Purpose of this Article: This solution article provides the recording and answers to questions from the 2025 Fiscal Year End Accounting Operations Guidance & Fiscal Year End Deadlines Live Event held May 14, 2025.
Audience: All SF Financials and SF Procurement Users
Author: Jessica Berkley
Version/Update Date: 1.0 / April 2025
Q1: For union funded ER not fully approved in FY25 with associated EA or not expensed EA, does employee need to submit a new EA in FY26 using FY26 union allotment? for training happen during last week of June, does employee need to contact DHR for special instructions similar as previous FY?
A1: For union funded ERs not fully approved by the FY25 deadline, DHR will review on a case by case basis. Please contact DHR through their central email inbox for such cases: [email protected]
Q2: To figure out accruals and final PO amount rolls to the new FY for reporting purposes, do we need to crosswalk Ref ID from the new year (with YAP) and find the PO in FM 13 from prior FY in Ref ID?
A2: To find which POs rolled and the roll amount, you can use the "PO Roll" BI dashboard report.
To find the FY25 remaining balances after the budget roll and PO roll, you can use the "Prior Year Budget vs Actuals" dashboard report in BI. This report will capture posted accruals to provide a true remaining balance in old fiscal year
Q3: May I suggest the ability to run the KK transaction report in BI for multiple years?
A3: Thank you for the suggestion. Although choosing multiple budget year is not an option currently, you can always run separate budget year reports then combine. A concern of running multiple budget year reports might be system performance. City is also looking into switching from Oracle BI to Power BI.
Q4: How soon 9xxx series project activity codes will be added after a new project code is created?
A4: Not all the 999x series are updated at the same time. Only the 9995 activity is routinely updated by CON-AOSD on a monthly basis or on-as-requested basis from CON-Cash Team/Interest Allocation team. The rest (9992, 9993, 9994) are on as needed basis for adjustments as guided by CON-AOSD.
Q5: Are we able to use an estimate for a grant accrual expenditure?
A5: In accordance with the Uniform Guidance (2 CFR § 200.302 and § 200.403), actual expenditures should be used whenever they are available and can be accurately determined. However, when actual costs are not yet known at the time of reporting or accrual, reasonable and supportable estimates may be used, provided that:
• The estimation methodology is documented and consistently applied.
• Estimates are based on verifiable data (e.g., historical trends, payroll allocations, usage records).
• Adjustments are made when actual expenditures become known to ensure final reporting accuracy.
This approach ensures compliance with the requirements for accurate, allowable, and allocable cost reporting under federal awards.
Recording
Please click the image to view the recording: