[Cobo] FW: OSF DCAR Fiscal Year End Procedures

[LeFlore, Bobby]

-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, June 17, 2004 8:40 AM
To: CORE-General at youroklahoma.com
Subject: OSF DCAR Fiscal Year End Procedures






This is also posted on the CORE website at:
http://www.youroklahoma.com/coreoklahoma/news_fin.html

OFFICE OF STATE FINANCE - DCAR
FISCAL YEAR END PROCEDURES
FY 2004


Expenditures
Voucher batches received by 1:00 pm on Tuesday, June 29 will be processed
before the close of business on June 29.  To accommodate this schedule,
budget checking and matching will be run periodically during the morning of
June 29 until noon.

Vouchers not budget checked by Tuesday, June 29 will need to have the
budget date changed before processing in the new fiscal year.  Any FY 2004
vouchers received by OSF after that time will be rejected back to the
agency for processing as FY 2005 business.  Should any vouchers be worked
after the cutoff, including any that have not ‘Posted’ due to problems,
agencies will be required to change the Budget Date (in Distribution Lines
block) and Acctg Date (in Invoice block) to a 2005 date (7/1/2004 or actual
date processed).  New vouchers may be created beginning on Thursday, July
1, although the system will be unavailable on Friday July 2 while we
perform load testing and balancing.  Since July 5 will be recognized as a
State Holiday, business will resume on Tuesday, July 6.

‘Manual’ agencies whose claims are entered into the system by OSF to create
vouchers, must have their claims to OSF by 5:00 pm, Monday, June 28, 2004.
This is to allow OSF sufficient time to create the vouchers for processing
on June 29.

Expenditure entries for 340 funds will be processed through 5:00 pm,
Tuesday, June 29.

The last date for pre-Core expenditure corrections is Tuesday, June 22.

Payroll
Paperwork for processing payrolls must be received at OSF by Noon, June 29.

Journal Entries
Cash transfers will be processed through 5:00 pm, Tuesday, June 29, and
will resume on Thursday, July 1.

Budget entries will be processed in the CORE system thru 5:00 pm, Tuesday,
June 29, and will resume on Thursday, July 1.

Deposits
Deposits will be accepted through June 30 using normal schedules.

June ASA and Clearing Reports
Send all 2004 ASA and Clearing reports to OSF no later than July 9 for
inclusion in FY 2004 business.