Prepare Accounts for Fiscal Year-End

Published June 19, 2017

Review accounts to assist with year-end processing which will aid in accurate financial reporting by ensuring activity is reflected in desired accounts.

Steps to Take

  • Liquidate encumbrance balances that won't be expended to provide a more accurate free balance.
  • Verify that account activity is in the appropriate account.
  • Complete any desired changes by the cutoff dates.

Tips to Review Encumbrances

Review using SIRI Procurement

  1. Click on the State PO Balance Tab within the Procurement dashboard.
  2. Enter the State account you want to review by entering the Account Number into the account number field and click apply.
  3. The purchase order balance indicates the encumbrance amount remaining on the purchase order, and on the state account.  (see below for how to request changes)
  4. The payments made/purchase order adjustment indicates the total dollar amount of payments made on the purchase order and any adjustment made to the encumbrance.
  5. To view an itemized list of payments made to a purchase order visit the State Payments tab on the Procurement dashboard or the OTPS tab within the Money dashboard.

Review Using SIRI Money

  1. Select the state account you want to review in SIRI Money.
  2. Click on the account and choose OTPS from the drop down options.
  3. Export the data into excel for ease of use in reviewing and sorting.
  4. Sort the transactions by purchase order number and encumbrance amount.
  5. Each PO will have a NEW PO encumbrance amount and a corresponding PO LIQ or PO DEL when the PO is either paid or canceled.
  6. If there is not a corresponding PO LIQ or PO DEL the purchase order is still open, and the encumbrance is still on the account.
  7. If the encumbrance needs to be cleared or you do not see a corresponding PO LIQ or PO DEL transaction when there should be one please request changes below.

Tips to Review Account Activity

  1. Select the state account you want to review in SIRI Money.
  2. Review the transaction detail on the following tabs to ensure the transactions are accurate and posted to the correct account:
    • Personal Service Regular (PSR)
    • Temporary Service (TS)
    • Other Than Personal Service (OTPS)
    • IFR Account (if applicable for revenue)

Questions on Transactions

How to Make Changes

Contact an Expert

OTPS Encumbrances

Supervisor

Annette Saraceno

State Accounts Payable

Financial Management

Phone: 716-645-4514

Email: als38@buffalo.edu

OTPS Transactions

Diane Walton

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-2603

Email: dwalton@buffalo.edu

PSR or TS Transactions

Deborah Schmigiel

State Accounting and Financial Reporting

Financial Management

Phone: 716-645-2635

Email: ds84@buffalo.edu

Revenue Transactions

Sean Gardner

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-2621

Email: spg1@buffalo.edu