FISCAL YEAR 2009 YEAR-END INSTRUCTIONS

April 1, 2009

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 refer to the list of contacts at the end of these instructions.

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 2009 Financial Chartfield and Budget Structure in Fiscal Year 2010

Any changes (addition or inactivation of values) required to your present financial chartfield structure for Fiscal Year 2010 should be submitted using the Core-CT chartfield maintenance form (http://www.core-ct.state.ct.us/dvd/chartfield.htm) no later than Friday, May 1, 2009. Requests for budget structure changes should also be submitted to the attention of John Clark at Office of the State Comptroller by that date.
Please keep in mind that the following actions must be finalized by May 1, 2009:

Budget reference 2010 will become an active value on Monday, June 15, 2009.

** Reminder: Speedcharts, speedtypes and distribution codes referencing budgeted funds will be automatically updated with the Budget Reference for the new fiscal year. Please verify that this has occurred. If you are using speed charts, speed types or distribution codes for a non-budgeted fund, with a budget reference selected, you must change that budget reference to 2010 when the new budget reference should be used in the new fiscal year.

Creation of HRMS Combination Codes with 2010 Budget Reference:

The pay period beginning on June 5, 2009 is the first payroll processed in Fiscal Year 2010. All fiscal year budget references must be effective on June 5, 2009.

Appropriations

No later than Monday, May 11, 2009 agencies must notify the Office of Policy and Management of all appropriations within budgeted funds that qualify for continuance to Fiscal Year 2010.

In general:

Lapsing Fiscal Year 2009 appropriations receiving new funding in Fiscal Year 2010

No appropriation balances in budgeted funds will be brought forward to the new-year appropriation. Unliquidated encumbrances from Fiscal Year 2009 will be recommitted against the new-year appropriation once PO Roll-Over is complete. Any expenditure posted after Tuesday, June 30, 2009 will be charged against the new-year appropriation.

Continuing Fiscal Year 2009 appropriations

All unexpended balances (unliquidated encumbrances, unencumbered, unallotted) will be brought forward to the new-year appropriation early in Fiscal Year 2010 (after adjustments and budget balances are verified). Unliquidated encumbrances will be automatically recommitted against the new-year appropriation once the rolled POs have passed budget checking. Expenditures posted after Tuesday, June 30, 2009 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 Tuesday, June 30, 2009 wherever possible.

Lapsing appropriations not renewed with a Fiscal Year 2009 appropriation (one month carry-forward)

These appropriations may be extended until Friday, July 31, 2009 for the purpose of liquidating obligations properly incurred in Fiscal Year 2009 (the old year). The unliquidated encumbrance balance will be automatically brought forward to Fiscal Year 2010. After July 31, the unliquidated balance will be lapsed.

First quarter Fiscal Year 2010 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 Tuesday, June 30, 2009.

Billing/AR/Receipts

The Billing Module will close on Tuesday, June 30, 2009 at 3:00 p.m. for Fiscal Year 2009 processing. Billing for Fiscal Year 2010 will open on Wednesday, July 1, 2009. Exemptions are for the Internal Service Fund (ISF) Business Units  (DASS1, DOCS1 and ITDS1). Billing for the ISF Business Units will close on Monday, July 6, 2009 at 12:00 p.m. for Fiscal Year 2009 processing.  Fiscal Year 2010 processing for the ISF Business Units will open on Tuesday, July 7, 2009.

The AR Module will close for all Business Units on Monday, July 6, 2009 at 12:00 p.m. for Fiscal Year 2009 processing.  On Tuesday, July 7, 2009, AR will open for all Business Units for Fiscal Year 2010 processing.  All Maintenance Worksheets must be completed and set to Batch Standard by Monday, June 29, 2009.  If they are not completed by then, they should be deleted by the agency.  Any Inter-agency Payment Worksheets must be completed by the close of business on Monday, June 29, 2009.

Please keep in mind that all monies deposited prior to July 1, 2009 are Fiscal Year 2009 (old year) receipts.  All monies deposited on or after July 1, 2009 are Fiscal Year 2010 (new year) receipts.  The controlling factor is NOT the check date, but rather, the date that the deposit is recorded at the bank.  This will show as the Accounting Date on the deposit.  Any deposit with an Accounting Date of July 1, 2009 or later cannot be processed until the AR Module is open for Fiscal Year 2010.

Every effort should be made to process Fiscal Year 2009 deposits (either Direct Journal or Apply Payment to an Open AR Item) prior to Monday, July 6, 2009.  Any outstanding Fiscal Year 2009 deposit left unprocessed will be dealt with accordingly by OSC.  Also, any Fiscal Year 2009 Refund of Expenditure Open Item coded to Budgeted Funds will be automatically updated to general revenue for Fiscal Year 2010.  This ensures that budgets are not increased in the new fiscal year.

On Account (OA Entry Type) Payments 

All on account (OA) open item receipts related to Fiscal Year 2009 MUST BE CLOSED OUT BY THE END OF BUSINESS ON TUESDAY, JUNE 23, 2009. 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 using the Funds Awaiting Distribution coding and matching it to the OA with a Maintenance Worksheet. OA items not closed by agencies on or before Tuesday, June 24, 2009 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 2009. 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 Friday, July 10, 2009.

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 do not qualify to roll by 12:00 p.m. on June 30, 2009.

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. 4/9/2009  to 15 days,
  2. 5/1/2009  to 5 days,
  3. 5/29/2009 to zero days.

Should an agency desire to have their close days moved downwards prior to the dates listed, they must make an e-mail request to the Purchasing Team.  Please address the email as follows:  In the subject line "Close Days" in the body include your business unit(s) (example: "DASM1").   Please include your contact information:  Name, e-mail address and valid telephone number including area code.  Also, please let us know what you would like the days set to and for how long.  This e-mail should be addressed to all 3 members of the Purchasing team: Noreen.Camara@ct.gov, Amanda.Starbala@ct.gov, and Joann.Bellamo@ct.gov

Requisitions

To assist in returning monies pre-encumbered by a requisition, the Core-CT weekly process of requisition reconciliation will be run on Fridays and an additional run will been added on Tuesdays, beginning April 7, 2009. Requisition close will run on a nightly basis Monday through Friday beginning June 1, 2009.
 
The access to create and approve requisitions will be removed from user's profile at the close of business June 26, 2009 and the batch process for requisition sourcing will be discontinued after the scheduled nightly run. Future dated requisitions must not be created in Core-CT.

Agencies should close all requisitions that did not source to a PO on or before June 26, 2009 after the last nightly batch run (the requisition status are as follows;  approved, pending approval, canceled, denied, or open).  You have until 12:00 p.m. on June 30, 2009 to close these requisitions. If an agency is currently using an open requisition as a template, the requisition must be saved as a template or it should be closed. Templates will not be affected by the PO roll.

The Core-CT team will update the budget date and the accounting date on the 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). The PO status must be Dispatched, the Budget status must be Valid, and the Line(s) must not be in a Fully Matched status.

The Core-CT team will begin the PO Roll process for all qualifying POs on Wednesday, July 1, 2009 and will continue to through July 4, 2009.  Should the Core-CT team encounter a problem with a PO that was left in an agency's business unit to roll or the PO does not roll due a technical error, the Core-CT team will attempt to close that PO.  POs that are closed by the Core-CT team will be posted on the Core-CT website for agencies to recreate in the 2010 fiscal year.

In the event that the PO Roll is not completed by Monday, July 6, a Daily Mail will be issued indicating the estimated time frame remaining for the continued lock out. 

New Year Purchasing Transactions

User access to the Purchasing and Requisition Modules will be re-established on Monday, July 6, 2009. 

Agencies should not approve Requisitions or POs until all of the budgets for that transaction are in place.

Continuing Funds will not be available until Monday, July 20, 2009.

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. Ensure that required agency budgets are also available.

Remember to pay special attention to the Receipt date entry in the new year and to process invoices for goods and services received in the old year separately from those received in the new year.

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

Claims Authorization Form (CO-512)

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 original 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 5, 2009.

The CO-512 must contain the names of all agency personnel with the final approver 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.

Final Approver Roles -

Commitment Roles:

Expenditure Roles:

All information must be completed in the designated contact section.

The 'new' box on the CO-512 form should only be checked off at the beginning of each fiscal year. Any changes thereafter must be reflected by checking the 'update' box. The 'effective date' must be the same date as reflected on the Core-CT Application Security Request Form CO-1092. An updated CO-512 form must be submitted at that time.

When submitting an updated CO-512 form, all final approvers must be listed. This updated form will supersede all previously submitted forms. Therefore, all employees with final approver roles must be listed on the 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 their behalf. An updated CO-512 form must be submitted when there is a new agency head.

Encumbrance and expenditure documents may not be processed for the new fiscal year if the authorization form is not received by June 5, 2009.

Payrolls

The bi-weekly pay period Friday, May 22, 2009 through Thursday, June 4, 2009 scheduled for payment on Friday, June 19, 2009 is the final payroll charged to appropriations for Fiscal Year 2009.

Semi-monthly and any payrolls which will be paid June 30, 2009 will also be charged to Fiscal Year 2009 appropriations.

Payroll checks dated in July will be charged to Fiscal Year 2010 appropriations.

GL Journal Corrections

Spreadsheet or Online journal entry corrections for Fiscal Year 2009 may be submitted until Friday, July 10, 2009. After that date, no additional corrections will be accepted to Fiscal Year 2009 transactions.

Detailed instructions concerning spreadsheet or online GL 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.

General Ledger for Fiscal Year 2009 will close on Thursday, July 16, 2009 starting at 12:00 p.m. The Core-CT system will not be available until Monday, July 20, 2009.

Statewide GAAP Closing and Schedule of Federal Financial Assistance

As in prior years, a detailed GAAP closing package 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.

Asset Management and Inventory

The Asset Management Fiscal Year 2009 Open Accounting Period will close on Wednesday July 15, 2009.

Agencies must process all Fiscal Year 2009 Financial Adds, Adjustments, Retirements/Reinstatements, Re-categorizations, and Transfers by close of business Tuesday, July 14, 2009. After that date, these transaction types will be booked as Fiscal Year 2010 transactions.

Remember that Fiscal Year 2009 transactions recorded in July, up to and including July 14, 2009, must reflect a June 2009 Accounting Date. This will ensure that these transactions will be included in FY 2009 Financial Reports and Statements.

Transaction Loader items for Fiscal Year 2009, that have not been loaded by close of business on Tuesday July 14, 2009, will be changed to error status. The affected assets will have to be entered in Basic Add with all pertinent purchasing, receiving, and vouchering information. Regular review of Transaction Loader is recommended to help minimize year end maintenance.

Asset Management (CO-59)

The Asset Management/Inventory Report/GAAP Reporting Form, CO-59 is an annual report of all capitalized real and personal property owned by each state agency. This report must be submitted by October 1, 2009 and must reflect the sum total of the physical inventory as of June 30, 2009. All Executive Branch agencies must use the Core-CT Asset Management Module to complete the information requested on the CO-59. Agencies using the Inventory Module or a separate inventory system are required to report their stores and supplies inventory on the CO-59.

Agencies not using the Core-CT Asset Management module are still required to report their assets on the CO-59 using their asset management systems.

Executive Branch agencies are expected to use the Asset Management and Inventory queries below to complete the CO-59 form for Fiscal Year 2009. If the values recorded on the CO-59 do not reconcile with Core-CT, the agency must provide a written explanation of the discrepancy in an attachment.

Asset Management Queries
CT_CORE_FIN_AM_COST_POS - Select this query to calculate the positive cost of assets for a range of accounting dates for the CO-59 report.
CT_CORE_FIN_AM_CO59_POS_DETAIL - Select this query for detail information to support the above query.
CT_CORE_FIN_AM_COST_NEG - Select this query to calculate the negative cost of assets for a range of accounting dates for the CO-59.
CT_CORE_FIN_AM_CO59_NEG_DETAIL - Select this query for detail information to support the above query.

Inventory Queries (Stores and Supplies)
CT_CORE_FIN_IN_CO_59_RCV - Select this query to calculate the items in inventory for a range of transaction dates for the CO-59.
CT_CORE_FIN_IN_CO_59_DEP - Select this query to calculate the depletions of items in inventory for a range of transaction dates for the CO-59.

Asset Management Report
AMAS2000 - Cost Activity Detail Report - Select this report to assist with the physical inventory reconciliation. The path for this report is: Asset Management>Financial Reports>Cost and Depreciation>Cost Activity Report.

The CO-59 form is now available for reporting assets by downloading it from the OSC website at http://www.osc.state.ct.us/agencies/forms/.

The completed CO-59 should be forwarded to the Comptroller's Office, Fiscal Policy Division, 55 Elm Street, Hartford, CT 06106 Attn: Michael Carragher. Questions regarding the completion of the CO-59 should be directed to: OSC.Assets@po.state.ct.us

If you have any questions, please contact the following:

General Accounting
 
John.Clark@po.state.ct.us
Julie.Wilson@po.state.ct.us
(860) 702-3350
(860) 702-3377
     
Chart Of Accounts Christopher.Bacon@po.state.ct.us (860) 702-3386
   
Accounts Receivable Or Deposits Carolelynn.Sheldon@ct.gov (860) 622-2167
Anthony.Torcia@po.state.ct.us (860) 702-3354
Chris.Marchese@po.state.ct.us (860) 622-2593
     
Purchasing Joann.Bellamo@ct.gov (860) 622-2511
Noreen.Camara@ct.gov (860) 622-2133
Amanda.Starbala@ct.gov (860) 622-2500
     
Accounts Payable Mark.Aronowitz@po.state.ct.us (860) 702-3399
Al.Acayan@po.state.ct.us (860) 702-3590
Elaine.Pelletier@po.state.ct.us (860) 702-3591
Elizabeth.Macha@po.state.ct.us (860) 702-3405
Connie.Castro@po.state.ct.us (860) 702-3395
     
Cancellations Sarah.Caron@po.state.ct.us (860) 702-3410
CO-512 Linda.Arn@po.state.ct.us (860) 702-3374
     
Payroll Gary.Reardon@po.state.ct.us (860) 702-3445
Mark.Bissoni@po.state.ct.us (860) 702-3451
     
Asset Management Carol.Hagstrom@po.state.ct.us (860) 702-3437
David.Bonola@po.state.ct.us (860) 622-2418
     
Inventory Elizabeth.L.Daly@po.state.ct.us (860) 702-3436
     
Positions Nicholas.Visone@ct.gov (860) 622-2024


EVENT Due Date
e-Pro - Requisition Reconciliation - Tuesdays and Fridays 4/7/09
PO Close days - change from 30 to 15 4/9/09
Chartfield changes for FY 2010 including Payroll Combinations - add/deletes 5/1/09
Budget Structure changes due by 5/1/09
Budget Reference Consolidation changes due by 5/1/09
PO Close days - change from 15 to 5 5/1/09
Request continuation of budgeted funds to OPM 5/11/09
PO Close days - change from 5 to 0 (zero) 5/29/09
First quarter allotment requests due to OPM - obtain due date from your budget analyst.
Billing - last date for Inter-agency bills 6/1/09
FY 2010 combo codes - effective 6/5/09
AP - Claims Authorization forms (CO-512) due by 5 p.m. 6/5/09
e-Pro Requisition Recon - to be run nightly starting 6/9/09
AP - last date to pay Inter-agency bills 6/11/09
AP - Payment Cancellation forms (CO-790) due by 5 p.m. 6/12/09
Payroll - last bi-weekly payroll check date posted to FY 2009 6/19/09
A/R - Close all On Account (OA) payments 6/23/09
AP - last night for interfaced vouchers 6/24/09
Inactivating C/Fs - close A/R items 6/25/09
A/R - last date to apply Inter-agency payments 6/26/09
AP - last day for vouchers to be paid (approved by 9:00 AM) 6/26/09
AP - Delete Unposted Vouchers (except for JVs and ZPC vouchers) after 2:00 p.m. 6/26/09
e-Pro - last requisition entered by Close of business 6/26/09
AP - Adjs and Reversals vouchers for ZPC - approved by 3:00 p.m. 6/29/09
e-Pro - last IDT/DAS Bid entered by noon- access will be removed at 12:00 p.m. 6/30/09
AP - Last Zero-Dollar Pay Cycle by 9 a.m. 6/30/09
First quarter allotments from OPM to OSC 6/30/09
PO - Close POs that are not rolling by 12:00 p.m. 6/30/09
ePro - Close requisitions by 12:00 p.m. 6/30/09
Balance Federal and other grants and Insurance Recoveries by 6/30/09
Billing module closed at 3 PM (except ISF units) 6/30/09
AP - module closed at 12:00 p.m. 6/30/09
Payroll - last semi-monthly payroll check date posted to FY 2009 6/30/09
GL - balance sheet accounts rolled 7/1/09
PO Roll from 7/1/09 through 7/4/09
Billing module opened for new FY transactions 7/1/09
Payroll - first payroll check date posted to FY 2010 7/2/09
A/R - module closed at 12:00 p.m. 7/6/09
Billing module closed for Internal Service Fund units at 12:00 p.m. 7/6/09
PO and e-Pro modules - access restored 7/6/09
A/R - module opened for new FY transactions 7/7/09
GL - last date for FY 2009 SSJs or Online Journal Entries 7/10/09
AM - last transaction date for FY 2009 assets 7/14/09
AM - close FY 2009 7/15/09
Core-CT will be unavailable

from 12:00 p.m.

7/16/09
Continued Funds available 7/20/09
Lapsing appropriations not renewed in FY 2010, lapsed 7/31/09
AM - AM/Inventory Report / GAAP Reporting form (CO-59) 10/1/09

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