ABS requests your assistance in providing supporting details for certain balance sheet accounts. Request documents are sent by email in July after the June final close. The completed information is due back by August 3, 2009 and is included in the fiscal year-end documentation that ABS submits to our auditors.

General Instructions

1. Program/Project Fiscal Managers for FOPPS that have balances in accounts that require supporting details will receive an email with attached Excel files requesting details in support of those balances. If you receive more than one email, they are not duplicates—don't delete them! The number of files you receive depends on how many different account types have a balance. Each Excel file contains one or more account codes for that account type (A/R, Allowance for Doubtful Accounts, Unearned Revenue, Deposits Held in Custody).

2. Each Excel file displays a Contact name. This name is the current Program/Project Fiscal Manager. If this name is wrong, please do not correct it on the spreadsheet. Instead, send a separate email correction to accounting@colorado.edu. (For those FOPPS where the Manager position was vacant, the email was sent to the Fiscal Principal or in some cases, the Fiscal Staff.)

3. If you have more than one FOPPS with a balance in a particular account code, each FOPPS will be listed on a separate row on the same spreadsheet for that account code. Each row displays the Balance amount taken from the Balance Sheet as of June 30, 2009.

4. Enter detail information directly on the spreadsheet from your monthly statement data or internal records that supports the Balance for each FOPPS. Note: You must insert enough rows beneath each FOPPS row to accommodate the number of records for that FOPPS. (How to insert rows: Excel 2003; Excel 2007.)

5. If you discover an error in the supporting details while reconciling the detail to the account balance, prepare a correcting entry in the new fiscal year to remedy the error. Please make a note of this on the spreadsheet and provide the JE details (Journal ID & date) to facilitate review by ABS.

6. If you keep your records in your own Excel worksheet, you may send those in place of those sent to you by ABS. Verify that it reconciles to the Balance and please include the FOPPS/Account Code combination.

7. Enter the name of the person who prepares this information on the Preparer line at the top right of the worksheet.

8. Further instructions for each type of supporting detail worksheet appear below. You may not receive all of them—only those of yours that have account balances.

Accounts Receivable

In the top Receivables section, list the transaction date, names of individual customers, and dollar amounts that they owe to you as of June 30, 2009.

In the bottom Write-Offs section, list the transaction date, names of individual customers, and dollar amounts that were written off during this fiscal year (7/1/2008 – 6/30/2009). Please provide ABS with the Central Collection Services’ (CCS) approval for your A/R write-offs. If no write-off activity occurred in this year, please indicate that on the request document.

If you happen to receive a request for Account 012901–AR-BRS RECEIVABLE please forward to the Bursar Accounting Control Office brs.accounting@colorado.edu. Call Somchanok (Nok) Sitchawat 492-6483 if you have questions.

Allowance for Doubtful Accounts

Provide detail information for additions, write-offs, and recoveries during fiscal year 2009. The ending balance of the allowances are shown on the request document.

Unearned Revenues

Include a statement to explain the unearned revenues activities and the methodology used to calculate the balance.

Deposits Held in Custody

Please email the completed documents to accounting@colorado.edu by Monday, August 3, 2009.
Electronic files are preferred but you may also print and send them to ABS – Diana Vidal, 579 UCB.

Questions? Feel free to call your area accountant if you need any help with the supporting details.

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