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Finance Division

Fiscal Year Closing Schedules

FY 2016 Monthly Schedule

Fiscal Year Closing Calendar

DATE

ITEM

June 30

Last day to receive goods or services for payment to be made against the Fiscal Year 2014-2015 budget.

June 30

Last day to deposit Foundation program revenues for Fiscal Year 2014-2015.

July 1

Noon.  Last day for deposit of University gifts and revenues received during Fiscal Year 2014-2015.

July 10

Post 7/15/15 payroll.

July 10

Last day for deposit of Foundation gifts for Fiscal Year 2014-2015. Gifts must be dated and postmarked no later than June 30, 2015.

July 10

Last day to enter and approve annual and sick leave taken through June 30, 2015.

July 10

Last day to enter invoices for goods and services provided by University departments no later than June 30, 2015.

July 10

Last day to enter account numbers and approvals for departmental credit card purchases made by June 30, 2015.

July 13

Last day (prior to 4:30 pm) to enter and approve all vouchers for goods and services received by June 30, 2015.

July 13

Last day (prior to 4:30 pm) to enter journal entries and final approval of corrections for transactions in Fiscal Year 2014-2015.

July 15

Noon. All June errors must be cleared. Facilities and Administrative costs posted for June.   

July 16 thru July 23

Central accounting staff prepares final University-level fiscal year end entries and closes FY 15. Journal entry panels available in “View” mode.

PROCUREMENT SERVICES

In lieu of specific date deadlines for submitting requisitions, Procurement Services has provided basic guidelines for year-end planning.
All goods and services received by June 30, 2015 will be charged to FY 2014-15. Goods and services received after June 30, 2015 will be charged to FY 2015-16. Please account for delivery times in planning.

Please plan to submit requisitions as early as possible.

Please allow three weeks from the time a finished scope of work and requisition is submitted to a Contract Officer until it is advertised.

Depending on the complexity of the bid, the entire process from advertisement to award/ intent to award will vary from two to six weeks. A simple bid for a purchase of <$100K, may be completed (from advertised to awarded) in two to three weeks. A purchase of >$100K will automatically require an additional two weeks for processing the Intent to Award period. RFP’s will depend on the availability of the evaluation team to evaluate and award the contract.

Vouchers
Invoices for goods and services received through June 30, 2015 must be charged to Fiscal Year 2014-2015. All vouchers for Fiscal Year 2014-2015, including purchase orders, direct purchase and travel vouchers must be entered and receive final approval by 4:30 p.m. on Monday, July 13, 2015.
ALL NEW YEAR (FY16) buyWays vouchers will be held until after PO Rollover is completed on July 15th, 2015. If you have an emergency need for a payment for FY16 please plan on using the prepay account (1301) on the Payment Request Form by June 30, 2015. Please refer to the Prepaid Section of this document for details.
If the supplier accepts Visa, this is another payment option during July 1 – July 14, 2015 for amounts < $10K. Lynn Crawford is the contact person if the STL (Single Transaction Limit) increase is needed.
Any payment that would have normally reduced a PO encumbrance during July 1- 13 will need to be sent as a change order using the Change Order form. Complete the form and indicate the total amount of change/reduction by line and chartfield.

VISA Departmental Purchasing Card
All June procurement card transactions must be classified and approved as of 4:30 p.m. on Friday, July 10 for overnight posting to the general ledger. Any corrections or budget amendments necessary to correct procurement card posting errors must be approved by 4:30 p.m. on Monday, July 13. Budget check errors resulting from corrections must be cleared by noon on Wednesday, July 15 

No new fiscal year (July) procurement card transactions will be available for classification and approval until Thursday, July 16th.

RECEIPTS/REVENUES

All cash receipts for Clemson University gifts and revenues to be posted in Fiscal Year 2014-2015 must be received and receipted in the Cash and Treasury Services Department by Noon, July 1, 2015. Receipts received after the deadline will be posted to Fiscal Year 2015-2016.

All cash receipts for Clemson University Foundation program revenues must be received in the Foundation Office at 155 Old Greenville Hwy by 4:30 p.m. on Tuesday, June 30.

All cash receipts for Clemson University Research Foundation non sponsored research revenues must be received at P.O. Box 946, Clemson, SC, 29634, by 4:30 p.m. on Tuesday, June 30.
All invoices for goods and services provided by University departments prior to June 30, 2015 must be entered no later than July 10. All invoices entered from July 1 thru July 10 will be posted to Fiscal Year 2014-2015.

Please hold all "new year" invoices until after July 10. After July 10, all invoices will be posted to Fiscal Year 2015-2016.

JOURNAL ENTRIES AND CORRECTIONS
All journal entries and correction transactions for Fiscal Year 2014-2015 must be entered by 4:30 p.m. on Monday July 13, 2015. Budget check errors resulting from corrections must be cleared by noon on Wednesday, July 15.

LEAVE

Annual and sick leave taken through the period ending June 30, 2015 must be approved and posted to the leave system by Friday, July 10, 2015.

FISCAL YEAR END PAYROLL 

Human Resources has detailed instructions involving fiscal year end payroll processing. These instructions may be found at the following link: http://media.clemson.edu/humanres/payroll/Fiscal_YE_Proc_2015.pdf

YEAR-END ACCOUNTING GUIDELINES
The following accounting guidelines should be followed during the fiscal year-end process.

Deferred Revenues

Receipts deposited prior to the end of the fiscal year that are advance payments for delivery of goods and performance of services in the next fiscal year are reported as deferred revenues in the current fiscal year.

Examples: orientation fees, continuing education fees, 4-H camp fees and football season tickets.

Credits to deferred revenue accounts 24xx will be reversed in July and August of FY 2015-2016 by Accounting Services & Related Organizations staffs.

When revenues are collected for goods or services that straddle the fiscal year-end, revenues are recorded in the fiscal year in which the services are predominantly provided.

Example 1:
Registration fees received in May for a continuing education course to be held in July.   Amounts should be deposited to deferred revenue account 2406.

Example 2: 
Advance sales for football tickets received in April, May and June. Since football season occurs entirely in the “new” fiscal year, amounts received should be deposited to deferred revenue account 2426.

Prepaid Expenses

Disbursements made prior to the end of the fiscal year that are advance payment for delivery of goods and the performance of services in the next fiscal year are reported as prepaid expenses in the current fiscal year.

Examples: rent, insurance, subscriptions, airline tickets, maintenance agreements, and conference registrations.

Debits to prepaid expense accounts 13xx will be reversed in July and August of FY 2015-2016 by Accounting Services and Related Organizations staffs.

Guidelines to assist you in making a decision on whether an expense is prepaid follow:
Payment for services (contract and agreements) exceeding more than one year.

Example 1:
Payment of a five-year maintenance agreement. Annual contractual payments for services which straddle the fiscal year-end and the charge is incurred during the last two months of the fiscal year, May and June, and the total charge is greater than $25,000, the charge should be prorated between fiscal years.

An annual maintenance agreement is due May 1, 2014 for $36,000.
The charge should be prorated 2/12 maintenance agreement expense $6,000 and 10/12 prepaid expense $30,000.

Example 2: 
Individual payments regardless of the amount, except annual contractual payments, for services paid in advance for the next fiscal year should be recorded as a prepaid expense.

A registration fee is paid and an airline ticket is purchased in June for a conference in July.

Exception:
A good or service which is consumed during the current fiscal year (even though it is for a program which will generate revenues in the next fiscal year), and the charge cannot be refunded, should not be considered as a prepaid expense.

Printing and postage expenses incurred in June for a continuing education meeting to be presented in July should be considered current fiscal year 2014-2015 expenses.

Departmental Assistance

Departments    Contacts    Phone   
Purchasing    Janice Wright     864-656-2066   
Accounts Payable    Angela Wiggins    864-656-6459   
Information Technology    Tammy Crooks    864-656-0641   
Budget Office    Virginia Baumann    864-656-2422   
Accounting Services    Sherri Rowland    864-656-5587   
Controller    Steve Crump    864-656-0586   
VISA - Procurement Card    Lynn Crawford    864-656-2808   
Foundation    Clint Carlson    864-656-0925   
Business Affairs    Tara Long    864-656-4133   
Cash and Treasury Services    Karen Robbins    864-656-9063   
Gift Management    Heather Arrant    864-656-7850   
Sponsored Programs Accounting    Roberta Elrod     864-656-4352   
Payroll    Ami Hood    864-656-5585   
Annual/Sick Leave    Samantha Bass     864-656-2002   

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