FISCAL YEAR 2011 YEAR-END INSTRUCTIONS

April 1, 2011

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 extensions, except for those expressly authorized by the Comptroller's Office.

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 2011 Financial Chartfield and Budget Structure in Fiscal Year 2012

Any changes (addition or inactivation of values) required to your present financial chartfield structure for Fiscal Year 2012 should be submitted using the Core-CT chartfield maintenance form (http://www.core-ct.state.ct.us/dvd/chartfield.htm)  no later than Friday, April 29, 2011. 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 April 29, 2011:

Budget reference 2012 will become an active value on Tuesday, June 14, 2011 with an effective date of June 3, 2011.

** Reminder: Speedcharts 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 or distribution codes for a non-budgeted fund, with a budget reference selected, you must change that budget reference to 2012 when the new budget reference should be used in the new fiscal year.

Creation of HRMS Combination Codes with 2012 Budget Reference:

The pay period beginning on June 3, 2011 is the first payroll processed in Fiscal Year 2012. All fiscal year budget references must be effective on June 3, 2011.

Appropriations

No later than Monday, May 9, 2011 agencies must notify the Office of Policy and Management of all appropriations within budgeted funds that qualify for continuance to Fiscal Year 2012.

In general:

Lapsing Fiscal Year 2011 appropriations receiving new funding in Fiscal Year 2012

No appropriation balances in budgeted funds will be brought forward to the new-year appropriation. Unliquidated encumbrances from Fiscal Year 2011 will be recommitted against the new-year appropriation once PO Roll-Over is complete. Any expenditure posted after June 30, 2011 will be charged against the new-year appropriation.

Continuing Fiscal Year 2011 appropriations

All unexpended balances (unliquidated encumbrances, unencumbered, unallotted) will be brought forward to the new-year appropriation early in Fiscal Year 2012 (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 June 30, 2011 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 June 30, 2011 wherever possible.

Lapsing appropriations not renewed with a Fiscal Year 2012 appropriation (one month carry-forward)

These appropriations will be extended until 3:00 p.m. Friday, July 29, 2011 for the purpose of liquidating obligations properly incurred in Fiscal Year 2011 (the old year). The unliquidated encumbrance balance will be automatically brought forward to Fiscal Year 2012. On July 29, the unliquidated balance will be lapsed.

First quarter Fiscal Year 2012 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 no later than June 30, 2011.

Billing/AR/Receipts

The Billing Module will close on June 30, 2011 at 3:00 p.m. for Fiscal Year 2011 processing. Billing for Fiscal Year 2012 will open on Friday, July 1, 2011. Exceptions are for the Internal Service Fund (ISF) Business Units (DASS1, DOCS1 and ITDS1). Billing for the ISF Business Units will close on Wednesday, July 6, 2011 after the 10 a.m. Batch, for Fiscal Year 2011 processing. Fiscal Year 2012 processing for the ISF Business Units will open on Thursday, July 7, 2011.

Inter-agency Bills must be received by the debtor agency by June 3, 2011. Any Inter-Agency Payment Worksheets must be completed by the close of business on Monday, June 27, 2011.

The AR Module will close for all Business Units on Wednesday, July 6, 2011 after the 10 a.m. Batch, for Fiscal Year 2011 processing. This means that all Deposits and Payments must be completed by the close of business on Tuesday, July 5, 2011. On Thursday, July 7, 2011, AR will open for all Business Units for Fiscal Year 2012 processing. All Maintenance Worksheets must be completed and be set to Batch Standard by Tuesday, June 28, 2011. If they are not completed by then, they must be deleted by the agency.

Please keep in mind that all monies deposited prior to July 1, 2011 are Fiscal Year 2011 (old year) receipts. All monies deposited on or after July 1, 2011 are Fiscal Year 2012 (new year) receipts. The controlling factor is NOT the check date, but rather, the date that the deposit is recorded at the bank. In Core-CT, this will show as the Accounting Date on the deposit. The received and entered date may be July 1 or later, but if the Accounting Date is prior to July 1, this would be an old year deposit and must be completed. Any deposit with an Accounting Date of July 1, 2011 or later cannot be processed until July 7, 2011, which is when the AR Module is open for Fiscal Year 2012.

Every effort should be made to process Fiscal Year 2011 deposits (either Direct Journal or Apply Payment to an Open AR Item) prior to Tuesday, July 5, 2011. Any outstanding Fiscal Year 2011 deposit left unprocessed after the close of business on Tuesday, July 5, will be directly journalled to funds awaiting distribution (pending receipts) by the Comptroller's Office. Agencies will be responsible for modifying these entries to the proper coding with a GL spreadsheet or online journal, no later than Friday, July 8, 2011.

Also, any Fiscal Year 2011 Refund of Expenditure Open Item coded to Budgeted Funds will be automatically updated to general revenue for Fiscal Year 2012. 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 2011 MUST BE CLOSED OUT BY THE END OF BUSINESS ON FRIDAY, JUNE 24, 2011. 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 Friday, June 24, 2011 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 2011. At that point, agencies risk 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 8, 2011.

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 2012 through 12:00 p.m. on June 30, 2011.

The benefits of creating a "change order" are:

  1. The PO Balance Report displays the actual expenditures.
  2. Unexpended funds are returned from the PO to the contract.
  3. Contracts reflect actual expenditures and allow the unexpended balances to be re-committed on another PO.
  4. Unexpended funds are made available in the agency budgets.

Do not reduce the PO amounts below what has been ordered through June 30, 2011.

POs that are left in a Business Unit that have a positive remaining balance and have the PO status of Dispatched and a Budget status of Valid will be rolled. It is the agency's responsibility to clean up POs that do not qualify to roll, prior to the June 30 deadline.

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

  1. 4/8/2011 to 15 days,
  2. 4/29/2011 to 5 days,
  3. 5/27/2011 to zero days.

Should an agency desire to have the number of close days reduced prior to the dates listed, they must e-mail their 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.govAmanda.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 5, 2011. Requisition close will run on a nightly basis, Monday through Friday, beginning June 1, 2011.

Access for the following roles will be removed at the close of business on June 24, 2011: Requesters, Requisition Amount Approvers 1, 2, 3, and 4, Budget Approvers, and Purchasing Approvers, CT Multi-Requester, CT ITD Approvers 1- 4, CT Req Bid Contract Creator, CT DAS Approver 1, CT F A Adhoc Approver, CT WF Req Adhoc Approver, and CT Catalog Viewer.

The batch process for requisition sourcing will be discontinued after the scheduled nightly run on June 24, 2011. Future dated requisitions must not be created in Core-CT.

Agencies should close all requisitions that did not source to a PO by June 27, 2011. If the requisition status is approved, pending approval, canceled, denied, or open or have a budget status of error, the requisition must be closed by 12:00 p.m. on June 30, 2011. 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 Friday, July 1, 2011. 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 were closed by the Core-CT team will be posted on the Core-CT website for agencies to recreate in the 2012 fiscal year.

Core-CT will begin to roll POs on the morning of July 1, 2011 and continue to roll through July 4, 2011.

User access to the Purchasing and Requisition Modules will be re-established on Tuesday, July 5, 2011. In the event that the PO Roll is not completed, a Daily Mail will be issued on the morning of July 5indicating the estimated time frame remaining for the continued lock out.

New-Year Purchasing Transactions

Agencies may begin creating new fiscal year Requisitions and POs on Tuesday, July 6, 2011. Agencies should not approve Requisitions or POs until all of the budgets are in place.

Continuing Funds will not be available until Monday, July 18, 2011.

Accounts Payable

Vouchers

New-year vouchers can be entered into Core-CT when all affected budgets are in place - July 1 at the earliest. Continuing funds will be available July 18, 2011 at the earliest. Ensure that required agency budgets are also available before approving vouchers.

Remember to pay special attention to the entry of Receipt Date in the new year. On vouchers for Goods and Services received in the prior year, the agency must over-write the current date that is defaulted and enter the actual receipt date. Again, agencies are also reminded not to combine invoices and urged to pay for items received in the old year separately from items 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.ct.gov/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 10, 2011.

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 10, 2011.

Payrolls

The bi-weekly pay period Friday, May 20, 2011 through Thursday, June 2, 2011 scheduled for payment on Friday, June 17, 2011 is the final payroll charged to appropriations for Fiscal Year 2011.

Semi-monthly and any payrolls which will be paid June 30, 2011 will also be charged to Fiscal Year 2011 appropriations.

Payroll checks dated in July will be charged to Fiscal Year 2012 appropriations.

GL Journal Corrections

Spreadsheet or Online journal entry corrections for Fiscal Year 2011 may be submitted until Friday, July 8, 2011. After that date, no additional corrections will be accepted to Fiscal Year 2011 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 2011 will close on Thursday, July 14, 2011 starting at 12:00 p.m. The Core-CT system will not be available until Monday, July 18, 2011.

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 2011 Open Accounting Period will close on Wednesday July 13, 2011.

Agencies must process all Fiscal Year 2011 Financial Adds, Adjustments, Retirements/Reinstatements, Re-categorizations, and Transfers by close of business Tuesday, July 12, 2011. After that date, these transaction types will be booked as Fiscal Year 2012 transactions.

Remember that Fiscal Year 2011 transactions recorded in July, up to and including July 12, 2011, must reflect a June 2011 Accounting Date. This will ensure that these transactions will be included in FY 2011 Financial Reports and Statements.
Transaction Loader items for Fiscal Year 2011, that have not been loaded by close of business on Tuesday, July 12, 2011, 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 and Inventory Modules (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, 2011 and must reflect the sum total of the physical inventory as of June 30, 2011. 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 2011. 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) for those agencies that use the Inventory Module
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 final report cannot be run until after July 15, 2011.

The CO-59 form is now available for reporting assets by downloading it from the OSC website at http://www.osc.ct.gov/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    860.702.3350
   Julie.Wilson@po.state.ct.us    860.702.3377
Chart Of Accounts   Christopher.Bacon@po.state.ct.us    860.702.3386
     
Accounts Receivable    Carolelynn.Sheldon@ct.gov    860.622.2167
Or Deposits    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
   Elaine.Pelletier@po.state.ct.us    860.702.3591
   Elizabeth.Macha@po.state.ct.us    860.702.3405
Cancellations   Sarah.Caron@po.state.ct.us    860.702.3410
   Jane.Larned@po.state.ct.us    860.702.3585
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   Sue.Cavanaugh@ct.gov    860.622.2451
   Cheryl.Catania@ct.gov    860.622.2168

 

EVENT   Due Date
e-Pro - Requisition Reconciliation - Tuesdays and Fridays    4/5/11
PO Close days - change from 30 to 15    4/8/11
Chartfield changes for FY 2012 including Payroll Combinations - adds/deletes    4/29/11
Budget Structure changes due by    4/29/11
Budget Reference Consolidation changes due by    4/29/11
PO Close days - change from 15 to 5    4/29/11
Request continuation of budgeted funds to OPM    5/9/11
PO Close days - change from 5 to 0 (zero)    5/27/11
First quarter allotment requests due to OPM - obtain due date from your budget analyst.
e-Pro Requisition Recon - to be run nightly starting    6/1/11
FY 2012 combo codes - effective    6/3/11
BI - Inter-agency Bills must be received by    6/3/11
AP - Claims Authorization forms (CO-512) due by 5:00 p.m.    6/10/11
AP - last date to pay Inter-agency bills    6/10/11
AP - Payment Cancellation forms (CO-790) due by 5:00 p.m.    6/17/11
Payroll - last bi-weekly payroll check date posted to FY 2011    6/17/11
Inactivating C/Fs - close A/R items    6/24/11
e-Pro - last IDT/DAS Bid entered by noon - access will be removed at 12:00 p.m.    6/24/11
e-Pro - last requisition entered by close of business    6/24/11
A/R - Close all On Account (OA) payments    6/27/11
AP - last night for interfaced vouchers    6/27/11
A/R - last date to apply Inter-agency payments    6/27/11
AP - last day for vouchers to be paid (approved by 9:00 a.m.)    6/29/11
AP - Delete Unposted Vchrs (except for JVs and ZPC vchrs) after State Pay Cycle    6/29/11
AP - Adjs and Reversals vouchers for ZPC - approved before 3:00 p.m.    6/29/11
AP - Last Zero-Dollar Pay Cycle by 9:00 a.m.    6/30/11
First quarter allotments from OPM to OSC    6/30/11
PO - Close POs that are not rolling by 12:00 p.m.    6/30/11
ePro - Close requisitions by 12:00 p.m.    6/30/11
AP - module closed at 12:00 p.m.    6/30/11
Balance Federal and other grants and Insurance Recoveries by    6/30/11
Billing module closed at 3:00 p.m.(except ISF units)    6/30/11
Payroll - last semi-monthly payroll check date posted to FY 2011    6/30/11
GL - balance sheet accounts rolled    7/1/11
Billing module opened for new FY transactions    7/1/11
Payroll - first payroll check date posted to FY 2012    7/1/11
PO Roll from 7/1/11 through    7/4/11
PO and e-Pro modules - access restored    7/5/11
A/R - module closed at 10:00 p.m.    7/6/11
Billing module closed for Internal Service Fund units after the 10:00 a.m. batch    7/6/11
A/R - module opened for new FY transactions    7/7/11
GL - last date for FY 2011 SSJs or Online Journal Entries    7/8/11
AM - last transaction date for FY 2011 assets    7/12/11
AM - close FY 2011    7/13/11
Core-CT will be unavailable from 12:00 p.m.    7/14/11
Continued Funds available    7/18/11
Lapsing appropriations not renewed in FY 2012, lapsed    7/29/11
AM - AM/Inventory Report / GAAP Reporting form (CO-59)    10/1/11

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