Fiscal year-end is less than 10 weeks away, and Metropolitan State University of Denver’s Office of the Controller has developed new tools, trainings and resources to make the process as painless as possible and to address lingering questions related to the Workday transition.
Improved SharePoint page offers all year-end details
The office has added a Year-End Information tab on its SharePoint site housing all fiscal-year-end resources and deadline info for the Office of the Controller and Auraria Higher Education Center. As some year-end processes have changed, Sabrina Marymee, corporate-card and financial-training supervisor, encourages employees to review the bulleted list on the Year-End Information page outlining key areas such as accruals, deadlines, expense reports, grants and more.
“The year-end process requires campus-wide participation, as there are deadlines for all departments, and we need to work through this as a team,” Marymee said. “Tracking encumbrances and outstanding invoices is essential to booking expenses for year-end close.”
New functional support areas:
“Fiscal-year-end training now covers a wide range of year-end information from each subdepartment within the Office of the Controller,” Marymee said. “Our trainer met with each department within the Office of the Controller to collect information and resources to make the site and resources as comprehensive as possible.”
Pathway to procurement or payment: While still in development, this section includes yes/no prompt questions to guide employees through paying a supplier, leading to the required action to get a supplier paid or a purchase order initiated in Workday.
Training: Employees can find all job aids and short training videos.
Year-End: Designed as a repository for all fiscal 2024 deadlines, information and communications, this space also includes a new report training for the Office of the Controller Encumbrance Year-End Audit. This job aid will assist fiscal managers with reviewing purchase orders and supplier contracts prior to fiscal year-end.
Other year-end updates and reminders
Sign up for Fiscal Year-End Training: This training is imperative for fiscal managers or anyone who will be working with financial items for year-end.
- Thursday at 9 a.m.
- May 17 at 9 a.m.
- May 23 at 9 a.m.
- May 29 at 9 a.m.
- June 6 at 9 a.m.
- June 12 at 9 a.m.
- June 18 at 9 a.m.
- June 24 at 9 a.m.
Creating receipts: For employees who have a purchase order and are paying via supplier invoice, the receipt of goods or service must be submitted before payment will be released in Workday. Find the related job aid or training short video on the Training page on the “Create Receipts” task under Job Aids (General).
Corporate cards: All transactions must be allocated and submitted by July 3 and approved prior to the close of business July 5. If an employee will be out of the office during the next 10 weeks, they must set up a delegate to allocate transactions on their behalf. Employees should not change or recall approved reports.
Important reminder: Employees are asked to help the Office of the Controller by making sure transactions are allocated weekly with the proper required documentation. Cardholders/responsible agents have 30 days from the date of the transaction to file transactions in a report and submit it for routing and approval. Cardholders who do not file the transactions in a report within that 30-day grace period could have their cards suspended through the end of June.
Learn more by visiting the Office of the Controller SharePoint page.
