State of Connecticut

FISCAL YEAR 2006 YEAR-END INSTRUCTIONS

General Information

The fiscal year for all departments of State Government closes on the thirtieth day of June (CGS, Sec. 4-35).

It is important that you review and closely follow the year-end instructions. If you have any questions, please contact the following:

General Accounting John Clark (860) 702-3350
Doris Przygocki (860) 702-3384
Julie Wilson (860) 702-3377
Chart Of Accounts Chris Bacon (860) 702-3386
Yvette Jenkins (860) 702-3373
Accounts Receivable/Deposits Rich DePaolis (860) 702-3592
Tony Torcia (860) 702-3354
Accounts Payable Mark Aronowitz (860) 702-3399
Al Acayan (860) 702-3590
Elaine Pelletier (860) 702-3591
Beth Macha (860) 702-3405
Connie Castro (860) 702-3395
Payroll Gary Reardon (860) 702-3445

You are responsible for distributing these instructions to the appropriate staff within your agency. It is important that all dates and deadlines be observed, as there will be no exceptions to these instructions.

When the term "budgeted funds" is used in these instructions it refers exclusively to the following funds:

11000 General Fund
12001 Transportation Fund
12003 Banking Fund
12004 Insurance Fund
12006 Consumer Counsel/DPUC Fund
12007 Workers Compensation Fund
12009 Mashantucket Pequot & Mohegan Fund
12010 Soldiers Sailors and Marines Fund
12013 Regional Market Operations Fund
12014 Criminal Injuries Compensation Fund

Maintaining or Revising Fiscal Year 2006 Department and Budget Structure in Fiscal Year 2007 and Chart of Account Maintenance

As indicated in earlier communications, an initial year-end related task is to identify any changes required to your present department or budget structures. These changes must be finalized through the Comptroller's Office no later than Wednesday, May 31, 2006.

Please contact John Clark at 702-3350 immediately if you have not yet finalized any of the following actions through the Comptroller's Office:

Creation of HRMS Combination Codes with 2007 Budget Reference:

Budget reference 2007 will become an active value on Tuesday, June 20, 2006.

** Reminder: If you are using speed charts, speed types or distribution codes with a budget reference selected, you must change that budget reference to 2007 for the new fiscal year. Within the budgeted funds the budget reference will be automatically incremented to the new fiscal year, please verify that this has occurred.

Appropriations

No later than Monday, May 15, 2006 agencies must notify the Office of Policy and Management of all appropriations within budgeted funds that qualify for continuance to Fiscal Year 2007.

In general:

Lapsing Fiscal Year 2006 appropriations receiving new funding in Fiscal Year 2007

No appropriation balances in budgeted funds will be brought forward to the new-year appropriation SID. Unliquidated encumbrances from Fiscal Year 2006 will be recommitted against the new-year appropriation. Any expenditures posted after Friday, June 30, 2006 will be charged against the new-year appropriation.

Continuing Fiscal Year 2006 appropriations

All unexpended balances (unliquidated encumbrances, unencumbered, unallotted) will be brought forward to the new-year appropriation SID early in Fiscal Year 2007 (after adjustments and budget balances are verified). Unliquidated encumbrances will be automatically recommitted against the new-year appropriation. Expenditures posted after Friday, June 30, 2006 will be recorded as new-year expenditures.

All continuing appropriations such as Federal and Other Grants or Insurance Recoveries should be balanced and closed by Friday, June 30, 2006 wherever possible.

Lapsing appropriations not renewed with a Fiscal Year 2007 appropriation (one month carry-forward)

These appropriations may be extended until Monday, July 31, 2006 for the purpose of liquidating obligations properly incurred in Fiscal Year 2006 (the old year). The unliquidated encumbrance balance will be automatically brought forward to Fiscal Year 2007. After July 31st the unliquidated balance will be lapsed.

First quarter Fiscal Year 2007 allotments

Please submit your first quarter allotments to OPM leaving sufficient time to distribute the allotment and to ensure receipt by the Comptroller's Office not later than Friday, June 30, 2006.

Billing/AR/Receipts

Remember that all monies recorded in Core-CT as deposited prior to July 1, 2006 are Fiscal Year 2006 (old year) receipts. All monies recorded as deposited in Core-CT on or after July 1st are Fiscal Year 2007 (new year) receipts. The check date is NOT the controlling factor; the date on which the bank deposit is recorded is controlling.

You should make every effort to deposit your Fiscal Year 2006 receipts and to post them in the AR module (either direct journal the deposit or apply the payment to an open item) by Friday, June 30, 2006. Any refunds of Fiscal Year 2006 (prior year) expenditures within the budgeted funds that are not applied and posted in Fiscal Year 2006 will be automatically updated to default to general revenue in Fiscal Year 2007 so that budgets are not increased in Fiscal Year 2007. This automatic updating applies only to budgeted funds.

The billing module will close at 3 PM on Friday, June 30, 2006 for Fiscal Year 2006 transaction processing and will open on Monday July 3, 2006 for Fiscal Year 2007 transaction processing (except for DOCS1, ITDS1 and DASS1, which will be open until 3 PM on Thursday, July 6, 2006 for Fiscal Year 2006 processing).

The AR module will close at 3 PM on Thursday, July 6, 2006 for Fiscal Year 2006 transaction processing and will open on Friday, July 7, 2006 for Fiscal Year 2007 activity. Therefore, you will have until July 6th to apply payment to your Fiscal Year 2006 open items.

Inter-agency payments should be given special attention to ensure that the receiving agency completes the receipt posting (eliminates the open item/receivable) in the same fiscal year that the payment was made by the debtor agency. NO BILLINGS FOR INTER-AGENCY TRANSFERS SHOULD BE CREATED AFTER FRIDAY, JUNE 2, 2006 FOR FISCAL YEAR 2006 PAYMENT. Remember that such payments must be processed by the debtor agency no later than Thursday, June 15, 2006 and recorded by the creditor agency no later than Tuesday, June 27, 2006.

On Account (OA Entry Type) Payments

All OA on account open item receipts related to Fiscal Year 2006 MUST BE CLOSED OUT BY THE END OF BUSINESS ON TUESDAY JUNE 27, 2006. In order to ensure that OA payments are classified to the correct Fund/SID/Accounts, agencies must close out these OA items by creating a bill in the Billing module and matching it to the OA with a Maintenance Worksheet. OA items not closed by agencies on or before June 27th will be closed by the Comptroller's Office in order to properly classify the payment as a revenue or refund of expenditure in Fiscal Year 2006. At that point, agencies run the risk of having OA items classified to a Fund/SID/Account not of their choosing. Agencies will be responsible for modifying these entries to the proper coding with a spreadsheet or online journal no later than July 14, 2006.

Purchasing

Agencies shall determine their own cut off dates for the issuance of requisitions sourced to purchase orders, the creation of new purchase orders and the issuance of change orders, within the following parameters:

Purchase Orders

Agencies must close POs on a monthly basis at the beginning of each fiscal year and more frequently as the end of the fiscal year approaches. Agencies must continue to close all POs that should not roll into fiscal year 2007 through the close of business on July 5, 2006.

The benefits of creating a ‘change order' are:

Core-CT will be adjusting the close days as we approach the end of the fiscal year as follows:

  1. 4/28/2006 to 15 days,
  2. 5/8/2006 to 5 days,
  3. 5/30/2006 to 2 days,
  4. 6/12/2006 to zero days.

Requisitions

To assist in returning funds pre-encumbered by a requisition, the Core-CT process of requisition reconciliation, normally run on Fridays, will be run on Tuesdays and Fridays in May and June.

Access to create requisitions will be removed from user's profile on the morning of June 28, 2006. The batch process for requisition sourcing will be discontinued. Future dated requisitions should not be created in Core-CT.

All requisitions in the business unit (other than templates) should be closed after the PO associated with it is closed. This should be completed by July 5. The Core-CT team will update the ‘budget date' and the ‘accounting date' on requisition templates.

PO Roll Process:

In order for a purchase order to qualify for PO Roll, encumbered funds must remain on the PO line(s). Line(s) must not be in a fully matched status.

The Core-CT team will begin the PO Roll process for all remaining POs in Business Units on July 6, 2006. If the Core-CT team encounters a problem with a PO left in an agency's business unit to roll and that PO does not roll due a technical error, the Core-CT team will attempt to close that PO and will provide a listing of those POs to the agency for re-creation in the 2007 fiscal year.

Core-CT will begin to roll POs on the morning of July 6, 2006 and continue to roll through July 9, 2006.

User access to the Purchasing and Requisition Modules will be re-established on July 10, 2006. In the event that the PO Roll is not completed, a Daily Mail will be issued on the morning of July 10 indicating the time frame for the continued lock out.

New Year POs

Agencies may create new fiscal year POs between July 1, 2006, and the close of business July 5, 2006. These POs should be left in initial status and not be routed for approval.

After the PO Roll process is completed, agencies may submit new year POs for approval providing that all of the budgets for that PO are in place.

Continuing Funds will not be available until Monday July 17, 2006.

Accounts Payable

Vouchers

New year vouchers cannot be entered into Core-CT until all affected budgets are in place, which means July 1 at the earliest.

Any questions regarding the accounting for adjustment or reversal vouchers should be directed to the General Accounting contacts listed on the first page of this memorandum or Elaine Pelletier in the Accounts Payable Division.

Claims Authorization Form (CO-512)

The Claims Authorization Form CO-512 has been revised for fiscal year 2007. Please refer to OSC Memorandum 2006-05 for revised instructions. The new form CO-512 is available for downloading from the Office of the Comptroller's website at http://www.osc.state.ct.us/agencies/forms/. The hard-copy form must be completed and forwarded to the Comptroller's Office, Accounts Payable Division, 55 Elm Street, Hartford, CT 06106 Attention: Linda Arn by Friday, June 9, 2006.

The CO-512 must contain the names of all agency personnel with the roles listed below. The Encumbrance or Expenditure box must be checked based on their authorization. Any forms with both boxes checked for one individual will be returned to the agency for segregation of duties.

Commitment Roles:

Expenditure Roles:

New for Fiscal year 2007 is a required listing on the CO-512 form of designated contact information for accounts payable, purchasing, cancellations, reversal vouchers, and budgeting.

When completing the portion of the CO-512 form that contains the box to determine whether the form is new or an update, the new box should be checked when the form is submitted for the new fiscal year and the update box should be checked when any changes are made thereafter. Please remember to change the effective date when submitting an updated form.

The signature of the agency head (Commissioner, Executive Director, etc.) must appear on all Claims Authorization Forms to certify that the listed personnel are authorized to encumber or expend funds on behalf of the agency.

Encumbrance and expenditure documents may not be processed for the new fiscal year if the authorization form is not received by June 9.

Payrolls

The biweekly pay period Friday, May 26, 2006 through Thursday June 8, 2006 scheduled for payment on Friday, June 23, 2006 is the final payroll charged to appropriations for Fiscal Year 2006.

Semimonthly and any payrolls which will be paid June 30, 2006 will also be charged to Fiscal Year 2006 appropriations.

Payroll checks dated in July will be charged to Fiscal Year 2007 appropriations.

Spreadsheet Journal Corrections

Spreadsheet journal corrections for Fiscal Year 2006 may be submitted until Friday, July 14, 2006. After that date, no additional corrections will be accepted to Fiscal Year 2006 transactions.

Detailed instructions concerning spreadsheet journal payroll corrections are available on the Core-CT web site under General Ledger Job Aids. Both fringe benefit and non-fringe benefit payroll corrections may be processed via the spreadsheet journal process.

There are also detailed instructions on spreadsheet journal entries available on the Core-CT web site under General Ledger Job Aids.

Statewide GAAP Closing and Schedule of Federal Financial Assistance

As in prior years, a detailed GAAP closing package will be will be distributed prior to fiscal year end. The purpose of the GAAP closing, which is separate from the legal closing outlined above, is to allow the Comptroller to report in conformance with Generally Accepted Accounting Principles. This is required, in part, for the state to maintain a favorable bond rating.

As in the past, in conjunction with the GAAP closing package, agencies will be requested to provide a Schedule of Federal Financial Assistance. This report is critical to the Single Audit Report prepared by the Auditors of Public Accounts. A set of detailed instructions will be issued to each agency that receives federal financial assistance.

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