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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:
� UHS_AP_LIABILITY_BALANCE
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
phoward@uh.edu.
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.
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