Fiscal Year-End

Fiscal Year-end

The topics below outline the major components of the year-end documentation and link to detail pages. We anticipate updating sections and calendar events during the year-end process; therefore, we encourage users to become familiar with the Web site and refer to it often. The calendar of events will enable you to quickly view deadlines, meetings and processes throughout the next few months, and will be regularly updated.

If you are having difficulty locating specific information or find an inaccuracy, please contact Anita Monk-Ryan @ x8854.
 

Calendar of Events
 
Team Meetings & Participants
 
Guidelines
 
Forms
Closes and Reports
 
Accruals
 
Encumbrances
 
Internal Procedures

 

Accruals

Accruals

General Information

Return to Year-End Homepage

To properly reflect all fiscal year end activity in the financial records, liabilities arising from goods received and accepted or services performed as of September 30 must be accrued. An accrual takes place when the goods/services are received by September 30, but the payment will not be made until the following fiscal year. The accrual entry posts an expense to the program funds and a liability to the contract balance sheet (note that the liability entry does not appear on administrator reports). Additionally, if the accrual entry involves a purchase order, then the current year encumbrance is reduced by the accrual amount.

The accrual process is divided into various categories, each having a separate page. For those accruals requiring administrator input, a Year End Accruals Request Form should be used.

The following accrual pages are available:

Non PO Payment Accruals

Non PO Payment Accruals

Fiscal Year End

Return to Accrual Homepage

Finance Office Contact: Angie Yarbrough (x8859); yarbroug@ucar.edu

Deadline: Accrual Form to Finance by 8:00 a.m. on October 5 and if needed, Noon, October 9.

Administrator Action: Complete and submit a Year-End Accrual Form for items/goods not related to a PO that were received by September 30th but not yet paid for. 


Examples of No PO Accruals:

  • Miscellaneous purchases submitted through UProcure using the Non PO Payment form.
  • Expenses paid under the Payment Request Policy within Concur. 

For these types of items, a Year-End Accrual Form should be completed with third party documentation or auditable estimates supporting the accrual. All completed forms should be forwarded to the Finance Office Contact by the deadline noted above.

Posting Details:

Unlike the PO accruals, the No PO accruals do not impact the encumbrance database, only the general ledger is impacted. Both the posting for the accrual and the reversal of the accrual will hit the general ledger. The following illustrates the results of the journal entry posting:

September 30 Accrual:
GL debit to account key - expense object code identified on the Year-End Accrual Form
GL credit to the contract account key - liability object code

October 1 Reversal:
GL credit to the account key - expense object code identified on the Year-End Accrual Form
GL debit to the contract account key - liability object code

Note that the reversal process is a mirror of the accrual. The credit expenditure posted as of October 1 remains until the actual invoice is processed and netted against the credit.

 

 

Payroll Accrual

Payroll Accrual

Fiscal Year End 2018

Return to Accrual Homepage

Finance Office Contact: Carole L. Regan (x8860);  payroll@ucar.edu

Deadline: Time cards for PP21 due 9:00 a.m. October 8th and a PDF/Screen print of the time card or a Payroll Accrual Adjustment Forms to Payroll by 5:00 p.m., October 12th.

Administrator Action: Review time cards for reasonableness of the accrual rate and determine if an adjustment sheet is necessary for PP21.

In order to accurately reflect all FYXX salary expenditures by September 30, we must accrue that portion of pay period 21 (PP21) that represents the days in the fiscal year. 

  • PP21
  • Pay period date range: Sunday, September 23th - Saturday, October 6th
  • Fiscal year pay period date range: Sunday, September 23th - Sunday, September 30th.
  • Fiscal year accrual ratio: 50%
     

The automatic accrual of PP21 is based on the total actual hours (both worked and non-worked) charged on each person's time card for the pay day of October 12th.  The system will automatically calculate 50% of all dollars and hours posted on October 12th and creates an entry for posting with a September 30 date.

This means that if a person took 8 hours of vacation the last week of September, then the automatic process would accrue 4 hours (50% of 8) of vacation as of September 30. The accrual process does not read the time cards to determine the exact category/account key for each employee's time during the September days.

To accommodate this standard in the system process, a Payroll Accrual Adjustment Form has been created. The purpose of this form is to allow a mechanism for employees to identify specific instances of time worked or non-worked that requires an accrual on a basis other than 50% of total hours posted, as explained above. A PDF/Screen Print of the time card may be used in lieu of the adjustment form.

The Payroll Accrual Adjustment Form is not required unless one of the following circumstances is present and the dollar impact for the account key is material:

  • Contract period of performance ends on September 30
  • Time charged is in an indirect cost pool account
  • Account key will not be active in the next fiscal year
     

If you have questions about whether the Payroll Accrual Adjustment Form should be used for your accounts, please contact Carole L. Regan, (x8860).

REVERSAL: The automatic payroll accrual will be reversed exactly opposite as it was accrued and will be posted with an October 1 date.

The timing of the payroll accrual process is:

October 8th: Time cards due.
October 8th: PP21 processed and posted with October 12th date.
October 9th: Automatic payroll accrual process run and posted at 9/30 and reversal of automatic payroll accrual batch with 10/01 date.
October 9th: Benefits calculation run with 9/30 date.
October 12th: Payroll accrual forms for PP21 only to payroll by 12:00 p.m.
October 16th:  Manual adjustment batch for payroll accruals posted at 9/30 and reversal of manual adjustment batches with 10/01 date.

Purchase Order Accruals and Pricing Agreement Accruals

Purchase Order Accruals

Fiscal Year End

Return to Accrual Homepage

Finance Office Contact: Angie Yarbrough (x8859);  yarbroug@ucar.edu

Deadlines: Items received by 5:00 p.m. on September 30th.
Accrual Form to Finance by 8:00 a.m. on October 5th (for items without receiving entered by September 30th) and final opportunity Noon, October 9.

Administrator Action:   Review outstanding purchase orders for accuracy of accrual. Information entered in the UProcure fields, "Requested Delivery Date" and "F.O.B." can assist Adminstrators in determining which PO's require accruals.  Proactivley take measures to ensure goods are received in UProcure by September 30th.   The Year-End Accrual Form for goods/services not entered as received by September 30th should be submitted according to the deadlines indicated on the Year End Calendar.

This includes UProcure orders on Pricing Agreements.


Purchase order accruals fall into one of two types based upon the receiving that is or is not recorded in the system by September 30th. For those POs with receiving entered by September 30th, the accrual process is automatic. For those POs without receiving entered by September 30th, the accrual process must be initiated by completing the Year-End Accrual Form.

PO Accrual With Receiving Entered

A receiving accrual will be intiated by Accounts Payable for all purchase orders indicated as received, but not showing as paid. For each item in this category, the entry created is based upon the number of items received multiplied by the item amount on the purchase order. The postings generated are also based upon the account key and object code listed on the purchase order. Therefore, it is very important the information in UProcure is accurate and complete. The receiving accrual will be completed with Close #1.

Posting Details:

Because purchase orders are part of the encumbrance database, both a general ledger and encumbrance transaction will post for the accrual and the reversal of the accrual. The following illustrates the results of the journal entry posting:

September 30th Accrual:
GL debit to account key - expense object code identified on the PO
GL credit to the contract account key - liability object code
EN negative to the account key - expense object code per the PO

October 1st Reversal:
GL credit to account key - expense object code identified on the PO
GL debit to the contract account key - liability object code
EN positive to the account key - expense object code per the PO

Note that the reversal process is a mirror of the accrual and nothing else happens to the purchase order (POs are not closed during this process). Basically, the encumbrance is changed to an expenditure at September 30th and then changed back to an encumbrance as of October 1st. This allows accounts payable to process the payment in the next fiscal year under normal procedures.


PO Accrual Without Receiving Entered

For goods received by September 30th but not entered into the UProcure as received, a manual accrual is created based on information received from administrators. The mechanism for informing the Accounts Payable of such items is the Year-End Accrual Form.   Accruals for services received by September 30th, should be submitted to the Lab/Program's Contract Administrator. Refer to the Year End calendar for accrual submission deadlines.

Examples of PO Accruals Without Receiving Entered:

  • Maintenance Agreements-accrual initiated by Contracts Staff
  • Consultant Services-accrual initiated by Contracts Staff
  • Recurring Monthly Expenses-accrual initiated by Contracts Staff
  • Services Received Directly by the Requestor-accrual against 53xx object code initiated by Contracts Staff
  • Goods Received Directly by the Requestor-accruals agains 52xx  and 55xx object codes initiated by Lab/Program
  • In the case of F.O.B "Shipping Point" an accural should be generated if the goods were shipped by September 30th but not paid for. 

 

Third party documentation must accompany the request to accrue, or verifiable information supporting a calculation in estimating an accrual would also be acceptable. Accruals cannot be made based simply on the balance remaining on the purchase order.

Finance will track all of these requests for accruals and then upload them into a journal entry for inclusion in the Close #2 and if needed, Close #3 and Close #4.

Posting Details: Because purchase orders are part of the encumbrance database, both a general ledger and encumbrance transaction will post for the accrual and the reversal of the accrual. The following illustrates the results of the journal entry posting:

September 30th Accrual:
GL debit to account key - expense object code identified on the PO
GL credit to the contract account key - liability object code
EN negative to the account key - expense object code per the PO

October 1st Reversal:
GL credit to account key - expense object code identified on the PO
GL debit to the contract account key - liability object code
EN positive to the account key - expense object code per the PO

Note that the reversal process is a mirror of the accrual and nothing else happens to the purchase order (POs are not closed during this process). Basically, the encumbrance is changed to an expenditure at September 30th and then changed back to an encumbrance as of October 1st. This allows accounts payable to process the invoice in the next fiscal year under normal procedures.

 

 

 

Purchasing Card Accruals

Purchasing Card Accruals

Fiscal Year End Guidelines

Return to Accrual Homepage


Contact Information

P-Card Program Administrators:

Diana Zinsli
x1128
dzinsli@ucar.edu

Ben Cross
x8569
bcross@ucar.edu

Peter Chamberlain
x8892
pchamber@ucar.edu


P-Card Finance Office Coordinator:

 Angie Yarbrough

x8859
yarbroug@ucar.edu

 
For P-Card charges with transaction dates between 9/01/18 - 9/30/18 follow procedures below.

To ensure charges have adequate time for posting to Concur and reconciliation, cardholders are encouraged not to use P-Cards for purchases 9/27/18-9/30/18 unless it is urgent.


P-Card Year-End Schedule

  • September 26th, 5pm deadline to submit Report #1 - reconciled and approved reports for transactions posted 09/01/18 - 9/21/18.
  • October 3rd, 5pm deadline to submit Report #2 - reconciled and approved reports for tranactions posted 9/22/18 - 9/30/18.
  • October 8th, 8:00am deadline to submit Report #3 (if necessary) - submit any FY18 charges that were not reconciled and approved for transaction dates 9/27/18 - 9/30/18.
  • October 8th, 8:00am - Final P-Card accrual/encumrance forms for items not appearing in Concur are due to Finance.



Accruing Transactions not appearing in Concur


Accrual - Purchases on indirect keys made between September 1-30 and received by September 30th but not appearing on Concur,  require a Year-End P-Card Accrual Form and  third party documentation (packing slip, receipt, tracking document from freight company) or auditable estimates supporting the accrual. 

Submit completed accrual forms to Angie Yarbrough by the October 8th, 8:00 am deadline.


Encumbrance - Purchases made between September 1-30 on direct keys, but not received by September 30th require a Year-End P-Card Encumbrance Form (cross out Accrual and write Encumbrance). These will be processed as an encumbrance.  NOTE:  This process should NOT be completed, if an INDIRECT account key is to be charged.


Submit completed forms to Angie Yarbrough by the October 8th, 8:00 am deadline.


How to  Use the P-Card During Year End

  • If you are concerned about processing P-Card accruals or encumbrances you may not want to use your P-Card card in September. Send a PR to Contracts by August 22, 2018 for indirect funds and August 29th, 2018 for direct funds.
  • If a purchase and turnaround time are critical, use your P-Card card. The Contracts P-Card Year End Coordinators are available to help with accruals and encumbrances.


Definitions


Accrual – An accrual takes place when the goods/services are received by September 30, but the payment will not be made until the following fiscal year. The accrual entry posts an expense to the program funds and a liability to the contract balance sheet (note that the liability entry does not appear on administrator reports). 


Encumbrance – Funds are earmarked for particular goods or services you have purchased.


Indirect Funding – Indirect costs are costs that are not directly accountable to a cost object (such as a particular project, facility, function or product). 


If indirect funding is used for the current fiscal year, the product must be received by 9/30/18 and an accrual is necessary to preserve the current FY18 funds.  If a purchase was made and you have NOT received the item by 9/30/18, it CANNOT be accrued nor encumbered and will be paid from the next FY funds. 


Direct Funding – Funds can be carried over to a new fiscal year, if encumbered and allowable under your direct award.

Subcontract Accruals

Subcontract Accruals

Fiscal Year End

Return to Accrual Homepage

Finance Office Contact: Anita Monk-Ryan (x8854); amonk@ucar.edu

Contracts Office Contacts: Alison Propes (x8877); apropes@ucar.edu

Administrator Action: Work with the Contracts Representative to ensure that all information on subcontract accruals is obtained. Inform your Lab/Program Accountant of any specific subcontract accruals related to direct agreements.


To qualify as a subcontract accrual at year end, documentation must be obtained to validate the amount and the intent of the accrual. In most instances, a fax or letter from the third party will satisfy the documentation requirement.  This requirement may also be satisfied if there is a pre-determined payment schedule in the subcontract.  All subcontract accrual information will be coordinated by Contracts.

Contracts will produce a listing of all outstanding subcontracts in August. From this list, information will be obtained to determine those items requiring accrual. The completed list will be forwarded to the Finance Office for review by the Accountants to ensure that the accruals are within specific contract rules and budgets. After the list is reviewed, the entry into the system will follow the same format as all other PO type accruals.

Posting Details:

Because subcontracts are part of the encumbrance database, both a general ledger and encumbrance transaction will post for the accrual and the reversal of the accrual. The following illustrates the results of the journal posting:

September 30 Accrual:
GL debit to account key - expense object code identified on the subcontract
GL credit to the contract account key - liability object code
EN negative to the account key - expense object code per the subcontract

October 1 Reversal:
GL credit to the account key - expense object code identified on the subcontract
GL debit to the contract account key - liability object code
EN positive to the account key - expense object code per the subcontract

Note that the reversal process is a mirror of the accrual and nothing else happens to the subcontract (no subcontracts are closed during this process). Basically, the encumbrance is changed to an expenditure at September 30 and then changed back to an encumbrance as of October 1st. This allows accounts payable to pay an invoice in the next fiscal year under normal processing procedures.

 

Travel Accruals

Travel Accruals

Fiscal Year End

Return to Accrual Homepage

Travel Office Contact: Angie Yarbrough (x8859); yarbroug@ucar.edu 

Deadline: Accrual adjustments to Finance by 8:00 a.m, October 5 and final opportunity is Noon, October 9.

Travel Office: The Travel Office intiates the primary travel accural for inclusion in Close#1 based on remaining encumbrances of FY18 trips. 

 

  1. Remaining encumbrances for trips ending on or before 9/30 on the current fiscal year will be accrued.
  2. Trips crossing fiscal years, i.e., trips beginning in the current fiscal year and ending in the next, will make a partial accrual for the days up to 9/30.

Administrator Action: On the first business day of October, review the travel accruals processed on Close #1.  Communicate to the Finance Office any needed adjustments. In addition, if needed a request may be made to accrue FY18 expense for FY19 trips (indirect keys only).  


 

Posting Details: Because travel authorizations are part of the encumbrance database, both a general ledger and encumbrance transaction will post for the accrual and the reversal of the accrual. The following illustrates the results of the journal entry posting:

September 30 Accrual:
GL debit to account key - expense object code identified on the TA
GL credit to the contract account key - liability object code
EN negative to the account key - expense object code per the TA

October 1 Reversal:
GL credit to account key - expense object code identified on the TA
GL debit to the contract account key - liability object code
EN positive to the account key - expense object code per the TA

Note that the reversal process is a mirror of the accrual (TR's are not closed during this process). Basically, the encumbrance is changed to an expenditure at September 30 and then changed back to an encumbrance as of October 1st . This allows the Travel Office to process the expense report in the next fiscal year under normal procedures.

Calendar of Events

Closes and Reports

 

Closes and Reports

Return to Year End Homepage

Closings: The year-end process consists of three divisional closings beginning with the September month-end close on September 28th and ending with the final close on October 19th.  Outlined below are the details for each close. Included in the details are  the dates and times for each closing process, the reports generated from each close and any key items included in the specific close.

Reports: All reports will be run and distributed electronically through the Docs-on-Line. Reports can be found in Admin month-end Reports.  If you require assistance in accessing or printing any reports during year end, please contact Karla Waltman.


CLOSE #1 | CLOSE #2 | CLOSE #3 | FINAL

 

CLOSE #1 (9/28/18)

Date and Time: 5:00 p.m. Friday, 9/28 - 9:00 a.m. Monday, 10/01

Key Items:

  • Chargebacks through 9/30 posted
  • SPER, HFP, & VA encumbrance posted
  • Invoices and vouchers processed and paid
  • Travel, Auto Recurring accruals posted
  • COA Frozen - No key WRAPs until 11/1
     

Reports:

  • Payroll and CSC encumbrance for pay period 21
  • SR19 with detail from 9/1 - 9/30
  • Budget (4-budget version) summary by account key as of 9/30
  • Division level summary as of 9/30
  • MDC by Division as of 9/30

 ___________________________________________________________________________________________________________________________________________

CLOSE #2 (10/5/18)

Date and Time: 5:00 p.m. Friday, 10/5 - 9:00 a.m. Monday, 10/8

Key Items:

  • Subcontract, P-Card, other accruals posted
  • SPER, HFP, and VA adjustments


Reports:

  • SR19 with detail from 9/1 - 9/30
  • Budget (4-budget version) summary by account key as of 9/30
  • Division level summary as of 9/30
  • MDC by Division as of 9/30

CLOSE #3 (10/10/18)

Date and Time: 5:00 p.m. Wednesday, 10/10 - 9:00 a.m. Thursday, 10/11

Key Items:

  • Subcontract, UPC, other accrual adjustments posted
  • SPER, HFP, and VA adjustments
  • 50% Payroll accrual posted


Reports:

  • SR19 with detail from 9/1 - 9/30
  • Budget (4-budget version) summary by account key as of 9/30
  • Division level summary as of 9/30
  • MDC by Division as of 9/30


DIVISION - FINAL CLOSE #4 (10/16/18)

Date and Time: 5:00 p.m. Tuesday, 10/16 - 9:00 a.m. Wednesday, 10/17

Key Items:

  • Final BT and JE adjustments initiated by Administrators
  • Final adjustments to accruals
  • Final adjustments to SPER's, Hold for Processing PR's, and Visitor Authorizations
  • Final Cash Receipts posted
  • Final accounts receivable requests processed and posted
  • September Depreciation Posted

Reports:

  • SR19 with detail from 9/1 - 9/30
  • Budget (4-budget version) summary by account key as of 9/30
  • Division level summary as of 9/30
  • MDC by Division as of 9/30

FINAL YEAR END PROCESSING (10/19/17)

Date and Time: 5:00 p.m. Friday, 10/19 - 10:00 a.m. - Monday, 10/22

Key Items:

  • Balance sheet only adjustments initiated by Finance
  • Final payroll accrual adjustments for PP21 only
  • Final year end adjusted rates applied


Reports:

  • SR19 with detail from 9/1 - 9/30
  • Budget (4-budget version) summary by account key as of 9/30
  • Division level summary as of 9/30
  • All other month end reports as of 9/30

 

 

Encumbrances

Encumbrances

General Information

Return to Year-End Homepage

At the end of the fiscal year, some special procedures exist for carrying forward an encumbrance from the current year into the next fiscal year. The encumbrances are known as Committed Carryover, and represent either goods and services planned or ordered, but not delivered or completed until the next fiscal year, or approved multi-year projects that extend over several years prior to completion. Certain costs such as salaries and benefits of regular appointees, normal ongoing maintenance contracts, blanket orders, or travel items that are specifically associated with the on-going program may not be encumbered at year end to produce committed carryover. The encumbrance section of this document addresses the special year end encumbrance vehicles:

In addition to the special year end encumbrances, this section also discusses payroll encumbrances that are released (disencumbered) at the end of the fiscal year. 

Each of the encumbrance sections will address a definition of the encumbrance, procedures to initiate the encumbrance and monitoring requirements. Additionally, the following definitions apply throughout the encumbrance section:

Encumbrance: An amount recorded in the encumbrance data base that when appropriately summarized on a system generated report reduces funds available. An encumbrance does not necessarily reside in the purchasing data base, although the majority of encumbrance transactions do originate from the purchasing system.

Period of Performance: The time period specified in the applicable cooperative agreement, grant, or contract for the work to be performed thereunder.

Scope of Work: The intended and stated objective of the work to be performed under the applicable cooperative agreement, grant, or contract.

 

Hold for Processing (HFP) Encumbrances

Hold for Processing (HFP) Encumbrances

Fiscal Year End

 Return to Encumbrance Home Page

Finance Office Contact: Stephanie Andrews, sandrews@ucar.edu

NCAR B&P Lead: Tom Albrecht (x1125); talbrech@ucar.edu

Deadline: HFP requests will be accepted by Finance beginning September 28, 2018 until noon on October 16th.

Administrator Action: Determine if any Hold for Processing (HFP) Encumbrances apply to your accounts and submit the HFP PREQ form to the Finance Office contact.


Regular purchase requisitions (PREQs) are used to encumber funds for the acquisition of goods and services from outside vendors. By default, they become committed carryover if requested goods or services cannot be received before year-end. However, in order for a PREQ to be submitted, specific information about the purchase must be known. Often, a requestor may know the intentions for a purchase, but either the details are not yet available, or the timing is such that other factors have delayed the need for the purchase. In such cases, a Hold for Processing (HFP) may be submitted. HFP may also be used to encumber internal work orders and jobs with the Machine Shop.

Do not submit the HFP to the Contracts Office.

This form should still contain the basic information such as dollar amount, account key and object code, brief description and the appropriate signatures per our signature authorization policy. Multi-divisional requests are allowed on one form, just expand the authorizing signatures as appropriate and clearly delineate the dollar amounts associated with each divisional account key(s). Change Orders can also be accomplished using the same HFP form; simply note the HYYXXXXX, where YY represents the fiscal year and XXXXX the sequence number, assigned by Finance and clearly mark "Change Order" on the form.

As in the past, HFP cannot be used as a mechanism to unjustifiably encumber funds. Any subsequent year requests to expend substantially less than was encumbered or to significantly change the intended use of the funds to other than a like-kind purchase will require Budget Office written approval. These monitoring steps are intended to encourage careful budget management according to approved plans and to ensure NSF (and other external agencies) that we are spending the committed carryover as originally intended.

These HFP will be encumbered throughout the year-end closing process. Once an HFP PREQ is entered into the encumbrance database, the system handles it similarly to other PO’s in terms of encumbering overhead. The Finance Office contact will e-mail the HYYXXXXX, the description and encumbered amount to the requestor, the ‘approved by’ individual(s) and the NCAR B&P office. These individuals will also be contacted by e-mail for any change orders placed against existing HFPs. The Finance Office contact will prepare a summary of fiscal year HFPs after the final year-end close.

All HFP will be disencumbered effective 10/01, i.e. the start of the new fiscal year. When the administrator makes a purchase in the next fiscal year that pertains to the prior fiscal year HFP, then he or she should e-mail the Finance Office contact with the corresponding hold number, description of the item to be purchased, purchase requisition or internal job number and the encumbered total. Acquisition of goods and services should be accomplished within 180 days (end of the second quarter) of the following fiscal year. The Finance Office contact will update the fiscal year HFP summary to note the subsequent purchases at the end of the 180-day period.

Note that subsequent purchases in the fiscal year will be processed as normal business by the Contracts Office. There is no need to reference the HFP number on these POs as in years past.

Important Dates to Remember:

  • HFP will be accepted throughout the fiscal year end closes. Reference the fiscal year end calendar for cut off dates; generally, HFP are due by noon the day before a FYE close.
  • All final adjustments due to Finance by noon on October 16th before final close #4.

 

Payroll Encumbrances

Payroll Encumbrances

Fiscal Year End

Return to Encumbrance Homepage

Finance Office Contact: Ruth Johnson (x8571); ruthj@ucar.edu

Deadline: Profile changes are due in CPM by 5:00 p.m. on Thursday the week of timecards.

Administrator Action: Review payroll encumbrances in accounts and initiate profile changes as needed. This action will help to estimate funds available in those accounts requiring close monitoring.


The payroll encumbrance process is not a new process applied only at year end, but rather a process that is run throughout the fiscal year with a completion at year end. When the fiscal year process is complete, SALARY AND BENEFIT ENCUMBRANCES WILL BE ZERO.

Payroll encumbrances are based upon employee salary information, including term dates if the term ends before the last day of the fiscal year. The encumbrance process calculates the salary amount (at 85%) for each account key listed on a given employee's CPM profile and calculates the encumbrance for each pay period remaining in the fiscal year. The posting to the encumbrance data base is at the account key, not employee, level for each pay period. To determine the payroll encumbrances in an account key, the payroll encumbrance report should be used and may be viewed in Documents Online/Admin Month End Reports.

Throughout the fiscal year payroll encumbrances are recalculated and disencumbered with each actual payroll posting (every other Friday). This means that profile changes are implemented into the encumbrance system with each pay period, although they are entered in the CPM system on a more frequent basis. Whenever salaries are re- encumbered, benefits and indirects on salaries and benefits are also recalculated and encumbered. 

The schedule for payroll encumbrance processing from now until September 30 is:

  1. Re-encumber pay periods 16-20 on July 28 (profile deadline is July 27)
  2. Disencumber pay period 16 on Aug. 4
  3. Re-encumber pay periods 17-20 on Aug. 11 (profile deadline is Aug. 10)
  4. Disencumber pay period 17 on Aug. 18
  5. Re-encumber pay periods 18-20 on Aug. 25 (profile deadline is Aug. 24)
  6. Disencumber pay period 18 on Sept. 1
  7. Re-encumber pay periods 19-20 on Sept. 8 (profile deadline is Sept. 7)
  8. Disencumber pay period 19 on Sept. 15
  9. Re-encumber pay period 20-21 on Sept. 22 (profile deadline is Sept. 14)
  10. Disencumber pay period 20 on Sept. 29
  11. Disecumber pay period 21 on Oct. 10

Scientific Project Encumbrance Requests (SPERs)

FISCAL YEAREND

Return to Encumbrance Homepage

Finance Office Contact: Barb Bunting (x8873); bbunting@ucar.edu

NCAR B&P Office Contact: Tom Albrecht (x1125); talbrech@ucar.edu

UCAR B&P Office Contact: Justin Young (x2127);  justiny@ucar.edu

Deadlines:

  • New SPERs due in the entity's budget office by noon on August 28, 2019, (this includes a brief narrative description of the SPER).
  • SPER adjustments (other than adding funds to an existing SPER) may be submitted to the Finance Office Contact through the NCAR Budget and Planning Office Contact up to the Final Close #3. All final adjustments must be received in Finance by noon on September 15, 2019.
  • To add funds to an existing SPER, complete the Funds Request Budget Transfer Form (BT) and send it directly to the NCAR B&P Office Contact for approval with a cc to the SPER accountant. 

Administrator Action: 

Initiate the opening of any new SPER accounts by completing the required Scientific Project Encumbrance Request (SPER) form (in the yearend area of the Forms Library) with a detailed description (attaching extra pages as needed) and forwarding it along with a completed [IFAS] Chart of Accounts - Account Key Set-Up Form (in the finance area of the Forms Library) to the NCAR B&P Office Contact. Monitor SPER accounts throughout the fiscal year and submit SPER adjustments as needed.  Note that SPER budgets reside in the 5600 expense class. Also, SPER accounts cannot have negative funds available balances at yearend. 


FINANCE PROCEDURE 

Scientific Project Encumbrance Requests (SPERs) are encumbrances that allow NCAR to more effectively manage its operating funds for multi-year projects and activities that could not be funded at an ongoing level of support within a laboratory’s annual operating budget. In these cases, it is necessary to build up sufficient funds over multiple years to cover these activities. All employee types (R1, R2, T1,T2, etc.) are eligible to charge to SPERs as long as the activity meets the eligibility requirements listed below. Activities that are eligible for encumbering funds through the SPER process include:

  1. Augmenting major efforts that are beyond the scope of the annual operating plan and/or bolstering efforts beyond what is supported via regular, ongoing NSF-sponsored research.  These discrete, multi-year endeavors should augment aspects of regular ongoing NSF-sponsored research that cannot be funded from a single fiscal year’s budget.  For example, expanding and/or accelerating community model development efforts above what would be considered normal progress with current funding by devoting additional resources to meet major model release planned milestones or IPCC efforts.
  2. Laboratory scientific computing acquisitions and upgrades.
  3. Instrumentation acquisition or development and field program preparation, including deployment requirements and post field data analysis.
  4. Periodic maintenance of facilities, including allowances for aircraft inspections and maintenance of shops or system supporting facilities.
  5. Major scientific workshops  orchestrated through long range, interagency or community planning.  These major workshops may not occur annually but rather, on a cyclical or aperiodic basis.
  6. Bridge or startup funding for multi-year and/or multi-agency funded scientific activities that support an ongoing NSF program. For example, base funding provided by NSF for NSF/NCAR strategic initiatives such as DA/DSET (startup) or EaSM Infrastructure Support (bridge funding).
  7. Targeted funding received late in the fiscal year that supports ongoing NSF programs.

The procedure for establishing a new SPER is:

Submit a Scientific Project Encumbrance Request (SPER) form (in the yearend area of the Forms Library), and an [IFAS] Chart of Accounts - Account Key Set-Up Form (in the finance area of the Forms Library) to the NCAR Budget and Planning Office. Include a detailed description for the purpose of the SPER, an estimated SPER end date referring by NUMBER to one of the seven applicable criteria as show on the form and explained in these guidelines. By submitting these forms, all internal tracking and authorization requirements will be met. B&P will review the submission and work with the requester on any necessary changes before approving the new SPER. The information will then be forwarded to the Finance Office Contact for entry into the IFAS system. Note that a one-to-one relationship between account key and SPER exist for processing purposes.

The Finance Office steps taken to open the SPER account:

In IFAS, the SPER account is opened as a new account key and includes the code SPER in the Billable org part field. This allows reports for all SPER accounts to be run based on one selection criteria (Select Code = SPER).

After the account key is established, an encumbrance batch (expense class 5600) is entered for the value of the SPER as listed on the SPER Budget Transfer Form. A SPER appears in the IFAS system in a fashion similar to a purchase order, but exists only in the encumbrance database. The following values and characteristics will be apparent on the encumbered SPER:

  • Vendor ID: VSPER
  • Reference (or PO) Number: SPER2019.
  • Account Key/Object Code: The SPER will be encumbered in one account key as specified on the Chart of Accounts Set-Up Form and at the special expense code of 5600 as specified on the SPER Budget Transfer Form.

 

The budget, which is all in the 5600 expense class, will be established in the SPER account based on the SPER Budget Transfer Form. At this time, the funds available in the SPER account will be zero in total.  With each monthly or yearly close, automated adjustments to the SPER encumbrance will bring the SPER total available balance to zero, although individual expense classes may be positive or negative.

A Funds Request Budget Transfer Form marked "SPER Change Request" should be used for any funds increases or decreases to existing SPERs:  

  • Increases via funds transfer to an existing SPER must be routed through the NCAR B&P Office for review and authorization.  SPERs cannot be increased through the budget upload. If approved, the B&P Office will forward the funds transfer to the Finance Office Contact for entry into the IFAS system.
  • Decreases or closures of an existing SPER must be routed through the NCAR B&P Office for review and authorization. If approved, the B&P Office will forward the information to the Finance Office Contact for entry into the IFAS system.

 

Ongoing automatic adjustment of SPERs:

Once a SPER account is established, ongoing expenditures and encumbrances may be processed in the account. The purpose of the SPER account is to encumber normally available funds in expense class 5600 so that a revised account balance is zero. To accomplish this, a Finance Office procedure will take place with each month-end close and each yearend close that reviews the balance in the account and reduces the SPER encumbrance in expense class 5600 to effectively bring the funds available in the account to zero. Note that the SPER will only be reduced in the amount of the original encumbrance (the encumbrance will not go negative), and SPER accounts cannot have negative funds available balances at yearend.  

Year End Encumbering of NSF Base Funds for Visitor and Post Doc Appointments

Instructions for Year End Encumbering of NSF Base Funds for Visitor and Post Doc Appointments

Fiscal Year End

Return to Encumbrance Homepage

NCAR B&P Office Contact: Tom Albrecht (x1125); talbrech@ucar.edu

Finance Office Contact: Stephanie Andrews (x1661); sandrews@ucar.edu

Purpose: To commit current year NSF Base Funds for future fiscal year(s) Visitor or Post Doc anticipated appointment expenses.

Deadlines: Visitor and Post Doc encumbrance requests are due to NCAR B&P by noon, Wednesday, September 26, 2018. After reviewing, NCAR B&P will forward approved requests to the Finance Office Contact by noon, Tuesday, October 16, 2018.  Adjustments can be made at any of the subsequent yearend closes.  Please refer to the Google Yearend Calendar for specific dates and times as the due dates shift slightly each year.

Process: Complete the form entitled Yearend (YE) Encumbering of NSF Base Funds for Visitor and Post Doc Appointments (located in the Yearend Forms Library), attach a copy of any HR paperwork (e.g. a PD approved or draft) and/or a Visitor form.  Submit these items to the B&P Office Contact for approval. Once approved, B&P will route to the Finance Office Contact.


Background Information:

The normal process for encumbering the costs of a Visitor or a Post Doc is to complete a Visitor Authorization Form for the Visitor or a Personnel Profile Form for the Post Doc and submit it to the Human Resources (HR) Department.  However, in the cases below, funds may need to be encumbered for the next fiscal year or multiple years to ensure that sufficient funds will cover the full appointment term for:

  1. Appointments that are delayed and for which current year funds, originally intended to cover these appointments, are now needed to cover the extension of the appointment into the next fiscal year, or
  2. Specific appointment terms that require funding support for multiple years, such as Post Docs.

This encumbrance process is limited to circumstances involving delays or appointments crossing multiple fiscal years and may be used to encumber salary, benefits, per diem, subsistence, or other travel for a specifically identified individual who qualifies as either:

 

The result of this encumbrance process is the commitment of current year NSF Base Funds for future fiscal year(s) Visitor or Post Doc anticipated appointment expenses. For all approved requests received, the Finance Office will coordinate with the Travel Office for those items of a travel nature that should be encumbered via the normal travel procedures. The Finance Office will consult with the Budget Offices as needed.

Teams and Participants

Return to Year-End Homepage

Team meetings for a Lab/Program will be done via a request to their respective accountant to set up.  Updates on the yearend process will be done at the entity administrator meeting. 

Ucar Operations Internal Processing Procedures

UCAR Operations Internal Processing Procedures

Return to Year-End Homepage

This section of the Year End Web site contains specific processing procedures for various system-related processes performed during year end and in preparation for the new year. Although accessible to anyone, it will be of use mainly to UCAR Operations internal staff only. The following procedures are available:

Accruals:
 
Receiving Accruals
Purchase Order Accruals
Subcontract Accruals
No PO Accruals
Travel Accruals
Automatic Payroll Accrual
Payroll Accrual Adjustments
Special Payroll Accruals
UCAR Purchasing Card Accruals
Encumbrances:
Hold for Processing PRs
Visitor Authorizations
Next Year:
List of Tasks (In Order) To Begin the New Year

 

Automatic Payroll Accrual

Automatic Payroll Accrual

Return to UCAR Operations Internal Processing Procedures Page

Accrual Lead:  Carole L. Regan (x8860); payroll@ucar.edu 

IT Lead:  Pending

Current Fiscal Year Procedures - Needs to be done in 2017 for PP021 (50/50%) 

*Note: Before beginning non-worked hours must be posted.*

1.  Post payroll on October 8th for pay period 21. Once completed and reconciled, note the job reference number to be used in next step.

2.  To begin the payroll accrual program enter the mask UCYEPY in Secure CRT (Orion). This will bring up the entry screen for the interface program. Enter the job number as determined in step 1, above. Next, enter 50% as the percentage that the program should use for calculating the amount to accrue to the prior year. Check the remaining defaults on the screen and correct as needed. Press esc to begin processing.

3.  The process will look at all the primary transactions posted to the general ledger that contain the job number for the payroll posting, which does not include the offset (object code 1000) claim on cash postings. Both the dollar amounts and the units for each account key-object code will then be multiplied by the percentage entered into the program. The output will be an interface file that contains the information needed for the journal entry. Print the screen and check that the program balanced the interface file correctly. Note that the display will identify the rounding adjustments.

4.  Obtain a copy of the Payroll Postings Audit Report for the posting of pay period 1701021 from the Payroll Office. Ensure that the job number on the printout matches the job number obtained from step 1. Check the total debits and the total credits in the section labeled "posting this job" against the total debits and total credits created for the interface files based upon the current year accrual percentage, less claim on cash.

5.  Create a journal entry batch from the accrual interface file as noted from the output message on the line "Accrual interface file is named /u/admin/data/" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

a.  Enter the name of the interface file (part after the /)
b.  Enter the JE batch file name from the matrix batch ID: jexxac134
c.  Process in batch

6.  Create a journal entry batch from the reversal file as noted from the output message on the line "Reversal interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

a.  Enter the name of the interface file (part after the /)
b.  Enter the JE batch file name from the matrix batch ID: jexxrv15
c.  Process in batch

7.  Print a journal entry batch proof for the FYXX accrual batch using the mask GLJEBP and run the job batch. Note that the JE will only show the unit amounts on the line items, but both the unit and the dollar amounts will total at the end of the report. This happens because the entries are containing both units and dollars, but only one or the other can display at one time on batch proof. Tie totals back to the totals posted from the payroll process and check items for reasonableness.

8.  Also print a journal entry batch proof for the FYXX reversal batch using the mask GLJEBP and run the job batch. This journal entry should be a mirror of the current year batch. Check for reasonableness.  

9.  Distribute the FYXX journal entry batch using the mask GLJEDS and answer the prompts with the following responses:  

JE Batch File: JEXXACXX
Posting Date: 09/30/XX
Printer: DOPY
Codes: 00 (default for NO reversal batch and ST trans. type)
Last Chance: YR08  

10.  Do not perform until after the 3rd close! Distribute the FYXX journal entry batch using the mask GLJEDS and answer the prompts with the following responses:  

JE Batch File: JEXXRV14
Posting Date: 10/01/XX
Page break: N (default is N)
Printer: DOPY
Codes: 00 (default for NO reversal batch and ST trans. type)
Last Chance: YR08

 11.  Review distribution reports for both batches and then complete a colored journal entry form for the files for each batch. Forward to the assigned reviewer.

12.  Print the listings of the postings for use in the payroll adjustments process. Run the CDD report RXTXNRPT in GL drop down. This list should be given to the Payroll Accrual Adjustments Lead immediately for use in entering the payroll adjustments.

 

 

Hold for Processing PR's

Encumber but Hold for Processing PR's

Procedural Document FYE

Return to UCAR Operations Internal Processing Procedures Page

Finance Lead: Bob Pownell (x8878);  pownell@ucar.edu

Current Fiscal Year Procedures

1. The process begins with a completed Hold for Processing form submitted to the Finance lead.  Additionally, the form must be completed with account key, object code, estimated dollar amount, description, and contain the proper signatures.

2. The Finance lead will review the form and determine its completeness. Any questionable hold for processing requests will be forwarded to the appropriate budget office.

3. All requests will be entered into one of many encumbrance batches to encumber the funds. The plan is to enter one batch per close through year end. The batch ID will follow the standard batch naming convention (i.e. ENXXXXXX) and will be noted on each form. The details for an encumbrance screen will be:

User Set Total:  Amount to be encumbered.

Quantity:  Amount to be encumbered
Vendor/PEID: V00002 (temporary vendor)
PO number: HYYX (where Y represents the Fiscal Year and X represents the 5 digit PR number) ex. H0600001
Account Number:  Account key/object code as noted on the form
Description: Hold for Processing PR
Reference Amount:  Amount to be encumbered
Ref date:  Date of data entry (if after 9/30, then 9/30 should be used)
Division: AP
Trans format: NB
Type: EN
Batch ID: Verify that it's the batch file name on every record

4. The batch proof will be printed and kept with the batch distribution. The batch should be distributed using the current date unless the date is later than 9/30 in which case 9/30 will be used.

5. The request will be filed in PR number order in the filing cabinet in the Finance lead's office. Behind the requests,  the batch proof and distribution reports will be filed in IFAS job number order.

6. Change orders to Holds will be accepted until the day before the final division close and will be processed by Finance. Change orders should come to the Finance lead in the same manner as a new Hold For Processing PR, marked as "Change Order to HXXXXXXX". Adjustments will be entered via an EN batch as outlined in step 4, with a negative or positive EN transaction to adjust the encumbrance to the appropriate amount. The original Hold reference number will be retained throughout all change order processing.

7. After the year end closing process is complete, summary reports of all current and prior year carryover Hold For Processing encumbrances will be distributed to the B&P office.

Next Fiscal Year Procedures

1. HFP Finance Lead will disencumber all H#'s as of 10/01.

2. The division will e-mail the finance lead the PO#'s used when the actual purchase is made.  This should be done by the end of the 2nd quarter.

3. At the end of each quarter Finance will give a list , to the B&P office, of any holds which have not been properly documented with the current year PO#.

 

List of Tasks (in Order) to Begin the New Year

Return to UCAR Operations Internal Processing Procedures Page

List of Tasks (in Order) to Begin the New Year

Task

Assigned
To

Deadline/
Timing

Benefits:    
Change and test benefit RJE(s) with new fiscal year rates
(RJBENFT1) & (RJBENFT2) and (RJBENADJ) ask Justin for rate
October ME Accountant Prior to October PY EN run 10/26/18
Change and test benefit ad hocs with new fiscal year rates
(RXBENFTS) and (RXENBEN)
October ME Accountant Prior to October PY EN run 10/26/18
Rewrite and test RJE(s) for encumbering benefits. (RJENBEN) October ME Accountant Prior to October PY EN run 10/26/18
Update the "py_enc" and "calendar" sheets in t:\monthend\PyBen\benefits.xls for the new year Carole Regan Prior to October PY EN run 10/26/18
     
Overhead:    

Update NUUPCD for RD19 01 with new fiscal year rates.  Once the move from MISC01 field to the MISC02 field has been completed by IT, run UCUTGLRD (in Orion) to get new overhead into the chart of accounts

 

COA Accountant EOD Prior to October PY EN run  10/26/18
Update RJGA2 with new G&A rate October ME Accountant Prior to October PY EN run 10/26/18

Update RJ5719 with any changes made to RJ5719a

Verify all RJEs in monthend streamfile are in the yearend streamfile and correct

Save in or update month end spreadsheet

Final Close Accountant Prior to Final Close 10/19/18
     
CSC:    
Update Common Code in NUUPCD for UCAR (CSCACD, CSCCGD, CSCHAO, CSCMMM, CSCRAL,CSCRAP)  for New Rates COA Accountant Prior to October PY EN run 10/26/18
     
Payroll Encumbrances:    
Set up new payroll calendar (must do before encumbering py) Carole Regan Prior to October PY EN run 10/26/18
Purge payroll encumbrance transactions from prior year Janaki Prior to October PY EN run 10/26/18
Encumber payroll beginning with pay period 23 and post on 10/01 October ME Accountant Weekend before October Close 10/28/18
     
System Stuff:    
Change seeds and date ranges in nucleus    
a. Change the common code in NUUPCD for NUDT AP05, AP06, PO15, PO20, PO32, POA5, PY42, PY96 to have effect. dates 10/1/18 through 9/30/19; prevents any backdated entries into prior fiscal year entries into future fiscal years. 09/30 Close Accountant After 09/30 Close 10/01/18
b. Change the common code in NUUPCD for POBU code value OPEN to have effective dates of 19801001 through 20190930.  This allows transactions against the open budget, for entering new PO numbers, etc...) 09/30 Close Accountant After 9/30 Close 10/01/18
c. Change the common code NUUPCD for NUDT GL29 to have effective dates of 9/30/18 through 09/30/18. This allows for closing entries to continue and accrual and accrual reversal entries to post. 09/30 Close Accountant Not Needed
d. Change the common code NUUPCD for NUDT GL29 to have effective dates of 9/30/18 through 10/01/18. This allows for closing entries to continue and accrual and accrual reversal entries to post. 09/30 Close Accountant After 09/30 Close 10/01/18
e. Change the common code NUUPCD for NUDT EN26 to have effective dates of 9/30/18 through 9/30/19. This allows normal EN batches to begin while still allowing for close postings to continue. 09/30 Close Accountant After 09/30 Close 10/01/18
f. Change in NUUPCD
SYNO-BTCHIDOH to read "OH19 04" SYNO-BTCHIDOH to "JG19 04" SYNO-BTCHIDOH to "CA19 04" SYNO-BTCHIDOH to "CE19 04" SYNO-BTCHIDOH to "LC19 04" SYNO-BTCHIDOH to "PC19 04" SYNO-BTCHIDOH to "PR19 04" SYNO-BTCHIDOH to "TC19 04"
SYNO-BTCHIDTR to read "RV19 04"
Change the first assoc. value in each to 0.00001 on both
COA Accountant After 09/30 Close
10/01/18
g. Change the common codein NUUPCD - NUDT for question AR45 to have effective dates of 10/1/18 through 9/30/19. This allows for new year processing to begin for AR and CR. COA Accountant After confirmation AR and CR for prior year is completed 10/22/18

h. Also change:
SYNO-BTCHIDAR to read "AR19 04" SYNO-BTCHIDCR to read "CR19 04" SYNO-CRREF to read "R19 05" SYNO-ARREF to ready "IN19 04" Change the first assoc. value in each to 0.00001 on both

COA Accountant  After Final Close 10/22/18
i. Notify "allfin" to let them know that CR and AR processing for the new year can begin.  Perform only if confirmation is received. COA Accountant After confirmation AR and CR for prior year is completed 10/22/18
j. Change the common code NUDT for questions EN26 and GL29 to have effective dates of 10/1/18 through 9/30/19. This will allow for only current year postings to occur in GL and EN. COA Accountant After confirmation all Property and Treasury adjustments are posted      10/22/18
k. Change the first code value in common code SYNO-JEID and BUID to read "JE19 04" and BT19 04" respectively. Update the first associated value in each code with spaces.  Notify all Accountants this is completed and FY19 entries can begin. COA Accountant After confirmation all Property and Treasury adjustments are posted      10/22/18
l. Change the common code GLBU FY limit to increment up each line by 1. COA Accountant After Final Close 10/22/18
m. Compile Triad on the prior year's audit account.  See documentation in AuthorIt for specifics. Janaki  After Final Close 10/22/18
n. Create month end processing spreadsheet for new fiscal year Lisha Prior to October PY EN run 10/26/18
     
Encumbrances/Budgets:    
     
Roll UY and CY forward Justin/Dee Weekend before October Close 10/26/18
Roll encumbrance balances forward Janaki Weekend before October Close 10/26/18
Roll balance sheet forward Audit Accountant Weekend before October Close 10/26/18
Check that no open en_dtl transactions exist with a misc code of ACRV; adjust common code POEN-SKIP as necessary. Janaki Prior to October PY EN run 10/26/18
FY18 NF Budget to 000015 for $1.00 5200 & $1.00 5300.  Notify Contracts once this is posted. Lisha   Not needed 
Other:    
 Implement procedures for posting audit adjustments  Audit Accountant 10/31/18 
Disencumber Future Fee Future Fee Accountant After Final Close 10/22/18
Disencumber Vistor Encumbrance Visitor EN Accountant After Final Close 10/22/18
Disencumber Hold for Processing HFP EN Accountant After Final Close 10/22/18

Non Purchase Order & PO Type Accruals UPC

P-Card Non Purchase Order & PO Type Accruals

Return to UCAR Operations Internal Processing Procedure Page

Accrual Lead and Processor:

Angie Yarbrough (x8859); yarbroug@ucar.edu

P-Card Administrator:

Diana Zinsli (x1128); dzinsli@ucar.edu

Current Fiscal Year Procedures  (whereas xx=current fiscal year & X=accrual/sheet#)

1.   The Accrual Lead will process the September 10th Master Bill on the normal timeline.

2.    The Accrual Lead and P-Card Administrator will start preparing for Year End Accruals after the September 20th P-Card approval deadline. Any communication regarding accrual deadlines should be done after the September 20th P-Card approval deadline in an effort to not confuse cardholders when they're still working on closing out their Sept 10th statement.   After the September 20th deadline, the UPC Administrator will send a message to the cardholders outlining the accrual process. Any cardholders that have not started to record their transactions posted to the P-Card after the September 10th statement cut off date should be contacted the last week of September-first days of October.  The P-Card Administrator should continue monitoring cardholders to ensure they have completed their review by 5:00 p.m., October 4th.

3.    After all transactions have been reviewed, the Accrual Lead should process a mapper using the Accrual Mapper.  Procedures on processing a mapper can be found inthe UPC Processing Procedure.  The mapper processed for Close#2 should have the following paramaters shown below.  For instructions on how to create a new mapper, refer to the bottom of the UPC Procedures.  NOTE: You must have administrator access within JPMorgan to use the mapper functionality. Only the P-Card Administrator and P-Card Processor have administrator access.

 

For the Post Date, the "From" date should be the first day of the new cycle and the "To" date can be modified to capture the days up to the running of the mapper. 

4.   To start the process, run two versions of the mapper.  One with the Reviewed box checked and one with the Reviewed box un-checked.   After running the mappers, save each of the text files into K:\apupload\ JPMORGAN-UPC\Accruals\FYExx Accruals. 

5.   Access the text files found in K:\apupload\ JPMORGAN-UPC\Accruals\FYExx.  Using the instructions found in the UPC Processing Procedures, format the text files as you would with the regular UPC processing.  Save the files as an .xls and rename to be Accrual Reviewed and and Accrual Unreviewed.

6.   The UPC Processor should send the Accrual Unreviewed spreadsheet to the UPC Administrator who will provide an explanation on each charge as to why it's unreviewed.  For items not received, a notation can be made.  For items late in being reviewed, these transactions should be monitored and captured on a future close.  This can be done by rerunning the mapper and grabbing just the newly reviewed transactions.  Depending on timing the transactions can be mannually added to the UPC accrual sheet below or processed separately on another UPC accrual upload. 

7.   For the Accrual Reviewed sheet, UPC Processor emails the sheet to the Property Adminstrator for review.

8.   UPC Processor then processes the accrual spreadsheet according to the following sections of the UPC Processing Procedure.

    • Audits Object Codes, removing 1445 and 1225
    • Verizon, T-Mobile and AT&T Purchase Orders add the nbpo#

 
9.    Update the Accrual Reviewed spreadsheet with Property Administrator's comments.

10.  For transactions that reference a valid PO, transfer the PO# to the column that was created in the step above for the phone charges.  From the main sheet/tab of the Accrual Reviewed spreadsheet, move all the transactions that reference a PO to Sheet/Tab 2.  Name the tab "PO's". These transactions will be included on the UPC PO accrual instead of the UPC nopo accrual.


12. On Accrual Reviewed sheet Tabs 1 & 2, format Account Key and & Object Code columns to be "number".


Create the UPC NoPo accrual spreadsheet-

13.  The Accrual Processor copies and pastes data from K:\apupload\JPMORGAN-UPC\Accruals\FYExx\Accrual Reviewed to the UPC accrual spreadsheet K:\fyexx\Accruals\ACCRUALS\UPCX-NP.xls. Specifically, begin data entry on row 5. Do not add, delete, skip or sort rows.  DO NOT ENTER COMMAS. General information may be entered to the right of the bold column on the spreadsheet because this information will be excluded from the spreadsheet upload.

DO NOT enter anything in the columns labeled, debit units, or credit units. Note that the information in the spreadsheet identifies only the debit side of the accrual entry for each item, and the credit side will be derived during the flat file conversion.

14.  Copy and paste the following from Accrual Reviewed Sheet, tab 1 to K:\FYExx\Accruals\ACCRUALS\UPCXNP.xls.

Account Key, Object Code, Debit Amount, Merchant Name, Description, Service or Transaction ID.

15.  Any amounts appearing as a credit need to be transferred to the Credit Column as regular number not a negative.

16.  ENTER the Vendor ID V33089 and fill down for all records.

 

Create the UPC PO accrual spreadsheet-

17.  The Accrual Processor copies and pastes data from K:\apupload\JPMORGAN-UPC\Accruals\FYExx\Accrual Reviewed TAB 2 to the UPC accrual spreadsheet K:\fyexx\Accruals\ACCRUALS\UPCXPO.xls. Specifically, begin data entry on row 5. Do not add, delete, skip or sort rows.  DO NOT ENTER COMMAS. General information may be entered to the right of the bold column on the spreadsheet because this information will be excluded from the spreadsheet upload.

DO NOT enter anything in the columns labeled, debit units, or credit units. Note that the information in the spreadsheet identifies only the debit side of the accrual entry for each item, and the credit side will be derived during the flat file conversion.

18.  Copy and paste the following from Accrual Mapper Reviewed  tab 2 to K:\FYExx\Accruals\ACCRUALS\UPCXPO.xls.

Account Key, Object Code, Debit Amount, Merchant Name, Description, Service or Transaction ID.

19.  Any amounts appearing as a credit need to be transferred to the Credit Column as regular number not a negative.

20.  ENTER the Vendor ID V33089 and fill down for all records.

Once all items have been entered for K:\fyexx\Accruals\ACCRUALS\UPCxNP.xls and UPCxPO.xls print the spreadsheets and submit to the Accrual Lead for review. The spreadsheet should be submitted to the Accrual Lead no later than noon, on Close# 2.  

21.  The Accrual Lead will make sure all corrections needed to the spreadsheet are made and that the accrual is processed by 5:00 p.m. on Close# 2.


Process the UPC NoPo accrual spreadsheet

22.  To begin processing, pull up the excel file (K:\fyexx\Accruals\ACCRUALS\UPCx-NP.xls) and double check for potential format problems such as blank lines, commas, something in column B rows 1-3, or data not in the first 8 columns.  Next, save as (K:\FYExx\Accruals\ACCRUALS\UPCX-NP.csv) by selecting CSV (comma delimited) type of file.

23.  Transfer the .csv file to (starburst.ucar.edu:/fin) via WinSCP.

24.  Create the interface files for the FYxx accrual journal entry batch and the FYxx reversal journal entry batch from the spreadsheet using the mask UCYEAC. Answer the prompts with the following responses:

  1. Enter the name of the .csv file
  2. Enter NP for the type of accrual
  3. Check the defaults for the remaining fields, change as necessary using information according to the Accrual Process Matrix
  4. Review the fields and esc to process

25.  When the process is complete, print 2 copies of the output messages displaying on the screen. The program has now created two interface files, one for the accrual and one for the reversal. Ensure that the .csv was moved to the posted directory.

26.  Create a journal entry set from the accrual interface file as noted from the output message on the line "Accrual interface file is name /u/admin/data/" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

  1. Journal entry set type to be created is UB
  2. Enter the name of the interface file (part after the / from the output message above)
  3. Enter the JE set name from the matrix batch ID: JExxACXX
  4. Do you want like entries summarized?  No
  5. Process to DOTEMP

27.  Create a journal entry batch from the reversal interface file as noted from the output message on the line"Reversal interface file is name /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

  1. Journal entry set type to be created is UB
  2. Enter the name of the interface file (part after the / from the output message above)
  3. Enter the JE set name from the matrix batch ID: JExxRVXX
  4. Do you want like entries summarized?  No
  5. Process to DOTEMP

28.  Print a journal entry set proof for the FYxx batch using the mask GLJEBP.  Note that the JE will not contain any encumbrance transactions. The batch proof will show a summary debit (gl only) transaction for similar account key/object code combinations from the rows on the spreadsheet, and a summarized credit transaction for each contract referenced by the debits. Review for accuracy and tie totals back to the spreadsheet.

29.  Also print a journal entry set proof for the FYxx batch using the mask GLJEBP.  The set proof will show a credit (gl only) transaction for summary debit on the accrual batch and a summarized debit transaction for each contract referenced by the account keys on the spreadsheet.  Review for accuracy and tie totals back to the spreadsheet.

30.  Distribute the FYxx journal entry batch using the mask GLUTSUOS and answer the prompts with the following responses:

Name of your JE Set: JExxACXX
Posting Date: 09/30/xx
Printer: DOPR

31.  Distribute the FYxx journal entry batch using the mask GLUTSUOS and answer the prompts with the following responses:

Name of your JE Set: JExxRVXX
Posting Date: 10/01/xx
Printer: DOPR 


Process the UPC PO accrual spreadsheet

32.  To begin processing, pull up the excel file (K:\fyexx\Accruals\ACCRUALS\UPCx-PO.xls) and double check for potential format problems such as blank lines, commas, something in column B rows 1-3, or data not in the first 8 columns.  Next, save as (K:\FYExx\Accruals\ACCRUALS\UPCX-PO.csv) by selecting CSV (comma delimited) type of file.

33.  Transfer the .csv file to (starburst.ucar.edu:/fin) via WinSCP.

34.  Create the interface files for the FYxx accrual journal entry batch and the FYxx reversal journal entry batch from the spreadsheet using the mask UCYEAC. Answer the prompts with the following responses:

  1. Enter the name of the .csv file
  2. Enter PO for the type of accrual
  3. Check the defaults for the remaining fields, change as necessary using information according to the Accrual Process Matrix
  4. Review the fields and esc to process

35.  When the process is complete, print 2 copies of the output messages displaying on the screen. The program has now created two interface files, one for the accrual and one for the reversal. Ensure that the .csv was moved to the posted directory.

36.  Create a journal entry set from the accrual interface file as noted from the output message on the line "Accrual interface file is name /u/admin/data/" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

  1. Journal entry set type to be created is UB
  2. Enter the name of the interface file (part after the / from the output message above)
  3. Enter the JE set name from the matrix batch ID: JExxACXX
  4. Do you want like entries summarized?  No
  5. Process to DOTEMP

37.  Create a journal entry batch from the reversal interface file as noted from the output message on the line"Reversal interface file is name /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

  1. Journal entry set type to be created is UB
  2. Enter the name of the interface file (part after the / from the output message above)
  3. Enter the JE set name from the matrix batch ID: JExxRVXX
  4. Do you want like entries summarized?  No
  5. Process to DOTEMP

38.  Print a journal entry set proof for the FYxx batch using the mask GLJEBP.  The set proof will show a summary debit (gl only) transaction for similar account key/object code combinations from the rows on the spreadsheet, and a summarized credit transaction for each contract referenced by the debits. Review for accuracy and tie totals back to the spreadsheet.

39.  Also print a journal entry set proof for the FYxx batch using the mask GLJEBP.  The set proof will show a credit (gl only) transaction for summary debit on the accrual batch and a summarized debit transaction for each contract referenced by the account keys on the spreadsheet.  Review for accuracy and tie totals back to the spreadsheet.

40.  Distribute the FYxx journal entry batch using the mask GLUTSUOS and answer the prompts with the following responses:

Name of your JE Set: JExxACXX
Posting Date: 09/30/xx
Printer: DOPR

41.  Distribute the FYxx journal entry batch using the mask GLUTSUOS and answer the prompts with the following responses:

Name of your JE Set: JExxRVXX
Posting Date: 10/01/xx
Printer: DOPR

42.  Review distribution reports for all 4 sets.  Print Audit Report for GL Posting and print last page of Distribution.  Complete a colored journal entry form for each set. Forward to the assigned reviewer.


Next Fiscal  Year Procedures

1.  For all no po UPC transactions, process the payment following the normal processing procedures.
2.  For any no po UPC transactions, check to ensure that the item was included in the accrual process. If the transaction was not included on the spreadsheet, contact the APS immediately.

Non-Purchase Order Type Accruals

Non Purchase Order Type Accruals

Return to UCAR Operations Internal Processing Procedures Page

Accrual Lead: Angie Yarbrough (x8859); yarbroug@ucar.edu
Accrual Processor:  Karen Jess (x2138);  kjess@ucar.edu

Current Fiscal Year Procedures (whereas xx=current fiscal year & X=sheet/accrual#)

1. The Accrual Lead will receive completed Year End Accrual Request Forms with appropriate back up by 5pm, October 4th for no po type accruals. Accrual Lead will review each request with the attached documentation for completeness and correctness, ensuring that estimates are reasonable. Contact the requestor if documentation is incomplete or if request is unclear.

2. The Accrual Processor will enter into the spreadsheet (K:\FYExx\accruals\nopoX.xls),  the required information as provided on the request form. The information entered into the spreadsheet must follow the exact set up established on the spreadsheet in order for the journal entry upload process to work. Do not change the header information contained at the top of the spreadsheet. Since the accruals do not relate to information already in the system such as a purchase order, ensure that adequate information describing the accrual is entered in the comments section on the spreadsheet.

Specifically, begin data entry on row 5. Do not add, delete, skip or sort rows. All alphas must be in capital letters which can be accomplished by turning on caps lock during the entry process. Dollar amounts may be entered with two decimal places or if a full dollar amount, the decimal need not be entered, DO NOT ENTER COMMAS. General information may be entered to the right of the bold column on the spreadsheet because this information will be excluded from the spreadsheet upload.

DO NOT enter anything in the columns labeled credit amount, peid, po no., debit units, or credit units. Note that the information in the spreadsheet identifies only the debit side of the accrual entry for each item, and that the credit side will be derived during the flat file creation.

3. When all items have been entered, print the spreadsheet and submit to the Accrual Lead for review. The spreadsheet should be submitted to the Accrual Lead no later than 12:00 noon the day of Close#2.

4. The Accrual Lead will review and obtain all corrections needed to the spreadsheet. Once the spreadsheet is complete, the Accrual Lead will print a copy and make sure the accrual is processed by 5:00 p.m. the day of Close#2.

5. To begin processing, access the excel file (K:\FYExx\accruals\nopoX.xls) and double check for potential format problems such as, blank lines, commas, something in column B rows 1-3, or data not in the first 8 columns. Next, save as (K:\FYExx\accruals\nopoX.csv) by selecting CSV (comma delimited) type of file.

6. Transfer the .csv file to (starburst.ucar.edu:/fin) via WinSCP.

7. In Orion, create the interface files for the FYxx accrual journal entry batch and the FYxx reversal journal entry batch from the spreadsheet using the mask UCYEAC. Answer the prompts with the following responses:

  1. Enter the name of the .csv file
  2. Enter NP for the type of accrual
  3. Check the defaults for the remaining fields, change as necessary using information on the Accrual Process Matrix
  4. Review the fields and esc to process

8. When the process is complete, print 2 copies of the output messages displaying on the screen. The program has now created two interface files, one for the accrual and one for the reversal. Ensure that the .csv was moved to the posted directory.

9. In IFAS, create a journal entry set from the create a journal entry set from the accrual interface file as noted from the output message on the line "Accrual interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

 

10. In IFAS, create a journal entry set from the reversal interface file as noted from the output message on the line "Reversal interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

11. Print a journal entry set proof for the FYxx accrual using the mask GLJEBP. The batch proof will show a debit (gl only) transaction for each row on the spreadsheet, a debit (en only) transaction for each row on the spreadsheet and a summarized credit transaction for each contract referenced by the debits. Review for accuracy and tie totals back to the spreadsheet.

12. Also print a journal entry set proof for the FYxx reversal using the mask GLJEBP. The batch proof will show a credit (gl only) transaction for each row on the spreadsheet and a credit (en only) transaction for each row on the spreadsheet and a summarized debit transaction for each contract referenced by the account keys on the spreadsheet. Review for accuracy and tie totals back to the spreadsheet.

13. Distribute the FYxxAC journal entry batch using the mask GLUTSUOS and answering the prompts with the following responses:

14. For the PO1 Reversal coordinate with Financial Accounting Manager as to the date this step can be completed. Distribute the FYxxRV journal entry batch using the mask GLUTSUOS and answering the prompts with the following responses:

 

15. Review distribution reports for both sets. Complete a colored journal entry form for both the Accrual and Reversal sets Forward to the assigned reviewer.

Next Fiscal Year Procedures

1. For all FYxx (new fiscal year) no po transactions, process the payment following the normal processing procedures.

2. For any FYxx no po transactions being posted, check to ensure that the item was included in the accrual process. If the transaction was not included on the spreadsheet, forward a copy of the invoice to the Accrual Lead immediately.

Payroll Accrual Adjustments

Payroll Accrual Adjustments

Return to UCAR Operations Internal Processing Procedures Page

Accrual Lead:  Carole L. Regan (x8860); payroll@ucar.edu 

Current Fiscal Year Procedures

1. Receive all time cards for pay period 21 (pp21) on Saturday, October 6th. For each time card submitted with the Form, photocopy the time card and attach the Form to the photocopy. Separate the actual time card for entry per the normal time card entry procedures. During time card data entry separate any time cards on which changes are made.

2. For ease of future reference, alphabetize the time card photocopies keeping the Form attached. Highlight the employee ID and the employee name on the time card photocopy. For any time cards on which changes were made in step 1, replace the original copy of the time card with a new copy for those submitted with an adjustment form.

3. On Tuesday, October 9th receive the ad hoc report from the Automatic Payroll Accrual Lead. This will indicate that the automatic payroll process is complete and that the adjustment process may begin.

4. For each time card photocopy and form packet, determine the entries needed to adjust the accrual for that employee. The ad hoc report should be used as a basis for determining the actual hours and dollars that posted to the various account keys for each employee. Although writing the journal entry (debit/credit) information on each time card photocopy is not necessary, it may simplify the data entry into the spreadsheet. Note that the form is showing the end result, not the entry needed for adjustment. The adjustment entry must be figured out based upon the actual posting and the end result needed.

5. Enter onto the spreadsheet (k:\fyexx\accruals\payroll.xls) the required information for EACH debit entry and for EACH credit entry. Note that the bottom line total on the spreadsheet must net to zero for the dollar debits and credits and then also for the units debits and credits.

For non-worked hours, enter the indirect hours account key (009998) and the applicable non-worked hours object code. This information can be obtained from the ad hoc report.

Each line of entry on the spreadsheet will include account key, object code, a debit OR credit amount, employee number, debit OR credit units. For ease of following the adjustments, enter the debit side of each entry first.

Specifically, begin data entry on row 5. Do not add, delete, skip or sort rows. All alphas must be in capital letters which can be accomplished by just turning on caps lock during the entry process. Dollar amounts may be entered with two decimal places or if a full dollar amount, the decimal need not be entered, DO NOT ENTER COMMAS. General information may be entered to the right of the bold column on the spreadsheet because this information will be excluded from the spreadsheet upload.

6.  To begin processing, pull up the excel file (k:\fyexx\accruals\payroll.xls) and double check for potential format problems such as, blank lines, commas, something in column B rows 1-3, or data not in the first 8 columns. Next, save as k:\fyexx\accruals\payroll.csv by selecting CSV (Comma delimited) type of file.

7. Transfer the .csv file to starburst.ucar.edu:/fin via FTP.

8.  Create the interface files for the FYXX accrual journal entry batch and the FYXX reversal journal entry batch from the spreadsheet using the mask UCYEAC. Answer the prompts with the following responses:

a. Enter the name of the .csv file
b. Enter PY for the type of accrual
c. Check the defaults for the remaining fields, change as necessary
d. Review the fields and esc to process

9. When the process is complete, print the output messages displaying on the screen. The program has now created two interface files, one for the accrual and one for the reversal. Ensure that the .csv was moved to the posted directory.

10. Create a journal entry batch from the accrual interface file as noted from the output message on the line "Accrual interface file is named /u/admin/data/" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

a. Enter the name of the interface file (part after the /)
b. Enter the JE batch file name from the matrix batch ID: jexxac14
c. Process in batch

11. Create a journal entry batch from the reversal interface file as noted from the output message on the line "Reversal interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

a. Enter the name of the interface file (part after the /)
b. Enter the JE batch file name from the matrix batch ID: jexxrv14
c. Process in batch

12.  Print a journal entry batch proof for the FYXXAC batch using the mask GLJEBP and run the job interactively. Note that the JE will only show the unit amounts on the line items, but both the unit and the dollar amounts will total at the end of the report. This happens because the entries are containing both the units and the dollars, but only one or the other can display at one time on the batch proof. Ensure that the totals net to zero.

13. Also print a journal entry batch proof for the FYXXRV batch using the mask GLJEBP and run the job interactively. This journal entry should be a mirror of the FYXXAC batch. Check for reasonableness.  

14. Distribute the FYXX journal entry batch using the mask GLJEDS and answering the prompts with the following responses:

JE Batch File: JEXXAC14
Posting Date: 09/30/XX 
Printer: DOPY
Codes: 00 (default for NO reversal batch and ST trans. type)
Last Chance: YR08  

15. Distribute the FYXX journal entry batch using the mask GLJEDS and answering the prompts with the following responses:

JE Batch File: JEXXRV14
Posting Date: 10/01/XX
Page break: N
Printer: DOPY
Codes: 00 (default for NO reversal batch and ST trans. type)
Last Chance: YR08

16. Review distribution reports for both batches and then complete a green colored journal entry form for the files for each batch. Forward to the assigned reviewer.

17. These procedures, beginning with step 4 above, will be repeated prior to the final close to accommodate any additional corrections and adjustments that may be required. All adjustments must be received by 5:00 p.m. on Thursday, October 181th and must be processed by 5:00 p.m. on Friday, October 19th.

Next Fiscal Year Procedures

If the accrual reversal in FYXX requires adjustment to a different account key because pp21 posted to a new FYXX account key, then submit all adjustments to the accrual lead no later than 5:00 p.m., October 18th.  A special batch will be created for these items according to the above spreadsheet, journal entry upload procedures and posted prior to the October close. Additional instructions on this process will be forthcoming.

 

Purchase Order Accruals

Purchase Order Accruals

Return to UCAR Operations Internal Processing Procedures Page

Accrual Lead: Angie Yarbrough (x8859); yarbroug@ucar.edu
Accrual Processor: Toni McHugh (x8864); tmchugh@ucar.edu

Current Fiscal Year Procedures (whereas xx=current fiscal year & X=sheet/accrual#)

1. The Accrual Lead will receive completed Year End Accrual Request Forms with appropriate back up by 5 pm, October 4th for purchase order accruals not included in the receiving accrual process. Review each request with the attached documentation for completeness and correctness. Contact the requester if documentation is incomplete or if request is unclear.

2. The Accrual Processor will enter into the spreadsheet (K:\FYExx\Accruals\ACCRUALS\POX.xls), the required information as provided on the request form. The information entered into the spreadsheet must follow the exact set up established on the spreadsheet in order for the journal entry upload process to work. Do not change the header information contained at the top of the spreadsheet.

Specifically, begin data entry on row 5. Do not add, delete, skip or sort rows. All alphas must be in capital letters which can be accomplished by turning on caps lock during the entry process. Dollar amounts may be entered with two decimal places or if a full dollar amount, the decimal need not be entered, DO NOT ENTER COMMAS. General information may be entered to the right of the bold column on the spreadsheet because this information will be excluded from the spreadsheet upload.

DO NOT enter anything in the columns labeled credit amount, debit units, or credit units. Note that the information in the spreadsheet identifies only the debit side of the accrual entry for each item, and that the credit side will be derived during the flat file creation.

3. When all items have been entered, print the spreadsheet and submit along with backup documentation to the Accraul Lead for review. The spreadsheet should be submitted to the Accrual Lead no later than noon on the day of Close#2.

4. The Accrual Lead will make sure all corrections needed to the spread sheet are made and that the accrual is processed prior to 5:00 p.m. on Close#2.

5. To begin processing, pull up the excel file (K:\FYExx\Accruals\ACCRUALS\POX.xls) and double check for potential format problems such as, blank lines, commas, something in column B rows 1-3, or data not in the first 8 columns. Next, save as (K:\FYExx\Accruals\ACCRUALS\POX.csv) by selecting CSV (comma delimited) type of file.

6. Transfer the .csv file to(starburst.ucar.edu:/fin) via WinSCP.

7. In Orion, create the interface files for the FYxx accrual journal entry batch and the FYxx reversal journal entry batch from the spreadsheet using the mask UCYEAC. Answer the prompts with the following responses:

  1. Enter the name of the .csv file
  2. Enter PO for the type of accrual
  3. Check the defaults for the remaining fields, change as necessary using information according to Accrual Process Matrix
  4. Review the fields and esc to process

8. When the process is complete, print two copies of the output message displaying on the screen. The program has now created two interface files, one for the accrual and one for the reversal. Ensure that the .csv was moved to the posted directory.

9. In IFAS, create a journal entry set from the create a journal entry set from the accrual interface file as noted from the output message on the line "Accrual interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

 

10. In IFAS, create a journal entry set from the reversal interface file as noted from the output message on the line "Reversal interface file is named /u/admin/data" by using the mask GLUTRIIJ. Answer the prompts with the following responses:

11. Print a journal entry set proof for the FYxx accrual using the mask GLJEBP. The batch proof will show a debit (gl only) transaction for each row on the spreadsheet, a debit (en only) transaction for each row on the spreadsheet and a summarized credit transaction for each contract referenced by the debits. Review for accuracy and tie totals back to the spreadsheet.

12. Also print a journal entry set proof for the FYxx reversal using the mask GLJEBP. The batch proof will show a credit (gl only) transaction for each row on the spreadsheet and a credit (en only) transaction for each row on the spreadsheet and a summarized debit transaction for each contract referenced by the account keys on the spreadsheet. Review for accuracy and tie totals back to the spreadsheet.

13. Distribute the FYxxAC journal entry batch using the mask GLUTSUOS and answering the prompts with the following responses: