With this issue of the FMS Newsletter online, we hope to provide our readers with information that will be helpful throughout the FY2009 year-end closing process.

Reports

• First closing standard reports will be available in the IUIE on Wednesday, July 8.
• Final closing standard reports will be available in the IUIE on Monday, July 27.

Payroll

• The accrued vacation and sick liability for appointed positions (PA, PAE, PAU, PAO, and PB) in general fund and auxiliary accounts is calculated based on the liability at December 31, 2008.
• The bi-weekly payroll B022071009 ending June 27, paid on July 10, will be accrued 100%. Bi-weekly payroll B023072409 ending July 11, paid July 24 will be accrued 2 days.
• The monthly payroll will be paid on June 30.

Accounts Payable

• Between Wednesday, July 1 and Monday, July 6, all invoices dated prior to July 1 that are entered and approved by Accounts Payable will have their associated General Ledger entries posted into period 12. After Monday, July 6, the General Ledger entries for all invoices will be posted to the new fiscal year the day the invoice is entered into EPIC.

Clearing Accounts

• Bill Overman in FMS, woverman@indiana.edu, or (812) 855-2557, will be closing out the clearing accounts for all campuses.

Documents/Documentation

• Note that several entries are due by a specific date. If you are utilizing Transaction Processing (TP), these documents must be in the system and fully approved by 5:00 p.m. for the entries to be reflected in the closing reports. Budget Administration and FMS accounting staff will review these entries. Therefore, on the day of each closing, entries should be completed by noon to allow for routing and approval by these areas. If this is not possible, advise Joan Hagen (see below) so that arrangements can be made for someone to review and approve the documents after 5:00 p.m.
• If you do not have access to Transaction Processing (TP), please contact your RC Fiscal Officer.
• In order to maintain integrity of data and to eliminate the possibility of duplicate data entry, we will not accept fax copies of documents.
• An FIS System Administrator, Sheena Kindred, will be available from 1:00 PM-6:00 PM on Tuesday, June 30 if special approvals on financial documents are required. The System Administrator can be contacted by calling (812) 856-4574 or by sending a message to spkindre@indiana.edu . On Tuesday, June 30, the hours for the FIS/TP system will be 6:00 AM-9:00 PM.
• On Tuesday, June 30, the automatic disapproval process will be initiated during the accounting batch cycle. If there are documents that need special approvals those will need to be fully approved by the times mentioned above for Monday.
• Please remember that the Disbursement Voucher is not part of the automatic disapproval process; however, if the transaction is to be posted to fiscal year 2008-2009, the document must be completely approved by Monday, June 29.
  

Questions or concerns about the closing process may be addressed to Joan Hagen. She can be reached by telephone at (812) 855-3657 or via e-mail at jhagen@indiana.edu.