Petty Cash & Cash Drawer Counts

  1. Verify balances exist pursuant to County Policy F-7.
  2. Senior Accounting Technicians in Finance will send emails with amounts to verify.
  3. If your office is closed on the weekends, count petty cash on June 28, 2024. If your office is open on the weekends, count petty cash on June 30, 2024. 

 

Cash Receipting (FY24 vs FY25)

  1. FY24 – Timely posting of ALL CASH/CHECKS to the bank by 6/28/2024             
    1. Submit ticket to Help.Munis@deschutes.org if cash misses the cut-off.
  2. FY25 – All cash received during FY25 is receipted as FY25 batches. 
    1. Please send an e-mail to Help.Munis@deschutes.org to notify Finance of any significant amounts received (over $1,000) to be recorded to fiscal year 2024 (i.e., grant revenues). 
    2. Finance will make necessary accruals to adjust prior year revenue.

 

Account Receivable Billings (FY24)

  1. FY24 – Existing unpaid invoices as of 6/30/2024 – Be sure to follow up with customers for collection.
  2. FY24 – New invoices that need to be entered into FY24 will be allowed until 8/2/2024. 
  3. FY24 – Accruals to be made for 6/30/2024 – Notify Finance.
    • Grant revenues not recorded in Munis billing module
    • Lease revenues not recorded in Munis billing module
    • Services provided during FY24 not recorded in Munis billing module

 

Accrued Expenses (FY24)

  1. For detailed instructions, please refer to Tyler ERP Fiscal Year End Instructions.
  2. FY24 – Invoice entry allowed in 2024 AP batches until 8/29/2024. 
  3. Prior to 8/29/24 – If you receive an invoice for goods or services provided in FY24, please pay invoice out of FY24. 
  4. After 8/29/24 – If you receive an invoice for goods or services provided in FY24 and the invoice greater than $25k, notify Finance. 

 Reminder: If an invoice isn’t completely through approval workflows by 5pm on 8/2/24, it will have to be deleted for the Munis year-end hard close. 


 

Deferred/Unearned Revenues (FY24)

        a. FY24 – Cash has been received by the County in FY24, but the revenue is not “earned” yet. (i.e., County has not                 provided corresponding goods/services during FY24).  Submit information to Help.Munis@deschutes.org.

 

P-Card Expenditures

a. The July p-card bank statement (6/22-7/21) includes June and July transactions. Finance will separate the June                 and July transactions and upload them into 2 p-card reconciliations. 

b. All June transactions will be posted into FY24 based on “posting date”

c. All July transactions will be posted into FY25 based on “posting date”

d. During review of the July pcard transactions, please confirm payments over $500 are for July 2024. If any should have been recorded to June, please notify Finance by emailing Help.Munis@deschutes.org. 


Reminder: Please do not wait until the last minute to make p-card purchases you need recorded to the FY24 budget. Items must be shipped and/or received by June 30th for the expenditure to be recorded in FY24.  


Grant Awards 

  1. For detailed instructions, please refer to FY24 Grant Tracking Updates and Reminders email sent May 7, 2024. 
  2. For each grant (federal, state, and local) with revenue and/or expenses in fiscal year 2024, submit completed ‘Grant Award Year-End Reporting’ to Help.Munis@deschutes.org by July 31, 2024. 

 

Capital Assets

  1. Capital Asset Additions 
    1. Work in Progress / Construction – Accountants in Finance to verify with Departments on status.
    2. Equipment – Accountants to verify with Departments on items added. 

 

        b. Capital Asset Disposals

  1. Finance will send list of all active capital assets during May
  2. If additional disposals occur during June 2024, please complete the disposal form (found on Finance Portal) by June 30. 

 

Year-End Payroll Accrual

  1. The portion of the July payroll representing June 22nd through June 30th will be accrued back to FY24.  This amount is approximately 33% of the July payroll.