Fiscal Year-End Closing Procedures
2023 Fiscal Year-End Closing Procedures
Contact Information

Melinda L. Pearson, Director
General Accounting
Voice: (804) 225-2376
E-mail: melinda.pearson@doa.virginia.gov

Memorandum to State Agencies

The Department of Accounts' (DOA) mission is to provide a uniform system of accounting, financial reporting, and internal control adequate to protect and account for the Commonwealth's financial resources, while supporting and enhancing the recognition of Virginia as the best managed state in the union. Part of carrying out this mission is effectively closing the Commonwealth's General Ledger for the 2023 fiscal year in order to prepare required financial reports. It is imperative that each agency adhere to the critical dates and procedures detailed in the attachments to this memorandum. Lack of timely and accurate responses necessary for the compilation of accounting data and critical reports jeopardizes the state’s bond rating (AAA) and compliance with federal reporting requirements.

This memorandum highlights key dates and procedures that are an integral part of the year-end closing process. The "Table of Contents" summarizes the information in this memorandum. Changes have been made to these procedures due to all agencies now utilizing HCM. Please read through this document carefully to ensure awareness of the requirements and deadlines in order to provide timely and accurate responses to DOA.

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 June 1, 2023, and be addressed to Melinda L. Pearson, Director, General Accounting. I will not be able to accommodate any exceptions identified after this date.

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

Download the 2023 Fiscal Year-End Closing Procedures in PDF format:
[PDF]
Download the 2023 Attachments and Instructions:
  • Attachment A - Significant Items of Interest Regarding the 2023 Fiscal Year-End Closing Procedures [PDF]
  • Attachment B - Certification of Agency Reconciliation to Cardinal, Exception Register and Delegation of Signatory Authority Form
  • Attachments C through J
    • Instructions [PDF]
    • Attachment C - Payroll Suspense Garnishment Account Verification [Excel]
    • Attachment D - Payroll Suspense Due Agency Account Verification [Excel]
    • Attachment E - Suspense Account Verification [Excel]
    • Attachment F - Undeliverable Check Clearing Verification [Excel]
    • Attachment G - Payroll Stop Payment Clearing Account Verification [Excel]
    • Attachment H - General Warrant Stop Payment Clearing Account Verification [Excel]
    • Attachment I - Suspense Account - Bank Reconciliation Verification [Excel]
    • Attachment J - Deferred Revenue Verification [Excel]
  • Attachment K - Petty Cash Verification
  • Attachment L - Travel Advance Verification
  • Attachment M - Indirect Cost Recovery Verification
  • Attachment N - Bond Fund Cash Verification
  • Authorized Signatories

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