Year End

Important Dates for Fiscal 2018 Year-End Close 
Grants and Contracts-Monitored Activities 
     
Due Date  Comments
May 31, 2019 Friday Update encumbrance build percentage on SPD Calendar Table - Need to change after every bi-weekly payroll in June.
June 14, 2019 Friday Load FY2019 Budget Information into HTEST database HRMS and SPD, Check for Inactive Projects, and Verify Load - PLEASE CHECK DATE!
June 14, 2019 Friday Last day for written cost transfer requests 90 days or greater to G&C - 5pm
June 15, 2019 Saturday Provide new overhead rates and fringe rates for FY2019.  Send information to "Administrative Network" for distribution to campus.
June 19, 2019 Wednesday Remove security access to prevent campus users from entering Budgets at 5PM
June 19, 2019 Wednesday BUD/REV - Remove Post Bud/Rev from FDP Run Sheet
June 27, 2019 Thursday Post Bi-Weekly Payroll from SPD Accrual - Use process GTBWACCR via menu - Uses GT_SPD_ACCTG_LN and GT_SPD_ACCTG_GL tables
June 27, 2019 Thursday Refresh for FY2019.  Need training data for July - September.
June 27, 2019 Thursday GTENCUMB/GTENC2GL in HPROD     
GTGLIN3 in FPROD - Stop running SPD encumbrance programs the day after the final June payroll is posted to the ledger (monthly/biweekly - whichever is last).
June 27, 2019 Thursday After last monthly payroll is posted, delete encumbrances from SPD tables
June 28, 2019 Friday Last day for written cost transfer requests to G&C
June 28, 2019 Friday All ECT's from campus must be cleared or cancelled.  6pm
June 28, 2019 Friday Last day to submit ECT journal entries
June 28, 2019 Friday Remove security access to prevent campus users from entering JE's - Remove access to GTFGSCSTJ. 6pm
June 28, 2019 Friday Clear 580, 680, and 880 projects - Check daily
June 28, 2019 Friday To capture Future rows populated by May/June JOB Action/Reasons for next FY that are overwritten by the Budget Load .  Download snapshot for future rows for FY2020.
June 28, 2019 Friday Inactivate security for campus SPD users at 6 PM
June 28, 2019 Friday Inactivate security for GT_SPCOR at 6 PM - No HPROD from 7/1 to 7/12.
June 28, 2019 Friday Last day for cost transfers from Grants accountants - Remove access to GTGSCSTG
June 28, 2019 Friday All Type B must be cleared or cancelled.   Remove access to GTFGSCSTA
June 28, 2019 Friday Remove Security Access to ECT panels for GC - Remove Security access for Grants users
July 1, 2019 Monday Ensure no Fund Balance at YrEnd Close; Move Fund Balance to receivable - Cleanup for fiscal year end.
July 5, 2019 Friday ASR's, SPD reports
July 5, 2019 Friday Remove GM access for G&C staff (PeopleSoft GM)
July 5, 2019 Friday Correct all SPD set up tables for new year business.  Details are included in SPD documentation.
July 5, 2019 Friday Update Fringe Rates in SPD - This is included as part of the SPD Set Up Tables procedure.
July 5, 2019 Friday Load FY2020 Budget Information into production HRMS and SPD, Check for Inactive Projects, and Verify Load - Richard Tanner. No budget loaded when there are no raises for the fiscal year. PLEASE CHECK DATE!!!
July 5, 2019 Friday Run Correction Update for July Transactions that are applied to the previous year period. - Change July dates to 6/30/2019 and change accounting period to 12 for "action accounting period"
July 5, 2019 Friday Update Flat Rate Fringe percentages in Grants - Before Grants opens for FY2020.
July 5, 2019 Friday Check GT_PLN_BUD_DIST and make sure there is a parent record in GT_PLN_BUD_PRD and that all distributions are equal to 100% for FY2020 Budget Load.  Normally 3rd week of May or early June. PLEASE PROVIDE CORRECT DATE FOR THIS TASK. BUDGET LOAD SHOULD BE AVAILABLE FOR TESTING BY MID JUNE.
July 5, 2019 Friday Verify Group positions and rates for people hired after budget load
July 5, 2019 Friday Verify pay dates are in Payroll Calendar table when OffCycle Payroll is received
July 6, 2019 Saturday Process JE to post the fringe benefit reduction by function for over recovery
July 6, 2019 Saturday Send notice to PI's and Grant Administrators regarding FPROD down time for the final FY end close process - 4PM
July 7, 2019 Sunday Reconcile GL Revenues to GL Expenditures and determine if any adjustments are required prior to GL close.  Immediately following GM Close/ Revenue Posting
July 7, 2019 Sunday Reconcile GM to GL expenditures and make any final corrective adjustments.  On the day of GM close, immediately prior to GM close
July 7, 2019 Sunday Final close for G&C Accounting for FY2019 -  PM - after GTRI close
July 8, 2019 Monday Reconcile GM to GL expenditures and make corrective adjustments if necessary.  Make sure grants tables in balance with gl tables
July 8, 2019 Monday JE BOR Sponsored Revenue Make adjustments to EII and GTPE YE revenue
July 11, 2019 Thursday Reverse BW Accrual 6/22-30 - Need to wait until FY2019 is open (during final close/open process) and post SPD process.  Check for chartfield differences.
July 12, 2019 Friday Open SPD for FY2020 - Need rates from ONR
July 12, 2019 Friday Send notices to campus to redistribute accounting distribution for group positions, especially those charged to Summer School Instruction projects - Depends on SPD open.
September 28, 2019 Saturday Refresh of HTRN92 for FY20 Data

 

 

Financials Transformation

Grants Management

Management Reports