Transcript Slide 1

FY2011
Year End Workshop
Photo courtesy of Priscilda Garza
PURPOSE OF WORKSHOP
1) Review of Yr. End Memo-Judy Harral, Executive Director, Administrative Services
2) Open Commitment –Priscilda Garza, Senior Buyer
3) Receiving – Judy Harral, Executive Director, Administrative Services
4) Travel/Voucher Create-Trina Eyring, Accounts Payable Specialist IV,
Gracie Olalde, Card Services Coordinator
5) Accounting- Lisa Garza, Accountant
6) Procurement Card – David Davila, Director of Procurement & Disbursements
Ruben Gonzalez, P-Card Coordinator
7) Fiscal Yr. 2012- Judy Harral, Executive Director, Administrative Services
8) Question & Answers
Photo courtesy of Priscilda Garza
YEAR END DEADLINES - PURCHASE REQUISITIONS FOR FY 2011
The deadlines and instructions for on-line submittal of requisitions for the
remainder of fiscal year 2011 are listed below.
FISCAL YEAR 2011
Type of Purchase
Deadline
*Facilities Modification Request for Large Scale Construction
Projects submitted to Physical Plant ($25,000 or above)
May 13, 2011
*Facilities Modification Request for Small Construction Projects
submitted to Physical Plant (Below $25,000)
May 20, 2011
Requisition ($25,000 or above)
June 01, 2011
Requisition ($<$25,000)
June 30, 2011
State and TxMAS Contracts, Cooperatives and Blanket Awards
July 06, 2011
Limited Purchases through FAMIS (< $5,000)
August 22, 2011
Procurement Credit Card must be “POSTED” on SDOL by:
August 31, 2011 **(TBD)**
DCBA Credit Card Expenses must be “Posted” on SDOL by:
August 31, 2011
Facilities Modification expectations to have projects completed by August 26, 2011. Contact Susana
Gonzalez at ext. 2445 for questions.
GRANT Accounts
If you have a grant account fund and an exception is necessary to meet your contractual obligation, it will be
granted after review on a case by case basis.
FISCAL YEAR DETERMINATION
The following guidelines are used for determining which fiscal year will be
charged when submitting a requisition.
Consumable items - (object codes 4010-4030, 4030-4090) purchase of
consumable items must be charged to the fiscal year in which the delivery
of the consumable item occurred. Example of consumables - general office
supplies, paper, batteries, cleaning & janitorial supplies, etc.
If your FY 2011 order is received at the University after August 31, 2011 it
will be charged to your FY 12 account. Remember on use of the limited
purchase orders toward the end of year, departments must allow time for
the order to be shipped or delivered. It is recommended to use local
vendors toward the end of August so as to assure delivery of order Prior to
August 31, 2011.
Example A- Order using Consumable Items
FY2011 funds
(Object Code: 4010)
10 Cases of Copy Paper ordered on AUGUST 12th
10 Cases of Copy Paper received on AUGUST 26th
FY2011 Funds are OK since received within Fiscal Year 2011
Example B- Order using Consumable Items
FY2011 funds
(Object Code: 4010)
10 Cases of Copy Paper ordered on AUGUST 13th
10 Cases of Copy Paper received SEPTEMBER 03rd
FY2011 Funds can NOT be used & the object code used will NOT
permit rollover to FY12.
Resolution: FY2012 Funds must be used to pay for order
(use Voucher Create)
SERVICES:
(object codes 5350-5680)
The purchase of services must be charged to the fiscal
year in which the services were rendered. Please do not
issue orders for services to cross fiscal years. Create
Limited or Requisition for Current Fiscal Year to end
08/31/2011 and then create Limited PO or Requisition
for service beginning on September 01, 2011 for FY12.
CAPITAL ASSETS & CONTROLLED ASSETS
(object codes 5750-5772, 5773-5797 & 8000)
Equipment that has a value of $5,000.00 or more and an estimated useful life
of more than one year is considered a Capital Asset.
A Controlled Asset is equipment that does not meet the capitalization
threshold but that must be inventoried and tracked due to the nature of the
item (Example: computers, cameras, etc.).
These Assets must be charged to any fiscal year or combination of fiscal
years that are in existence on the date that the purchase order is awarded.
Note: If order is not delivered by 8/31/2011, purchase order will roll forward
and funds remain encumbered until received.
Object Code# 8440: New $$ amount of 100,000 vs.
5,000 per State of Texas GASB51
Utilize 5761 when under 100,000
Example A- Order using Capital & Controlled Items
FY2011 funds
(Object Code: 5787)
10 Computers ordered on AUGUST 12TH
10 Computers received on SEPTEMBER 5TH
This order WILL Rollover with FY11 funds due to Object Code 5787 being
used as long as the purchase order has been placed PRIOR to 08/31/2011
NOTE: It is OK for order to come in after 08/31/2011 due to “Object Code”
rolling forward.
MIXED PURCHASES
When an order is a combination of consumable, service and capital,
whichever item is the dominant purpose would govern the entire
purchase for determining the fiscal year.
Exception to the Fiscal Year Determination Procedures
Subscription to memberships, registrations, magazines and newspaper
(object code – 5211-5217,5765)
A particular fiscal year may be used to pay for the complete cost of a
membership, magazine or newspaper subscription even if the subscription
covers more than one fiscal year, providing that the subscription begins in
the fiscal year being charged.
"SAMPLES OF THE OBJECT CODES THAT WILL ROLLOVER FOR THE YR. END CLOSE OUT"
NON-CONTROLLED & NON CAPITALIZED
CAPITAL OUTLAY $100,000> (BUDGET POOL/8000)
CONSTRUCTION IN PROGRESS (C.I.P.)*
FURNISHINGS & EQP. $0.00 - $4,999.99
(BUDGET POOL/4000)
Office Furn and Equip - $0-4,999.99
Medical & Lab Equip - $0-4,999.99
Institut Furn & Equip - $0-4,999.99
Shop and Indust Equip - $0-4,999.99
Marine Equipment - $0-4,999.99
Uniforms and Clothing - $0-4,999.99
PC Peripherals/Add Ons $0-4,999.99
FAMIS
5750
5751
5752
5753
5754
5755
5760 ■
Purchase of Land
Purchase of Buildings
Building Improvements
F & OI Drives/Prkng Lots/Paths/Trails
F & OI Fences
F & OI Sports Facilities
F & OI Other Facilities Improvements
CAPITAL OUTLAY $500,000> (BUDGET POOL/8000)
CAPITALIZE ALL $ (BUDGET POOL/8000)
FAMIS
C.I.P. - Constr/Rehab of Buildings
8710
C.I.P. - Con/Reh - Other than Bldgs 8711
C.I.P. - Advertising
8712
C.I.P. - Archi/Engineering Services
8714
C.I.P. - Construction of Roads
8715
C.I.P. - Other Services
8725
C.I.P. - Project Mgmt/Admin
8726
Computer Software License - $0-4,999.99
Educ Books, Film & Ref - $0-4,999.9
Purchase of Animals - $0-4,999.99
Telecom - Equip Purch - $0-4,999.99
Fabrication of Equip - $0-4,999.99
5761
5765
5767
5770
5772
Infrastructure & Infr Improvements
C.I.P. - Fabrication of Equipment
8010
8110
8115
8210
8212
8213
8214
8250
CAPITALIZED FURNISHINGS
& EQUIPMENT $5,000 + (BUDGET POOL/8000)
8733
Notes
Real Property & Improvements - Expensed 5773▲
Motor Vehicles-Cars & Vans
Motor Vehicles - Trucks, Trailers, & Carts
Classroom Teaching Aids/Instr Equip
8410
8415
8420
■ Do not use to purchase a computer, use 5787
CONTROLLED BUT NON CAPITALIZED
FURNISHINGS & EQP.
(Except firearms & cash registers)
$500 - $4,999.99 (BUDGET POOL/4000)
Firearms $0-4,999.99
FAX Machines $500-4,999.99
Stereo Systems $500-4,999.99
Cameras $500.00-4,999.99
VCR's/TVs/Camcorders $500-4,999.99
Projectors-Agy Cntrld $500-4,999.99
Cash Registers-Agy Ctrl $0-4,999.99
Unfrms/Clthg-Agy Ctrl $500-4,999.99
Computers (micro) $500.00-4,999.99
Computer Printers $500.00-4,999.99
Med/Sci/Lab EQ-AGY CT $500-4,999.99
Golf Cart & Terrian Carts & Others $5004999.99
Office Furnishings and Equipment
Medical and Laboratory Equipment
Specimens/Collections/Works of Art
Other Instit Furn and Equipment
Shop, Farm & Industrial Equipment
Marine Equipment
All Other Personal Property
Purchase of Aircraft
Computer Equipment
Purchase & Maint of Cmptr Software
Telecom-Equipment
8421
8422
8423
8424
8425
8426
8427
8430
8435
8440●
8445
▲ Should be used for $0-$99,999.99 - for building
and improvements other than building
5775
5777
5780
5781
5782
5783
5785
5786
5787
5788
5792
5799
LIBRARY & REFERENCE BOOKS
CAPITALIZE ALL $ (BUDGET POOL/8000)
Library Books & Reference Materials
Library Periodicals
● must have a useful life of more than one year
and more than $ 5,000 in unit value cost
(divide cost by number of licensee)
* For all C.I.P. Accounts Only, except
Acct# 8309XX, use 5471 Intra-System
Agreement
W* Contact Purchasing Dept if using
state money and over $10,000
8510
8511
LIVESTOCK & POULTRY (BUDGET POOL/8000)
Purchase of Animals
8610
Changed from 5,000 to 100,000
per State of Texas GASB51
Utilize 5761 when under 100,000
****PLEASE NOTE********
All GRANT Accounts (beginning with #6's)
WILL ROLLOVER whether invoiced or received
"SAMPLES OF THE OBJECT CODES THAT WILL NOT ROLLOVER FOR THE YR. END CLOSEOUT"
OPEN COMMITMENTS
The Department should be reviewing and monitoring their Open Commitment on a
monthly basis by using screens 021 and 022 in FAMIS or CANOPY.
In September, the Purchasing Department will review all open commitments for
status.
•Capitalized purchases (object codes 5700 and 8000 series) the encumbrance
and budget will be rolled forward and still paid with FY2011 funds.
•Non-capital items that are physically received by August 31, 2011 must be
received in the FAMIS purchasing module by August 31, 2011.
The encumbrance will be paid with FY2011 funds upon a valid purchase order that
can be verified as received by August 31, 2011.
The state requires an accurate detail of all open commitments to be rolled into the
next fiscal year.
Screen 278
Document Inquiry
Open Commitment
Press “F11” on Screen 278
Open Commitment
Press “F5” Invoice
Open
Commitment
Press “F6” Receiving
Open Commitment
Press “F8” Accts
Open Commitment
RECEIVING REPORT
All items received by August 31, 2011 should be entered into the system by
August 31, 2011. When entering on screen 321 manually enters the date
received otherwise it will default to the current date.
Please note: if items (consumable or services) on a receiving report are
delivered after August 31, 2011, this order will be charged to your FY2012
accounts.
To be able to process payment, accounts payable will send you paperwork
on a manual voucher create and reference the purchase order that was
liquidated.
Important Note: If you place an order using FY2012 funds and they are
delivered “before” September 1, 2011; department must use FY2011 funds
to pay for goods.
IMPORTANT
Reminders when doing your On-line Receiving:

Can NOT just receive in FAMIS if the item
has not been “physically” delivered to campus

Make sure your order has been routed &
closed- Go to screen 272 to review any “in
processing” IP.
EXAMPLES: (if coming through Central Receiving)
•(FY-12 FUNDS)
•Limited Purchase Order (FY12)
•3 Projectors ordered on AUGUST 17TH
•3 Projectors “RECEIVED” on AUGUST 31st or prior
PROBLEM: FY12 FUNDS may NOT be used for delivery received
within month of AUGUST 2011.
RESOLUTION: CANCEL FY12 Limited PO
and CREATE FY2011 Limited PO
IMPORTANT NOTE: FY2011 Limited PO MUST be “created” the
SAME DAY as “received” to be in compliance with encumbering &
approving fund.
Accounts Payable
Items being paid on a Voucher Create form must be received in the
Accounts Payable Department by September 2, 2011 in order to be
processed with FY2011 funds.
Vouchers received after this date will require a local account number
and will be paid with FY2012 funds.
No manual payables will be created.
The first payment for FY2012 will be issued Thursday, September 8,
2011.
FMI contact ext. 2780.
TRAVEL
FY11 travel voucher forms must be in Card Services Office by September
2, 2011 in order to be processed as FY11. After this date, all vouchers not
encumbered for FY11 will only be processed using a local account as FY12
expense.
Do NOT liquidate FY11 E1 documents until ALL meals, lodging, car
rental, etc. have been PAID.
Airfare for FY12 can be purchased with FY11 funds. The ticket must be
purchased on a DCBA credit card and posted before August 31, 2011.
Encumbrance should be for airline ticket only plus commission. The meals,
lodging, car rental, etc. should be encumbered on FY12 E0 document.
DCBA Travel Credit Card
•DCBA credit card transactions for all travel related expenses incurred through
August 31, 2011 will be processed with FY 2011 funds provided charge has
been posted to Smart Data Online (SDOL).
•Statements should be reconciled in SDOL no later than Sept 2, 2011 for the
8/11/2011 – 8/31/2011 cycle.
•Statements and receipts are also due in the travel department no later than
September 7, 2011.
•DCBA accounts not reconciled by this date will be charged to the departments
default account with FY 2011 funds.
IMPORTANT:
•Please provide all receipts, copies of approved OTRs, GSA rate sheets,
contracts, conference flyers and agendas (if applicable).
•Don’t forget to split your charges (i.e. hotel and taxes, shared rooms, etc.).
•Do use correct object codes and E and L #’s.
•Make sure that the report is signed and dated by the cardholder and their
supervisor.
•DON’T LIQUIDATE an FY11 E1 document if you still have any
outstanding expenses that need to be paid. (i.e. hotel, airfare,
registration, meals).
•QUESTIONS
Accounting Important
Dates
Month Close
Month
June
July
August -
Closing Date
July 1
August 1
September 7
IDT deadline: Due to Accounting on the 23rd of
every month. August close requires all IDT’s
through August 31 be turned in by Sept 2nd.
Accounting Posting
Timing
Vouchers
Deposits
Payroll
Banner
P-Card
DCBA
IDT’s
Daily
2-3 days after
Bi-weekly & end of month
Weekly & end of month
25th
25th
After 25th
Accounting Important
Dates, Cont.
• All “Change Source Funds” entries due no later
than August 12
• All transaction correction requests must be
received by the accounting office by August 26
• NO MANUAL A/P, NO MANUAL PAYROLL
Accounting Tips
Tips to use your accounts wisely:
1)Check Account balances before and after
the 25th of each month.
2)Use DBR’s (Departmental Budget
Requests) to move budget to areas where
needed.
3)Review expenses in current month to be
sure they are on the correct account.
Accounting Tips
Tips to use your accounts wisely:
4)Double check all Object codes on documents
before you close them.
5)Be sure your documents have completed all
their Routing.
6)Review Open Commitments and check for
documents that are not needed, or manual
Encumbrances need to be changed.
OPEN COMMITMENTS
Use Canopy to view and research
Open Commitments.
Canopy is http://canopy.tamu.edu.
OPEN COMMITMENTS
The Open Commitments tab under the FRS
Account menu contains all the same filter fields
as FAMIS Screen 021. Canopy allows the user
to download the list to Excel by pressing the
Download button.
OPEN COMMITMENTS
Open Commitments are also known as
Encumbrances on the account. This is a
dynamic list. The Open Commitments stay on
this screen until they are fully Liquidated or
Paid. New Documents are added to the list as
they are closed.
OPEN COMMITMENTS
Open Commitments can be identified in the
Reference 1 column as one of the following:
Payroll = SAL0001
Benefits = BENB001
Cell Phone = CP
Copiers = AC
Telecom = TC & LD
Exempt Purchase Document = E
Limited Purchase Document = L
Requisition Document = R
Purchase Order Document = P
OPEN COMMITMENTS
The Encumbrances for Cell Phones, Copiers &
Telecom are entered at the beginning of the FY.
These are an estimated total of the expenses for
the FY. They are liquidated by the actual
amount each month. They may also be adjusted
as needed.
OPEN COMMITMENTS
The Open Commitments (Encumbrances) have
an Original amount. The Adjusted column is the
total of all changes to the Encumbrance. The
next column is for the total of what has been
Liquidated (transactions reducing the amount of
the Encumbrance). Then the Current column is
the remaining Encumbrance total.
OPEN COMMITMENTS
Canopy also allows the user to filter and sort the
Open Commitments (Encumbrances). Type in
an Object code next to the account to filter to
that code. To sort, click on the column heading
and the list is sorted as descending.
PROCUREMENT CREDIT CARD
Reconciled credit card statements-The last P-Card expense report for
FY2011 must be reconciled and due in the Purchasing Department no later than
September 02, 2011.
The expense report must show all items purchased and POSTED from August
6th through August 31, 2011. P-Card accounts not reconciled by this date will be
charged to the departments default account with FY2011 funds.
POSTING DATES:
Statement Date Reports: August 06th – August 31st FY2011
The following are problems that we encountered last end of year:
•Pcard expense reports will be run using the “posting” date, NOT the
actual “transaction” date
•Pcard purchases will NOT roll over, no matter what object code is used
FY12 Opening Dates
•July 11, 2011 to enter Requisitions for FY12 funds contingent on final
budget & approval (Screen 250)
•August 22, 2011 to enter Limited FY12 purchase orders. (Screen 240)
IMPORTANT NOTE: Orders cannot be delivered on campus until
September 1, 2011.
If delivery is received before September 01, 2011, you must use FY2011
funds to pay for the goods or services.
•August 22, 2011 to enter Exempt fy12 orders. (Screen 235)
To enter documents in FAMIS, you must manually change the FY to 2012 for
Requisitions, Limited orders, or Travel & Exempt orders and remember the
“DOC” section will always be R0, L0, E0 regardless of Fiscal year due to the
FAMIS program set up.
Upon completion of the first screen, your document will begin with R2, L2 or
E2 which verifies encumbrance is for fiscal year 2012. For emergency orders
that must be delivered on or shortly after September 1, 2011, please contact
David Davila, ext. 2616