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UT Dallas - Finance Division

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Year-End FY09 Closing Resources

Coordination Meeting

On July 22nd, 2009 a meeting was held to kick off the FY09 Year-End Closing.
A Powerpoint presentation of that meeting is available here.

Master Schedule

Date Deadline
August 4 Purchase Requisitions $25,000 & greater with FY09
August 7 Electronic distribution of account listings
August 10 August airfare cutoff to be accrued against FY09 budget
August 11 All other Purchase Requisitions w/ FY09 funds
August 14 Purchasing Cards w/ FY09 funds, large print jobs from FY09 funds.
Physical Inventories, Account receivable and revenues not recorded by SIS.
August 17 SOS orders (order placement) w/FY09 funds
August 19 Small print jobs to the Print Shop for FY09 billing
August 20 BAF processing
August 21 SOS paperwork, A/P Vouchers, Travel Vouchers must be presented to Accounts Payable for payment in FY09; documents received after 8/24 will be accrued in FY09, travel expenditures, StaplesLink orders, Reimbursement of Petty Cash receipts.
August 26-27 HRS downtime
August 28 Account Corrections Deadline
September 2 All files for automated journal entries should be submitted to Production for processing, All IDTs for August business should be delivered to the Controller's office, account corrections.
September 3-4 FY09 preliminary close
September 4 Preliminary August reports will be distributed, Distribution of the Letters of Representation and the Final FY08 Account Listings.
September 8 General Ledger reconciliations signed and returned
September 10 by Noon Adjustments deadline.
September 10-11 FY09 final close. FRS will not be available during this period.
September 14 FRS will be available. Final year-end reports will be distributed.
September 25 Letters of representation due to the Controller's Office

Full Year-End Closing FRS Calendar

  • Finance Division
  • Procurement Management
  • Budget Office
  • HRS
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
July 26 July 27 July 28 July 29 July 30 July 31 August 1
August 2 August 3 August 4

(AP-FA feed flag "B")

Req > $25K

 August 5

(AP-FA feed flag "B")

 August 6

Last day for IDT & autoJE
(AP-FA feed flag "B")

 August 7

July month end close (5 PM)

 August 8
August 9 August 10 August 11
Req < $25K

 August 12 August 13

Semi-monthly recaps (8 AM pickup, 11 AM return)

 August 14


Purch Cards
Print jobs
Report Distribution

Phys Inventories		 August 15
August 16 August 17

SOS placement

 August 18

Monthly recaps (8 AM pickup, 11 AM return)

 August 19 Small Print jobs August 20

Semi-monthly recaps (8 AM pickup, 11 AM return)

BAFs

 August 21

SOS paperwork
A/P, Travel Vouchers
StaplesLink
Petty cash receipts

 August 22
August 23 August 24 August 25 August 26

HRS down


 August 27

HRS down

 August 28 August 29
August 30 August 31 September 1

(AP-FA feed flag "B")

 September 2

(AP-FA feed flag "B")

IDTs
AutoJEs

 September 3

(AP-FA feed flag "B")

Accts receivable

1st close

 September 4

Aug month end close (5 PM)

1st close
Prelim reports

 September 5
September 6 September 7 September 8

GL reconciliations

 September 9 September 10

Adjustment (by Noon)

FRS down
Final Close

 September 11

FRS down
Final Close

 September 12
September 13 September 14

FRS available

Final Reports

 September 15 September 16 September 17 September 18 September 19