Peter Franchot Comptroller
Peter FranchotComptrollerSandra L. Zinck, DirectorGeneral Accounting DivisionDATE:June 30, 2021TO:All State AgenciesFROM:Sandra Zinck, Director, General Accounting DivisionSUBJECT:Fiscal 2021 Annual Closing PackageThe purpose of this communication is to provide agency fiscal personnel guidance andresources to facilitate FY21 closing. There are several NEW items to assist with closing.Specifically, we have: Revised the closing training slides to allow for a quick reference tool (Attachment)Developed a step-by-step guide to assist each agency with completing the Year-EndClosing Checklist (see page 1-5).The closing package information that follows is organized into two sections. (1) The firstsection describes the statutory closing procedures for the R*STARS system and theadditional information needed to adjust the statutory financial reports to generally acceptedaccounting principles (GAAP basis). (2) The second section describes the reports used toreconcile statutory and GAAP balances, and data needed to maintain supplemental accountbalances (i.e., Receivables, Payables, and Deferred Revenues) in R*STARS.i
For fiscal year 2021, the following closing procedures will be in effect for state agencies:YEAR END CLOSING - TIMELINE FINAL FMIS FY2021 BATCH: R*STARS will shut down at its normal time onWednesday, June 30, 2021. A batch cycle will be run for the work of June 30, and therollover of financial balances to the new fiscal year will begin. R*STARS will not beavailable on July 1st, 2021. After the rollover has been completed, R*STARS will beavailable on July 2nd, 2021 and the nightly batch cycle will run. RSTARS will beavailable on July 3rd, 4th & 5th but there will be no nightly batch cycle on thesedays. FMIS FY2021 JE CUTOFF: Agencies have until July 23 to record all cash transfer,account receivable, accrued revenue, voucher payable, other payable, accruedexpenditure and fixed assets transactions for fiscal year 2021. The last day to postcash receipt transactions is July 7 (See cash transactions on page 1-7). Alltransactions applicable to fiscal year 2021 that are recorded in July should beprocessed with an effective date of June 31, 2021, or earlier. Transactions with a June31 effective date will be posted in fiscal month 13. CAPITAL PROJECT CUTOFF: For Capital Project Fund, invoices being paid shouldidentify the period of service covered for the capital project purchase or construction.There is a cut-off date of Monday, August 16, 2021 for accruing capital projecttransmittals applicable to fiscal year 2021. For capital project invoices to be recordedin the proper fiscal year, your accounts payable department should be advised that itis important that all invoices received by the cut-off date applicable to fiscal year 2021be submitted as indicated. The invoice should be paid with an AY of 2021 and identifythe period covered. Also, these expenditures should be accrued as fiscal year 2021expenditures with an effective date of June 31, 2020 (see accrued expenditures onpage 1-12). DBM/AGENCY REVIEW: DBM is requiring the agency’s Chief Financial Officer, (orBudget Officer or designee), to meet with their Budget Analyst to reviewencumbrances prior to the agency’s closing package submission to GAD. Agenciesmust schedule this meeting to allow enough time for a review without delaying theirclosing process. Included under the Encumbrances section is a letter dated April 20,2021 from DBM to GAD outlining the guidelines for this review (see page 1-16).ii
YEAR END CLOSING - PROCESS Workiva SOFTWARE REQUIREMENT: All agencies should use Workiva software tosubmit the closing schedules and data electronically to GAD. Workiva ClosingSchedules for FY2021 will be made available on or before August 1. You willreceive a separate correspondence regarding the use of Workiva for FY2021. If youhave any issues regarding the access and use of the Workiva software, please contactMr. Luther Dolcar at 410-260-7887 or LDOLCAR@marylandtaxes.gov. CLOSING PACKAGE SUBMISSION: Only the chief fiscal officer for each financialagency is to submit the closing checklist, GAAP closing schedules and G-8 forms to theGeneral Accounting Division. The annual closing checklist is on page 1-4. The G-8form is on page 1-5. Units of a financial agency should not submit closing checklistsand G-8 forms to the General Accounting Division. BUDGETARY APPROPRIATED FUND REPORTING: Many of the GAAP ClosingSchedules require the budgetary appropriated fund that would have been affected ifsuch transactions were reported in the budgetary accounting system (R*STARS)during the fiscal year. CLOSING PACKAGE TUTORIAL: Annual Closing Power Point Presentation (withaudio) will be available on GAD’s website at http://comptroller.marylandtaxes.govfor agencies to review at any time in lieu of formal training sessions. t Services/State Accounting Information/Accounting Procedures/RSTARS Information/) CLOSING TRANSACTIONS: All closing transactions will be entered by either: (1)state agencies, or (2) as a result of an R*STARS automated process. (See state policyon accounts payable, accrued expenditures, and encumbrances concerningautomated processes, page 1-11). SUPPLIMENTAL SCHEDULE SUPPORT REQUIREMENT: Data for the separatecategories of receivables and payables shown on the supplemental schedules must bemaintained in R*STARS at the general ledger account and/or the document type level. NEGATIVE ACCOUNTS RECEIVABLE: Accounts receivable and unearned revenueshould not be recorded together in accounts receivable in R*STARS. Agencies shouldreconcile their balances to remove unearned revenue. These reviews andadjustments should be performed by agency personnel familiar with the detail of theiii
accounts so that accounts receivable and unearned revenue are recorded separatelyin R*STARS. RECOMMENDED REPORTS: Included in Part 2 (Reports) is a listing ofessential/recommended reports (See page 2-3). These recommended reports and thefrequencies of requests, as well as a discussion on the use of “drill-down” in R*Stars,have been included to reduce the total number of nightly reports requested. Areduction in requested reports will assure the nightly batch cycle is completed in atimely manner. The failure to complete a nightly batch cycle will cause a reduction insystem availability the next day and/or the termination of the previous night’srequested reports. WORKDAY REPORTING: For completion of GAAP Closing Schedule K, AccruedAnnual Leave, reports in Workday such as the SPMS Fiscal Year End Annual LeaveEarned and Used Report can be used to provide the earned and used leave along withthe ending balance prior to FICA. GAD recommends running the workday reportsduring the first week of July. This report lists all current employees as of the currentrun date, so employees that transferred into the agency during the year will beincluded when run from 7-1 through 6-30. The SPMS Annual Comp Leave BalanceLiability-Terminated Employees Report should also be run from 7-1 through 6-30and may be helpful for recent retirees who may require an accrual in RSTARS as wellas for employees that left during the year for an adjustment to the annual leave. Thisreport also lists amounts prior to FICA. Please continue to use last year’s endingannual leave balance reported to GAD as this year’s beginning balance. SINGLEAUDIT REPORTING REQUIREMENT: For fiscal year 2021,CliftonLarsonAllen LLP will conduct the statewide audit of the financial statementsand the single audit of federal grants in accordance with Uniform Grants Guidancecodified in Title 2, Part 200 of the Code of Federal Regulations. As in the past, stateagencies are required to prepare Schedule G and Schedule G-1, if applicable, for allfederal assistance received in fiscal year 2021. All COVID-19 Federal Fund activityshould be separately identified on Schedule G and Schedule G1. COIVID-19 activitiesreported on Schedule G should reconcile to agency funds 0525, 0535 & 0545 accountbalances in RSTARS. Agencies can run DAFRG100 report at fund level 4 to see agencyfund 0525, 0535 and 0545 general ledger account balances. These schedules are tobe prepared regardless of whether or not the federal activities are recorded inR*STARS appropriated fund 0005. Data on these schedules must agree with theiv
program level data shown in R*STARS for federal funds, and reconciling items mustbe disclosed and fully explained on the form. This information must be provided in atimely manner for the audit report to meet federally mandated deadlines.YEAR END CLOSING - ACCOUNTING SPECIFIC APPROPRIATION RECLASSIFICATIONS: Any unexpended appropriationsfor Comptroller Object codes 0152 (Health Insurance) and 0154 (Retirees HealthInsurance Premiums) in the General Fund, the Higher Education and Special Funds(that do not have legal authority to retain funds) are not to be reverted. Instead, thesefunds must be transferred to the State Employees and Retirees Health and WelfareBenefits Fund. This will require agencies to record a cash transfer journal entry aspart of year end close to record expenditures to these object codes in your agency andto record revenue using TC 410 to Financial Agency F10, AY 21, PCA 53005, andObject 9291. SECTION 17 of House Bill 588 (FY 2021 Budget Bill): includes language thatrestricts the use of specific comptroller objects appropriations for their intendedpurpose and cannot be realigned for other purposes. The respective language is asfollows:SECTION 17. AND BE IT FURTHER ENACTED, That funds appropriated to the various State agency programsand subprograms in Comptroller Objects 0152 (Health Insurance), 0154 (Retirees Health Insurance Premiums), 0175(Workers’ Compensation), 0217 (Health Insurance), 0305 (DBM Paid Telecommunications), 0839 (HR SharedServices), 0874 (Office of Attorney General Administrative Fee), 0876 (DoIT IT Services Allocation), 0894 (StatePersonnel System Allocation), 0897 (Enterprise Budget System Allocation), and 1303 (rent paid to DGS) are to beutilized for their intended purposes only. The expenditure or transfer of these funds for other purposes requires theprior approval of the Secretary of Budget and Management. Notwithstanding any other provision of law, the Secretaryof Budget and Management may transfer amounts appropriated in Comptroller Objects 0152, 0154, 0217, 0305, and0876 between State departments and agencies by approved budget amendment in fiscal 2021 and fiscal 2022. Allfunds budgeted in or transferred to Comptroller Objects 0152 and 0154, and any funds restricted in this budget for usein the employee and retiree health insurance program that are unspent shall be credited to the fund as established inaccordance with Section 2–516 of the State Personnel and Pensions Article. Further provided that each agency thatreceives funding in this budget in any of the restricted Comptroller Objects listed within this section shall establishwithin the State’s accounting system a structure of accounts to separately identify for each restricted ComptrollerObject, by fund source, the legislative appropriation, monthly transactions, and final expenditures. It is the intent ofthe General Assembly that an accounting detail be established so that the Office of Legislative Audits may review thev
disposition of funds appropriated for each restricted Comptroller Object as part of each closeout audit to ensure thatfunds are used only for the purposes for which they are restricted and that unspent funds are reverted or canceled.Please replace Appendix C of the R*STARS Accounting Procedures Manual with the insertionof these closing instructions.Questions arising from the completion of the closing checklist or any other closingprocedures should be directed to Ms. Tania Ivanova (410-260-7794) or Ms. Mahima Dave(410-260-7825 of the General Accounting Division.The closing document may be found on the General Accounting Division’s Web site:http://comptroller.marylandtaxes.gov. See Appendix C t Services/State Accounting Information/Accounting Procedures/Accounting Procedures Manual.shtml)vi
2021 FMIS CLOSING SCHEDULE OF DEADLINESThe documents needed for the fiscal year 2021 R*Stars closing and the deadlines forposting closing entries are as follows:To Be Received/Posted By:Notify the General Accounting Division, in writing if your financial agencywill calculate and post your year end payroll accrual (see page 1-13).May 28, 2021Submit final budget amendments to the Department of Budget andJune 15, 2021ManagementLast day to post fiscal year 2021 receiptsJuly 7, 2021Post final interagency cash adjustmentsJuly 15, 2021Schedule encumbrance review with DBM Budget AnalystJuly 16, 2021Agencies post final year-end closing entriesJuly 23, 2021Financial agencies submit year-end closing checklist, G-8 forms andagency closing to DBM form to GAD using Workiva software.August 2, 2021Submit agency closing to DBM form to DBMAugust 2, 2021Financial agencies submit GAAP closing schedules to GAD using WorkivasoftwareAugust 10, 2021GAAP closing schedules G and G-1 using Workiva softwareAugust 12, 2021Record fiscal year 2021 capital projects invoices throughAugust 16, 20211-1
R*STARSYEAR-END CLOSING PACKAGETABLE OF CONTENTSPart 1 – Closing Instructions. 1-4Year-End Closing Checklist. 1-5GAD G-8 Form . 1-44Agency Closing to DBM Form . 1-45Cash Transactions . 1-46Receipts. 1-46Chargebacks . 1-46Check Cancellations. 1-46Transfers . 1-46Disbursements . 1-47Appropriations . 1-48Budget Amendments in Process. 1-48Reversions . 1-48Accruals. 1-48State Policy on Accounts Receivable and Accrued Revenues . 1-48Accounts Receivable . 1-49Accrued Revenues. 1-49Investment Accruals . 1-50State Policy on Accounts Payable, Accrued Expenditures and Encumbrances. 1-50Accounts Payable . 1-51Accrued Expenditures . 1-51Payroll Charges and Accruals . 1-52Encumbrances . 1-53R*STARS Encumbrance Clean-Up . 1-54Fixed Assets . 1-56History File . 1-59Recording and Posting Year-End Transactions . 1-59Security Requirements. 1-59Batch Types . 1-60Transaction Codes . 1-60Document Types . 1-651-2
Document Numbering . 1-65Transaction Effective Date . 1-66Transaction Entry Methods . 1-67Approving Year-End Accrual Documents . 1-67Automated Reversal of Accruals and Reclasses . 1-68Overview . 1-68Characteristics of Reversal Transactions . 1-68Action Required for Agency Personnel. 1-70Appendix A . 1-71Accrual Batch Log. 1-71GAAP Closing Procedures . 1-72Part 2 – Reports and Inquiry Screens . 2-1R*STARS Year-End Reports . 2-2Essential/Recommended Reports . 2-3DAFR6000 Agency Appropriation Unencumbered Balance . 2-5DAFR8580/8590 GAAP Balance Sheet Report/ Operating Statement Report . 2-5DAFR6320 Allocation of Encumbrances . 2-5DAFR9040 Statement of Changes in Total Fund Balance . 2-5DAFR9090 Statement of Changes in Total Fund Balance . 2-5DAFR5990 Agency Appropriation Oveerexpended Balance . 2-5DAFRG100 Trial Balance by Appropriated Fund. 2-5DAFRG400 Statement of Agency Revenue by Program and Fund . 2-6DAFRG500 Expenditure Detail Report . 2-6DAFRG510 Revenue Detail Report . 2-6DAFRG260(160) Comparison of YTD Expenditures/Revenues by Comptroller Object 2-6DAFRG630 Budget Expenditures and Encumbrances by Appropriation, Fund and Object 2-6DAFRG200 Agency Budget by Program, Organization and Fund . 2-6DAFRG300 Agency Revenue by Program, Organization and Fund. 2-6DAFRT100 Expenditure Detail by Program, Organization and Fund . 2-7DAFRT200 Revenue Detail by Program, Organization and Fund . 2-7Other R*STARS Reports . 2-8On-Line Inquiry Screens . 2-10Using Drill Down Feature of R*STARS . 2-11GAD’s Review of The Closing Process . 2-151-3
STATE OF MARYLANDFISCAL YEAR 2021R*STARS YEAR END CLOSING PACKAGEPART 1 – CLOSING INSTRUCTIONS1-4
Status: Not StartedR*STARSYEAR-END CLOSING CHECKLISTFOR THE FISCAL YEAR ENDING JUNE 30, 2021Select1. For the fiscal year being closed all transactions have posted to history and there are no transactionsremaining on the “IT” file or the error file.Select2. All budget amendment transactions have been posted by GAD or the agency. The agency closing toDBM form has been sent to DBM and also attached for GAD.Select3. All budgetary account receivable and accrued revenue transactions have been recorded inaccordance with the state policy on accounts receivable and accrued revenues. For federal andreimbursable funds, revenues have been recognized in the same accounting period as the expenditures.Select4. All accounts receivable and accrued revenue transactions not recorded in accordance with the statepolicy on accounts receivable and accrued revenues have been identified for GAAP reporting purposes.Select5. All budgetary accounts payable, accrued expenditure and encumbrances transactions have beenrecorded in accordance with the state policy on accounts payable, accrued expenditures andencumbrances. For federal and reimbursable funds, expenditures have been recognized in the sameaccounting period as the revenues.Select6. Encumbrances have been adjusted to include only those objects that may be encumbered.Select7. Appropriation balances remaining at the end of the fiscal year are available to be reverted.Select8. All accounts payable, accrued expenditure and encumbrances transactions not recorded inaccordance with the state policy on accounts payable, accrued expenditures and encumbrances havebeen identified for GAAP reporting purposes.Select9. All fund balances carried over to the next fiscal year are in accordance with state statute, regulationor policy. All fund balances not carried over have been transferred to another fund as provided by statestatute, regulation or policy or have been transferred to the general fund.Select10. All fixed assets additions, disposals and transfers have been posted in the fixed asset subsystem forthe fiscal year being closed.Select11. There are no negative appropriation balances.Select12. All program 099 chargeback clearing accounts have been properly cleared.Select13. Account balances have been reviewed by GAAP fund on the DAFR8580 report and are accurate.DateSignature,Chief Financial OfficerTelephone No.FinancialAgency CodeEmail Address1-5
1. For the fiscal year being closed all transactions have posted to history and there are notransactions remaining on the “IT” file or the error file.-The only exception to this is voucher payable transactions awaiting their payment due dateThe “IT File” can be found on the QAFR7230 or error report Log into FMIS (refer to FMIS Logon section)Select R*STARSSelect User Class (refer to FMIS User Class section)Enter “530” in the Link To field and click Enter to go to the 530 View Batch Headersscreen.1-6
Review any batches on the 530 screen with an effective date within the fiscal year being closed to determinewhether the batch needs to be deleted or corrected to post. Correct or delete any batches necessary (referto R*STARS Error section within the document). There should not be any batches left with an effective datein the fiscal year being closed except other than warrants payable transactions waiting for the due date.1-7
2. All budget amendment transactions have been posted by GAD or the agency. The agencyclosing to DBM form has been sent to DBM and GAD.Verify the fund totals for budget amendments in process on the Agency Closing to DBM form to BudgetAmendments in Process posted in R*STARS. The Agency Closing to DBM form (page 1-6) has to be sent toDBM. A copy must be included in the closing package for GAD (refer to the Budget Amendments in Processsection on page 1-9). Enter “69” in the Link To field and click Enter to go to the 69 Agency/Fund Record Inquiryscreen. Enter the Appropriation Year and the Appropriation Fund. If your agency has BudgetAmendments in Process the total will be displayed as “04 BA’S IN PR”.1-8
Drill down by placing your cursor under the “0” in “04” and clicking F2-DOC INQ. Drill down into the budget amendment transaction by placing your cursor under theeffective date and clicking F2-TRANS INQ.NOTE: You are looking for budget amendments in process that were processed by your agency, not GAD.The DOC AGY will be GAD if it was a GAD entry.1-9
If your agency has no budget amendments in process, 04 BA’S IN PR will not be displayed.1-10
3. All budgetary accounts receivable and accrued revenue transactions have been recorded inaccordance with the state policy on accounts receivable and accrued revenues. For federaland reimbursable funds, revenues have been recognized in the same accounting period as theexpenditures.-Refer to the State Policy on Accounts Receivables and Accrued Revenues on page 1-9 Comptroller Object 9651, Unidentified Funds, should have a zero balance on theDAFRG400, Statement of Agency Revenue by Program and Fund report, for each fund. Inthe example below the beginning balance for the fiscal year for Comptroller Object 9651 iszero, the object should be zero at the end of the fiscal year as well. Fund 0005, Federal Funds, must only include revenues for Interest on Investments(Comptroller Object Codes 8034- 8055), Federal Revenues (Comptroller Object Codes8829-8844), or Operating Transfers (Comptroller Object Codes that begin with 97). If thereare other Comptroller Objects on DAFRG400 for Federal Fund revenue other than thoselisted above, entries need to be made to adjust those balances to Comptroller Objects8829 – 8844. There should be no debits (decreases) to General Fund Revenues at the appropriationlevel. Check DAFRG400 for debits to general fund revenue by appropriation number. Theagency needs to be able to provide justification for any existing debits.1-11
4. All accounts receivable and accrued revenue transactions not recorded in accordance withthe state policy on accounts receivable and accrued revenues have been identified for GAAPreporting purposes.-Check DAFRG400 Statement of Agency Revenue by Program and Fund1-12
5. All budgetary accounts payable, accrued expenditure and encumbrance transactions havebeen recorded in accordance with the state policy on accounts payable, accrued expendituresand encumbrances. For federal and reimbursable funds, expenditures have been recognizedin the same accounting period as the revenues.-Refer to the State Policy on Accounts Payable, Accrued Expenditures and Encumbrances section onpage 1-11 Make sure the payroll accrual was posted. Check the balance in GL account 1311 (Salariesand FB Payable) on the 89 screen, Summary General Ledger Account Inquiry, using eitherTransaction Code 805, Payroll Accruals not Calculated by CPB (Central Payroll Bureau) orTransaction Code 806, Payroll Accruals calculated by CPB. Use “MY” for the Inquiry Typeand “S” for Summary.The following agencies are the exception: A15, A18, A19, A20, E90, E93, R13, R14, R23-R46, R95 & X00. Ifyour agency does not have a credit balance in GL 1311 you must have justification and documentation forthe reason. If the reason is there is insufficient appropriation to fund the accrual, a Schedule F - AccountsPayable and Commitments must be completed.1-13
General ledger accounts 1273 (accounts payable) and 1449 (agency fund deposits) for thegeneral fund on the 89 screen. Negative balances must be resolved.1-14
6. Encumbrances have been adjusted to include only those objects that may be encumbered.-Refer to
Jun 30, 2021 · agency is to submit the closing checklist, GAAP closing schedules and G-8 forms to the General Accounting Division. The annual closing checklist is on page 1-4. The G-8 form is on page 1-5. Units of a financial agency should not submit closing checklists and G-8 forms
2018 . Maryland MeF Handbook for . Authorized . e-File Providers . for Corporation and Pass-Through Entity Income Tax Returns . September 2018 . Revenue Administration Division . Annapolis, MD 21411-0001 . Peter Franchot, Comptroller
04, 2020 for the University system. Match of Employee Contributions to the Maryland Supplemental Retirement Plans [457. 403 (b) and 40 l (k)] -The employee match for FY 2021 will not be funded. Unemployment Insurance Premium -The rate beginning July I, 2020 will be 0%.
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T T 2.2902* (0.9842 )/T0.1702 (ASTM D5084, 2014) Equation 3 In the Equations 1 through 3, a in is the cross-sectional area of reservoir containing influent/inflow liquid; a out is the cross-sectional area of the reservoir containing the effluent/outflow liquid; L is the length of soil sample; A is the cross-sectional area of soil sample; h 1 is the head loss across the permeameter at t 1 .
