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Operational Advisory
Office of Operations
Bureau of Analysis, Support, and Knowledge Transfer (ASK)

Advisory Number: 24
Advisory Name:

Fiscal Year End 2019-20 Important Dates

Date Issued: 02/04/2016 Date Last Updated: 03/26/2020

As a result of the COVID-19 response, OSC has adjusted some FYE due dates. Transactions due prior to March 29th will now be accepted until 5:00PM Sunday March 29th.

Subject:
Fiscal Year End 2019-20 Important Dates

Guidance:

In preparation for Fiscal Year End 2019-20, 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, and State payments. For specifics, please visit the Guide to Financial Operations, Chapter XV - End of Year.

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.


Transaction Type

Entry Method

Activity Description

Date

All

Online/ Bulkload

To complete the fiscal year and close the financial records, Agencies users cannot access SFS Production financial functions after 5pm on March 30, 2020.

SFS will be unavailable for financial transactions during the FYE event beginning at 5pm until the completion of the event. Users of non-financial functions will continue to have access to the functionality as authorized by SFS for their business needs.

SFS has made improvements to the FYE processes which have resulted in changes in capabilities from previous events

  • All vouchers including Refund of Appropriation vouchers, submitted via bulkload and not approved by close of business 3/30/2020, will be deleted after the 3/30/2020 nightly batch if they reference a purchase order or have budget activity.
  • Any vouchers entered online, including Refund of Appropriation vouchers, will NOT be deleted and will remain available for use after fiscal year end processing.
  • All expense reports (online and bulkload) not approved and posted by 3/30/2020 will be denied back to the user after Agency lockout.
  • Any Budget Journal, Budget Transfer or InterUnit Budget Transfer not posted will be deleted on 3/31/2020.

A System Alert will be sent out by the SFS Help Desk when agencies may officially resume work on financial transactions. An extended FYE event is not anticipated. Upon resumption, Agencies may resume work with appropriation in force or for lapse period processing. New fiscal year appropriations are dependent of the budget process and cannot be placed into SFS transacting until budget processes are complete.

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

 

Budget Transfer Journals Online/Bulkload Last day to submit Budget Transfers or Interunit Budget Transfers to DOB for approval and subsequent posting by OSC.

3/24/2020

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 3/30/2020.

3/16/2020

Expense Reports Bulkload Last day to bulkload Expense Reports in order to ensure OSC approval and payment on or before 3/30/2020.

Expense Reports bulkloaded after this date have no assurance of being OSC approved and paid.
3/29/2020
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 3/30/2020. 3/29/2020
Federal Funds DOL Last day for any transactions charging Federal funds to be posted, to ensure Federal reimbursement funds are received by 3/31/2020. 3/29/2020
Federal Funds DOL Last day to approve Federal Bills for the draw to ensure Federal reimbursement funds are received by 3/31/2020. 3/29/2020
Federal Funds Online/ Bulkload Last day for any fully approved and posted transaction charging Federal funds to ensure Federal reimbursement funds are received by 3/31/2020. 3/29/2020
General Ledger Journals Online/Bulkload Any General Ledger Journal entry not approved and posted will be deleted, after the 3/30/2020 nightly batch. 3/30/2020
GL Journals Online/ Bulkload Last day to submit General Ledger Journal entries requiring OSC approval in order to ensure approval and posting by 3/30/2020. General Ledger Journal Entries not posted will be rejected and deleted. 3/23/2020
GL Journals Online Last day to submit online General Ledger Journal Entries not requiring OSC review and approval. 3/30/2020
GL Journals Bulkload Last day to submit bulkload General Ledger Journal Entries not requiring OSC review and approval. 3/29/2020
Insufficient Cash Online/ Bulkload Last day to fund any payments not being paid due to insufficient cash. 3/30/2020
Refund of Appropriations Online/ Bulkload Last day to submit to OSC BSAO and Treasury bulkload Refund of Appropriations (AC1286-S) documents in order to ensure processing and OSC approval by 3/31/2020. 3/30/2020
Revenue Deposits Online/ Bulkload Last day to submit Revenue transactions. 3/30/2020
Vouchers Bulkload Last day to bulkload Vouchers in order to ensure OSC approval and payment on or before 3/30/2020.

*Review scheduled pay dates. In order to pay by FYE vouchers must contain a scheduled pay date of 3/30/2020 or before.

Vouchers bulkloaded after this date have no assurance of being OSC approved and paid.
3/29/2020
Vouchers Online 5:00pm is the latest time to submit online Vouchers in order to ensure OSC approval and payment on or before 3/30/2020.

*Review scheduled pay dates. In order to pay by FYE vouchers must contain a scheduled pay date of 3/30/2020 or before.
3/29/2020
Vouchers Online/ Bulkload

Lapsing:
Lapsing Vouchers: Approved, posted, and not paid vouchers that reference lapsing appropriations with scheduled payment dates after 3/30/2020 will be closed.

Vouchers that charge appropriations scheduled to lapse at the end of March 2020 should have a scheduled payment date no later than 3/30/2020. Lapsing Vouchers with scheduled payment dates after 3/30/2020 will be deleted.

3/30/2020
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 3/30/2020.

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.
3/30/2020

Please contact the Bureau of Analysis, Support and Knowledge Transfer (ASK) with any general questions you have regarding the content of this advisory. ASK can be reached at (518) 408-4156 or via email at Financial Operations Support (FinancialOperationsSupport@osc.ny.gov).

 

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