NCAS
OSC FY 2004 NCAS JUNE MONTHLY OPERATIONS
CALENDAR FOR PERIODS 12, ENDING 06/29/2004 AND 13, ENDING 06/30/04
ACTIVITY SYSTEM DATE COMMENTS
Close prior period GL 06/01 May 2004 is closed
Health Benefits Interface FC 06/01 Health Benefits interface posts first working day of the month.
FA EOY Letter FA 06/01 FA users notified of EOY tasks and schedule.
Balancing to Available Funds Report BC 06/01 Balancing to Available Funds (BC950) report available in X/PTR.
IT Project Reports GL 06/01 IT project reports available in XPTR.
Override Payment terms to pay invoices by June 29, where appropriate AP  06/01 - 06/29
Agencies must override payment terms on invoices for all payments to be issued in FY 2004 by June 29. (All AP transactions to be paid from current year appropriations must have a date no later than June 29.)
SBM Validation Report
 GL  06/01 - 06/29
SBM validation report is available daily in XPTR group OSCOP* GL EOY SBM VALIDATION or run  C-U-SBM-VALIDATION-REPORT in the GLPUBLIC library.
Verify PO Multi-Year Indicators
 PS  06/01 - 06/30
Run PSPUBLIC IE reports C-U-PS-LIST-FUTURE-PO and C-U-PS-LIST-FUTURE-REQ; make any necessary corrections to the multi-year indicators.  Only documents with 05 indicators will be converted to a current encumbrance in the next fiscal year.  Review anything with a prior year indicator.
Review open requisitions PS  06/01 - 06/30
Review all open requisitions by running IE report C-U-PS-REQUISITION-AGING.  Convert open requisitions to PO's, where appropriate.
Delete all requisition headers and purchase order headers with no attached lines PS  06/01 - 06/30
Use the C-U-PS-RE-MAINT report to list all requisition headers with no attached lines and C-U-PS-PO-MAINT-REPORT to list all purchase order headers with no attached lines.
Manually close all purchase orders where no more activity (receiving or invoicing) will take place PS  06/01 - 06/30
The NCAS closes these automatically only when payments are within tolerances.  EFF agencies can use report C-U-AP-INVOICE-STATUS (in the APPUBLIC library) to help identify candidates for manual closing.  There is no report to help non-EFF agencies that do not use online receiving.
Month End Reports GL  06/02 -  06/30
Pre-month end (MOPRE) and current month end (MOCUR) reports (including Universities) available in X/PTR.
Payroll Interface FC 06/03 Run Payroll Interface - Cancellation / Rewrite.
Inventory Recalculation IN 06/05 Inventory recalculation first Saturday of every month.
Saturday Hours ALL 06/05 Production regions up for keying transactions from 9 am to 2 pm. No NCAS Help Desk support available.
Balancing to Available Funds Report BC 06/07 Balancing to Available Funds (BC950) report available in X/PTR.
IT Project Reports GL 06/07 IT project reports available in XPTR.
CMCS Closed for May
 CMCS 06/07 Last day to process May transactions in CMCS (5th business day).
Check Reconciliation CR 06/09 Check Reconciliation tape is posted tonight.
Payroll Interface FC 06/10 Run Payroll Interface - Mid-month.
Submit CI budget code requisitions for CIs funded by bond appropriations CMCS 06/10 Capital Improvements funded by bond appropriation requisitions must be submitted by 11:00 a.m. on this date.
Certified Reports ALL  06/11 Deadline for certifying month end reports (9th working day).
Zero $ Invoices Extracted
 AP  06/11 - 06/29
Bank Account Policy is updated to post zero $ invoices to GL.  Agencies should watch for zero $ checks.
Saturday Hours ALL 06/12 Production regions up for keying transactions from 9 am to 2 pm. No NCAS Help Desk support available.
Balancing to Available Funds Report BC 06/14 Balancing to Available Funds (BC950) report available in X/PTR.
IT Project Reports GL 06/14 IT project reports available in XPTR.
No new companies added until the new fiscal year is opened GL 06/14 - 06/30
Company build process requires multiple production runs and may interfere with year close.
Process cash transfers for CI reversions
CMCS 06/15 Cash transfers for CI reversions to the general fund must be received at OSC by 11:00 a.m. on this date.
Submit CI budget code requisitions for other CIs
 ALL
06/15

Capital Improvement budget code requisitions must be submitted by 11:00 a.m. on this date.
Payroll Interface FC 06/18 Run Payroll Interface - Cancellation / Rewrite.
FY 2005 company fund table created GL 06/18 If 2004 budget fund is added after this date, then 2005 budget fund should also be added.
Inventory Recalculation IN 06/19 Inventory recalculation third Saturday of every month.
Saturday Hours ALL 06/19 Production regions up for keying transactions from 9 am to 2 pm. No NCAS Help Desk support available.
CI Certified Reports due to Central Managers
 ALL
06/21

Certified CI reports for June are due to Central managers on this date.
Balancing to Available Funds Report BC 06/21 Balancing to Available Funds (BC950) report available in X/PTR.
IT Project Reports GL 06/21 IT project reports available in XPTR.
Deadline for transfer of funds for sale of surplus CMCS 06/24 Net proceeds from sale, lease or rental of property should be transferred to OSC by 11:00 a.m. on this date.
Last day for processing electronic vendor payments until the next fiscal year is opened
 ALL 06/25 All electronic vendors are inactivated on this date.
Payroll Interface FC 06/25 Run Payroll Interface - Monthly.
Saturday Hours ALL 06/26 Production regions up for keying transactions from 8 am to 3 pm with a production cycle update. NCAS Help Desk support available.
Balancing to Available Funds Report BC 06/28

Balancing to Available Funds (BC950) report available in X/PTR.
IT Project Reports GL 06/28 IT project reports available in XPTR.
Agencies reconcile all clearing accounts
GL 06/28 All clearing accounts should have a zero balance before certification.
Agencies clear all suspense balances
 GL 06/28 All suspense accounts should have a zero balance before certification.
Review Suspended Batch Master  file GL 06/28 All FY 2004 SBM entries need to be corrected and released.
Close out all travel advances
 AP 06/28 All permanent and temporary travel advances need to be closed.
Agencies end all BC documents
 BC 06/28 End all FY 2004 unfinished BC documents: ON HOLD AWAITING COMPLETION, ON HOLD AWAITING APPROVAL, AND IN PROGRESS.
Last Check Run for FY 2004
 AP 06/29 Last day to request a check run.  PCC Payment date must be no later than June 29.
Non-System Checks AP 06/30 Process non-system check deletes and cancels
Reimburse and close Imprest cash accounts
AP 06/30 Imprest cash should be reimbursed and closed out.  NCAS effective date should be June 29.
Open next period ALL 06/30 A complete production cycle is run to process the final cash basis activities for June and the thirteenth period (6/30) is opened.
Automated closing of PO's MM 06/30 Automated closing of applicable PO's to receiving.
Fixed Assets Monthly Update FA In July Fixed Asset monthly update process for June will occur on July 2.