Transcript Slide 1

Pittsburg State University
YEAR END INFORMATION
ELIMINATION OF CONCURRENT PROCESSING
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Informational Circular 13-A-005 - eliminates concurrent
processing at fiscal year-end.
“The Department of Administration is changing statewide accounting practice by
eliminating the concurrent processing period within SMART. This is being
implemented to address audit findings and to reduce risk by improving the current
level of statewide accounting system controls. Establishing this change as a best
practice will assist the state in achieving defined monthly cutoffs, thus reducing
system date and timing issues in monthly reconciliations. We understand this will
require agencies to plan ahead for processing that normally occurs during the
crossover period from one month end to the beginning of the new month as well as
the transition from old state and federal fiscal years to new state and federal fiscal
years.”
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Informational Circular 13-A-006 – establishes the schedule
of accounting events for fiscal year 2013 closing and fiscal
year 2014 opening.
HOW DOES THAT AFFECT PSU???
Significant changes to
processing deadlines!
USEFUL REPORTS
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Unit Reports
Budget Status
 Transactions and Balances
 Outstanding Orders
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Monthly reports that capture
balances and transactions for a
month.
Preliminary June Weekly (June 7)
USEFUL REPORTS
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GL Look
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Current ‘snapshot’ as of today.
CORRECTIONS AND UNIT BALANCES
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Review your unit transactions and balance
 Review
transactions as they post (GL Look)
 Take the time to post to the correct funding source
in the initial transaction.
 Weekly Preliminary Unit Reports for June (starting
June 7)
 Please have any corrections or changes for FY13 to
the Business Office by NOON on June 13, 2013.
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you are close to the deadline….Please don’t use
CAMPUS MAIL!
YEAR END INFORMATION
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Cashiers
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Deposits
Refunds
Change Funds
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Business Office
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Purchasing
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Gorilla Marketplace Forms
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Pay Vendor
Encumber Funds
Bids
New Vendor Setups
BPC Reconciliation
Travel
Encumbering Funds
Service Clearings
Grant
DATES TO REMEMBER FOR DEPOSITS
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June 21, 2013 at 3:30 PM - Last day for fiscal
year 2013 deposits
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Any deposits processed in the Cashiers and
Student Accounts Office after June 21st will be
dated fiscal year 2014
REFUNDS – OVERPAYMENTS FOR SERVICES
If you need to return money that someone
overpaid for goods or services (Transcripts,
CARES, application for admission, etc.)
 If someone cancels an event registration and
you authorize a refund of the registration fee
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Forward your request to Don Hartshorn by
June 20th at 3:30 PM.
CHANGE FUNDS
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Complete a DA-75 Reconciliation of Change
Fund as of June 21, 2013
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Your change fund must be intact at June 28th,
restore any shortage or deposit any overage by
June 21st
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Send your completed form to Lyndy Little
PURCHASING/GORILLA MARKETPLACE
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Pay Vendor : Use the Pay Vendor form to request an AP check for
payment of goods and services that have already been received and
for travel for trips that will be completed in FY13.
 FY13 Pay Vendor requests will be accepted through 6/28/13.
 To ensure payment is processed (ie. Check is mailed, ACH is
initiated) prior to June 30, FY 13 Pay Vendor requests should be
completed by 6/20/13.
 Please remember that forms submitted through Gorilla
Marketplace must complete the workflow process, including all
approvals, to be accepted as a valid FY 13 payment request.
 (Special consideration for the School of Construction, Polymer
Chemistry, and Educational Building (EBF) appropriated funds
require their FY 13 Pay Vendor requests be completed by June
20th.)
NEW VENDORS
Any orders to be paid/encumbered to a new
vendor requiring setup in the vendor file must
be turned in with a completed W-9 by
06/12/13 to allow time for processing.
 Any questions concerning vendors should be
directed to Shari Saia in the Purchasing Office
at Ext. 4167.
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BIDDING PROCESS
Bids under $25,000 - submit paperwork by
June 1, 2013
 Bids $25,000 and above – contact Joe Ensch
at 235-4169
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SEND PO TO VENDOR
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Use the “Send PO to Vendor” link in Gorilla
Marketplace to send a hard copy purchase
order to a vendor.
ENCUMBER FUNDS FORM
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An encumbrance is used at the end of the fiscal year to
record obligations that have been incurred during the year
but will not be paid before the close of the fiscal year.
If you have any expenses for FY13 that you will not receive
and/or pay until after 7/1/13, please complete the
Encumber Funds form with the estimated charges including
freight by June 28th.
Please remember that forms submitted through Gorilla
Marketplace must complete the workflow process, including
all approvals, to be accepted as a valid FY 13 purchase
order/encumbrance. (Special consideration for the School
of Construction, Polymer Chemistry, and Educational
Building (EBF) appropriated funds require their Encumber
Funds date to be moved up to June 20th.)
RECEIPT OF PURCHASE ORDER/ENCUMBRANCE
This process is required to notify the Business Office that the product has been invoiced, received ,
verifies the actual amount due, and the PO or encumbrance is ready to be paid.
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Go to search documents
Click on "my purchase orders"
Click on the Purchase Order number you need to receipt in
Click on “comments” tab
Type in comment and attach invoice and click “Add Comment”
Click on the drop down for "Available Actions"
Click on "Create Cost Receipt" and click "Go"
Note: The "Cost" box will pre-populate with the balance remaining on the PO
If this is a partial payment or the total invoiced amount does not match the PO, change the amount In
the "Cost" box to match the attached invoice.
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Click on "Save Updates" button
Click on "Complete" button
Receipt Number will be generated for PO
PCARD ENTRY/RECONCILIATION (BPC)
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The PCard Entry Form is used to enter and approve
funding on PCard transactions that are made outside
the Gorilla Marketplace.
These transactions should be entered and reconciled as
quickly as possible to allow audit and posting of the
transactions prior to 06/18/13.
All procurement card entries, with all supporting
attachments, for the June 5th billing statement must be
to the Purchasing Office by 4:30 p.m. on 6/10/13.
Remember all charges posted to the BPC on or after
June 6th will require FY14 funding.
TRAVEL
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TRAVEL ADVANCES: All travel involving a travel advance
must be processed by 6/17/13 so that the advance can
be reimbursed by 6/19/13.
If you do not have sufficient information to complete the
travel claim, please contact Kim Wilson in the Business
Office at Ext. 4168.
Travel Claims should be submitted by June 28th.
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If travel is complete with the appropriate documentation, and you
can get all approvals in GM by 6/28/13 at 4:30, use the Pay
Vendor form.
If travel is not complete and/or you cannot get all documentation
completed in GM by 6/28/13 at 4:30, then complete the
transaction in GM using the Encumber Funds form.
ENCUMBERING FUNDS
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Do Not use the Encumber Funds form if:
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Vendor requires a purchase order or you have already completed
a purchase order for this transaction, as funds are encumbered
when the order is placed.
Payment is to be made by P-Card.
Payment is for an on-campus service (i.e., phone, postage,
printing, etc.)
Do use the Encumber Funds form if:
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Funds are to be encumbered NOW for vendor payment LATER by
CHECK for goods and services.
You are committing FY13 funds (have placed an order with a
vendor or have signed a contract with a service provider by
6/30/13) with the understanding that goods or services will be
received on or after 7/1/13.
ENCUMBERING FUNDS
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Listed below are some general guidelines for determination
of the appropriate fiscal year for some common
departmental expenditures.
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Utilities - Fiscal year is determined by the ending date of service.
Travel - Fiscal year is determined by the date that the segment of
travel took place. In cases of consecutive travel that begins in the
old fiscal year and ends in the new fiscal year, the entire cost may
be charged to the new fiscal year.
Dues, Memberships and Subscriptions - Fiscal year determination
is the beginning date of the membership or subscription period.
Professional Services - Fiscal year is determined by the date that
the services were rendered.
Other Contractual Services - Fiscal year is determined by the date
that the services were provided.
SERVICE CLEARINGS
The Business Office has requested that all
clearings be cutoff and submitted by 12:00
p.m. Friday, June 14th.
 All clearing charges will be posted and visible
on your units by 06/20/13.
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GRANTS
Grants do not follow the fiscal year schedule as
they follow a project budget for the grant period.
 Grants often carry a negative balance. At year
end, the Business Office attempts to mitigate the
amount of negative balances with grant draws.
 Indirect Overhead is charged to grant accounts
based on fiscal year spending when appropriate
prior to fiscal year end.
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YEAR END DATES TO REMEMBER:
JUNE
5
Indirect overhead will be calculated and charged to grants.
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June PRELIMINARY unit reports available. (dated June 7)
All P-card transactions with statement ending 6/5/13 must be
reconciled by 4:30pm.
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All negative unit balances must be covered by noon.
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Service Clearings cutoff -Telephone, Physical Plant, Audio Visual, Car
Pool, Duplicating & Printing, Postage, & Engraving – to Business Office
by 12:00 pm.
Voucher corrections involving State funding done by the Business Office
by 4:00pm.
Imprest cutoff - No Imprest until FY14 (travel loans, emergency purch).
All Foundation Commerce procurement card logs must be completed
and turned in to the appropriate office.
YEAR END DATES TO REMEMBER
JUNE
17
All travel loan reimbursements must be in process.
Final Fee Distribution for FY 13.
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State accounts reimbursed for Local Payroll (Foundation, Student Center,
Student Activity, etc.)
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BPC & Clearings should be posted to GL LOOK.
All payments that need to be paid (check printed or ACH) by June 30 must be
received (approved in GM). These will be vouchered in FY 13.
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ALL DEPOSITS to Cashiers Office BY 3:30pm.
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Encumbrances for the School of Construction, Polymer Chemistry and
Educational Building Funds must be transmitted to Topeka by 5:00pm
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All FY13 STATE PAYMENTS must be transmitted to Topeka by 5:00 pm.
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All FY13 Pay Vendor requests, to be paid after July 1, must be in Gorilla
Marketplace AND APPROVED by 4:30 pm. NO EXCEPTIONS. These funds will
be encumbered and listed as outstanding orders on your June 30 reports.
DURING THIS PERIOD OF TIME DOCUMENTS SHOULD NOT BE PUT INTO
CAMPUS MAIL-WE DO NOT GUARANTEE THEIR ARRIVAL OR PROCESSING
DATES TO REMEMBER
JULY
1
First day to process FY14 payments
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First day to process FY14 payments on encumbrances
24
June Final Unit Reports
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IBM shut down - FY13 Year End Close
AUGUST
6
July Month End Close
CONTACT INFORMATION
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Barbara Winter ([email protected]) Ext. 4152
Don Hartshorn ([email protected]) Ext. 4153
Misty Button ([email protected]) Ext. 4150
Jamie Compton ([email protected]) Ext. 4448
Jim Hughes ([email protected]) Ext. 4154
Mark Darker ([email protected]) Ext. 4167