T: \ Excel \ DATA \ AUDIT \ 20 AUDIT \ FY 20 YearEndDates.doc page 1 of 2 Interoffice Memorandum May 1 9 th , 20 20 To: Paul Gilbert Blythe Russian Brian Nolan Mark Whaley Chris Pauley Kathy Brooks All Park Managers Cc: Lauren Weaver Azeana Roehn Fay N guyen Lisa Goggins From: Janet Treerapong Re: Year End Proce s sing With the fiscal year - end (June 30 , 20 20 ) 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 201 9 - June 2 0 20 ) invoices for payment and approve in PN3. I f required, make sure purchase orders are prepared and approved by cutoff date – July 8 th • I f you are planning expendi tures to be charged to your FY 20 budget, you must incur the cost/receive deliver y on or before June 30 , obtain a vendor invoice and upload and have approval in PN3 by cutoff date – July 8 th . Y ou cannot carry forward any left over budget dollars • Respond promptly to all tasks from Lisa, uploading receipts, coding and approving within 4 d ays • R eview 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 i nvoices and PO’s as soon as you get them. T his is especially important as we near the July 8 th deadline (see below). Wednesday, May 2 0 • E quipment inventory sheets uploaded to Dropbox ( this is a new requirement for inventory ) for field staff completion; review current infor mation and mark sheets for additions, chan ges and c orr e ctions due by June 19 th D irect any questions regarding equipment inventory to Azeana Roehn Wednesday , June 2 4 • Payment requests due for June payments (i.e. instructors, entertainers, etc ) must be app roved by Ju ne 2 4 th at the very latest in o rder to be cons i dered as an expense for FY 20 T hese checks w ill be included with the Thursday , June 2 5 th check run T: \ Excel \ DATA \ AUDIT \ 20 AUDIT \ FY 20 YearEndDates.doc page 2 of 2 Interoffice Mémorandum May 1 9 th , 20 20 Page 2 Tuesday , June 30 • P hysical count and record of all resale inventory as of close of busine ss • C ount and r e c o rd 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 in ventory paperwork for week ending Ju ne 30 Verify accuracy of all unit costs a nd make sure th a t a ll inventory items have an assigned unit cost with an accurate inventory count. (No negative quantities or ‘unexplainable’ zero unit costs) 2. P etty cash reimbursement forms as of June 30 and anythi ng from prior months 3. C ash 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 0 8 • deadline for June and all FY 20 invoices and purchase orders i n PN3 must be a p p ro ved by July 8 th Thurs day , July 9 • final check run for June and all FY 20 invoices Thursday, July 1 6 • 1 st G/L close Thursday, July 2 3 • 2 nd G/L close Friday , August 7 • 3 rd G/L close Various members of the accounting staff will be requesting schedules and i n f or mation from you in pre paration 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 any t hing from the a c c ou nting department or ha ve any questions, please do not hesitate to ask.