Period 12 (June) Period 1 (July) 13 (June+) 1 P a g e Revised 6/02/2015

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1 6/26, Fri. ) Employee reimbursements Final approvals needed by 8 pm for June. Update all necessary KFS Year End parameters (see KFS Year End Jobs and Parameters summary doc). 1 6/27 Weekend 6/28 Weekend 6/29, Mon. VOs involving foreign wires Due today for June. Note All other VOs (including negative approval) due by 10:00 AM Tuesday. Carole will release Friday s final June travel expense posting and air ticket and pre-authorization disencumbrance for posting. Non-Check Disbursement (ND) edocs Due today for June. Need department/college fiscal officer approval by 10:00 AM for June. Accounting Office approvals by noon; Treasurers Office approvals by 2:30 PM. For campus this is realistically the last day to get NDs approved as June business. ALL KFS transactions (except ND) - Need department/college fiscal officer approvals by 10:00 AM Tuesday for June. This includes GECs, DIs and TFs making corrections between Sub Accounts within the same Account. Update KFS Message of the to include link to processing schedule. Run Fiscal Year Maker job (Job: ); initializes the new year. Any new objects and sub-objects need to be created in both FY15 and FY16 if needed for FY15. Ames Lab s final DV upload s/h/b done last Friday night. If Bookstore DV upload comes in, Acctg will process. Library planning to do final DV to close out (instead of DV upload). 1 P a g e Revised 6/02/2015

2 6/30, Tues. ) VOs (including negative approval) - Need fiscal department/college fiscal officer approval by 10:00 AM for June. Last day for June checks. Pcard, cybuy reimbursements Final approvals needed by 8:00 PM for June. Transportation Services final batches are created and automatically released for posting tonight. KFS transactions DV,SDV,IB,SB,DI,TF,ND,ST, GEC Need department/college fiscal officer approval by 10:00 AM Tuesday for June. This includes GECs, DIs and TFs making corrections between Sub Accounts within the same Account. KFS transactions AD and CR need to be approved by 2:00 PM to allow Treasurers Office time to process for June. ND edocs (auto pays) Due today for June. Need department/college fiscal officer approval by 10:00 AM Tues. for June. Accounting approvals by noon. ND Treasurers Office has blanket approval and can process NDs all day for June. Last format for June checks happens at 3:00 PM. Verification of CLOSE TO accounts report in e-data; will include both TO and FROM accounts and sub accounts, active and inactive. Reviews of account status must be complete by FAR by 7th WD. ALL TO ACCOUNTS AND SUBACCOUNTS THAT ARE INVALID OR CLOSED MUST BE FIED BEFORE ISU CLOSING ENTRY JOB RUNS on the 7 th WD. Last day to create FY15 accounts and CLOSE FY15 Account attribute reviews should be done by the end of the day. No Org code changes should be done until the WD unless account has had no activity. Snapshot taken of FY15 chart of accounts tonight. 1 Update KFS Accounting and KFS University Date (see KFS Year End Jobs and Parameters summary doc). 2 P a g e Revised 6/02/2015

3 ) Only with FAR approval (for e-data reports) accounts needed for FY15 transactions can be pushed back by running Add Prior Year Account job. 1 Bookstore DV upload will be processed until 10:00 AM. Batches after this will be processed in July business. 7/1, Wed. 1st Release last June 30 batches for VO, Pcard, Cybuy, this also includes last VO disencumbrance batch feeds which will be automatically release and post tonight Last June releases today for these items. Final University Bookstore intramural billing feed will be created tonight (Job: ). Last day for Purchasing to create FY15 POs. No new POs for FY16 until 2 nd WD. Need to notify Purchasing of this change. Accounts created are now FY16. Accounts cannot be closed until the WD. Run Prior Year Data Job (Job: ). Final University Receivables income distribution, ART transactions (DI when posted), will be released and posted tonight (originally created 6/30- Job: ). All June SB batches (except those indicated on 2 nd WD and 3 rd WD) 3 P a g e Revised 6/02/2015

4 ) must be received by today to be released and be June transaction. 1 DO NOT RUN VO negative approval process. All KFS edocs Created and/or final since June 30 cutoff will now post to July. e-data showing both June and July activity. Default will be to previous year.. Add message to e-data home page about default year. Check writing process is suspended (this includes KFS, VO, employee reimbursement, Campus Org, and refund checks). Suspend PO sync and exception processing. (See KFS Year End Document Permission Procedures for complete detailsh/xdept/kuali/fy15year end) Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail but will show in June business. Purchasing should not establish any new FY16 POs until 2 nd WD. 4 P a g e Revised 6/02/2015

5 7/2, Thur. 2nd ) Release final June Bookstore billing to post tonight (Job: ). Final June FP&M billing feed created tonight. (Job: )-No billings were done on the last working day of June. RULES FOR USING YEAR- END TRANSACTION TYPES: YEGEC or YEDI to move transactions using external income object codes on 2xx YETF on entries impacting 497 YETF to make corrections between sub accounts on the same Account. Final TUITSMY received today; final distribution needs to post on or before 4 th WD. (Kathy will create transaction.) No further transactions should go thru on 101s. 1 JULY Pcard, and Cybuy now released to 1. These will be first transactions from July 1 st but will not post until 4 th WD. Suspend format check process. Run on Demand KFS Encumbrance Forward job [includes POs and Travel Encumbrance] (Job: ). 5 P a g e Revised 6/02/2015

6 ) DO NOT RUN VO negative approval process. Validate Encumbrance Forward job. If entry looks okay, notify IT entry is ready to be staged for posting tonight. 1 Check writing process is suspended to allow for year-end processing. Suspend PO sync and exception processing. Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail but will show in June business but will show in June business. RULES FOR USING YEAR- END TRANSACTION TYPES: YEGEC or YEDI to move transactions using external income object codes on 2xx YETF on entries 6 P a g e Revised 6/02/2015

7 7/3 Holiday 7/4 Weekend 7/5 Weekend 7/6, 3rd Mon. ) impacting 497 YETF to make corrections between sub accounts on the same Account. July 15 payroll transactions will be created tonight (Job: ). 1 Final June FPM FAMIS intramural billings released today and posted tonight (created on 7/2). Billings available for campus to view today. Payroll CV Job: will run tonight and be release tomorrow for posting. John needs to be sure Job , which normally runs every Thursday throughout the year, does not run until the Thursday after the final CV Job: (see 6 th WD) is completed so that it goes to July. Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail. Run TTI income distribution and post tonight. Use June balance as of 6/30 as last YE TTI distribution, then for July use additional and period activity after this point to calculate July TTI distribution. This is date 7 P a g e Revised 6/02/2015

8 ) BEGIN RUNNING VO negative approval process. Resume format check process. RULES FOR USING YEAR- END TRANSACTION TYPES: YEGEC or YEDI to move transactions using external income object codes on 2xx YETF on entries impacting 497 YETF to make corrections between sub accounts on the same Account. based. July will look at date and all three periods open. Verify that GF endowment interest has posted (Brad). ALL July check writing process resumes (this includes KFS, VO, employee reimbursement, and refund checks). Run Close Completed Contracts as of 6/30/15 job (Job: ). 1 7/7, Tues. 4th The July 15 th payroll transactions (June special) will be released today and posted tonight. (Note to follow- Run Contract Multi Year Encumbrance (Job: ). A preliminary report of encumbrances against the 1xx, 6xx and 7xx funds will 8 P a g e Revised 6/02/2015

9 ) up ETL change being done to fix way payroll came into labor ledger.) Payroll CV Job: will run tonight and be released tomorrow for posting. be delivered to the Controller s Dept. (Job: ). This is an equipment report. 1 Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail but will show in June business. RULES FOR USING YEAR- END TRANSACTION TYPES: YEGEC or YEDI to move transactions using external income object codes on 2xx YETF on entries impacting 497 YETF to make corrections between sub accounts on the same Account. Final tuition distributions must post no later than today. Controller s Dept. completes capital project funding and Plant Pro should be done by today using YETF. 9 P a g e Revised 6/02/2015

10 ) Start posting ALL 01 feed transactions tonight. Resume PO sync and exception processing. 1 First release of VO batches from WD #1 and #2; automatic release of VO dis-encumbrances from WD #1 and #2 will occur as well. 7/8, Wed. 5th Payroll CV Job: will run tonight and be released tomorrow for posting. & RMM distribution of IDC (Job: ) posts tonight. Will look at transactions thru 4 th working day. All prior year encumbrance flag codes on the purchasing system s encumbrance display screen (ED) will be removed in preparation for determining the year end carry forwards (Job: ). Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail but will show in June business. Zero out payroll encumbrances for FY15 (Job: ). RULES FOR USING YEAR- END TRANSACTION TYPES: 10 P a g e Revised 6/02/2015

11 7/9, Thur. 6th ) YEGEC or YEDI to move transactions using external income object codes on 2xx YETF on entries impacting 497 YETF to make corrections between sub accounts on the same Account. Must use KFS Year End for entries that must post in June. dates will show up as July on transaction detail but will show in June business. RULES FOR USING YEAR- END TRANSACTION TYPES: YEGEC or YEDI to move transactions using external income object codes on 2xx Use e-data departmental statements in place of preliminary June ACTG-Act status by account report. Controller s Dept. - Transfer of OUF and Incentive out of 101 occurs today for first June distribution P a g e Revised 6/02/2015

12 ) YETF on entries impacting 497 Final June payroll CV Job: will run on or around 2:00 PM. Doug must notify John if we are not ready to run at 2:00 PM. This job will shut down ADIN temporarily. When completed, Carole must release batch so it can post tonight. JUNE payroll CV transactions (Job: ) batch can be created as needed after 2:00 PM so that the batch can be released by Accounting prior to night posting process. John needs to be sure Job: , which normally runs every Thursday, does not run in the new year until the Thursday after the final CV Job: (see 6 th WD) is completed. YETF to make corrections between sub accounts on the same Account. Remind Peggy to schedule Job: BGOs & TFRs. Send file created for Dave Biedenbach to Kathy also. Dave B. reconciles to budget system before entries can be released Will plan to release on 14 th WD, 7/21 if 1 P a g e Revised 6/02/2015

13 ) reconciled. Kathy will let Carole know to release batches one for opening allocations and one for budget expense entries. 1 7/10, Fri. 7th Ability to initiate Year End shuts off at noon. Previous rules for using YE edocs still apply (see above). Bill, Carol, Neena, Kathy and Kevin still have permission to initiative new Year End edocs; all transactions must be blanket approved. Access to be removed by 5:00 PM. Create FY16 payroll encumbrance feed tonight (Job: ). Brian will generate the preliminary (CE) entries of ISU CLOSING ENTRY transactions (will post to period ) that close account BALANCES. This will run tonight (Job: ). The verification of CLOSE TO accounts must be completed before tonight. e-data custom report available. ALL campus approvals must be completed by 1:00 PM to allow final processing by Controllers Dept. Controllers Dept./Super Users - Need to cancel anything not approved by 4:00 PM. June period for KFS will be closed. 7/11 Weekend 7/ Weekend 7/, 8th Mon. Campus and Controllers Dept. - YE edocs locked out 2 nd and FINAL (s & ) RMM distribution of IDC P a g e Revised 6/02/2015

14 ) for RMM and FDN distributions. (Job: ) posts tonight. 1 No & transactions allowed during 8 th WD except RMM closing distributions. ISU Foundation (s & ) distribution transfers post tonight. Admin fee distribution ( only; posts tonight). Brian will run the last preliminary ISU CLOSING ENTRY report tonight thru 8 WD (Job: ). 7/14, Tues. 9th Only Kathy, Kevin, and Carol have YE edoc access; all transactions need to be blanket approved. Any YE edocs that impact CLOSE TO transfers will also have to have a CLOSE TO entry initiated manually (i.e. OUF final transfer, etc.). Remove 0A99 from Object Code parameter for Transfer document so that ISU closing entry job can post. This should be done at the end of the day. Get a staged version of ISU CLOSING ENTRY report. CLOSE TO transfers (0A99) will be posted tonight (release JIRA process/interface system). ISU CLOSING ENTRY transactions will only include transactions through 8 th WD. Controller s Dept. MUST identify and code all 14 P a g e Revised 6/02/2015

15 ) encumbrances to be paid with carry-forward funds. 1 Controller s Dept. transfers final OUF and incentive from 2 nd RMM distribution. NOTE: Any changes affecting FY15 encumbrances MUST be entered via the Purchasing System before the end of the day. Alicia S. will request equipment encumbrance carryforward download from Luke Healey today (Job: ) to verify encumbrances were marked correctly before final report run. 7/15, Wed. 10th Kathy, Kevin, and Carol have access to YE edocs to do any required adjustments; all transactions need to be blanket approved. Any YE edocs that impact ISU CLOSING ENTRY transfers will also need to have a CLOSE TO entry SPA invoices for cost reimbursable awards need to be requested. See above ISU CLOSING ENTRY items. We need to prove all -accounts which should have closed did close; need a way to view the results which includes cash balances (pending entries). Would be viewable in e-data; but Kevin will provide a query of all accounts with ending cash 15 P a g e Revised 6/02/2015

16 ) initiated manually (i.e. OUF final transfer, etc.). balance first thing in AM (back-up plan). 1 7/16, Thur. 11th ACCESS TO YE DOCS TO DO ADJUSTMENTS REMOVED AT END OF DAY. Lana, please verify with Kathy before removing access. Add 0A99 to Object Code parameter to object code is not misused during the year. The FINAL prior year encumbrance report received (Job: ). Run on Demand - KFS Nominal Balance Job. Run on Demand KFS Labor Balance Forward job [only for accounts with inception to date reporting] (Job: ). 7/17, Fri. th Validate Nominal Balance and Labor Balance Forward job. If entries look okay, notify IT entry is ready to be staged for posting tonight. Run on Demand - KFS Beginning Balance Forward Job [this includes inception to date reporting] (Job: ). Validate Beginning Balance Forward job. If entry looks okay, notify IT entry is ready 16 P a g e Revised 6/02/2015

17 7/18 Weekend 7/19 Weekend 7/20, Mon. ) to be staged for posting tonight. th Edit KFS System Option (Administration Tab) 2016 Fiscal Year updating Beginning Balances Loaded Indicator from No to Yes. Once this attribute is Yes, Accounts can be closed. Up to this point, Accounts could not be closed. 1 Can now close accounts in KFS again. e-data now contains ending June and July balances forward. Default is now July. Close June period. Changes for FY16 can be made to org codes on accounts today. Also, includes updates to FO on accounts and delegates in KFS. Org code structures within e-data will be updated back to July 1 st tonight. Begin running ereports for June. 17 P a g e Revised 6/02/2015

18 7/21, Tues. 7/22, Wed. ) 14 th Kathy will notify Carole if ready to release Initial Accounting Entries for opening allocations and budget expenditure entries. 15 th Begin rest of budget load process Kathy P a g e Revised 6/02/2015