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2017 Fiscal Year-End Closing Procedures

Memorandum to State Agencies

This memorandum highlights key dates and procedures that are an integral part of the year-end closing process. It is imperative that each agency adhere to these critical dates and the procedures detailed in the attachments. The "Table of Contents" summarizes the information in this memorandum. It is only with the cooperation of all State agencies and institutions that we can effectively close the Comptroller's books for the 2017 fiscal year in order to prepare required financial reports for the Governor. Failure to comply may result in noncompliance with Code requirements, which in turn may adversely affect the Commonwealth's bond rating.

I understand a special situation may arise that requires an exception to an item in this document. When this occurs, I need to know as soon as possible in order to accommodate any necessary adjustments. Therefore, a request for an exception must be received, in writing, no later than May 31, 2017, and be addressed to Melinda L. Pearson, Director, General Accounting. I will not be able to accommodate any exceptions identified after this date.

If you have any questions regarding this document, please contact Monica L. Darden, Assistant Director, General Accounting, via e-mail at or at (804) 225-2289.

I would like to thank each of you for your efforts in maintaining the high caliber of fiscal operations in the Commonwealth.

Download the 2017 Fiscal Year-end Closing Procedures in PDF format: [PDF]

Download the 2017 Attachments and Instructions:

The submission requirements are specified in the instructions for each attachment.