Transcript HR System Upgrade

Georgia Institute of Technology
Fiscal Year 2012
Year End Town Hall Meeting
March 29, 2012
1:00pm – 3:30pm
Student Services Building – Room 117
Agenda
Admin Network Announcements
Darlene Wright, Cindy Jackson
Opening Remarks
Jim Fortner
Closeout Review & GL Update
Carol Gibson
Business Services Update
Ajay Patel, Sharon Jackson
Payroll Update
Jerry Jobe
Salary Planning & Distribution Update
Robert Ellington
Grants & Contracts Update
Sandy Mason & Don Cochran
Budget Office Update
Cheryl Rankin
Questions from the Audience
Help Desk Information
Office of Human Resources
Update
Darlene Wright
Director - Employee Benefits
Office of Human Resources
Is Georgia Tech (still) one of the
“Great Colleges To Work For”?
Georgia Tech has elected to participate in The Chronicle of
Higher Education’s “Great Colleges To Work For” survey!
 Survey Specifics:
– Random sample of 600 faculty/staff
– Web-based
– Questions pertain to workplace experience, job satisfaction,
benefits
– 20 minutes to complete

Timeline:
– President Peterson sent email announcing GT’s participation
in this survey on March 22nd
– Invitation & instructions sent to random sample March 26st
– Survey closes April 13th
– Results shared this summer
GT Summer Camp Resources
Earth Day/Think Green Week
Cindy Jackson
Assoc Director - Waste Management
Facilities
Town Hall Meeting
Opening Remarks
Jim Fortner
Associate Vice President
Financial Services
Closeout Review & General
Ledger Update
Carol Gibson
Controller
Controller’s Office
Closeout Review

All changes from prior year listed in “bold text”

Follow all deadlines for timely closeout

PSoft Financials downtime, July 10, 11 & 12

BuzzMart available during Financials downtime

Financials open for FY 2013 on Friday, July 13

Annual Financial Report due August 8
Closeout Resources

Closeout Memo/Schedule/Calendar posted on:
– Controller’s Office Website - www.controller.gatech.edu
– Business Services Website - www.procurement.gatech.edu
– TechWorks – Login > Admin & Finance News Pagelet

PowerPoint Slides posted on:
– Controller’s Office Website - www.controller.gatech.edu
– TechWorks – Login > Admin & Finance News Pagelet
General Ledger Update

Audit Issues – New Areas of Focus for FY2012
– Equipment Management



Mgmt Letter for FY11 Audit – Internal Control Issue
Items not found by Auditors – Projected Misstmt $3.8M
Equip location affects Facilities & Admin(F&A) Cost Recovery
– Unallowable use of PCards



Mgmt Letter for FY11 Audit – Internal Control Issue
Split Transactions – Same Vendor/Same Day/ Exceeds Limits
Violation of Institute and State PCard Policies
– Employee Compensation – Biweekly Time Entry


Mgmt Letter for FY11 Audit - Dept Records not in sync with HR
Quarterly Reviews by Payroll
General Ledger Update

Audit Issues – New Areas of Focus for FY2012
– Prior Year Purchase Orders (Surplus Funds)
PY Exp < PY Enc, balance is surplused to state
 Printed in Annual Financial Report visible to President
 More focus on surplus funds – amount has risen
 Business office will monitor surplus funds monthly &
report provided to SVP for Admin & Finance

General Ledger Update

Managing Prior Year Purchase Orders
– New report for campus administrators

Summary Prior Year PO Report(718) – Dept, Proj, PO ID

Cfwd Budget, YTD Enc, YTD Exp, Lapse Amt
– Rules

PO must reflect correct Budget Reference (PY)

Expense Amount cannot exceed Enc Amount
– Issues with Vendor or Item/Service

Vendor Cannot Supply Item/Out of Bus – Substitute Vndr

Item/Service cannot be provided – Like item/service
General Ledger Update

Managing Prior Year Purchase Orders
– Payment Issues with PY PO’s
System limitations prevent AP from applying an expense
overpayment by line to another line on the PO
 Business Services analyzing solutions for this issue
 PY Exp > PY Enc by line, must be covered in CY
 Once PO fully liquidated, if total Exp < PY Enc and Exp
posted in CY, process JE to move expense from CY back
to PY (www.controller.gatech.edu/forms)

General Ledger Update

Helpful Hints for Managing PY PO’s
– Run and Review Ledgers/Reports regularly
Open Encumbrance Report (262)
 Summary PY PO Report (718)
 Prior Year Expense Ledger (306)

– Contact [email protected] for PY
encumbrance issues
– Contact [email protected] for PY payment issues
– Contact [email protected] for GL Rpt/Posting
issues
Business Services Update
Ajay Patel
Director of Purchasing
Business Services
Sharon Jackson
Director of Accounts Payable and Travel
Business Services
Important Purchasing
Deadlines

Follow chronological close out dates -posted on
Business Services and TechWorks web sites

All requisitions must have required documentation
attached prior to processing

Requisitions missing documentation will be
returned to Requester
Important Purchasing
Deadlines (≥$5,000)

Friday, May 4th
– Deadline for Requisitions that require bidding

Friday May 25th
– Deadline for Requisitions with sole source documentation

Friday June 8th
– Deadline for Requisitions that use State or GT Contracts

Tuesday, June 19th
– Deadline to request a new vendor in BuzzMart for
Requisitions
Confirming Order Form

Use for
– Purchases <$5,000 when an invoice has been received
– Not initiated with a BuzzMart requisition
– Should be an exception, not for routine procurement

Do not include a copy of invoice as an attachment

Approve invoice using Confirming Order PO# and
send the invoice to AP for payment, either through
WebNow routing or by sending via email
attachment to [email protected]
Open Encumbrances at YrEnd

Open Encumbrance Report (GTPOR262) available
in TechWorks

Friday, June 22nd
– Deadline to submit BuzzMart Change Request Forms

Tuesday, June 26th
– Deadline for Approvers to Approve or Return all
assigned Requisitions in BuzzMart ($4,999 or less)
– BuzzMart will be unavailable after 5pm
– Unapproved Requisitions in BuzzMart will be returned
Open Encumbrances at YrEnd

Thursday, June 29th
– Return Open Encumbrance Reports by noon to Business
Services to [email protected]
– No accounting changes or increases
– No Open Encumbrance Reports will be processed to
effect FY 2011 or FY 2012 PO’s/budgets, if received after
June 29th
BuzzMart Expedited
Transaction Reports for FY12

Monthly Expedited Transaction Report
–
–
–
–
For BuzzMart Catalog orders <$3,000
Reports for FY2012 should be current through January
All FY2012 should be current by August 15th
More info on procurement web page (BuzzMart/ forms)
www.procurement.gatech.edu
FY 2013 Purchase Orders

Users will delete ALL shopping carts from FY2012

FY 2013 requisitions cannot be entered until
Monday, July 2nd

Notice of Intent to Issue Purchase Order form
located on the Purchasing forms bank

FY 2013 transactions will not be available on
financial reports until Friday, July 13th
Split Transactions

For Catalog Orders
– No Split funding at the line and header level
– Use separate lines for each account/ project
– Use journal entries/cost transfers for accounting changes
PCard Update

The PCard is still a great procurement tool for
small dollar purchases from non-contract
vendors and all registration payments

BuzzMart is the procurement
tool for Catalog Vendors
PCard Deadlines

Transactions posted to bank by Wednesday, June
27th will be recorded in FY 2012

Transaction information available on Thursday,
June 28th, after 3pm

Redistribution via Works must be completed by
2pm on Friday, June 29th

Redistribution via the Campus PCard (CPC)
journal entry page must be completed by Friday,
June 29th 6pm
Customer Service Support


FAQ’s on Procurement Website
Contact info:
Subject of Question
Email Questions to:
Buzz Mart Requisition/ PO
Questions
[email protected]
Vendor Questions
[email protected]
PCard
[email protected]
Agreements for Signature/
Purchasing
[email protected]
Accounts Payable & Travel
Vendor
Invoices
TES for
Nonemps
SubAgreements
$
T&E
Wire
Transfer
Forms
Employee
Payment
Req
Check
Requests
Recurring
Payments
Invoice Process Flow
Invoice entered
in BuzzMart
Auto matching to
PO and Receipt
(3 days)
Transfer to
PeopleSoft as
Voucher OR
Match Exception
Review
NOTE: Vouchers are ‘In Process’ until
successfully matched and will not post to
PeopleSoft until matching is complete
Paid per Payment
Terms
Accounts Payable Deadlines

Monday, June 18th
– Deadline for approved invoices that reference a
BuzzMart PO and all other AP Forms

Properly approved on correct form

Valid account coding

Supporting documentation

Sufficient encumbrance

Receipt entered for all orders $3000+
Accounts Payable Deadlines

Invoices that reference a BuzzMart PO will continue to
be entered through 6/29, on a first-in, first-out basis

Invoices that do not reference a valid BuzzMart PO will
be scanned and routed to WebNow departmental work
queues for approval. Use the WebNow worksheet to
approve the invoice and payments will be processed on a
first-in, first-out basis.

There will be no access to BuzzMart for Receipts and
Match Exceptions from 6/27-7/1
BuzzMart Receipts
All POs $3,000+ require
a receipt. Receipts must
be entered prior to 5pm on
June 26th to be eligible for
matching and payment
prior to June 30th.
If a receipt is not entered
within the 3 day window
after invoice entry, both a
receipt and ‘Force Match’
must be entered.
Invoice
entered in
BuzzMart
Voucher ready
to pay in PS
Email
notification
sent
Successful 3way match
3 day window
to enter a
receipt
Force Match
Exception ‘In
Process’
BuzzMart Match Exceptions

Match exceptions based on system tolerances
– 5% up to $500 per PO
– No additional line items
– Receipt cost/quantity

Action must be taken by the Finance Approver
– Enter Receipt & Force Match ($3000+, if OK to pay)
– Force Match with comment (<$3000, if OK to pay)
– If voucher correction must be made, enter a comment with
instructions and send to [email protected]. Force
matched vouchers will automatically be set up for payment.
DO NOT FORCE MATCH if there is a problem with the
invoice/voucher.
AP Year-End Accruals

All invoices dated 6/30 and prior that are not
paid this fiscal year must be accrued

Whenever possible, approve invoices in
WebNow and submit to AP by year end
deadlines

Do not “hold” paper invoices. Submit all
invoices to [email protected] (1 invoice
per email) to be scanned into the invoice work
queue and accrued, even if the invoice is not
approved for payment.
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 FY13 conference/trip.
How do we make payments this FY?
 Directly bill airfare through Travel Inc.
 Use the CRF and check ‘Pre-paid Expense’ (include
next FY’s expense account).
How are they posted?
 Expenses will post to the FY13
project ID/expense account in July
ACH Payment Option
 Vendors and other payees that expect 3+ payments
per year through Accounts Payable can register for
ACH electronic payments
 The vendor must be an active vendor for Georgia
Tech prior to setting up ACH payment
FY 2013 AP Transactions
– First check run for FY13: July 2nd
– Expenses will not post to ledgers or the GT Data
Warehouse (web payment look-up tool) until
July 13th, but TRUST US,
“The check is in the mail”
or
“The ACH has been sent”
Travel and Expenses (T&E)
T&E System—1 Year Old




6,200
28,000
5,600
Travel Authorizations approved
Expense Reports Paid
Employees received reimbursements
Significant system enhancements and fixes have
been added since go-live to improve productivity
and the user experience
T&E System

T&E will be available throughout close-out for entry
& approval of Travel Auths and Expense Reports

Expense Reports will be processed on a First-In,
First-Out basis through June 29th

T&E reimbursements begin for FY13 on July 2nd

Send requests to expedite expense reports using
FY12 lapsing funds to [email protected].
They will be processed as volume/timing permits.
T&E Pending Transactions

Financial Managers should review all TAs and
Expense Reports in ‘Pending’ status to ensure that
documents are approved in a timely manner
T&E Pending Transactions

Most items in ‘Pending’ status require employee
review/submission
T&E Web Payment Inquiry

View the status of all T&E transactions, by Empl
Name, Report ID, Campus Ref# or Empl ID
Non-Employee Travel

Monday, June 18th
– Deadline for Employee Payment Request Forms and
TES for Nonemployees


Valid account coding

Supporting receipts
Payments will continue to be processed through
June 29th. Send urgent payment requests for FY12
lapsing funds to [email protected].
Direct Airfare Billing

Airline tickets will be paid against FY12 funds if
posted to the Institute account by June 8th.

Airfare for July 1 and later departure dates will be
posted to a pre-paid expense account if state funds
are used. Provide valid FY13 project ID at time of
reservation.
Customer Service Support


FAQ’s on Procurement Website
Contact information:
Subject
Email Questions to:
T&E and travel-related
questions
[email protected]
Invoice and accounts
payable questions.
BuzzMart match
exceptions issues.
[email protected]
Send single invoices for
payment
[email protected]
Customer Service FAQs

New FAQs have been posted for all functional
areas of Business Services!
Search by
keywords
Payroll Update
Jerry Jobe
Director of Payroll
Office of Human Resources
Payroll Update

PSF’S

Completed ePSF By:
May
10 For May Payroll/Summer Pay
June
15 For June Payroll/Summer Pay
Payroll Update
TIME DOCUMENTS:
- TIME EDITOR WILL BE AVAILABLE FROM
8 AM May 31 Through 5PM June 1
8 AM June 14 Through 5PM June 15
OFF CYCLE CHECK REQUESTS
- For BiWeekly Period Ending 6/13/2012 requests Due in
Payroll Friday, June 8 by 12:00 Noon
- Final off-cycle check requests for the Fiscal year is Due
in Payroll Monday, June 25 by 12:00 Noon
Biweekly Salary Accrual

The accrual for biweekly wages earned in June but
not paid until July will include 12 days.
Period Ending 06/29/2012 – 10 days
Period Ending 07/11/12 – 2 days (June 28-29)
***Tech temp and student wages are not accrued
Summer Pay Processing
Calendar
Period Begin Date
New Hire PSFs
End Date Due in Payroll
Enter Summer Pay for
this Pay Period By:
Pay Date
1
May 14
May 31
May 15
May 22
May 31
2
Jun 1
Jun 30
June 15
June 19
June 29
3
Jul 1
Jul 31
July 17
July 20
July 31
4
Aug 1
Aug 15
August 15
August 21
Aug 31
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.
Salary Planning &
Distribution (SPD) Update
Robert Ellington
Associate Director - SPD Center
Grants & Contracts Accounting
SPD Update
Early Annual Statement of Reasonableness (ASR) Form
For Plan Confirmation System employees terminating in May
Mon, April 16, SPD Center will query Payroll Database for
Terminating employees and email list to Depts. (Please have PSF Term
actions or Rehire actions processed)
Dept’s have one week to review & return list of who needs early ASR
Mon, April 23, SPD Center prints early ASR’s & mails by end of April
for employee and Financial Mgr certification signatures and dated…to be
returned to the SPD Center. (No First-Hand Knowledge certifications)
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
*Electronic*Annual Stmt of Reasonableness (eASR)
• Email eASR link to Plan Confirmation employees (similar to
monthly eWAF notification) A demo instruction link is included.
• Online electronic certification by employee
• Online electronic approval by Unit Financial Managers
• Manual ASRs backup for unconfirmed eASRs in August
• Certified and Approved ASRs deadline - August 31
• Confirm Proposed/Committed Levels of Effort for PIs, Co-PIs,
and other Key Research Personnel prior to YR end close.
SPD Update
Year End Close Dates:
June 22
Deadline for 120 Day Late cost transfer requests to externally
funded sponsored projects
June 29
Last Day for Paper SPD’s
July 3
Last Day for Campus Online SPD Redistributions
July 6
FY 2012 eASR’s available electronically
July 13
SPD Open for FY 2013
August 31 Certified and Approved eASRs & manual ASRs Deadline.
Grants & Contracts Acctg
Update
Sandy Mason
Interim Director
Grants & Contracts
Don Cochran
Business Analyst, Sr
Grants & Contracts
Grants & Contracts
Accounting Update

G&C Cost Transfer Deadline – July 2
– Paper and ECT
– >120 days require additional approval

Sponsored Project Exceptions - Ongoing
– Over budget and/or Past Term
– Undocumented exceptions must be cleared
Grants & Contracts
Accounting Update

American Recovery and Reinvestment Act
(aka Stimulus Funding or ARRA)
– TRANSPARENCY = >Scrutiny = >Audits
– Quarterly narrative updates of the activity performed
during the reporting period provided by PIs should be
properly edited and consistent with expense postings
– Post all appropriate salary expenses within reporting
quarter
Grants & Contracts
Accounting Update

Cost Sharing
– Ongoing effort to record cost sharing expenses and
“link” projects in GM database
– Increased scrutiny by sponsors
Impact on invoicing/collections
 Impact on financial reporting

Grants & Contracts
Accounting Update
Management Reports
Demonstration
Grants & Contracts
Accounting Update

New online reporting tools to give you more
information about your Sponsored Project Activity

Just in time for Year-end planning and Year-end
Review!!!
Grants & Contracts
Accounting Update

Resident Instruction Project Detail Extract

Sponsored Expenditure Reports

Sponsored Activity Summary

Go to G&C Dept website (www.grants.gatech.edu)
and navigate to ‘Management Reports’

Questions - [email protected]
Budget Update
Cheryl Rankin
Director of Budget Management
Institutional Budget Planning & Administration
Budget Update

Two year-end policies are posted on the Institute
Budget Planning & Administration website

Policies focus on GenOps funding
• Carry-forward requests
•
Must be requested by Division financial administrators by April
15
• Lapsed PO’s/Encumbrances
http://www.budgets.gatech.edu/apps/wPolicyProc/views/Policy.aspx
Budget Update

Sponsored Adjustments
– Complete sponsored adjustments as early as possible, especially
any personal service adjustments.
– Personal Services adjustments not only impact General
Operation (Gen Ops) balances, but also the actual centrallybudgeted fringe benefits the Institute pays

Cleanup of Funds
– Clean up Department Sales and Services (DSS), Research
Consortium, and Technology Fee balances
– DO NOT leave a deficit in Gen Ops and a balance in Research
Consortium - They will not offset one another
Budget Update


Align Personal Services and Non-Personal Services
budgets to actual expenses
NPS by category should also be aligned
Georgia Institute of Technology
BUD907 - Schedule March
of Fund
- by ORG without Fringes
29,Balance
2012
March 29, 2011
Institute Hopes and Dreams
999
Summary of Budget Unit
Project / Description
Budget Current
Encumbrances
Expenditures
Current Balance
State Appropriations
Personal Services
Wages & Salaries
Fringe Benefits
Subtotal Personal Services
Non-Personal Services
Travel
Operating Supplies
Equipment
Total Non-Personal Services
TOTAL
125,000.00
18,750.00
106,750.00
(500.00)
125,000.00
18,750.00
106,750.00
(500.00)
500.00
8,000.00
2,000.00
10,500.00
135,500.00
3,500.00
2,500.00
6,000.00
24,750.00
325.00
2,000.00
1,000.00
3,325.00
110,075.00
175.00
2,500.00
(1,500.00)
1,175.00
675.00
Budget Update

Please make sure all full-time employees’ @ rates
are correct

Annual pay must not be more than the @ rate

Since there are no raises for FY13, the @ rate and
annual pay should be the same as of July 1, 2012

Contact your assigned budget analyst with any
questions
Questions from Audience
•
Budget Office (Orig Bud, Bud Amdmts or Policies)
•
Bursar’s Office (Petty Cash, Cashiering, Non-Student AR)
•
Business Services (AM, AP, PCard, PO, T&E or Travel
•
Controller’s Office (GL Reports, COA, etc.)
•
Grants & Contracts Acctg (G&C, SPD or Mgmt Rpts)
•
Human Resources (Payroll, Benefits, etc.)
Help Desk Information

Invoices, Vouchers, Payments
Orig Budget, Bud Amendments

PO’s and Requisitions
[email protected]

GL Rpts, COA, Ledger Postings
[email protected]

Payroll, Time Entry, PSF's
[email protected]

[email protected]

PCard
Agrmnts for Signature/Purchasing

Travel
[email protected]

Vendor Questions
[email protected]

[email protected]
[email protected]
[email protected]