Transcript HR System Upgrade - Georgia Institute of Technology

Georgia Institute of Technology
Fiscal Year 2008
Year End Town Hall Meeting
March 26, 2008
9am - 11am
Student Services Building, Room 117
Agenda
Opening Remarks
Closeout Memo Review
Joel Hercik
Carol Gibson
Business Services Update
Gerald Russell
& Sharon Jackson
Payroll Update
Maryann Fogarty
SPD Update
Robert Ellington
Questions from the Audience
Opening Remarks
Joel Hercik
Associate VP, Financial Services
Close Out Memo Review
Carol Gibson
Controller, Controller’s Office
Procurement Update
Gerald Russell
Senior Contract Officer, Purchasing
Sharon Jackson
Associate Director, Business Services
Important Purchasing Deadlines

Follow chronological close out datesposted on Procurement and TechWorks
web sites

Submit EDP to OIT at least 5 business
days prior to deadline

All requisitions must have required
documentation prior to processing
Open Encumbrances at Year-End
 Change Request Forms must be submitted via TechWorks by
Thursday, June 26, 2008.
 The Open Encumbrance Report (GTPOR262) will be available
exclusively on TechWorks
– Run/Print/Review on June 28, 2008
– Return with request to close encumbrance by Noon on
Monday June 30, 2008. No accounting changes or increases
– No Open Encumbrance Reports will be processed to
effect 2007 or 2008 PO’s/budgets, if received after JUNE
30th.
FY 09 Purchase Orders

FY 09 requisitions cannot be entered until
July 1, 2008

Notice of Intent to Issue Purchase Order
form located on the Procurement Services
form bank

FY 09 transactions will not be available on
any financial reports until July 16, 2008
Important P-Card Deadlines

Transactions posted by bank by Tuesday, June 27, 2008
will be recorded in FY 08.

Transaction information available on Saturday, June 28,
2008.

Redistribution via Works must be completed by 4:00 PM
on Tuesday, July 1, 2008.

Redistribution via the PCard redistribution journal entry
must be completed by Thursday, July 3, 2008

PCard may not be used to purchase prepaid registrations
for FY09 using FY08 funds.
Accounts Payable Deadlines

Friday, June 20th at Noon
– Last day for approved invoices and Check
Request Forms for posting in FY08
 Properly approved on correct form
 Valid account information
 Supporting documentation
 Sufficient encumbrance (for invoices,
subcontracts)
– Hand deliver urgent requests
to a manager after this date to
ensure processing by year-end
Accounts Payable Year-End
Accrual Project

All invoices $5000 and greater must be accrued at fiscal year
end for invoices dated 6/30 and prior that are not paid this
fiscal year

AP will use the electronic invoicing system through WebNow
to record all invoices > $5000 that are not paid by 6/30

Whenever possible, approve these invoices and submit to AP
by year end

Do not “hold” paper invoices-Whether the invoice
is approved or not, please submit to AP for
scanning into invoice work queues and
accrual of liability
Pre-Paid Expenses
 What are they?
– Payments that must be made this fiscal year for an
expense for a future fiscal year. Examples include
registrations and airfare purchases paid prior to 6/30 for
a FY09 conference/trip.
 How do we make payments this FY?
– Submit CRF or TES marked ‘Pre-paid Expense’ and
include next FY’s project account. No P-Card charges
allowed for future fiscal year expenditures.
 How are they posted?
– Expenses will post to the FY09
project/expense account in July
FY09 Accounts Payable
Transactions
– The system should be available on Tuesday, July
1st to begin processing payments for FY09
– First check run: July 1st
– Expenses will not post to ledgers or the GT Data
Warehouse (web payment look-up tool) until
July 16th, but TRUST US,
“The check is in the mail”
FY 08 TES Processing

5/16 - Last day for TES submission for 4/30 and prior

6/6 - Deadline for 5/1 – 5/31 trip end dates

6/13 - Deadline for 6/1-6/11 trip end dates

6/20 (noon)- Deadline for 6/12-6/19 trip end dates

6/20-6/30 Trip end dates will be processed after July
1st, using FY09 funds unless hand delivered
to a manager prior to noon on June 27th
Travel: Direct Billing of Airfare

New This Year: Monthly posting of travel agency charges
and increased direct billing of airfare=earlier deadlines for
reservations that must hit FY08 ledgers.

Reduced domestic routes and peak summer travel- Make
reservations as early as possible!

Book reservations through Travel Inc by May 15th to ensure
posting in FY08. If we are able to push this date to June, you
will be notified via the Admin Network.

After this date, travelers can always use personal
credit cards and we can reimburse using this year’s
funds, if submitted by 6/20.
Travel Encumbrances

Travel encumbrances using sponsored funds will carry
forward for 90 days after fiscal year end. On 9/30/08,
any open balances will be closed.

All open encumbrances using non-sponsored funds
(including any related registration fees on the same
requisition) will be closed by Friday, June 27th.

If trips are cancelled, or there are remaining funds on a
travel encumbrance that has already been fully
reimbursed, request closure via the Purchasing Change
Request in TechWorks as soon as possible
Payroll Update
Maryann Fogarty
Senior Director – HR Service Center
Payroll Update
PSF’S
HAND DELIVER TO PAYROLL BY:
May 16 For May Payroll/Summer Pay
June 13 For June Payroll/Summer Pay
Payroll Update
TIME DOCUMENTS:
TIME EDITOR WILL BE AVAILABLE FROM
8 AM June 5 Through 5PM June 6
8 AM June 19 Through 5PM June 20
OFF CYCLE CHECK REQUESTS:
Due in Payroll Wednesday, June 11 by 12:00 Noon
Summer Pay Processing
Calendar
Begin
Period
Date
01
02
03
04
May 12
Jun 1
Jul 1
Aug 1
End
Date
May 31
Jun 30
Jul 31
Aug 15
Last day to
New Hire PSF
Enter Summer
Due in OHR
Pay Date
Pay for this
Payroll
Pay Period
May 5
Jun 9
Jul 8
Aug 8
May 20
Jun 17
Jul 22
Aug 19
May 30
Jun 30
Jul 31
Aug 29
Academic Contract Pay
August & May are ½ month pay regardless of the
start or end date.
Full months are paid September through April.
All other months start or end pays are
prorated based on days worked
divided by the total work days in that
month.
Graduate Student Pay
GRADUATE STUDENT PAY IS PRORATED
AUGUST 2008
11 DAYS 1ST HALF
10 DAYS 2ND HALF
MAY 2009
11 DAYS 1ST HALF
10 DAYS 2ND HALF
SPD Update
Robert Ellington
Director, SPD Center
SPD Update
Early ASRs:
For staff and students terminating in May that are under the
Plan Confirmation System:
In April, SPD Center will query Payroll Database for
Terminating Employees in May. (Please have PSF Term
actions processed)
Send Departments list of Terminating Employees for
Early ASRs.
Departments will have a week timeframe to ensure
distribution is correct for each employee on list.
SPD Update
Cont.
 SPD Center will print early ASRs for each
Department and mail.
 Departments should obtain employee certification on
the Early ASRs and return to the SPD Center.
– No changes to the distribution on the early ASR can
occur after they are printed or the certification is void
and we will have to recertify.
SPD Update
Year End Close Dates:
June 30 - Last Day for Paper SPDs
July 3 - Last Day for Campus Online SPD Redistributions
July 11 - Mail FY08 Annual Statement of Reasonableness
 Obtain Employee signature
 Do not sign for employee
 If employee not available, supervisor or PI sign as First
Hand Knowledge (Department Chair in rare instances)
 UFO sign on separate certification line.
July 16 - SPD Open for FY2009
August 29 - Return Signed & Certified ASRs to SPD Ctr.
SPD Update
Group Position Budget Load for FY2009 Refresh:
For students in Group Positions not in the Budget Load that
are paid on Sponsored Funding in June 2008, the following
Future Periods will be populated in SPD:
o FY09
o Period 1 July - 100% June 2008 distribution
(ENC distribution will carry thru to December
2008, Period 6)
o Period 7 January - 100% xxx6580/6680 projects
(ENC distribution will carry thru to June 2009,
Period 12)
SPD Update
Group Position Budget Load for FY2009 Refresh:
For students in Group Positions not in the Budget Load that are
paid on State Funding in June 2008, the following Future
Periods will be populated in SPD:
o If June 2008 distribution on xxx1111 / xxx1112 (even
year) project.
o FY09
o Period 1 July - 100% June 2008 distribution
o Period 2 August - 50% June 2008 distribution
50% on xxx1200 project
SPD Update
Group Position Budget Load for FY2009 Refresh:
-Cont.
o Period 3 September - 100% on xxx1200 project
(ENC distribution will carry thru to June 2009,
Period 12)
– If June 2008 on any other State projects

FY09
– Period 1 July - 100% June, 2008 distribution
(ENC distribution will carry thru to June 2009,
Period 12)
Questions from Audience
• Accounting Services
• Budgets
• Bursar
• Business Services
• Grants & Contracts Accounting
• Human Resources/Payroll
• SPD Center