General Information
The fiscal year for all departments of State Government closes on the thirtieth day of June (CGS, Sec. 4-35).
It is important that you review and closely follow the year-end instructions. If you have any questions, please refer to the list of contacts at the end of these instructions.
You are responsible for distributing these instructions to the appropriate staff within your agency. It is important that all dates and deadlines be observed, as there will be no extensions, except for those expressly authorized by the Comptroller's Office.
When the term "budgeted funds" is used in these instructions, it refers exclusively to the following funds:
11000 General Fund
12001 Transportation Fund
12003 Banking Fund
12004 Insurance Fund
12006 Consumer Counsel/DPUC Fund
12007 Workers Compensation Fund
12009 Mashantucket Pequot & Mohegan Fund
12010 Soldiers Sailors and Marines Fund
12013 Regional Market Operations Fund
12014 Criminal Injuries Compensation Fund
Maintaining or Revising Fiscal Year 2014 Financial Chartfield and Budget Structure in Fiscal Year 2015
Any changes (addition or inactivation of values) required to your present financial chartfield structure for Fiscal Year 2014 should be submitted using the Core-CT chartfield maintenance form (http://www.core-ct.state.ct.us/financials/chartfield/Default.htm) no later than Thursday, May 1, 2014. Requests for budget structure changes should also be submitted to the attention of John Clark at Office of the State Comptroller by that date.
Please keep in mind that the following actions must be finalized by May 1, 2014:
Budget reference 2015 will become an active value on Tuesday, June 10, 2014 with an effective date of June 13, 2014.
** Reminder: Speedcharts and distribution codes referencing budgeted funds will be automatically updated with the Budget Reference for the new fiscal year. Please verify that this has occurred. If you are using speed charts or distribution codes for a non-budgeted fund, with a budget reference selected, you must change that budget reference to 2015 when the new budget reference should be used in the new fiscal year.
Creation of HRMS Combination Codes with 2015 Budget Reference:
The pay period beginning on June 13, 2014 is the first payroll processed in
Fiscal Year 2015. All fiscal year budget references must be effective on June
13, 2014.
High Level Sequence of Events for Combo Codes and Position Data
On June 23, 2014, Core-CT will generate a file containing all Position Data Budgeting information. All positions that are currently approved for the State of Connecticut will be on this file (this includes positions that were at one point approved but might be going through the Position Approval process for update).
After the file is generated, a Budget Reference incrementing program will run which will update the Combination Code table to reference the new 2015 Fiscal Year. All Combination codes identified as "rolling forward" by the Comptroller's Office will be updated. This includes all appropriated funds which must only exist in the current Fiscal Year and any non-appropriated funds which have been requested by the agency in the current or a previous year to be "rolled forward". See the list in the section "Budget Reference Increment" for those funds where ALL combination codes attached to those funds are incremented. Agencies also have the opportunity to request that a fund that is used in multiple agencies be incremented for their agency only. By incrementing, agencies will automatically update many of their positions to the new year funding values without the need for a position data update. The decision to use this method should hinge on whether the fiscal year start dates for the non-budgeted funds coincide with the State fiscal year cycle.
The new budgeting information will be loaded into Core-CT the week of June 23rd, and a new row will be inserted onto the Position Data and Position Combination Code tables with the new fiscal year 2015 budgeting information. The effective date of the new budget row will be determined based on the Pay Begin Date of the first pay period with a check date on or after the fiscal year crossover (July 1st). The effective date of the new budgeting row will be determined by the program and will be based on the pay frequency (i.e. biweekly, semi-monthly, monthly) of the position's jobcode and the pay begin date of the fiscal year crossover for each position.
After the new budgeting load, all approved or active positions will have an approved row effective dated the first day of the pay period crossing the 2015 fiscal year.
The Department Budget Build program will run and will create new rows on the Budgeting tables with the updated combination code information for each position.
After the Budgeting tables have been updated for all approved positions, as well as those proposed positions that are currently going through the approval process, a program will run that will remove the new approved budgeting row for all proposed positions with an effective date before the pay begin date of the fiscal year crossover. This will allow these positions to continue through the workflow process. The combination codes for these proposed positions will need to be verified upon approval.
Impact of Position Approval Status on FYE processing
Positions throughout the State will be at different levels of the approval process at the time the FYE process is run and how the system handles each position will be determined by a number of factors such as whether a position was established prior to the beginning of the fiscal year end process, whether proposed position updates are effective before or after the pay begin date of the crossover pay period, and whether there are future approved position data rows. Positions that are in the approval process during the time of FY transition will need to be reviewed by the agency for the correct budgeting once the position is returned approved. This may result in positions being resubmitted for approval after the FY transition. This can be avoided if the position is 'Approved' at the time of transition.
How to mitigate the impact of the Position Approval process on the FY transition:
1. Ensure that all time sensitive position approval updates have been submitted well before the lock out period from June 23rd to June 27th. If changes in funding involving FUND, CLASS/SID or Distribution percent need to be in effect for the start of the new fiscal year, identify and process the changes in April with a June 13, 2014 effective date. Other funding changes which do not require OPM approval may be processed later but ensure all changes involving funding strings are in effect prior to the date of the Core-CT position file (Remember: The Core-CT file will be run June 23, 2014 and the fiscal year end process will be based on position data at that time). No Position updates or approvals will be allowed during the Fiscal Year budgeting load.
2. Ensure that time sensitive updates are effectively communicated to the required approvers with sufficient review time prior to the lockdown period.
3. Review your worklist for positions that may be moved quickly to the next level. You can review your worklist items by either navigating to Core-CT HRMS Worklist>Worklist and reviewing these online, running the Position Approval History report by navigating to Core-CT HRMS>Organizational Development>Position Management>Position Report, or running a query in the EPM CT_POSITION_TBL to search for positions with the status of 'D' or 'R' in the CT_VA_Approve field. A public query has been developed to assist with this. Search for EPM query CT_CORE_HR_REC_DEN_POSITIONS to identify positions needing resolution. Our goal is to reduce the number of positions in proposed status at the time of the fiscal year crossover. This means that Agency Position Approvers, DAS, and OPM will have to work together to approve as many position updates as possible prior the FY transition.
4. Positions that are currently recycled, or had a proposed change denied at a subsequent level, should be evaluated and the row removed if the update is no longer required, the row updated and sent back through approval if approval is required, or the position inactivated. Agency Position Specialists should review their worklists for Recycled and Denied positions. For assistance with recycled and denied positions please contact Cheryl Catania at 860-622-2168 or Lisa Godin at 860-622-2187. Separate lists of positions in this status will also be forwarded to agencies for action to mitigate the effect of positions not in approved status. Refer to the job aid titled, Processing Denied or Recycled for detailed information on cleaning up such positions.
5. Agency Position Specialists must limit the number of position updates performed during the first two weeks of June leading up to the 'lock out' period. This will help to reduce the number of positions in the approval process and will give approvers time to reduce the number of positions in their worklists.
Impact of Position Approval Status on FYE processing
The following is a high level overview of how a position's budgeting information will be updated during the Fiscal Year transition based on the status of the position at the time of the FY budget load.
Positions that are currently approved:
These positions will have a new row added on Position Data with the date of the
fiscal year crossover. The row inserted will be an Approved row and will contain
the new budget information for FY 2015.
Positions that are proposed but not yet established:
These positions will not likely be impacted by the FY transition. These
positions, regardless of the date in which they become approved, must be
approved with the correct budgeting information for FY 2015 since any employee
hired after approval of a new position in June will likely begin work close to
the June 13th crossover date and should have new year funding information.
Positions in Proposed Status with an effective date prior to the new fiscal
year:
Previously established positions that are proposed at the time of the fiscal
year load will have a new approved budgeting row inserted in order to ensure
that the position is distributed to the correct funds for the first pay period
of FY 2015. After the FY 2015 budget table rows have been established for these
positions, the approved position row will be removed so that the position may
continue through the approval process. Agency Financial and Position Specialists
will need to ensure, on approval, that these positions have the correct funding
information for FY 2015 and update the position combination codes if necessary.
Positions in Proposed Status with an effective date after the new fiscal
year:
Previously established positions that are proposed with an effective date after
the date of the fiscal year load will have a new approved budgeting row inserted
for the pay begin date of the FY crossover.
Positions in Rejected Status and Proposed positions that are Recycled:
These positions will not have a fiscal year row added. Therefore, these
positions should have their status reviewed and updated to Approved status. This
is especially important for actions where the position has an incumbent. In the
case of a recycled or denied position that has not yet been established, these
positions should be inactivated to remove them from your position reports.
If an agency has a position that is tied to a fund that is not listed above
and the budget reference year needs to change:
Appropriations
No later than Monday, May 5, 2014 agencies must notify the Office of Policy and
Management of all appropriations within budgeted funds that qualify for
continuance to Fiscal Year 2015.
In general:
Lapsing Fiscal Year 2014 appropriations receiving new funding in Fiscal Year
2015
No appropriation balances in budgeted funds will be brought forward to the
new-year appropriation. Unliquidated encumbrances from Fiscal Year 2014 will be
recommitted against the new-year appropriation once PO Roll-Over is complete.
Any expenditure posted after June 30, 2014 will be charged against the new-year
appropriation.
Continuing Fiscal Year 2014 appropriations
All unexpended balances (unliquidated encumbrances, unencumbered, unallotted)
will be brought forward to the new-year appropriation early in Fiscal Year 2015
(after adjustments and budget balances are verified). Unliquidated encumbrances
will be automatically recommitted against the new-year appropriation once the
rolled POs have passed budget checking. Expenditures posted after June 30, 2014
will be recorded as new-year expenditures.
All continuing appropriations such as Federal and Other Grants or Insurance
Recoveries should be balanced and closed by June 30, 2014 wherever possible.
Lapsing appropriations not renewed with a Fiscal Year 2015 appropriation (one
month carry-forward)
These appropriations will be extended until 3:00 p.m. Thursday, July 31, 2014
for the purpose of liquidating obligations properly incurred in Fiscal Year 2014
(the old year). The unliquidated encumbrance balance will be automatically
brought forward to Fiscal Year 2015. On July 31, the unliquidated balance will
be lapsed.
First quarter Fiscal Year 2015 allotments
Please submit your first quarter allotments to OPM leaving sufficient time to
distribute the allotment and to ensure receipt by the Comptroller's Office no
later than June 27, 2014.
Billing/AR/Receipts
The Billing Module will close on June 30, 2014 at 3:00 p.m. for Fiscal Year 2014 processing. Billing for Fiscal Year 2015 will open on Tuesday, July 1, 2014. Exceptions are for the Internal Service Fund (ISF) Business Units (DASS1 & DOCS1). Billing for the ISF Business Units will close on Thursday, July 3, 2014 after the 10 a.m. Batch, for Fiscal Year 2014 processing. Fiscal Year 2015 processing for the ISF Business Units will open on Monday, July 7, 2014.
Inter-agency Bills must be received by the debtor agency by June 16, 2014. Any
Inter-Agency Payment Worksheets must be completed by the close of business on
Thursday, June 26, 2014.
The AR Module will close for all Business Units on Thursday, July 3, 2014 after the 10 a.m. Morning Batch, for Fiscal Year 2014 processing. This means that all Deposits and Payments should be completed by the close of business on Wednesday, July 2, 2014. On Monday, July 7, 2014, AR will open for all Business Units for Fiscal Year 2015 processing. All Maintenance Worksheets must be completed and be set to Batch Standard by Thursday, June 26, 2014. If they are not completed by then, they must be deleted by the agency.
Please keep in mind that all monies deposited prior to July 1, 2014 are Fiscal
Year 2014 (old year) receipts. All monies deposited on or after July 1, 2014 are
Fiscal Year 2015 (New Year) receipts. The controlling factor is NOT the check
date, but rather, the date that the deposit is recorded at the bank. In Core-CT,
this will show as the Accounting Date on the deposit. The received and entered
date may be July 1 or later, but if the Accounting Date is prior to July 1, this
is an old year deposit and must be completed. All bank deposits from June 30
will appear in the agency pick list on July 1. The entered date will be
7/1/2014, but the accounting date will be 6/30/2014 and MUST be processed in
Fiscal Year 2014. Any deposit with an Accounting Date of July 1, 2014 or later
cannot be processed until July 7, 2014, which is when the AR Module is open for
Fiscal Year 2015.
Every effort should be made to process Fiscal Year 2014 deposits (either Direct Journal or Apply Payment to an Open AR Item) prior to Wednesday, July 2, 2014. Any outstanding Fiscal Year 2014 deposit left unprocessed after 10 am on Thursday, July 3, will be directly journaled to funds awaiting distribution (pending receipts) by the Comptroller's Office. Agencies will be responsible for modifying these entries to the proper coding with a GL spreadsheet or online journal, no later than Thursday, July 8, 2014.
Also, any Fiscal Year 2014 Refund of Expenditure Open Item coded to Budgeted
Funds will be automatically updated to general revenue for Fiscal Year 2015.
This ensures that budgets are not increased in the new fiscal year.
On Account (OA Entry Type) Payments
OA's should be avoided. If an agency receives an overpayment, a sequence should
be added to the deposit and the deposit split between the item payment and a
direct journal. The direct journal entries should be coded to the Funds Awaiting
Distribution if the overpayment is being returned to the customer. The
overpayment should then be returned to the customer through the AP module. If
the overpayment will not be returned to the customer, then the direct journal
Purchasing
Agencies shall determine their own cut off dates for the issuance of
requisitions sourced to purchase orders, the creation of new purchase orders,
and the issuance of change orders, within the following parameters:
Purchase Orders
Agencies must close POs on a monthly basis at the beginning of each fiscal year
and more frequently as the end of the fiscal year approaches. Agencies must
continue to close all POs that should not roll into fiscal year 2015 through
4:00 p.m. on June 27, 2014.
The benefits of creating a "change order" are:
Do not reduce the PO amounts below what has been ordered through June 30, 2014.
POs that are left in a Business Unit that have a positive remaining balance and
have the PO status of Dispatched and a Budget status of Valid will be rolled. It
is the agency's responsibility to clean up POs that do not qualify to roll, POs
in Open, Pending Approval, Approved, Pending Canceled, Canceled, or POs with a
budget status of Error, prior to the June 27 deadline.
Core-CT has kept the close days at zero for this fiscal year.
Requisitions
The batch process for requisition sourcing will be discontinued after the
scheduled nightly run on June 20, 2014.
To assist in returning monies pre-encumbered by a requisition the Core-CT weekly
process of requisition reconciliation will be run on Fridays and an additional
run will been added on Tuesdays, beginning April 15, 2014. Requisition close
will run on a nightly basis, Monday through Friday, beginning May 19, 2014.
Agencies should close all requisitions that did not source to a PO by June 23,
2014. If the requisition status is approved, pending approval, canceled, denied,
or open or have a budget status of error, the requisition must be closed by 4:00
p.m. on June 27, 2014. If an agency is currently using an open requisition as a
template, the requisition must be saved as a template or it should be closed.
Templates will not be affected by the PO roll.
PO Roll Process:
In order for a purchase order to qualify for PO Roll, encumbered funds must
remain on the PO line(s), the PO status must be Dispatched, the Budget status
must be Valid, and the Line(s) must not be in a Fully Matched status.
The Core-CT team will begin the PO Roll process for all qualifying POs on
Tuesday, July 1, 2014. Should the Core-CT team encounter a problem with a PO
that was left in an agency's business unit to roll or the PO does not roll due a
technical error, the Core-CT team will attempt to close that PO. POs that were
closed by the Core-CT team will be posted on the Core-CT website for agencies to
recreate in the 2015 fiscal year.
Core-CT will begin to roll POs on the morning of July 1, 2014 and continue to
roll through July 4, 2014.
User access to the Purchasing and Requisition Modules will be re-established on
Monday, July 7, 2014. In the event that the PO Roll is not completed, a Daily
Mail will be issued on the morning of July 7th, indicating the estimated time
frame remaining for the continued lock out.
New-Year Purchasing Transactions
Agencies may begin creating new fiscal year Requisitions and POs on Monday, July
7, 2014. Agencies should not approve Requisitions or POs until all of the
budgets are in place.
Continuing Funds will not be available until Monday, July 14, 2014.
Inventory
Due to fiscal year end procedures in the e-Procurement and Purchasing modules,
access to process Inventory auto-replenishment requisitions with the following
role access will be removed at 4:00 p.m. on June 20, 2014:
Access to remaining Purchasing and e-procurement roles will be removed at 4:00
p.m. on June 27, 2014 for the following roles:
Access to the above Inventory, Purchasing and e-procurement roles will be
re-established on Monday, July 7, 2014.
Accounts Payable
Vouchers
? Vendor Payment Cancellations must be received in the Accounts Payable Division
by 5:00 p.m. Thursday, June 19, 2014. Cancellations received after this date may
be cancelled in the new year.
? Vouchers for Inter-agency transfers billed in fiscal 2014, should be approved
and budget checked by close of business Friday, June 6, 2014. This is to allow
the creditor agency ample time to apply the payment. Inter-agency transfers
will, however, continue to be processed through June 26, 2014.
? Agencies should review the vouchers in their business units to identify all
vendors with a negative balance in early June. An EPM query (CT_CORE_FIN_AP_VENDOR_CREDIT)
is available to identify these balances. These credit vouchers should be
combined with a regular voucher and paid before fiscal year end. If the agency
does not plan to create a regular voucher to this vendor, the vendor should be
contacted promptly to request a refund.
? The last day Interfaced vouchers can be loaded is Tuesday, June 24, 2014.
? All vouchers to create payments on the last day must be approved prior to the
9:00 a.m. budget check process on Thursday, June 26, 2014. This includes:
New-year vouchers can be entered into Core-CT when all affected budgets are in
place - July 1 at the earliest. Continuing funds will be available July 14, 2014
at the earliest. Ensure that required agency budgets are also available before
approving vouchers.
AP Processing during the Carry-Forward Process in July
The last pay cycle will be processed on July 10, 2014 for all payments scheduled through July 14, 2014; these payments will be dated July 11, 2014. The next pay cycle will not be run until July 14, 2014, which will be dated July 15, 2014. If you have payments that must be dated before July 15, 2014, the vouchers must be entered, matched, approved, and pass the 9:00 am budget check on July 10, 2014 (or earlier.)
Remember to pay special attention to the entry of Receipt Date in the new year. On vouchers for Goods and Services received in the prior year, the agency must enter the actual receipt date. Again, agencies are also reminded not to combine invoices and urged to pay for items received in the old year separately from items received in the new year.
Another reminder for agencies - Journal Vouchers require a Related Voucher ID and credits for prior year expenditures in budgeted funds must be coded to Fund-SID-Account - 11000-18010-44410.
Any questions regarding the accounting for adjustment or reversal vouchers
should be directed to the General Accounting contacts listed on the last page of
this memorandum or Elizabeth Macha in the Accounts Payable Division.
Claims Authorization Form (CO-512)
Form CO-512 is available for downloading from the Office of the Comptroller's
website at http://osc.ct.gov/agencies/forms/index.html . The original
hard-copy form must be completed and forwarded to the Comptroller's Office,
Accounts Payable Division, 55 Elm Street, Hartford, CT 06106 Attention: Linda
Arn by Friday, June 13, 2014.
The CO-512 must contain the names of all agency personnel with the final
approver role(s) listed below. The Encumbrance or Expenditure box must be
checked based on their authorization. Any forms with both boxes checked for one
individual will be rejected for segregation of duties.
Final Approver Roles -
Commitment Roles:
All information must be completed in the designated contact section.
The 'new' box on the CO-512 form should only be checked off at the beginning of
each fiscal year. Any changes thereafter should have the 'update' box checked.
The 'effective date' should be the same date as the Core-CT Application Security
Request Form CO-1092 and an updated CO-512 form must be submitted at that time.
When submitting an updated CO-512 form, all final approvers must be listed. This
updated form will supersede all previously submitted forms. Therefore, all
employees with final approver roles must be listed on the updated form.
The signature of the agency head (Commissioner, Executive Director, etc.) must
appear on all Claims Authorization Forms to certify that the listed personnel
are authorized to encumber or expend funds on their behalf. An updated CO-512
form must be submitted when there is a new agency head.
Encumbrance and expenditure documents may not be processed for the new fiscal
year if the authorization form is not received by June 13, 2014.
Payrolls
The bi-weekly pay period Friday, May 30, 2014 through Thursday, June 12, 2014
scheduled for payment on Friday, June 27, 2014 is the final payroll charged to
appropriations for Fiscal Year 2014.
Semi-monthly and any payrolls which will be paid June 30, 2014 will also be charged to Fiscal Year 2014 appropriations.
Payroll checks dated in July will be charged to Fiscal Year 2015 appropriations.
GL Journal Corrections
Spreadsheet or Online journal entry corrections for Fiscal Year 2014 may be submitted until Tuesday, July 8, 2014. After that date, no additional corrections will be accepted to Fiscal Year 2014 transactions.
Detailed instructions concerning spreadsheet or online GL journal payroll corrections are available on the Core-CT web site under General Ledger Job Aids. Both fringe benefit and non-fringe benefit payroll corrections may be processed via the spreadsheet journal process.
There are also detailed instructions on spreadsheet journal entries available on the Core-CT web site under General Ledger Job Aids.
General Ledger for Fiscal Year 2014 will close on Thursday, July 10, 2014 starting at 12:00 p.m. The Core-CT Financial system will not be available until Monday, July 14, 2014.
Statewide GAAPClosing and Schedule of Federal Financial Assistance
As in prior years, a detailed GAAP closing package will be distributed prior to fiscal year end. The purpose of the GAAP closing, which is separate from the legal closing outlined above, is to allow the Comptroller to report in conformance with Generally Accepted Accounting Principles. This is required, in part, for the state to maintain a favorable bond rating.
As in the past, in conjunction with the GAAP closing package, agencies will be requested to provide a Schedule of Federal Financial Assistance. This report is critical to the Single Audit Report prepared by the Auditors of Public Accounts. A set of detailed instructions will be issued to each agency that receives federal financial assistance.
Asset Management and Inventory
The Asset Management Fiscal Year 2014 Open Accounting Period will close on Wednesday, July 9, 2014.
Agencies must process all Fiscal Year 2014 Financial Adds, Adjustments, Retirements/Reinstatements, Re-categorizations, and Transfers by noon Tuesday, July 8, 2014. After that date, these transaction types will be booked as Fiscal Year 2015 transactions.
Remember that Fiscal Year 2014 transactions recorded in July, up to and including July 8, 2014, must reflect a June 2014 Accounting Date. This will ensure that these transactions will be included in FY 2014 Financial Reports and Statements.
Transaction Loader items for Fiscal Year 2014, that has not been loaded by close of business on Tuesday, July 8, 2014, will be changed to error status. The affected assets will have to be entered in Basic Add with all pertinent purchasing, receiving, and vouchering information. Regular review of Transaction Loader is recommended to help minimize year-end maintenance.
Asset Management and Inventory Modules (CO-59)
The Asset Management/Inventory Report/GAAP Reporting Form, CO-59 is an annual report of all capitalized real and personal property owned by each state agency. This report must be submitted by October 1, 2014 and must reflect the sum total of the physical inventory as of June 30, 2014. All Executive Branch agencies must use the Core-CT Asset Management Module to complete the information requested on the CO-59. Agencies using the Inventory Module or a separate inventory system are required to report their stores and supplies inventory on the CO-59.
Agencies not using the Core-CT Asset Management module are still required to report their assets on the CO-59 using their asset management systems.
Executive Branch agencies are expected to use the Asset Management and Inventory queries below to complete the CO-59 form for Fiscal Year 2014. If the values recorded on the CO-59 do not reconcile with Core-CT, the agency must provide a written explanation of the discrepancy in an attachment.
Asset Management Queries
CT_CORE_FIN_AM_COST_POS - Select this query to calculate the positive cost of
assets for a range of accounting dates for the CO-59 report.
CT_CORE_FIN_AM_CO59_POS_DETAIL - Select this query for detail information to
support the above query.
CT_CORE_FIN_AM_COST_NEG - Select this query to calculate the negative cost of
assets for a range of accounting dates for the CO-59.
CT_CORE_FIN_AM_CO59_NEG_DETAIL - Select this query for detail information to
support the above query.
Inventory Queries (Stores and Supplies) for those agencies that use the Inventory Module
CT_CORE_FIN_IN_CO_59_RCV - Select this query to calculate the items in inventory
for a range of transaction dates for the CO-59.
CT_CORE_FIN_IN_CO_59_DEP - Select this query to calculate the depletions of
items in inventory for a range of transaction dates for the CO-59.
Asset Management Report
AMAS2000 - Cost Activity Detail Report - Select this report to assist with the
physical inventory reconciliation. The path for this report is: Asset
Management>Financial Reports>Cost and Depreciation>Cost Activity. The final
report cannot be run until after July 14, 2014.
The CO-59 form is now available for reporting assets by downloading it from the
OSC website at http://osc.ct.gov/agencies/forms/index.html.
The completed CO-59 should be forwarded to the Comptroller's Office, Fiscal
Policy Statewide Services, 55 Elm Street, Hartford, CT 06106 Attn: Richard Esten.
Questions regarding the completion of the CO-59 should be directed to:
OSC.Assets@ct.gov.
If you have any questions, please contact the following:
| EVENT | Due Date |
| e-Pro - Requisition Reconciliation - Tuesdays and Fridays | 4/15/14 |
| Chartfield changes for FY 2014 including Payroll Combinations - adds/deletes | 5/01/14 |
| Budget Structure changes due by | 5/02/14 |
| Budget Reference Consolidation changes due by | 5/02/14 |
| Request continuation of budgeted funds to OPM | 5/05/14 |
| First quarter allotment requests due to OPM - obtain due date from your budget analyst | |
| e-Pro Requisition Recon - to be run nightly starting | 5/19/14 |
| Creation of new combo codes ceases for FY 2015, on or about | 5/31/14 |
| AP - last date to pay Inter-agency bills | 6/06/14 |
| Position Review/Clean Up/Approvals must be completed by | 6/13/14 |
| AP - Claims Authorization forms (CO-512) due by 5:00 p.m | . 6/13/14 |
| FY 2014 combo codes - effective | 6/13/14 |
| BI - Inter-agency Bills must be received by | 6/16/14 |
| AP - Payment Cancellation forms (CO-790) due by 5:00 p.m. | 6/19/14 |
| e-Pro - ITD-10s last day to be approved by close of business | 6/19/14 |
| e-Pro - last DAS-BID entered by close of business | 6/20/14 |
| e- Pro - last requisition entered by close of business | 6/20/14 |
| Inactivating C/Fs - close A/R items | 6/23/14 |
| Position Data Lock Out (users have view only access) Initiated | 6/23/14 |
| AP - last night for interfaced vouchers | 6/24/14 |
| A/R - last date to apply Inter-agency payments | 6/26/14 |
| A/R - Close all On Account (OA) payments | 6/26/14 |
| AP - last day for vouchers to be paid (approved by 9:00 a.m.) | 6/26/14 |
| AP - Delete Unposted Vchrs (except for JVs and ZPC vchrs) after State Pay Cycle | 6/26/14 |
| AP - Adjs and Reversals vouchers for ZPC - approved before 3:00 p.m. | 6/26/14 |
| AP - Last Zero-Dollar Pay Cycle by 9:00 a.m. | 6/27/14 |
| Position Data Lock Out Removed | 6/27/14 |
| Payroll - last bi-weekly and semi-monthly payroll check date posted to FY 2014 | 6/27/14 |
| PO - Close POs that are not rolling by 4:00 p.m. | 6/27/14 |
| ePro - Close requisitions by 4:00 p.m. | 6/27/14 |
| AP - module closed at 12:00 p.m. | 6/27/14 |
| Balance Federal and other grants and Insurance Recoveries by | 6/27/14 |
| Billing module closed at 3:00 p.m.(except ISF units) | 6/30/14 |
| First quarter allotments from OPM to OSC | 7/01/14 |
| GL - balance sheet accounts rolled | 7/01/14 |
| Billing module opened for new FY transactions | 7/01/14 |
| Billing module closed for Internal Service Fund units after the 10:00 a.m. batch | 7/03/14 |
| A/R - module closed at 10:00 a.m. | 7/03/14 |
| PO Roll from 7/1/14 through | 7/04/14 |
| A/R - module opened for new FY transactions | 7/07/14 |
| PO and e-Pro modules - access restored | 7/07/14 |
| GL - last date for FY 2014 SSJs or Online Journal Entries | 7/08/14 |
| AM - last transaction date for FY 2014 assets (noon end) | 7/08/14 |
| AM - close FY 2014 | 7/09/14 |
| Core-CT Financials will be unavailable from 12:00 p.m. | 7/10/14 |
| Payroll - first payroll check date posted to FY 2015 | 7/11/14 |
| Continued Funds available | 7/14/14 |
| Lapsing appropriations not renewed in FY 2015, lapsed | 7/31/14 |
| AM - AM/Inventory Report / GAAP Reporting form (CO-59) | 10/1/14 |
Return to Index of 2014 Comptroller's Fiscal
Year End Instructions
Return to Index of Comptroller's Memoranda
Return to Comptroller's Home Page