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Operational Advisory
Office of Operations
Bureau of Financial Operations Support

Advisory Number: 24
Advisory Name:

Fiscal Year End 2016-17 Important Dates

Date Issued: 02/04/2016 Date Last Updated: 03/06/2017
Subject:
Fiscal Year End 2016-17 Important Dates

Guidance:
In preparation for Fiscal Year End 2016-17 the Office of the State Comptroller (OSC) has updated the Guide to Financial Operations Chapter XV – End of Year regarding needed information and final deadlines pertaining to the end of New York State fiscal year.

Chapter XV – End of Year should be read in its ENTIRETY, since it contains updated and/or new information on topics such as payroll, uncashed checks, journal vouchers/entries, revenue deposits, fringe benefit and indirect cost assessments, and State payments. For specifics, please visit the Guide to Financial Operations, Chapter XV.

Within this advisory you will find dates providing the least interruption to state business.  These dates are presented in a table format for easy reference.  Additionally, the dates are posted on the Agency Calendar.

Date

Transaction Type

Entry Method

Activity Description

3/15/2017

Expense Reports

Online

Recommended last day for employees at online agencies to initiate or change Expense reports in order to allow for both agency processing and OSC approval and payment by 3/30/17.

3/23/2017

GL Journals

Online/Bulkload

Last day to submit General Ledger Journal entries requiring OSC approval in order to ensure approval and posting by 3/30/17. General Ledger Journal Entries not posted will be rejected and deleted.

3/24/2017

Budget
Transfer
Journals

Online/Bulkload

Last day to submit Budget Transfers or Interunit Budget Transfers to DOB for approval and subsequent posting by OSC.

3/27/2017

Expense Reports

Bulkload

Last day to bulkload Expense Reports in order to ensure OSC approval and payment on or before 3/30/17.

Expense Reports bulkloaded after this date have no assurance of being OSC approved and paid.

3/27/2017

Vouchers

Bulkload

Last day to bulkload Vouchers in order to ensure OSC approval and payment on or before 3/30/17. Vouchers bulkloaded after this date have no assurance of being OSC approved and paid.

3/28/2017

Federal Funds

DOL

Last day for any transactions charging Federal funds to be posted, to ensure Federal reimbursement funds are received by 3/31/2017.

3/29/2017

Federal Funds

DOL

Last day to approve Federal Bills for the draw to ensure Federal reimbursement funds are received by 3/31/2017.

3/29/2017

GL Journals

Bulkload

Last day to submit bulkload General Ledger Journal Entries not requiring OSC review and approval.

3/30/2017

Revenue Deposits

Bulkload

Last day to submit bulkload Revenue transactions.

3/29/2017

Expense Reports

Online

5:00pm is the latest time to submit online Expense Reports in order to ensure OSC approval and payment on or before 3/30/17.

3/29/2017

Vouchers

Online

5:00pm is the latest time to submit online Vouchers in order to ensure OSC approval and payment on or before 3/30/17.

3/30/2017

Insufficient Cash

Online/Bulkload

Last day to fund any payments not being paid due to insufficient cash.

3/29/2017

Federal Funds

Online/Bulkload

Last day for any fully approved and posted transaction charging Federal funds to ensure Federal reimbursement funds are received by 3/31/17.

3/30/2017

Refund of Appropriations

Bulkload

Last day to submit to OSC BSAO and Treasury bulkload Refund of Appropriations (AS1286-S) documents in order to ensure processing and OSC approval by 3/31/17.

3/30/2017

Vouchers

Online/Bulkload

Lapsing:
Vouchers that charge appropriations scheduled to lapse at the end of March 2017 should have a scheduled payment date no later than 3/30/17.  Lapsing Vouchers with scheduled payment dates after 3/31/17 will be deleted.

3/30/2017

Vouchers

Online/Bulkload

Scheduled payment dates for all Voucher types, excluding certain NYS Tax Department Refund Vouchers as prescribed by OSC BSAO, must be on or before 3/30/17.

Vouchers approved by OSC with future payment dates will require no action.  They will be paid in the next cycle period or on the designated payment date.

Vouchers that have passed budget check, but are pending approval by OSC, will be deleted as part of the system clean-up.

Vouchers in a failed budget check status will be deleted as part of system clean-up.

3/30/2017

Expense Reports

Online/Bulkload

Expense Reports in submitted for approval or pending approval status will be denied back to the traveler.

Expense Reports approved by OSC will pay in the next pay cycle.

3/30/2017

Journal
Entries

Online

Last day to submit:

  • Online General Ledger Journal Entries that do not require OSC approval
  • Online Refund of Appropriations
    (AC1286-S)
  • Online Revenue Transactions

3/30/2017

Federal Funds

Online/Bulkload

Last day for OSC to request a Federal Draw.

3/30/2017 – 4/05/2017

All

Online/Bulkload

Agencies cannot access SFS Production after 3pm on 3/30/17. SFS will be closed to users for Lapsing and FYE.

  • Any General Ledger Journal entry not approved and posted will be rejected and deleted, after the 3/30/2017 nightly batch.
  • Any Vouchers or Expense Reports not approved and posted will be rejected and deleted after the 3/30/2017 nightly batch.
  • Any Refund of Appropriation transaction not budget checked will be deleted on 03/31/2017.
  • Any Budget Journal, Budget Transfer or InterUnit Budget Transfer not posted will be deleted.

Expected date to re-open SFS Production access to agencies: Thursday, April 6, 2017 - pending completion of the Lapsing, FYE and catch up process for the blackout period. 

A System Alert will be sent out by the SFS Help Desk when agencies may officially resume access into the SFS.

Note: If your agency requires a mandatory transaction on any of these blackout dates, refer to the Guide to Financial Operations Chapter XII Section 10.B - Business Continuity Plan– Critical Payments During an Emergency for more information.


Reference:
PPlease contact the Bureau of Financial Operations Support (BFOS) with any general questions you have regarding the content of this advisory. BFOS can be reached at (518) 486-9857 or via email at Financial Operations Support (FinancialOperationsSupport@osc.state.ny.us).

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