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<p><span style="font-size:11.0pt">Greetings ACFR Contact,</span><o:p></o:p></p>
<p><span style="font-size:11.0pt">As everyone is working diligently on their Month-13 adjustments, I want to take a moment to encourage everyone to post all of your agency adjustments (e.g. depreciation and amortization entries, lease and SBITA entries, bond
entries, accruals, etc.) by the Month 13 soft close date of <u>August 8<sup>th</sup></u>. I know what you’re probably thinking, it’s much easier said than done, which I fully understand. My goal with this email is not to preach and set unrealistic expectations,
but rather encourage and remind you all of the benefits of getting everything entered by the soft close date.</span><o:p></o:p></p>
<p><span style="font-size:11.0pt">Below I’ve outlined some key benefits of finishing by the Month-13 soft close date:</span><o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="xmsonormal" style="mso-list:l2 level1 lfo1"><b><span style="font-size:11.0pt">Accurate Financial Reporting</span></b><span style="font-size:11.0pt">: Batches posted in Edit Mode 2 are immediately reflected in the financial tables. If these batches
remain on the 530 screen and are not released before the Month 13 close, they will still be included in the Month 13 reports. Ensuring all entries are processed on time guarantees that our financial reports accurately reflect all transactions, providing a
true picture of our financial position. Additionally, if entries have any issues, your SARS and SFMS Analysts have enough time to assist you with any discrepancies, and your accounting team has enough time to make any necessary corrections during that final
Month-13 hard close week.</span><o:p></o:p></li></ol>
<p class="xmsonormal" style="margin-left:.5in"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<ol style="margin-top:0in" start="2" type="1">
<li class="xmsonormal" style="mso-list:l0 level1 lfo2"><b><span style="font-size:11.0pt">Avoiding Reconciliation Issues</span></b><span style="font-size:11.0pt">: Changes to batches after the close can cause significant reconciliation and reporting problems.
By releasing Edit Mode 2 batches with a 6/31 effective date before the close, we prevent discrepancies that could complicate our financial reconciliation processes.</span><o:p></o:p></li></ol>
<p class="xmsonormal" style="margin-left:.5in"><o:p> </o:p></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="xmsonormal" style="mso-list:l3 level1 lfo3"><b><span style="font-size:11.0pt">Compliance with Guidelines</span></b><span style="font-size:11.0pt">: Following the
<a href="https://www.oregon.gov/das/Financial/AcctgSys/Documents/YE-Closing-Guidelines-FY25.pdf">
SFMS year-end close guidelines</a> is essential to avoid audit findings. Any changes or deletions to Edit Mode 2 batches after the close can lead to misalignment between Month 13 reports and Datamart records, potentially resulting in audit issues. For additional
information on Month-13 and year-end closing, please review the <a href="https://www.oregon.gov/das/Financial/Acctng/Documents/ch.d.month13.pdf">
Agency Guide to Year-end Close, Chapter D</a>. </span><o:p></o:p></li></ol>
<p class="xmsonormal" style="margin-left:.5in"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<ol style="margin-top:0in" start="4" type="1">
<li class="xmsonormal" style="mso-list:l1 level1 lfo4"><b><span style="font-size:11.0pt">Efficiency in Reporting</span></b><span style="font-size:11.0pt">: Timely submission and processing of entries ensure that we do not need to reorder reports or make unnecessary
or last minute adjustments. This efficiency saves time and resources, allowing you to focus on other critical tasks, like starting on the FY25 disclosures.</span><span style="font-size:11.0pt"> </span><o:p></o:p></li></ol>
<p><span style="font-size:11.0pt">Last minute adjustments, particularly those that are more complex in nature, have historically been a challenge to reconcile timely during the final week of Month-13 hard close, especially if the entry is posted on that Friday.
I want to encourage everyone to review all complex Month-13 entries as early as possible. </span><o:p></o:p></p>
<p><u><span style="font-size:11.0pt">Helpful tip:</span></u><span style="font-size:11.0pt"> If you’re unsure how a specific entry will post to R*STARS, we recommend agencies leave enough time between the entry date and the next Datamart update, that way you
may run reports to see if the entry posts as expected before it’s released. For example, if an entry is made in R*STARS on Friday, August 8 in Edit Mode 2, review of entry can occur the following Monday, August 11 when the reports are updated. If everything
looks correct, the batch may be released. If the entry has issues, corrections can be made prior to the next Datamart update on August 13, when you may check reports again for accuracy. As a reminder,
<a href="https://www.oregon.gov/das/Financial/AcctgSys/Documents/datamart-calendar-2025.pdf">
Datamart reports</a> are updated each Monday, Wednesday, and Friday starting today, July 21.</span><o:p></o:p></p>
<p><span style="font-size:11.0pt">Our shared goal has always been to have a successful year-end and biennium year-end close, and this year is no different. Please continue all of your hard work and collaboration with other agencies as we get closer to the soft
close date of August 8<sup>th</sup>. </span><o:p></o:p></p>
<p><span style="font-size:11.0pt">Happy to answer any questions you may have!</span><o:p></o:p></p>
<p><span style="font-size:11.0pt">Valya</span><o:p></o:p></p>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual"><o:p> </o:p></span></p>
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Rizzo</span></b><span style="font-size:13.0pt;font-family:"Calibri",sans-serif;mso-ligatures:standardcontextual"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:standardcontextual">Statewide Accounting and Reporting Services Manager<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:standardcontextual">Office of the State Controller<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:standardcontextual">Chief Financial Office<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:standardcontextual">Cell: 971-900-9991<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:13.5pt;text-indent:-13.5pt"><a href="http://www.oregon.gov/DAS/financial/acctng"><span style="font-size:10.0pt;font-family:Roboto;color:blue;mso-ligatures:standardcontextual">http://www.oregon.gov/DAS/financial/acctng</span></a><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:standardcontextual"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black;mso-ligatures:standardcontextual"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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