29 and 6/30 to Cash Receipts by 12PM Massachusetts Taxable Sales Deposit Forms for 6/24 thru 6/30 to Cash Receipts by 12PM A/P Adjustments for Fixed Assets Entered in HCOM by PCARD FINAL FY2016 Sweep 3PM (transactions loaded 6/24-6/30)* 1st CLOSE - 2PM* Data Warehouse updated for 1st Closing Cutoff date for customer set up w/ Central A/R Billing - 4PM 1st Closing Sponsored Funds Cost Transfer Templates for A/R invoices and credit memos to be entered by A/R to Central A/R - 4PM Actuals Data June 1-July 8 available in 1st Closing G/L Feed Deadline A/P Adjustments for Fixed Assets Approved in HCOM - Fixed Asset Trade In Notification Due to FAR Final invoices to be processed in FY2016 entered & approved by tubs; related invoices to A/P by A/P Final Close - 4PM ALL FY2016 A/P Invoice Data Available in HDW 2nd Closing Sponsored Funds Cost Transfer 2nd Closing G/L Feed Deadline 2nd CLOSE - 2PM* Data Warehouse updated for 2nd Closing A/P Adjustments for Fixed Assets Approved in HCOM - 12PM Central A/R Feeds Entered into A/R System by 4PM FAR to send tub rep letter requests Actuals Data July 9-July 15 available in FY16 known gifts, pledges, gift change requests and batch proofs due to ADS by Sponsored Gifts Receipts/Awards due to ADS by A/R Invoices & Credit Memos Entered by Tubs into A/R System by 4PM Final FY16 Decaps/Recaps Due From Tubs WIP Placed in Service Notification Forms Due to FAR by 3rd Closing Sponsored Funds Cost Transfer University Gift Processing System "Advance" will be closed to all FY16 gift processing and g/l postings at 3PM 3rd Closing G/L Feed Deadline 3rd CLOSE - 2PM* Data Warehouse updated for 3rd Closing Assets associated w/ Sales of Equipment must be retired in Oracle Assets and Info sent to FAR FINAL GIFT FEED from ADVANCE to G/L for FY16-3PM Commitments & Contingency Requests Due Back From Tubs (pending CIP Accrual Data) Actuals Data July 16 -July 22 available in A/P Invoice Info Sent to Tubs by FAR CIP/Equipment Accruals posted by Tubs Prior to 3rd Close Journal Deadlines Tubs JV's to FAR by 3PM Tubs JV's to FAR by 3PM Tubs JV's to FAR by 3PM Tubs FINAL JV's to FAR by 3PM Final Run of GL to FA feed Fixed Asset Mass Additions Queue cleared; all transactions posted to capital or CIP asset by Non-Cash Retirement of Assets/Impairments by Fixed Assets Final FY16 Close - 4th CLOSE - Data Warehouse updated for 4th Closing AP Reconciliations due to FAR from tubs Tubs run reports for Fixed Asset Reconciliations - 12 PM Depreciation in Actuals Data July 23 -July 29 available in FAR tubs on what is left to post for FY16 SSAE 16 Requests Due Back From Tubs 31 *Note: Tubs may enter Journal Vouchers up until this time.

3 AUGUST Legend: FAR AP feed to OA reopens 5th CLOSE - 11AM Q4 Information Requests sent to tubs* Additional flux questions will be sent to tubs Data Warehouse updated for 5th Closing Actuals Data July 30 -August 3 available in BALANCE FORWARDS Q4 Deliverables* Due from BALANCE FORWARDS Tubs SOFT JULY CLOSE Audit Support Due From Tubs YE Narratives Due to OFSP/OC Treasurer's Distribution* FINAL JULY CLOSE *Note: Treasurer's Distribution Timing contingent on receipt of data from Harvard Management Company *Q4 Requests from Tubs include the following items: (1) Income/Expense Flux** - Greater Than or Equal to $500K & 10% (Large Tubs), Greater Than or Equal to $250K & 10% (Small Tubs) (2) Balance Sheet Flux (including Fixed Asset o/c) - Greater Than or Equal to $500K & 10% (Large Tubs), Greater Than or Equal to $250K & 10% (Small Tubs) (3) Student Income Template (4) Q4 Quarterly Checklist (5) Salary & Wage Template (6) Reconciliations for all Balance Sheet Accounts w/ Balances Exceeding $1M (including Fixed Assets) **Note: All Salaries & Wages expense line items must be fluxed regardless of whether they meet the above thresholds in accordance w/ Internal Controls; however, please utilize quarterly thresholds above for components of "All Other Salaries & Wages"; FAR may request tubs provide fluxes for additional line items if they are deemed significant contributors to overall University flux.

4 SEPTEMBER Legend: FAR "FINAL" JUNE CLOSE Rep Letters due back from tubs Note: FY17 Decaps will be processed by the September 2016 close

5 OCTOBER FINANCIAL REPORT RELEASE DATE 30 31