Fiscal Year 2008-2009 Summary of Closing Deadlines by Job Function

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* NOTE:
If a preformatted schedule is provided, please return the information to us in that format. The information requested could have changed from the prior year so review the new schedule formats before beginning your work. If you have questions, please call Mary Gaffney at (541)737-9550, or Paul Bartlett at (541)737-4361.

	Due Date	Related Schedules *	Related Detail
Close Period 12 Period 12 may be closed prior to this date (07/08-UO, SOU, 07/09-OIT,WOU,CO) but cannot be closed after this date (exceptions need to be approved by the Controller's Division)	07-10-09 5:00 PM
Close Period 14 Period 14 should not be closed prior to or after this time (exceptions need to be approved by the Controller's Division)	07-24-09 5:00 PM

Cashier/Accounts Receivable
Cash receipts and deposits	06-30-09 5:00 PM		CB.12
Accounts receivable listing Backup SIS TBRACCD table after all FY 2009 activities and application of payments	06-30-09 5:00 PM	EA.1	EA.1 CB.6 CB.12
Two-year old outstanding revolving fund checks	07-10-09 5:00 PM	CI.1	CI.1
Pledges of gifts	07-17-09 5:00 PM		FS.4
Eliminating overdrafts	07-21-09 5:00 PM		CB.1
Accrue Grants and Contracts receivable	07-24-09 5:00 PM		CB.13
Recording uncollectible accounts receivable, miscellaneous grants/SIS	07-24-09 5:00 PM		CB.6 EA.1
Accounts receivable listings Submit an aged detail listing supporting SIS accounts receivable as of June 30 with GL reconciliation	07-24-09 5:00 PM	EA.1	EA.1
Cash held in trust	07-24-09 5:00 PM		FS.11
Review treasury cash receipts	07-24-09 5:00 PM		CB.15
Carrying amount of cash and cash equivalents	07-28-09 5:00 PM	FS.12	FS.12
Detail and aging of Other A/R	07-28-09 5:00 PM		EA.1.b
Detail and aging of Grant/Contract Receivable	07-28-09 5:00 PM		EA.1.c
Revolving fund report	07-30-09 5:00 PM		FS.5
Allowance for doubtful accounts - method of calculation for (1) student accounts	08-18-09 5:00 PM		EA.2
Detail of Perkins loans notes receivable reconciled to GL	08-18-09 5:00 PM		EA.3
Scan post-closing check registers for items over $250,000	08-18-09 5:00 PM		EA.4
Scan post-closing check registers for items over $250,000	09-04-09 5:00 PM		EA.4
Account reconciliations and detail lists	OPEN		CI.4

Accounts Payable
Purchase requests & orders, including contract release orders, for goods and services received by June 30, 2009, processed, approved, and posted	06-30-09 5:00 PM		CB.8
Close non-rolled encumbrances/reservations	07-21-09 5:00 PM		CB.8
Accrual of liabilities and expenses	07-24-09 5:00 PM		CB.9
Invoices payable detailed listing with GL reconciliation	07-28-09 5:00 PM		FS.1
Account reconciliations and detail lists	OPEN		CI.4

Payroll
Personnel/payroll - for June manual payments, including adjustments Aggregation of pay items June manual checks will be aggregated Wednesday, July 1	07-01-09 8:00 AM		CB.10
Account reconciliations and detail lists	OPEN		CI.4
Check stock control procedures	08-28-09 5:00 PM		CI.5

General Accounting
Compensated absences information Post all leave data to Banner; reflect accrual through May taken through April	05-27-09 5:00 PM		FS.3
Inter-institutional journal vouchers between institutions Processed at institution	07-09-09 5:00 PM		CB.11
Unpaid obligations/liabilities (leases and retainage) Operating leases Capital leases Cash retainage on construction	07-15-09 5:00 PM	FS.2.a FS.2.b FS.2.c FS.2.d	FS.2
Inter-institutional journal vouchers between OUS and institutions Processed at institution	07-14-09 5:00 PM		CB.11
Inter-institutional journal vouchers Processed at Controller's Division	07-21-09 5:00 PM		CB.11
Clearing Physical Plant prepaid expenses	07-21-09 5:00 PM		CB.3
Stores inventories	07-21-09 5:00 PM	FS.9	FS.9
Zero balancing clearing funds	07-24-09 5:00 PM		CB.2
Reclassifying summer session income and expenses	07-24-09 5:00 PM		CB.4
Update SELP principal balance	07-24-09 5:00 PM		CB.16
Operating Lease Receivables Schedule of future leave receivables Schedule of leased asset information Schedule of leessor asset information	08-06-09 5:00 PM	FS.13.a FS.13.b FS.13.c	FS.13
Account reconciliations and detail lists	OPEN		CI.4

Capital Asset Accounting
Run FFPDEPR - depreciation for June 30, 2009	07-10-09 5:00 PM		FA
Post June accumulated depreciation prior to period 12 close	07-10-09 5:00 PM		FA
Run Fixed Assets reports to aid in reconciliation	07-02-09 to 07-14-09 5:00 PM		FA
Run FWRFAAX - replacement/insurance value inflation program	07-17-09 5:00 PM		FA
Non-expendable property received through gifts	07-21-09 5:00 PM	FS.6	FS.6
Monographs, serials, periodicals, films, museum collections, etc.	07-21-09 5:00 PM		FS.7
Run FFPDEPR - Fixed Asset Depreciation process for June 2009	07-24-09 5:00 PM		FA
Run FWRNIPR - Fixed Assets reconciliation as needed	07-24-09 5:00 PM		FA
Review and record Capital Asset Impairments and Insurance Recoveries	07-24-09 5:00 PM		CB.14
Run Fixed Assets reports to be forwarded to the Controller's Division	07-28-09 5:00 PM		FA
Buildings and grounds - improvements and adjustments > $5,000	07-29-09 5:00 PM		FS.8
Capital Asset Impairments and Insurance Recoveries	08-07-09 5:00 PM	FS.14.a FS.14.b	FS.14
Detail listing of inventory reconciled to GL	08-18-09 5:00 PM		EA.5
Account reconciliations and detail lists	OPEN		CI.4

Other
Review for Pollution Remediation Obligations	04-30-09 5:00 PM	FS.15	FS.15
Proper coding of federal funds	07-20-09 5:00 PM		CB.7
Eliminating inactive operating funds	07-22-09 5:00 PM		CB.5
Service Center Working Capital	07-30-09 5:00 PM	CI.6	CI.6
Abandoned property in agency funds	08-13-09 5:00 PM		CI.3
University Foundation audited Financial Statements	09-22-09 5:00 PM		FS.10
Provide FISAP to Controller's Division	10-01-09 5:00 PM		CI.7

Last Updated: 03/12/09

Oregon University System Controller's Division

Fiscal Year 2008-2009 Summary of Closing Deadlines by Job Function