FISCAL YEAR 2013 YEAR-END INSTRUCTIONS

April 1, 2013


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 2013 Financial Chartfield and Budget Structure in Fiscal Year 2014

Any changes (addition or inactivation of values) required to your present financial chartfield structure for Fiscal Year 2014 should be submitted using the Core-CT chartfield maintenance form ( http://www.core-ct.state.ct.us/financials/chartfield/Default.htm ) no later than Friday, May 3, 2013. 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 3, 2013:

Budget reference 2014 will become an active value on Tuesday, June 11, 2013 with an effective date of June 14, 2013.

** 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 2014 when the new budget reference should be used in the new fiscal year.

Creation of HRMS Combination Codes with 2014 Budget Reference:

The pay period beginning on June 14, 2013 is the first payroll processed in Fiscal Year 2014. All fiscal year budget references must be effective on June 14, 2013.

Appropriations

No later than Monday, May 6, 2013 agencies must notify the Office of Policy and Management of all appropriations within budgeted funds that qualify for continuance to Fiscal Year 2014.

In general:

Lapsing Fiscal Year 2013 appropriations receiving new funding in Fiscal Year 2014

No appropriation balances in budgeted funds will be brought forward to the new-year appropriation. Unliquidated encumbrances from Fiscal Year 2013 will be recommitted against the new-year appropriation once PO Roll-Over is complete. Any expenditure posted after June 30, 2013 will be charged against the new-year appropriation.

Continuing Fiscal Year 2013 appropriations

All unexpended balances (unliquidated encumbrances, unencumbered, unallotted) will be brought forward to the new-year appropriation early in Fiscal Year 2014 (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, 2013 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, 2013 wherever possible.

Lapsing appropriations not renewed with a Fiscal Year 2014 appropriation (one month carry-forward)

These appropriations will be extended until 3:00 p.m. Wednesday, July 31, 2013 for the purpose of liquidating obligations properly incurred in Fiscal Year 2013 (the old year). The unliquidated encumbrance balance will be automatically brought forward to Fiscal Year 2014. On July 31, the unliquidated balance will be lapsed.

First quarter Fiscal Year 2014 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 28, 2013.

Billing/AR/Receipts

The Billing Module will close on June 28, 2013 at 3:00 p.m. for Fiscal Year 2013 processing. Billing for Fiscal Year 2014 will open on Monday, July 1, 2013. Exceptions are for the Internal Service Fund (ISF) Business Units (DASS1 & DOCS1). Billing for the ISF Business Units will close on Wednesday, July 3, 2013 after the 10 a.m. Batch, for Fiscal Year 2013 processing. Fiscal Year 2014 processing for the ISF Business Units will open on Friday, July 5, 2013.

Inter-agency Bills must be received by the debtor agency by June 14, 2013. Any Inter-Agency Payment Worksheets must be completed by the close of business on Wednesday, June 26, 2013.

The AR Module will close for all Business Units on Wednesday, July 3, 2013 after the 10 a.m. Morning Batch, for Fiscal Year 2013 processing. This means that all Deposits and Payments should be completed by the close of business on Tuesday, July 2, 2013. On Friday, July 5, 2013, AR will open for all Business Units for Fiscal Year 2014 processing. All Maintenance Worksheets must be completed and be set to Batch Standard by Wednesday, June 26, 2013. 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, 2013 are Fiscal Year 2013 (old year) receipts. All monies deposited on or after July 1, 2013 are Fiscal Year 2014 (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 is an old year deposit and must be completed. All bank deposits from June 28, will appear in the agency pick list on July 1. The entered date will be 7/1/2013, but the accounting date will be 6/28/2013 and MUST be processed in Fiscal Year 2013. Any deposit with an Accounting Date of July 1, 2013 or later cannot be processed until July 5, 2013, which is when the AR Module is open for Fiscal Year 2014.

Every effort should be made to process Fiscal Year 2013 deposits (either Direct Journal or Apply Payment to an Open AR Item) prior to Wednesday, July 3, 2013. Any outstanding Fiscal Year 2013 deposit left unprocessed after 10 am on Wednesday, July 3, 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 Tuesday, July 9, 2013.

Also, any Fiscal Year 2013 Refund of Expenditure Open Item coded to Budgeted Funds will be automatically updated to general revenue for Fiscal Year 2014. This ensures that budgets are not increased in the new fiscal year.

On Account (OA Entry Type) Payments

OA's should be avoided. If an agency receives an overpayment, a sequence should be added to the deposit and the deposit split between the item payment and a direct journal. The direct journal entries should be coded to the Funds Awaiting Distribution if the overpayment is being returned to the customer. The overpayment should then be returned to the customer through the AP module. If the overpayment will not be returned to the customer, then the direct journal

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 2014 through 4:00 p.m. on June 28, 2013.

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, 2013.

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, POs in Open, Pending Approval, Approved, Pending Canceled, Canceled, or POs with a budget status of Error, prior to the June 28 deadline.

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

  1. 4/12/2013 to 15 days,
  2. 4/26/2013 to 5 days,
  3. 5/24/2013 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.gov , Brian.Guilmartin@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 9, 2013. Requisition close will run on a nightly basis, Monday through Friday, beginning May 27, 2013.

Access for the following roles will be removed at 4:00 p.m. on June 21, 2013: 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, CT Catalog Viewer, and CT_F_A_INV_AUTO_REQUESTER.

The batch process for requisition sourcing will be discontinued after the scheduled nightly run on June 21, 2013. Future dated requisitions must not be created in Core-CT.

Agencies should close all requisitions that did not source to a PO by June 24, 2013. 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 4:00 p.m. on June 28, 2013. 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 Monday, July 1, 2013. 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 2014 fiscal year.

Core-CT will begin to roll POs on the morning of July 1, 2013 and continue to roll through July 4, 2013.

User access to the Purchasing and Requisition Modules will be re-established on Friday, July 5, 2013. In the event that the PO Roll is not completed, a Daily Mail will be issued on the morning of July 5th, indicating 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 Friday, July 5, 2013. Agencies should not approve Requisitions or POs until all of the budgets are in place.

Continuing Funds will not be available until Monday, July 15, 2013.

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 15, 2013 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 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/index.html . 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 14, 2013.

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 14, 2013.

Payrolls

The bi-weekly pay period Friday, May 31, 2013 through Thursday, June 13, 2013 scheduled for payment on Friday, June 28, 2013 is the final payroll charged to appropriations for Fiscal Year 2013.

Semi-monthly and any payrolls which will be paid June 28, 2013 will also be charged to Fiscal Year 2013 appropriations.

Payroll checks dated in July will be charged to Fiscal Year 2014 appropriations.

GL Journal Corrections

Spreadsheet or Online journal entry corrections for Fiscal Year 2013 may be submitted until Tuesday, July 9, 2013. After that date, no additional corrections will be accepted to Fiscal Year 2013 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 2013 will close on Thursday, July 11, 2013 starting at 12:00 p.m. The Core-CT Financial system will not be available until Monday, July 15, 2013.

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 2013 Open Accounting Period will close on Monday, July 15, 2013.

As a reminder for Inventory Module users due to fiscal year end procedures in the e-Procurement and Purchasing modules access to process Inventory auto-replenishment requisitions CT_F_A_INV_AUTO_REQUESTER and the following e-Procurement and Purchasing roles will be will be removed at 4:00 p.m. on June 21, 2013: Requesters, Requisition Amount Approvers 1, 2, 3, and 4, Budget Approvers, and Purchasing Approvers, and CT Catalog Viewer will be removed at 4:00 p.m. on June 24, 2013. Access to process receipts will be removed at 4:00 p.m. on June 28, 2013 and the following rolls will be removed, General Receiver, Casual Receiver, and Purchasing Inspector.

Agencies must process all Fiscal Year 2013 Financial Adds, Adjustments, Retirements/Reinstatements, Re-categorizations, and Transfers by noon Thursday, July 11, 2013. After that date, these transaction types will be booked as Fiscal Year 2014 transactions.

Remember that Fiscal Year 2013 transactions recorded in July, up to and including July 11, 2013, must reflect a June 2013 Accounting Date. This will ensure that these transactions will be included in FY 2013 Financial Reports and Statements.
Transaction Loader items for Fiscal Year 2013, that have not been loaded by noon on Thursday, July 11, 2013, 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, 2013 and must reflect the sum total of the physical inventory as of June 30, 2013. 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 2013. 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. The final report cannot be run until after July 15, 2013.

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/index.html.

The completed CO-59 should be forwarded to the Comptroller's Office, The completed CO-59 should be forwarded to the Comptroller's Office, Budget & Financial Analysis - Statewide Services, 55 Elm Street, Hartford, CT 06106 Attn: Richard Esten. 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
Brian.Guilmartin@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
Michael.Carragher@po.state.ct.us 860.622.2163
Inventory Elizabeth.L.Daly@po.state.ct.us 860.702.3436
Steven.Beaulieu@ct.gov 860.622.2176
Dustin.Guarino@ct.gov 860.622.2184
Positions Debra.Atkinson@ct.gov 860.622.2314
Cheryl.Catania@ct.gov 860.622.2168

EVENT Due Date
e-Pro - Requisition Reconciliation - Tuesdays and Fridays 4/09/13
PO Close days - change from 30 to 15 4/12/13
Chartfield changes for FY 2014 including Payroll Combinations - adds/deletes 4/27/13
Budget Structure changes due by 4/27/13
Budget Reference Consolidation changes due by 4/27/13
PO Close days - change from 15 to 5 4/26/13
Request continuation of budgeted funds to OPM 5/06/13
PO Close days - change from 5 to 0 (zero) 5/24/13
First quarter allotment requests due to OPM - obtain due date from your budget analyst.
e-Pro Requisition Recon - to be run nightly starting 5/27/13
BI - Inter-agency Bills must be received by 6/14/13
AP - Claims Authorization forms (CO-512) due by 5:00 p.m. 6/14/13
AP - last date to pay Inter-agency bills 6/14/13
FY 2014 combo codes - effective 6/14/13
AP - Payment Cancellation forms (CO-790) due by 5:00 p.m. 6/20/13
Inactivating C/Fs - close A/R items 6/21/13
e-Pro - last requisition entered by close of business 6/21/13
e-Pro - last DAS-BID entered by close of business 6/21/13
e-Pro - ITD-10s last day to be approved by close of business 6/21/13
A/R - Close all On Account (OA) payments 6/24/13
A/R - last date to apply Inter-agency payments 6/26/13
AP - last night for interfaced vouchers 6/26/13
AP - last day for vouchers to be paid (approved by 9:00 a.m.) 6/27/13
AP - Delete Unposted Vchrs (except for JVs and ZPC vchrs) after State Pay Cycle 6/27/13
AP - Adjs and Reversals vouchers for ZPC - approved before 3:00 p.m. 6/27/13
AP - Last Zero-Dollar Pay Cycle by 9:00 a.m. 6/28/13
First quarter allotments from OPM to OSC 6/28/13
PO - Close POs that are not rolling by 4:00 p.m. 6/28/13
ePro - Close requisitions by 4:00 p.m. 6/28/13
AP - module closed at 12:00 p.m. 6/28/13
Balance Federal and other grants and Insurance Recoveries by 6/28/13
Billing module closed at 3:00 p.m.(except ISF units) 6/28/13
Payroll - last bi-weekly and semi-monthly payroll check date posted to FY 2013 6/28/13
GL - balance sheet accounts rolled 7/01/13
Billing module opened for new FY transactions 7/01/13
PO Roll from 7/1/13 through 7/04/13
PO and e-Pro modules - access restored 7/05/13
A/R - module closed at 10:00 a.m. 7/03/13
Billing module closed for Internal Service Fund units after the 10:00 a.m. batch 7/03/13
A/R - module opened for new FY transactions 7/05/13
GL - last date for FY 2013 SSJs or Online Journal Entries 7/09/13
AM - last transaction date for FY 2013 assets (noon end) 7/11/13
Core-CT Financials will be unavailable from 12:00 p.m. 7/11/13
Payroll - first payroll check date posted to FY 2014 7/12/13
AM - close FY 2013 7/15/13
Continued Funds available 7/15/13
Lapsing appropriations not renewed in FY 2014, lapsed 7/31/13
AM - AM/Inventory Report / GAAP Reporting form (CO-59) 10/1/13

Return to Index of 2013 Comptroller's Fiscal Year End Instructions
Return to Index of Comptroller's Memoranda
Return to Comptroller's Home Page