year-end closing 2018-2019

Year-End Closing2018-2019

Presented by: Jackson Kuo

May 29, 2019

Closing Deadlines• June 3, 2019 – CARE, EOPS and Next Up to

submit scholarship and stipends to financial aid office.

• June 21, 2019 – Mileage claims for July 2018 to May 2019 due

• June 25, 2019 2:00 pm – SAP time reporting for 6/28/19 month-end payroll.

• June 28, 2019 – Deposit all incoming checks and include in miscellaneous collection reports.

Closing Deadlines• July 1, 2019 11:00 pm – SAP time reporting

for 7/5/2019 off-cycle.• July 2, 2019 – Mileage claims for June 2019.• July 5, 2019 – Bookstore and cafeteria

inventories completed and reports submitted to Daniel Friedman in ESC Accounting.

• July 5, 2019 – All June 2018 cash collection reports due.

Closing Deadlines• July 5, 2019 – All undeposited incoming

checks received on or before 6/30 reported to Hsin-Kai (Kevin) Liao in ESC Accounting.

• July 5, 2019 – College eBTAs initiated by standard users to cover overdrafts (SFP & non-SFP).

• July 7, 2019 – Lock receiving screens for all goods received as of 6/30/19. Goods received after 6/30/19 must be recorded in fiscal year 2019-2020.

Closing Deadlines• July 8, 2019 – Return any undistributed

miscellaneous checks/commercial checks (“B” Warrants) dated 6/30/19 to Margret Ayvazian in ESC Accounting.

• July 9, 2019 – Checks dated 6/30/19 must be issued.

• July 8, 2019 – Open fiscal year 2019-2020 period 1.

Closing DeadlinesJuly 9, 2019 – The following SAP screens will be locked:

• FB50 – G/L Acct Pstg: Single Screen Trans• FV50 – Park G/L Account Items• F-02 – Enter G/L Accounting Posting• F-28 – Post Incoming Payments• FB60 – Enter Incoming Invoices• F-65 – Preliminary Posting• FB70 – Enter Outgoing Invoices• FB75 – Enter Outgoing Credit Memos• FV60 – Park Incoming Invoices• FV70 – Enter Outgoing Invoices• FV75 – Park Outgoing Credit Notes

Closing Deadlines• July 10, 2019 2:00 pm – SAP time reporting

for 7/15/19 semi-monthly payroll.• July 10, 2019 11:00 pm – SAP time

reporting for 7/15/19 off-cycle payroll. All time entered until this point will be included in the automatic salary accrual. Colleges must submit manual salary accrual for any missed time reporting.

• July 10, 2019 – All JVs to be posted in period 12 due to ESCDataEntry@email.laccd.edu.

Closing Deadlines• July 11, 2019 –Revolving fund

reconciliations due to Daniel Friedman in ESC Accounting.

• July 16, 2019 6:00 pm – Open order budget carry forward.

• July 16, 2019 6:00 pm – Preliminary residual budget carry forward.

• July 18, 2019 – Automated salary accrual.• July 19, 2019 – Colleges must clear all SFP-

related unmatched salaries in fund 10999.

Closing Deadlines• July 19, 2019 – Manual salary accruals

submitted to Kevin Liao in ESC Accounting.• July 19, 2019 – All non-SFP related JVs due.

Submit all PDF and Excel auto-post files to ESCDataEntry@email.laccd.edu.

• July 23, 2019 – All SFP-related JVs due. Submit all PDF and Excel auto-post files to ESCDataEntry@email.laccd.edu.

Closing Deadlines• July 31, 2019 – College eBTAs initiated by

designated college budget primary users (SFP only).

• July 31, 2019 – Run and send final residual budget carry forward.

2018-2019 JV Reminders• For periods 12 to 14 closing, if approved JVs

are sent via PDF emails, then do not mail the original JVs to District to prevent double posting.

• Do not change the Excel file format. Excel files must be saved in “.xls” version (Microsoft Excel 97-2003 Worksheet), not the newer “.xlsx” format.

2018-2019 JV Reminders• File name on original JV (hard copy or PDF)

must match the name of the Excel file. JV Excel file must be emailed to ESCDataEntry@email.laccd.edu.

• Do not staple multiple JV’s together. Stapled documents will be treated as one (1) JV.

• Every JV must have its own supporting documentation (even if multiple JVs have the same backup).

2018-2019 JV Reminders• Avoid unnecessary distribution.• Make sure signed JV matches the Excel file. If

not, what is in the Excel will be posted. • JV preparers must ensure the JV is correct. If

not, he/she is responsible for making edits. Data entry unit will only post JVs and will not make any edits to the Excel file.

• If SAP fails to post a JV due to errors, and we cannot reach you, the JV will not be posted.

2018-2019 JV Reminders• JV deadlines will be strictly enforced. No

extensions will be given for emails not received by ESC accounting.

• College JVs should be first reviewed for completeness and reasonableness by college level before forwarding to ESC for postings (even if SFP will review some JVs).

• All unused cells in Excel JVs should be totally blank without any symbols like "."; "-"; or "0".

Reminders forSFP Program Staff• Once the year is closed, accounting records

cannot be altered or deleted. • Review Budget Report and FI posting to

verify all expenditures reflected in SAP are eligible according to the program guidelines. Charge missing eligible expenditures not reflected in program.

• Review all open commitments and confirm with vendor(s) that goods or services will be delivered by June 30th.

Reminders forSFP Program Staff• Review all purchase orders for goods

received (50* documents) and payment. Goods can sometimes be checked “received” in SAP, but not physically received. Work with vendor(s), receiving, and A/P to receive goods and make final payments.

• Review program Budget Report and transfer excess expenditures out of program to clear the program deficit balance.

Reminders forSFP Program Staff• Review program Budget Report and transfer

eligible expenditures into the program to utilize the remaining unspent program balance.

• Requisition any orders for supplies, contracts, short-term agreements by purchasing deadlines to fully utilize program budget.

ESC ContactsArea of Responsibility Title Name Phone # EmailAccounting Manager Jackson Kuo 213-891-2150 KUOJY@EMAIL.LACCD.EDU

Accounts Payable Manager Nyame-Tease Prempeh (KK) 213-891-2473 PREMPENC@EMAIL.LACCD.EDU

SFP Sr. Accountant Kyle Navasard 213-891-2086 NAVASAK@EMAIL.LACCD.EDUAccountant Bella Korotki 213-891-2326 KOROTKB@EMAIL.LACCD.EDUAccountant Mitzi Lai 213-891-2448 LAIM@EMAIL.LACCD.EDUAccountant Susan Bernardino 213-891-2498 BERNARSM@EMAIL.LACCD.EDUAccountant John Domingo 213-891-2158 DOMINGJP@EMAIL.LACCD.EDUAccountant Melissa Quiroz 213-891-2018 QUIROZM@EMAIL.LACCD.EDU

Fin. Aid Accounting Sr. Accountant Justin Sam 213-891-2243 SAMJP@EMAIL.LACCD.EDU

JV/Data Entry Sr. Accountant Kevin Liao 213-891-2060 LIAOH@EMAIL.LACCD.EDUAccountant Xia (Crystal) Liu 213-891-2089 LIUX2@EMAIL.LACCD.EDU

Accounts Payable ContactsArea of Responsibility Name Phone # EmailDepartment Manager , Perishables Nyame-Tease Prempeh 213-891-2473 prempenc@email.laccd.edu

Bonds, Major Contracts, Confidential Legal Payments, Recon, 1099, Supervision, Block and Unblock Documents Vacant

Direct Pay Invoice-Supervisor, Warrant Production, Block and Unblock Documents, Stop Payments Kit Chan 213-891-2339 ChanKj@email.laccd.edu

Major Contracts, Reconciliations, ACH/Wire Transfer Payments for Employee/Retiree Medical and Retirement Benefits, Audit Contracts, Other Misc. Payments, Block and Unblock Documents

Danny Reyes 213-891-2049 ReyesD@email.laccd.edu

Invoice verification (MIRO), Purchase Orders Initiated at District Office, Facility Orders, Short Term Agreements , Sheriffs Contract - ALL

Rita Shvarts 213-891-2417 ShvartR@email.laccd.edu

Contracts- District Initiated, VDK - Health Insurance Refunds for Retirees Shirley Leyva 213-891-2352 LeyvaSA@email.laccd.edu

Bookstore (S,P) Conference (H,M,W), SFP Food Purchases Anahit Aleksanyan 213-891-2341 Aleksaa@email.laccd.edu

Payment and Mail Distribution & Tracking, Vendor account updates, Misc Items Ross Taplin 213-891-2450 TaplinRM@email.laccd.edu

Library - All Locations Cal Card (Post Parked Docs -C,E,H,M) Shoe Reimbursement - All Locations Child Development - C,E,H,M Utilities - VDK/ESC Revolving Fund (Post Parked Docs - C,E,H,M, D) Stipends (C,E,H,M) Bookstore (C,E,H,T) Live Scan Invoices

Nazik Karapogosian 213-891-2469 KarapoN@email.laccd.edu

Bookstore (M,V,W) Revolving Fund (Post Parked Docs P,S,T,V,W) Child Development (P,S,T,V,W) Cal Card (Post Parked Docs P,S,T,V,W) Stipends (P,S,T,V,W) Cafeteria (H,M,T), Stale Dated Check Reissue

Andrew Ung 213-891-2356 Ungand@email.laccd.edu

Conferences/Webinars/Training - C,E,P,S,T,V,D Casey Martin 213-891-2416 MartinC14@email.laccd.edu

Student Travel, Tuition Reimbursements, Transit Subsidies & Mileage Mimi Su 213-891-2323 Sum@email.laccd.edu