UAFR - Completing & Submitting Year End Fact Sheets

Follow the steps below to complete and submit a Year-End Fact Sheet, including the Fact Sheet Excel Attachment (if applicable). For further details on Fact Sheets, visit the Business and Finance website: UAFR Year-End Fact Sheets

1. Navigate to the Year-End Fact Sheet application.
2. Enter your NetID and Password.
3. Select the Login button and log in with your username and password.
4. Enter your applicable one-digit Chart code into the Chart field.
5. Enter your applicable six-digit Fund Code in the Fund Code field.
   NOTE: This Fund code must be for a Self-Supporting Fund (3nnnnn), Trust - Other Restricted Fund (6nnnnn), or a Health Service Plan fund (6nnnnn).
6. Select the Create button to create the Fact Sheet for this Fund code. The Fund number will appear under the In-Process Fact Sheets section of the application.
7. Select the Fund number to begin completing the Fact Sheet.
   NOTE: A new application window opens when you select the Fact Sheet, and your name is automatically assigned to it. Only the creator and the financial manager of the Fund can edit and submit the Fact Sheet.
8. Begin completing the Fact Sheet by answering Question 1 and providing a brief description of the revenue-generating activity taking place on the fund.
   NOTE: If the fund was created in the current fiscal year, you will need to add a description. For funds created in prior fiscal years, the description from the prior year’s Fact Sheet will carry forward and can be edited.
9. Select the Save for later button at the bottom of the form to save your information.
   NOTE: Any unsaved responses will be lost when the application times out. The application times out after 30 minutes.
10. Answer Question 2: Does this fund need to be terminated after year-end close? Select Yes or No from the drop-down menu to indicate whether this Fund should be terminated in the fall.
11. Answer Question 3: Do you have any accrual, deferral, and/or inventory for resale amounts to report from the list below? Select Yes or No from the drop-down menu. If No is selected, skip to Step 21. If Yes is selected, continue to Step 11.
    NOTE: Accruals and deferrals are an accounting method that records revenue and expenses when they are earned and incurred, regardless of when payments are received or paid. Select Yes if there are accruals (for example, Accounts Receivable or Accounts Payable), deferrals (for example, Prepaid Expenses or Unearned Revenue), and/or inventory for resale items to report on your Fact Sheet.
12. Select the Save for later button at the bottom of the form to save your information.
13. If you selected Yes for having accruals, deferrals, and/or inventory for resale to report, complete the following steps:
    1. Select the Download Excel File button to download the current year’s Fact Sheet Excel Attachment.
    2. Save it to your computer’s desktop or shared drive.
       NOTE: It is essential that you use the current year’s Fact Sheet Excel Attachment. You must use the current version to ensure that the proper year-end cutoffs are being used within the related formulas. If you use an older version of the attachment, you will need to re-submit your information with the current version.
14. Accounts Receivable: Complete the Accounts Receivable tab in the Fact Sheet Excel Attachment, if applicable. Review all information and cell comments on the tab for additional guidance.
    NOTE: See the Accounts Receivable Reference Tool for further procedures on how to complete this tab.
15. Inventory for Resale: Complete the Inventory for Resale tab in the Fact Sheet Excel Attachment, if applicable. Review all information and cell comments on the tab for additional guidance.
    NOTE: See the Inventory for Resale Reference Tool for further procedures on how to complete this tab.
16. Prepaid Expenses: Complete the Prepaid Expenses tab in the Fact Sheet Excel Attachment, if applicable. Review all information and cell comments on the tab for additional guidance.
    NOTE: See the Prepaid Expenses Reference Tool for further procedures on how to complete this tab.
17. Accounts Payable: Complete the Accounts Payable tab in the Fact Sheet Excel Attachment, if applicable. Review all information and cell comments on the tab for additional guidance.
    NOTE: See the Accounts Payable Reference Tool for further procedures on how to complete this tab.
18. Unearned Revenue: Complete the Unearned Revenue tab in the Fact Sheet Excel Attachment, if applicable. Review all information and cell comments on the tab for additional guidance.
    NOTE: See the Unearned Revenue Reference Tool for further procedures on how to complete this tab.
19. Save the Fact Sheet Excel Attachment to your desktop or shared drive using a unique file name.
20. If your Fact Sheet Excel Attachment is complete, attach it to the Year-End Fact Sheet application by selecting the Choose File button. Locate your completed Fact Sheet Excel Attachment from your desktop or shared drive and double-click the file name to attach it.
    NOTE: Only one Excel file can be attached to each Fact Sheet. If a corrected file needs to be attached, delete the current file and upload a new copy that includes your changes. All saved Excel files will be converted to a standard naming convention.
21. Type any comments in the Comments (optional) field if needed. This field is available in case there are specific notes you would like to highlight to the UAFR processor.
    NOTE: Comments are optional.
22. Select the Save for later button.
    NOTE: Skip this step if you are ready to submit the Fact Sheet.
23. Select the Print Fact Sheet button if you would like a printed copy of your completed Fact Sheet.
24. Update the listed Phone number, if necessary.
    NOTE: Provide your direct phone number so UAFR can contact you with any questions, should they arise.
25. Select the Submit Fact Sheet button.
    NOTE: Once you select this button, your Fact Sheet is submitted to University Accounting and Financial Reporting for review.
26. This message will appear: “The fact sheet has been successfully submitted”. Select the Close Window button.
    NOTE: You are returned to the Year-End Fact Sheet dashboard within the application. The Fact Sheet status is then updated to show that it has been submitted.
27. Select Logoff to exit the Year-End Fact Sheet application. If you need to complete another Fact Sheet for a different Fund code, restart the process for the next Fact Sheet.
    NOTE: Each unique Self-Supporting, Trust - Other Restricted, or Health Service Plan fund requires its own Fact Sheet.