Year-end%202006

1
Welcome

• Year-end 2006
• September 18, 2006

2
Year-end 2006Discussion Items

• Important Dates
• Due From / Due to
• Trial Balances
• Due from outside entities
• Construction Payments
• Financial Statements
• Start of the System Entries

3
Year-end 2006Discussion Items Continued

• Start of the System Entries
• Encumbrances
• Vendor Payment Inquiry Website
• Bank Reconciliations
• Yearend Preparations
• Purge Project
• Resolution Conversion
• VPI Phase III

4
Year-end 2006

• Important Dates
• Forms
• All Forms Due September 25, 2006

5
Year-end 2006

• Important Dates (continued)
• Cash Deposits
• Cash must be on hand on September 30, 2006
• and deposited intact before 200 pm Monday,
  October 2, 2006 on a deposit slip dated
  09/30/2006
• Report of Collection (ROC) must be dated
  09/30/2006 with fiscal period 12/2006
• Departments using RIMS, input must be
  completed by noon on 10/02/2006 and delivered to
  Finance by 200 pm 10/02/2006

6
Year-end 2006

• Important Dates (continued)
• Approval Path Document Cutoffs
• Voucher processing 09/29/20061st cutoff and noon
  10/06/2006final cutoff
• Journal Entries 10/04/20061st cutoff and noon
  10/11/2005final cutoffonly to balance grants

7
Year-end 2006

• Important Dates (continued)
• Approval Path Document Cutoffs
• Any fiscal year 2006 voucher in the approval for
  which the original supporting documents are not
  received by the Finance Department by noon,
  Friday 10/06/2006 will be deleted from FY 2006
  and sent back to be reentered in FY 07
• Any fiscal year 2006 J/E in the approval for
  which the original supporting documents are not
  received by the Finance Department by noon,
  Friday 10/06/2006 will be deleted

8
Year-end 2006

• Important Dates (continued)
• Interdepartmental Billings
• Automated charges (i.e. telephone, mobile
  equipment) must be processed by 09/29/2006
• All manual J/Es must be received no later than
  NOON Thursday 10/05/2006

9
Year-end 2006

• Monday, October 9, 2006
• Reports, to balance grants, will be available for
  the grant accountants
• Deadline for Due From confirmations (entries not
  confirmed will be deleted)

10
Year-end 2006

• Wednesday, October 11, 2006
• Last day for grant accountants to submit grant
  journal entries

11
Year-end 2006

• Friday, November 3, 2006
• Deadline to submit trial balance to Patrick Price

12
Year-end 2006

• Due from other governments or other outside
  agency greater than 1.0 million. Please provide
  contact name, address and phone number and
  information that identifies the receivable (i.e.
  contract, etc.)

13
Year-end 2006

• Financial Statements
• Trial Balance Folders are due to Patrick Price
  November 3, 2006.

14
Year-end 2006

• Financial Statements
• Folders must include a completed trial balance
  (Balance Sheet and Income Statement) Copy of
  FAMIS reports for month 12Trial Balance016,
  Revenues and Expenditures707, and FunctionH09
  a spreadsheet summarizing all journal entries by
  transaction code and affected GL originalon
  pink paper and copy of journal entry.

15
Year-end 2006

• Journal Entries
• During the FY 05 close to 90 of the start of the
  system entries should have been posted prior to
  closing.
• Management letter comment

16
Year-end 2006

• Encumbrances
• Please remember to liquidate encumbrances that
  are not needed. Report 037On Demand has a
  listing of all encumbrance with out activity for
  the last six months.
• Please take a look at all inactive encumbrances,
  unless we hear otherwise all inactive
  encumbrances and all encumbrances prior to the
  2004 fiscal year will be deleted.
• Deadline to get the list to Hector Cuenca is
  Monday, September 25, 2006.

17
Year-end 2006

• Bank Reconciliations
• All FY 2005 bank reconciliations are due to
  Lourdes Julien by October 31, 2006.

18
Year-end 2006

• Trial Balances
• Please e-mail Patrick Price if you want an
  electronic copy of your trial balance.

19
Year-end 2006

• Year-end closing package and forms are on the web
• http//www.miamidade.gov/finance/end-of-year-pack.
  asp

20
Year-end 2006Questions ?