Please share with the ConnectCarolina Finance users in your school/division. Updates are sent on an as-needed basis.
Top Issues
NEW! May Month-End Close Deadline: Validated campus journal entries and data collect batches (journal imports) should be received by Accounting Services by close of business on (5 p.m.) Wednesday, May 31, for the month of May. Please remember that Accounting will not receive the journal entries until the journal has been budget checked valid and has passed through all required approvals (including OSR, if necessary).
It is critical that journal imports with state funds are submitted on or before this date. Valid entries received past deadline, including valid entries pending departmental approval or with error status, will be deleted from the system.
Trust F&A and State Budget Transaction Guidelines:
- State: State fund budget transactions should be submitted to the Budget, Planning and Analysis Office one day prior to the end of the month to have sufficient time for posting in the month. Please be aware some State budget transactions do not route to Central Office for approval and posting: it will be up to you to monitor and see those approved and posted. With the closing of the month’s activity, budget transactions will be deleted on the first working day in the following month. An email will be sent to alert you of budget entries that have not posted.
- Trust: Trust budget transactions (journals/transfers) should be budget pre-checked, approved by department, and submitted to Accounting Services for approval one day prior to the end of the month. Please note that trust budget transactions not received by Accounting Services before month-end will be deleted by Accounting Services.
- F&A: Please be aware F&A budget transactions do not route to Central Office for approval and posting; it will be up to you to monitor and see that transactions have been approved and posted.
Helpful Hint: Budget pre-checking all budget transactions will catch errors and help Central Offices approve and post more efficiently.
Month-end close deadlines are continually updated on the Accounting Services webpage. Bookmark this page to see the latest info in between updates.
NEW! June 16th Deadlines Are Fast Approaching. School/department staff should be checking daily to make sure vouchers are through department workflow and don’t have any errors. Vouchers not through departmental workflow by the June 16 deadline will be deleted. All voucher entry (and requisitions and POs) needs to be complete by 5 p.m. – no exceptions.
Central offices are noticing a large number of purchase orders/invoices that have not been received by campus schools/departments. Please ensure your school/department’s receiving is caught up so that payment can be made.
REMINDER! Year-End Deadlines. Remember that there is not one month-end close date for June, but rather there are a series of month-and year-end close dates. Information concerning the year-end procedures and dates that documentation must be received for payment in the fiscal year ending on June 30 are detailed in the FYE memo and FYE 2017 Task Checklist for Campus.
NEW! Preliminary Rollover. The preliminary rollover of all funding sources for active appointments and positions into FY2018 will occur at 5 p.m. on May 30, 2017. This initial rollover will allow departments to begin submitting Job Changes, Transfers, and Funding Swaps effective July 1, 2017 and beyond. Departments may continue to submit ePARs effective for FY2017 and the final rollover will be done at 5 p.m. on June 30 to account for any additional funding changes made since the May 30 rollover. Any FY2017 funding changes not submitted, approved, and executed by 5 p.m. on June 30, 2017, will need to be resubmitted in the new fiscal year.
NEW! More Detailed Journal Header Descriptions in Campus GL Journals. As of May 12, Accounting Services requires that all journal entries be submitted with longer and more detailed descriptions to explain why a journal is needed and to describe each file you attach to the journal. Adding complete descriptions means that approvers can review your journal quickly without contacting you. See the May 12 memo for more details.
REMINDER! Subscribing to Business Managers listserv: Finance and accounting personnel who would like to subscribe to the business managers listserv can do so by following the instructions at https://finance.unc.edu/wp-content/uploads/sites/298/2016/09/joinbusinessmgr.pdf.
Questions
Users should utilize the Business Systems Help Desk when they are unsure who to contact for issue resolution. This is the fastest way to obtain assistance and allows the project team to be able to track issues to determine the scale of the impact to all users. Users can reach the Business Systems Help Desk at 919-962-HELP or via a remedy ticket submitted online at help.unc.edu (select ConnectCarolina > ConnectCarolina Finance > the appropriate area of concern).
Suggestions for content can be emailed to financecomm@unc.edu.