FY17 Year-End Closing Guidance

The following information outlines the procedures, guidance and deadlines relating to the FY2017 fiscal year close.


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General Timeline


The published fiscal year deadlines are essential to ensuring that the University will be able to issue its year-end financial statements within the mandated time frame.  FY2017 deadlines are consistent with the FY2016 deadlines; there is no significant change to the timeframes from last fiscal year end.   


Schools and departments may wish to set earlier internal deadlines for fiscal year-end close activities to enable them to meet the Finance Division deadlines.


CUMC departments should also refer to the annual closing calendar and closing guidance sent by Ting Shi via email on April 24, 2017. Unless otherwise noted below, CUMC departments should contact Ting Shi (ts2486@cumc.columbia.edu) regarding questions related to the CUMC closing process.


Overview of the Closing Process

During July 2017, ARC will be available for both FY17 (old fiscal year) transactions (June 30, 2017 and prior) and FY18 (new fiscal year) transactions (July 1, 2017 and after).  FY18 will be available beginning Monday, July 3, 2017, please note that FY18 opening fund balances will be updated nightly for FY17 activity during the closing period.  From July 3, 2017 to July 18, 2017, users will be able to make necessary adjusting entries in FY17 to record accruals and cost transfers as well as clear fund balance overdrafts and sponsored project overruns.  PAC is available for the clearing of payroll suspense until Friday July 14, 2017.  
As of the close of business on Tuesday, July 18, 2017, all direct revenue and expense entries, accruals, cost transfers, and transfers between departments must be complete.  Between Wednesday, July 19, 2017 and 6pm Friday, July 21, 2017, ARC will remain open for the purpose of transferring fund balances and clearing overdrafts.  
Schools and departments may set earlier dates for completion of these processes – please check with your school/department senior business officer.  At 6pm on Friday, July 21, 2017, schools and departments will no longer have access to the journal entry modules in ARC.  On Monday and Tuesday, July 24-25, 2017, the Office of Management and Budget will be reviewing overdrafts and working with the departments to clear any remaining overdrafts.  On Tuesday, July 25, 2017, the Controller’s Office will process the standard allocations for the fiscal month of June.  Final COBs for June 30, 2017 will be available on Wednesday, July 26, 2017.
Senior management will conduct its review of payroll suspense and grant overruns based on the activity recorded as of July 12, 2017.  To the extent possible, all journal entries, internal transfers, payroll suspense and grant overruns should be completed and posted by that date. Schools and departments must clear all overdrafts no later than Friday, July 21, 2017. Senior management will conduct its final review of overdrafts based on the activity recorded as of July 21, 2017.



Contact Us

For questions regarding Accounts Payable and P-card, contact Rich Mead (212-851-9701, rm2161); Purchasing, contact Hugh Horowitz (212-854-4111, hh2143); Payroll, contact Frank Iovino (212-851-2820, fi2114); Development, contact Larese Miller (212-851-7995, lm2137); and General Ledger, contact Michael Kerstan (212-854-1030, mk1225).  
For other questions regarding year-end closing, please contact the Finance Service Center.  An incident or service request can be logged by using the self-service web form or by phone: 212-854-2122 during the following hours: Monday, Tuesday, and Thursday, 9:00 am – 5:00 pm; Wednesday 9:30 am – 5:00 pm; Friday 9:00 am – 4:00 pm.