Interoffice Memorandum - MPatton

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Interoffice Memorandum May 19th, 2020 To: Paul Gilbert Blythe Russian Brian Nolan Mark Whaley Chris Pauley Kathy Brooks All Park Managers Cc: Lauren Weaver Azeana Roehn Fay Nguyen Lisa Goggins From: Janet Treerapong Re: Year End Processing With the fiscal year-end (June 30, 2020) fast approaching, the accounting department is requesting your assistance. In order to make the closing process and audit run smoothly, here are some due dates to remember: June 1-30 • Upload FY 20 (July 2019 - June 2020) invoices for payment and approve in PN3. If required, make sure purchase orders are prepared and approved by cutoff date – July 8th. • If you are planning expenditures to be charged to your FY20 budget, you must incur the cost/receive delivery on or before June 30, obtain a vendor invoice and upload and have approval in PN3 by cutoff date – July 8th. You cannot carry forward any left over budget dollars. • Respond promptly to all tasks from Lisa, uploading receipts, coding and approving within 4 days. • Review all inventory reports to ensure that there are no items with negative quantities or unexplainable zero unit costs or balances. Note: during the months of June and July, please check your PN3 tasks frequently. Approve invoices and PO’s as soon as you get them. This is especially important as we near the July 8th deadline. (see below). Wednesday, May 20 • Equipment inventory sheets uploaded to Dropbox (this is a new requirement for inventory) for field staff completion; review current information and mark sheets for additions, changes and corrections due by June 19th. Direct any questions regarding equipment inventory to Azeana Roehn Wednesday, June 24 • Payment requests due for June payments (i.e. instructors, entertainers, etc.) must be approved by June 24th at the very latest in order to be considered as an expense for FY20. These checks will be included with the Thursday, June 25th check run. T:\Excel\DATA\AUDIT\20 AUDIT\FY 20 YearEndDates.doc page 1 of 2 Interoffice Mémorandum May 19th, 2020 Page 2 Tuesday, June 30 • Physical count and record of all resale inventory as of close of business • Count and record petty cash and change banks as of close of business Wednesday, July 1 • the following schedules/information due to accounting: 1. I-1s (deliveries) with resale inventory paperwork for week ending June 30. Verify accuracy of all unit costs and make sure that all inventory items have an assigned unit cost with an accurate inventory count. (No negative quantities or ‘unexplainable’ zero unit costs) 2. Petty cash reimbursement forms as of June 30 and anything from prior months 3. Cash input sheets for week ending June 30 (June 27 to 30, 2020). All park managers must submit paperwork by close of business - July 1. No exceptions. Wednesday, July 08 • deadline for June and all FY 20 invoices and purchase orders in PN3 must be approved by July 8th. Thursday, July 9 • final check run for June and all FY 20 invoices Thursday, July 16 • 1st G/L close Thursday, July 23 • 2nd G/L close Friday, August 7 • 3rd G/L close Various members of the accounting staff will be requesting schedules and information from you in preparation for our closing and year end schedules. We will only be asking for what is absolutely necessary and will give you as much lead-time as possible. In advance, thank you for your support. If you need anything from the accounting department or have any questions, please do not hesitate to ask. T:\Excel\DATA\AUDIT\20 AUDIT\FY 20 YearEndDates.doc page 2 of 2