Year End

University of Houston-Victoria

End-of-Year Cleanup

The following steps should be completed before August 29 in order to identify unprocessed vouchers and requisitions, verify open commitments, and correct deficit budget balances on your cost centers. 

1.         Run the UHS_AP_UNPOSTED_VOUCHERS query entering the accounting date less than 09/01/08 or the UHV_WF_AP_NOT_POSTED query entering date range from 09/01/07 to 08/31/08.  The reports should be all FY08 vouchers that are not posted.   Any vouchers on this list that are not approved for payment by 5:00 PM August 28, must be deleted.

2.                  Run the Open Commitment Transactions Report (UGLS1074) to view outstanding PO encumbrances.  Any encumbrances that will not be liquidated by a future payment should be liquidated by finalizing an existing voucher or adjusting the purchase order*. Contact Brenda Zellmer, or Debbie Jozwiak if you have any questions or concerns about an encumbrance.

            (*PO cleanup must be completed by Aug. 28) 

3.                  Run the Soft Commitments Report (UGLS1074) to view vouchers, journals and purchase orders that are held up because of processing.  This report must be blank by August 29 for your cost center verification to be correct and for UH to complete the procedure on FY08 purchase orders.  Contact Debbie Jozwiak if you have any questions or concerns.

4.                  Run the UHS_REQS_NOT_COMPLETED query entering the accounting date before 09/01/08 or the UHV_WF_REQ_NOT_APPROVED query entering date range from 09/01/07 to 08/31/08.  Requisitions that are not processed should be deleted by August 28.  Contact Brenda Zellmer if you have any questions.

 

5.         Run the UHV_WF_GL_NOT_POSTED query entering a journal date range from 09/01/07 to 08/31/08. GL journals that are not posted before 09/04/08 should be deleted. Contact Debbie Jozwiak if you have any questions.

 

6.         Run the UHV_WF_BUD_NOT_POSTED query entering a journal date range from 09/01/07 to 08/31/08. Budget journals that are not posted before 09/04/08 should be deleted. Contact Darlene Pullin or Krystal Phillips if you have any questions.

 

7.         Run the Budget Summary 1063 report to view the budget balance available for fund 2, fund 3, and fund 4 cost centers in a department.  Cost centers with a deficit budget balance should be corrected before August 28 either by

(a) releasing unneeded encumbrances,

(b) transferring expenditures, and/or

(c) adjusting the budget.

End-of-Year Document Processing

Here are some guidelines for end-of-year document processing.

FY08 Vouchers Created in August

A. The deadline for Voucher data entry at the UHV campus is August 18

B. The Accounting Date (on the Invoice Information tab) should not be changed.  It defaults to the date the voucher is created.

C. The Budget reference will be BP2008 (fund 5 cost centers do not have a Budget Reference)

D. The Schedule Due date (on the Payments tab) on all vouchers must be before August 29.

E. Questions – Travel vouchers, Leslee Lee ext 851 or Kathy Caylor ext 193, & Purchase vouchers, Melody Olsen ext 855 or Debbie Jozwiak ext 852

FY09 Vouchers Created in August  (See job aid Vouchers-Entering New Fiscal Year) PO Vouchers cannot be created until PO carry forward process is completed.

A.  The Accounting Date (on the Invoice Information tab) should be changed to 09/01/2008.  A notice “The Accounting Date has been changed to a different fiscal year.  All non-PO Distribution Lines have been defaulted to the appropriate budget reference” message will appear.  Click OK.

B.   The Budget Reference will be BP2009 (fund 5 cost centers do not have a Budget Reference)

C.   The Scheduled Due date (on the Payments tab) should be 09/01/2008 or later

D.    Submit FY09 vouchers no earlier than August 28

E.    Questions – Debbie Jozwiak ext 852

FY09 Vouchers Created in September and Beyond

A.  The Accounting Date should not be changed.  The budget period will default to BP2009 on regular vouchers.  However, the PO determines the budget period on PO vouchers.

B.  The Schedule Due Date should not be changed

FY09 Requisitions Created in August

A.  The Accounting Date (on the Form tab) should be 09/01/2008

B.  The Budget Reference will be BP2009 (fund 5 cost centers do not have a Budget Reference)

C.  Brenda Zellmer will notify you when to begin entering FY09 requisitions

D.  Questions – Brenda Zellmer ext 823

FY09 Journals Created in August

A.  You cannot create FY09 journals in August

B.  Begin creating FY09 journals on September 1, 2008

C.  Questions – Debbie Jozwiak ext 852

FY09 Budget Journals Created in August

A.  The Journal Date (on the Add New Value tab) should be 09/01/2008

B.  The Budget Reference will be BP2009

C.   Darlene Pullin will notify you when to begin entering FY09 budget journals

D.   Questions – Darlene Pullin ext 850 or Krystal Phillips ext 859