Office of Mary Jane Burke
Marin CountySuperintendent of Schools
Bulletin No. 10-31DATE:May 18, 2010
TO:District Superintendents
District Business Officials
FROM:Business Services
SUBJECT:2009-2010 Year-End Closing Schedule
The following is the final schedule of important dates relevant to the fiscal year 2009-2010closing. The Marin County Department of Finance has reviewed and agreed with this schedule.
PAYROLL
June 9Non-Pay Benefit Runs 1+2 (B1, B2) – DBO-signed PAY620 due to Marin County Office of Education (MCOE) for review.
June 15MCOE runs B1+B2 payrolls.
June 18June end of month (EOM) payroll due to MCOE for review.
June 23MCOE runs June EOM payroll.
June 24Deferred Payroll (D1) and Deferred payroll (D2) due to MCOE for review.
June 24B1 post date.
June 25MCOE runs D1 + D2 payrolls.
June 25JUNE EOM payroll available to districts at 8:00 a.m.
June 25B2 post date.
June 28EOM pay date.
June 28D1 and D2 payrolls available to districts at 8:00 a.m.
June 29D1 payroll pay date.
June 29Provide appropriate backup documentation for 2009-2010 warrant cancellations and stop payments to MCOE no later than 8:00 a.m.
June 30D2 payroll pay date.
July 1-5County Department of Finance system is unavailable
July 7June mid-month payroll (MID/Liability) due to MCOE for review.
July 8June summer school payroll (2010-2011) due to MCOE for review.
July 12MCOE runs June mid-month payroll (MID/Liability).
July 13MCOE runs June summer school payroll.
July 14June summer school payroll pickup and paydate.
July 14June mid-month payroll (MID/Liability) available to districts at 8:00 a.m.
July 15June mid-month (MID/Liability) pay date.
July 21June mid-month miscellaneous payroll (SPECM/Liability) due to MCOE for review.
July 22MCOE runs June mid-month miscellaneous payroll (SPECM/Liability).
July 23 June mid-month miscellaneous payroll (SPECM/Liability) pickup and pay date.
ACCOUNTS PAYABLE
June 29Last day to turn in batches for 2009-2010. Provide the backup documentation to MCOE no later than 8:30 a.m. to pick up on 6-30-10.
June 29Last day for hand warrants, submit by 12:00 noon.
June 29Provide appropriate backup documentation for 2009-2010 warrant cancellations and stop payments to MCOE no later than 8:00 a.m.
July62010-2011 first vendor warrants run date. Provide backup documentation to MCOE no later than 8:30 a.m.for checks dated 7-7-10.
July 6 First day for hand warrants.
July 7First date to pick up 2010-2011 vendor warrants after 8:00 a.m.
TRANSACTIONS INVOLVING CASH
June 29Last day for cash deposits. Provide to MCOE no later than 8:00 a.m.
June 30-July 5 SAP will be down at 5:00 pm for year end conversion and will reopen Tuesday July 6 at 8:00 am
July 1-232009-2010 cash journals between funds will be allowed as long as there is no net increase or decrease to totaldistrict cash balances (all funds combined). Submit journal vouchers to MCOE no later than 10:00 a.m. on July 15.
July 30Interest earnings for 4th quarter 2009-2010 available from Marin County Department of Finance.
July 30Final June 30 Marin County Department of Finance trial balance reports available to districts.
July 30Final Marin County Department of Finance Property Tax Reports available to MCOE for all districts.
August 11MCOE property tax worksheets available to districts (balanced to Department of Finanace Final June 30 trial balance reports and the Property Tax Reports).
ATTENDANCE/REVENUE LIMIT (ADA/RL)
July102009-2010 Number of Meals for the Needy due to MCOE for Annual Revenue Limit calculation. Email to:
July122009-2010 Annual Attendance Reports due on-line to MCOE by 5:00 p.m.
July 23For the Revenue Limit Annual calculation, districts submit meals for needy counts, salaries subject to PERS and excludable salaries subject to PERS, including June mid liability payroll. Email information to:
August 122009-2010 Annual Revenue Limit K-12 Forms (DRAFT) available to districts in PDF format for district business officials’ review.
August 13Districts notify MCOE of any revisions on DRAFT Annual Revenue Limit K-12 Forms.
August 16 Revised Annual Revenue Limit K-12 Form is returned to districts in PDF
format.
September 28 2009-2010 submission deadline for districts revisions for ADA and RL to be
included in CDE’s February certifications.
September 30CDE deadline for submission of ADA/RL revisions to be included on February certifications.
November 5Districts submit Annual Revenue Limit signed certification to MCOE.
November 152009-2010 Annual Revenue Limit K-12 data submitted to CDE.
STANDARD ACCOUNT CODE STRUCTURE (SACS)
REPORTING
July 12010-2011 SACS Budget Reports with 2009-2010 SACS Estimated Actuals due to MCOE no later than 5:00 p.m.
August 172009-2010 annual tax information as submitted to CDE available to districts.
September 152009-2010 SACS Unaudited Actuals Reports due to MCOE no later than 5:00 p.m.
If you have any questions, please call Cherie Cahn at (415) 499-5822.
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