julyaugust contracts web request payroll process gaa

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GRANT WOOD AEA COMPUTER SERVICES

• FISCAL YEAR 2009
• YEAR END IN-SERVICE

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GRANT WOOD AEA COMPUTER SERVICES

• CONSULTANTS
• Jerry Stevens
• Bill Olson
• Gene Lawson
• RETIREES
• Al Buck
• Kathy Vande Zandschulp

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Processes
• Payroll Accruals
• July/August Contracts - web Request Payroll
  Process GAAP Payroll Accrual (UPACCRUE)
• Request after final payroll w/June check dated.
• Add contracts for June time paid in July or
  August (i.e. drivers ed, sports, etc.).
• Multiple Batches created for FY 09 posting to
  July August.
• Bxx-0-0-0-461-000
• Board Share FICA and IPERS computed.
• FICA Computed based on PRE TAX Deductions
• IPERS 6.65 Board Share contribution.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Processes
• (continued)
• Payroll Accruals
• Time worked in June, paid in July or August - web
  Request Payroll Process GAAP Payroll Accrual
  (UPACCRUE)
• Enter June units.
• Request unit accrual.
• Review output/batch. If okay enter July time.
• Bxx-0-0-0-461-000
• Board Share FICA and IPERS computed.
• FICA Computed based on PRE TAX Deductions
• IPERS 6.65 Board Share contribution.
• Vacation (UPVACACR) - if applicable
• Board Benefits (UP0134BD) - if applicable

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Processes
• (continued)
• Payroll Leave Fiscal Year End (if applicable)
• Finish entering leaves for fiscal year.
• Status Report (UP0350)
• Leave Notification Letters (UP0352) if
  applicable
• Shows beginning balance, usage and ending
  balance.
• Rollover (UP0345)
• Must occur before entering leaves for new fiscal
  year.
• Status Report (UP0350) - Review beginning
  balance.
• Leave Notification Letter (UP0352) if
  applicable
• Shows beginning balance for new fiscal year.
• Leave Rollover for Specific Types (UP0341) if
  applicable

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Processes
• (continued)
• Accounts Receivable Fiscal Year End
• Do All Invoices Print for FY09
• Rollover (AR0090) need last invoice .
• Purchase Orders Fiscal Year End
• Web PO - allow FY 10 requests.
• Web PO - Fiscal Year End Process.
• Required by 7/31/09.
• If POs sent to mainframe choose an option
• Option 1 delete from G.L. start FY 10 w/no
  POs.
• Option 2 delete from G.L. carry-over to FY 10.
• Option 3 leave in G.L. carry over to FY 10.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Process
• (continued)
• YEAR END JOURNAL ENTRIES
• See page 2 of Fiscal Year End Processes
• AEA Flow Through
• Nutrition
• Asset and Long Term Liabilities
• State Grants
• ISCAP

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year Reminders
• Next Month Check Processing
• Invoice batches that are FY 10 CAR business
  should be run as Next Month Checks write only.
• If FY 09 CAR, keep in separate batch process as
  current month checks. Record in appendix to
  accrue.
• Payroll History
• FY09 created in October 2009.
• Reports Detail and Summary (PDF)
• Burn reports to CD send to client.
• Payroll Fiscal Year End
• Salary Publication text file for newspaper
  option.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year Reminders
• Vendor Filing Labels (UN6650)
• DE Minimum Chart of Accounts Update
• Review DE Website for continual changes.

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GRANT WOOD AEACOMPUTER SERVICES

• Proof the Books
• July 1 Beginning Fund Balances to CAR
• Log into DE Secured Website, View Reports,
  Balance Sheet by Fund - Compare Equity amounts to
  Accounting system.
• Do Adjusting Journal Entries (AJE)
• Review web Finance 07-08 CAR Upload Journal
  Entries for balance sheet accounts.
• Create FY 09 AJEs for balance sheet accounts.
• Review Audit and compare to Books
• Do upward/downward adjustments JEs.
• Do NOT use Fund Balance account DE Upload will
  produce an error.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Accounting Processes
• Chart of Account Test Upload Process
• Web Finance
• Extract data for download from the Navigational
  panel in the Web Finance or if not visible select
  Admin Function and then select Extract data for
  download.
• Log into DE Secured web site
• Do DE CAR Test Upload process to identify any
  errors
• Identify errors and fix in a timely fashion. Ask
  for consultant guidance if necessary.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Accounting Processes
• Preliminary Month 12 Close
• OptionalRecommended
• Balance Cash in Bank to Bank Statements.
• Balance Investments to Investment Statements.
• Review Account Tag Report balances.
• If you have not proofed your books, do so now.
• Refer to Proof The Books slide. (back two slides)
• Review Year End JEs checklist.
• Month 12 Close use date 6/30/09
• OptionalStrongly Recommended
• No Accruals
• Skip to Fiscal Year End Process

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Accounting Processes
• ACCRUAL JOURNAL ENTRIES
• Nutrition Food Inventory
• Nutrition Unearned Revenue
• Nutrition Accounts Receivable
• Enterprise Funds Consumable Supplies Inventory
• ISCAP Interest, both Series
• Governmental Funds Consumable Supplies Inventory
• Federal Grants Deferred Revenue
• Property Tax Deferred Revenue Succeeding Years
• Income Surtax Receivable
• Retirement, Sick Leave, Vacation (if applicable)

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GRANT WOOD AEA COMPUTER SERVICES

• GAAP Basis
• Accruals
• Separate batches for FY 09 July business.
• Separate batches for FY 09 August business.
• Separate batches for FY 10 July business.
• Separate batches for FY 10 August business.
• Do not mix FY 09 and FY 10 business.
• Accrual Batches
• Warrants
• Receipts
• Payroll/Vacation
• Journal Entries (i.e. Federal Grants, Food and
  non-food inventories, ISCAP Interest A B,
  Retirement, Sick Leave)

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GRANT WOOD AEA COMPUTER SERVICES

• Check Processing
• July August FY 09 Business
• Keep Warrants, Manuals, Electronic Pays and Voids
  in Separate Batches.
• Keep July and August business in separate
  batches.
• Post as current month date checks in month
  processed.
• Record in Log.
• Request Program to create Payables Increase
  Cash Prior to Preliminary GAAP Close.

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GRANT WOOD AEA COMPUTER SERVICES

• Check Processing
• (continued)
• July August FY 10 Business
• Keep FY Warrants, Manuals, Electronic Pays and
  Voids in Separate Batches.
• Keep July and August business in separate
  batches.
• Process Warrants as Next Month Checks.
• Do NOT post Manuals, Electronic Pays or Voids.

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GRANT WOOD AEA COMPUTER SERVICES

• Revenue Processing
• July August FY 09 Business
• Keep Receipts in a separate batch.
• Keep July and August business in separate
  batches.
• Keep Estimated Receipt in Individual Batch.
• Post as current month business.
• Record in Log
• Request Program to create Receivables Reduce
  Cash Prior to Preliminary GAAP Close.

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GRANT WOOD AEA COMPUTER SERVICES

• Revenue Processing
• (continued)
• July August FY 10 Business
• Keep Receipts in Separate Batches.
• Keep July and August business in separate
  batches.
• Do NOT post.

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GRANT WOOD AEA COMPUTER SERVICES

• Payroll JE Processing
• Payroll/Benefit/Vacation
• Accrual Process created FY 09 batches and FY 10
  July and August batches.
• Post FY 09 batches as current month business.
• Do NOT post FY 10 July August batches.
• Journal Entries
• Keep July and August business in separate
  batches.
• Create reversal batch for FY 10 before posting
  original batch as current month business.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Accounting Process
• CAR Upload
• GAAP Basis
• Review GAAP Basis Trial Reports
• Request FY 09 Month 13 GAAP Basis Reports Close
  use FY09GAAP for date
• Consider PDF and archive process.
• FY 09 Year End Process
• FY 10 Business
• Client should follow processes outlined in the
  Accounting Process Client is called with ok to
  get CURRENT.
• Document.

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GRANT WOOD AEA COMPUTER SERVICES

• Fiscal Year End Accounting Processes
• Chart of Account Upload Process
• Web Finance
• Access 08-09 CAR database.
• Create DE CAR upload file and save to desktop.
• Log into DE Secured web site
• Do DE CAR Upload process to identify any errors
• If adjustments are necessary, do Journal Entry
• If GAAP Close is done, use web Finance Fiscal
  Year 08-09 CAR CAR-COA Upload function.
• Error free and adjustments made, CERTIFY!

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GRANT WOOD AEA COMPUTER SERVICES

• OTHER WEB APPLICATIONS
• GW Users Community
• Icon available via Document Storage, Request,
  Check Print and Fixed Assets screens
• Home Tab
• Weekly Email Archived
• Discussion Forum
• Events
• Other Tabs
• Training
• Testing Module Test Responses

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GRANT WOOD AEA COMPUTER SERVICES

• MISCELLANEOUS
• FY09-10 Contracts
• Fees same as FY08-09
• Language Change for Freedom Requests
• Printing In-House-Large Reports Only
• Archiving
• Banking Info Changes - timing
• HR System Gross Line Load Process
• Budgeting Process
• Iowa Workforce Reporting CY10
• Changes Coming January 2010

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GRANT WOOD AEA COMPUTER SERVICES

• GENERAL REMINDERS
• Hours
• Kathy Briggs 830 am to 5 pm
• GW Van Delivery 06/09 to 08/09
• Monday or Tuesday delivery Only
• UPS Deliveries
• Package ready by 220 pm
• Make arrangements with UPS driver

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GRANT WOOD AEA COMPUTER SERVICES

• GENERAL REMINDERS
• (continued)
• Pick ups at GWAEA
• To be Determined
• Prior arrangements must be made
• Holidays (no GWAEA van delivery)
• Sat. July 4th Closed Friday July 3rd
• September 7th
• All Agency In-service
• August 17th pm only

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GRANT WOOD AEA COMPUTER SERVICES

• Web Business Systems
• Finance
• Balance Sheet Project Numbers
• Closing Accounts in New System-(Handout)
• Clean up Ledger (UFD0821)
• Cut-off date 6/30/XX.
• Clean up Dictionary (UFDDICT)
• Clean up Vendors (UN9200)
• 1099 mismatch (UFD0937)
• Web User List
• Review and Clean up Web Access

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GRANT WOOD AEA COMPUTER SERVICES

• Web Business Systems
• (continued)
• Payroll
• Dictionary
• Unused Codes (Use F12 Key to see if system allows
  deletion)
• Old TSA Codes After Fiscal Year End Process,
  Deductions Codes need to be deleted and then the
  TSA Dictionary Code can be deleted.
• Grant Wood will facilitate this process for you
  with your permission.
• Clean Up Gross Lines UP0226
• Clean Up Deduction Lines UP0237
• Dictionary (UP0246) - Voluntary Deductions
  Records Not Used.

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GRANT WOOD AEA COMPUTER SERVICES

• HAVE A GREAT SUMMER