Administration and Finance Focus


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August 2011 Clean-Up

Departments should complete the following tasks during August to prepare themselves for the end of the fiscal year:

1. Run queries to identify transactions not fully processed during FY11 (enter dates 09/01/10 to 08/31/11 in the queries):

    UHS_WF_AP_NOT_POSTED (regular vouchers not posted)
    UHS_WF_BUD_NOT_POSTED (budget journals not posted)
    UHS_WF_GL_NOT_POSTED (GL journals not posted)
    UHS_WF_REQ_NOT_APPROVED (requisitions not approved)
    UHS_WF_SC_NOT_POSTED (SC vouchers not posted)
Delete all transactions that will not be processed before the FY11 deadline.

2. Run the UHS_OPEN_COMMITMENTS_DETAIL query to identify all PO encumbrances on your cost centers. (Non-PO encumbrances such as payroll, phone, and postage will be released by Finance.)

Release any PO encumbrances that will not be used following the PO Finalize Instructions on the Finance References page (under Transaction Processing).

3. Run the following query to identify P-Card, Travel Card, eShip Global, and Corestaff liability balances (accounts 20109 20112) on your cost centers:
Submit GL journals in period 12 and/or period 998 to make these liability balances zero on each cost center.

4. Run the Payroll Suspense Report, note the correct cost center on the Report, and email it to Pat Howard at

5. Run the 1060D or 1070B report for your cost centers to identify deficit fund equity balances (i.e., positive balances).

Transfer expenses, revenue, or fund equity, where allowed, in period 12 and/or 998 to make the fund equity balances either zero or a negative amount.

The combined fund equity of cost centers in a fund group (1xxx, 2xxx, etc.) for a particular DeptID should be either zero or a negative amount at the end of the fiscal year. The only exception is fund 5 cost centers where the timing of funding creates a temporary deficit balance. Also, individual fund 9 cost centers should never have a deficit (positive) balance at any time during the fiscal year.