Info Circ 06-a-009 - Closing of Fiscal Year 2006 and Opening of Fiscal Year 2007

In a memo dated June 15, 2006, to all state employees from Governor Kathleen Sebelius, an additional state holiday was authorized for Monday, July 3, 2006. Due to this additional holiday, the schedule for fiscal year end activities has been amended to allow one additional business day for processing FY2006 transactions. The cutoff date for fiscal year 2006 transactions will now be Thursday, July 13, 2006. Please see the revised schedule that follows for all year end processing date changes.

Please refer to Informational Circular 06-A-006 dated April 14, 2006, for standard year end information. Other web resources available for fiscal year end processing information can be found at http://www.da.ks.gov/ar/yearend/.

REVISED SOKI3+ ITEMS

Beginning July 17th through year-end closing, agencies should not release any SOKI3+ transactions with a BFY of 2006. Only transactions with a BFY of 2007 will be processed during this period.
On July 24th, after year-end processing is complete, all fiscal year 2007 SOKI3+ transactions, including encumbered expenditures can be processed and released for upload to STARS.
All SOKI3+ transactions not uploaded to STARS on July 14th in the final FY2006 upload will be FY2007 business; any SOKI3+ interfund receipt transactions will need to have BFY 2007 and any SOKI3+ unencumbered interfund expenditure transactions will require an encumbrance number and appropriate transaction code changes.

The scheduled dates for closing FY2006 and beginning FY2007 are as follows with revisions shown in bold font::

DATE	ITEM
April 26	Letter advising agencies to prepare Real Estate Encumbrance Renewals (affected agencies only).
May 19	Letter requesting agencies to review outstanding encumbrances.
June 1	Agencies may begin entering on-line DA-118 transactions.
June 2	Annual review of housing, food service and other employee maintenance rates (DA-171).
June 14	Fiscal year 2007 valid funds tape and valid PCA tape sent to State Treasurer.
June 15	Preliminary fiscal year 2007 Central Chart of Accounts available to agencies on the Accounts and Reports website at http://www.da.ks.gov/ar/genacct/CoA/.
June 16	Informational Circular to all agencies regarding fiscal year rate changes in payroll deductions and contributions.
June 23	Regents establish Payroll Clearing Fund indexes in STARS for FY2007.
June 26	Accounts and Reports, Payroll Services will insert a new row in the SHARP department budget tables effective dated June 18, 2006 which reflect a budget end date of June 17, 2007 and fiscal year of 2007. Agencies should refrain from entering any rows with an effective-date greater than or equal to June 18, 2006 until after the FY2007 insert has been completed.
June 26	Last payroll off-cycle for fiscal year 2006. Review any outstanding checks and process paycheck reversals prior to June 26, 2006. Any checks issued in this off-cycle will be dated June 30, 2006 and charged to fiscal year 2006. Any supplementals or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2007.
June 27	Process payroll accounting transactions created for true EFT reversals and cancelled checks and encumbrances from the June 26 off-cycle. Process payroll encumbrances for Friday, June 30 on-cycle pay date (last FY2006 on-cycle).
June 28	First payroll off-cycle for FY 2007. Checks will be dated July 3.
June 29	Process payroll accounting transactions created for true EFT reversals and cancelled checks from the June 28 off-cycle with check date of July 3.
June 30	Liquidate payroll encumbrances for the Monday, June 30 on-cycle paycheck date.
July 1	Special STARS cycle for FY2007 appropriation transactions to be processed.
July 3	Process payroll encumbrances for the June 28th off-cycle and liquidate encumbrances for the June 28th off cycle with check date of July 3.
July 5	FY2007 transactions accepted for processing; beginning of concurrent processing period for final fiscal year 2006 transactions.
July 5	On-line entry of STARS expenditures against BFY2007 appropriated and limited funds.
July 5	SOKI3+ system allows FY2007 transactions beginning at 8:00 A.M.
July 5	State Treasurer cash management fees for June 2006 will probably not be billed to agencies in time for payment in FY2006 business; agencies must encumber for payment of this obligation if not paid in FY2006.
July 6	Final FY2006 credit card receipts and credit card clearing fund fees and charges (via Paymentech, American Express and Discover Card) processed by the State Treasurer. All Paymentech, American Express and Discover Card transactions to this date are credited to FY2006. All Paymentech, American Express and Discover Card transactions after this date are credited to FY2007.
July 7	Updates to payroll position pool definitions for FY2007 must be entered into SHARP by 6:00 P.M. in order to be reflected in the charges for the on-cycle paychecks dated July 14, 2006 (first on-cycle paychecks charged to FY2007). Updates should be entered with an effective date of June 19, 2006.
July 10	DA-35 electronic files (prior period funding Payroll adjustments) must be received by 5:00 P.M.
July 13	SOKI3+ receipt documents for FY 2006 must be entered by 3:00 P.M. for final fiscal year 2006 receipt transactions.
July 13	Electronic transmission of FY2006 expenditure and encumbrance datasets to BDAS must occur by noon. Supporting batched documents must be received in the Central Accounting Services Section by 5:00 P.M.
July 13	Central Accounting Services Section accepts final expenditure and DA-118 encumbrance batches by data set from agencies for FY2006 until 5:00 P.M. No firm encumbrances are allowed for State General Fund.
July 13	Agencies entering STARS payment vouchers on-line (not dataset) must have final documents for fiscal year 2006 entered by 5:00 P.M.
July 13	SOKI3+ journal voucher and interfund voucher documents for FY 2006 must be entered by 11:59 P.M.
July 14	Agencies entering payment vouchers on-line (not dataset) in STARS with a June effective date must have paper documents into the Central Accounting Services Section by 12:00 noon to avoid transactions being deleted from STARS. Vouchers processed under delegated audit authority should be released by the agency by 12:00 noon.
July 14	SOKI3+ closed to agency users 7:00 A.M. to 3:30 P.M. (JV, IFV and Order Modules)
July 14	SOKI3+ open for FY2007 receipts.
July 14	Final FY 2006 SOKI3+ upload to STARS.
July 14	SOKI3+ open for all FY2007 transactions at 3:30 P.M.
July 17	Agencies may enter DA-118's on-line (not dataset) until 5:00 P.M. No firm encumbrances are allowed for State General Fund.
July 18	Agencies entering DA-118's on-line (not dataset) must have paper documents delivered to the Central Accounting Services Section by 12:00 noon to avoid transactions being deleted from STARS.
July 19	Final processing of June 2006 transactions expected; end of the concurrent processing period (STARS will be open to Central Accounting Services staff only).
July 20	Begin year end closing cycles and processing for monthly and annual reports and statements, processing of closing and opening entries and preparation of opening and closing transaction reports. (STARS available to Central Accounting Services staff only between closing cycles).
July 24	June 2006 monthly STARS reports expected to be mailed to agencies.
July 24	Resume processing of July 2006 (FY2007) transactions. STARS re-opens.
July 26	FY2006 closing reports and FY2007 opening reports expected to be mailed to agencies.
August 31	Forms DA-82, Certification of Inventory and DA-87, Annual Capital Asset Reporting and updates to the Master List of Real Property are due in Accounts and Reports.

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