Transcript The University of Montana

The University of Montana
FYE 2015 Briefing
May 21, 2015
Business Services
Agenda
•Introductions
•Office
for Planning, Budgeting &
Analysis (OPBA)
•Procurement
•Accounts Payable
•Payroll processing Schedule/Highlights
•Payroll Redistribution Dates
•Campus Cutoff Schedule
•Feed File Schedule
•Procedure Highlights
•Break
•JV Reminders
•Tips & Tools for Monitoring Balances
Business Services Contact List
Accounting Services
•Dan
Jenko, Assistant Director
Ext 5530
•Tara
Scott, Financial Manager
Ext 5802
•Melissa
Reimann, Accountant/Capital Assets
Ext 6628
•Luanne
Felstet, Accountant
Ext 2499
•Barb
Bybee, Accountant
•Lester
Bracey, Accountant
•Geoffrey
Lake, Campus Operations Coordinator
•Accounting
Services Fax #
Ext 6261
Ext 5742
Ext 6006
Ext 4929
Accounts Payable/Procurement
•Kay
Lamphiear, A/P Manager
•Nicole
•Lisa
Coon, AP Specialist
•Cathy
•Bob
Thompson, AP Specialist
Butler, AP Specialist/Procard Coordinator
Hlynosky, Procurement
Ext 4935
Ext 2384
Ext 2516
Ext 2113
Ext 2494
Systems
•Scott
Klanecky, Finance Systems Manager
Ext 5558
•Frank
Grady, Banner Finance Production Manager
Ext 2940
Treasury Services
Betty Davis
Ext 4320
Management
John McCormick, Interim Director
Ext 2532
OPBA Contact List

Dawn Ressel, Associate VP for University Planning, Budgeting and Analysis
[email protected]
Ext. 5661

Ed Wingard, Budget Director
[email protected]
Ext. 4775

Debbie Morlock, Budget Analyst
[email protected]
Ext. 4791
 Pope Ashworth, Research & Budget Analyst
[email protected]
Ext. 5661
 Kim Rudolph, Budget Analyst
[email protected]
Ext. 5647
General Funds

Negative available balances

Negative personnel services balances

Correct negative balances by submitting a budget change or moving
expenses out to another Index Code or Fund (if appropriate)

Ensure Appropriate Account Codes are Used for all Expenditures
*(Remember to consider benefits when correcting negative personnel
balances.)
Reports to use to monitor results:
• UMDW Operating Statements #1 or #2
• UMDW Payroll Reports #6 or #7
Designated/Auxiliary




Negative fund balances
Consider impact of year end results on FY16 plans and budgets –
submit a plan amendment if necessary
Expense should not significantly exceed the FY15 fiscal year
budget
Submit budget changes as needed
Report to use to monitor results:
• UMDW Operating Statement #7 (shows current fund balance)
General Funds/Designated/Auxiliary
 6/12/15
(Friday) – Last day to submit
routine/temporary budget changes
*Remember RBC’s need to be signed by your Vice
President
Procurement
Encumbrance Cleanup
Attachments (specifically contract services)
Prepay
PO’s before the item or service is bought.
Shared Accounting
Sole Source – Correct Justification
May 15th was the deadline for bids less than 500k
that are not on a term contract. Also deadline for
photocopiers.
 June 15th requisition requests for term contracts,
no bid requests.
 Items dated July 1st or later will post to FY16.
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Accounts Payable Year End Dates of
Interest
We recommend that you complete Procard charges for
FY15 by June 15 to ensure FY15 posting. We are at the
discretion of the merchants for processing our charges and
many only processes weekly.
Procard will have two redistributions for year end.
• June 29, 2015 for Cycle 12 – Charges thru 6/21/15
• July 7, 2015 for Cycle 13 – Charges from 6/22 thru
6/30/15 (these charges will start being downloaded on
the morning of the 30th with final download for FY15 on
July 1st.) By using date of 6/29, they will download daily.
Accounts Payable Year End Dates of
Interest
• July 1, 2015 – All Paper Requests are due in A/P by 5:00
pm (Travel, check request, PO invoices)
• July 6, 2015 – All GrizMart Non PO and Travel for FY15
must be entered by 5:00 pm. This will be your final entry
for FY15 – Use June 30 as your Transaction Date.
• July 8, 2015 – All GrizMart department approvals must be
completed by 5:00 pm. If not approved they will become
FY16 transactions.
• July 9 and 10, 2015 – No department GrizMart or
Banner processing.
• July 13 – FY16 Banner and GrizMart open for processing.
Fiscal Year End - Payroll
For questions please contact:
Shelley Hiniker: 243-6634
[email protected]
Andrea Scheuering: 243-5199
[email protected]
*For Redistributions please contact your
Fund or Grant Accountant.
BW & MO Payroll
•
BW 14 online entry GTO is open July 2nd to July 7th.
•
Do not send RPT’s with the Monthly rosters
•
Submit RPT’s by June 13th if you would like them to display on the BW 14 GTO
•
BW 14 will post July 10th. (Pays on July 15)
•
BW 13, BW 14 & MO 7 Health Insurance will be FY2016 expense - $887.00/month
•
SP14-BW15 will expense in total at the department level for FY16
•
SP13, BW13 & MO 7 will post July 1st.
•
New Rate Changes for FY2016.
• Unemployment .55% (subject to change)
• PERS 8.37%
• TRS 11.05
• TIAA-CREF 10.676
SP Payroll
•
SP 13 will open June 19th and will close at 5:00
p.m. on June 23rd.
•
SP 14 will open July 2nd and will close at 5:00
p.m. on July 7th.
•
SP 14 – pay cycle from June 19 – July 1 will pay
on July 15th – this will be an FY16 department
level expense
Payroll - Miscellaneous
• Redistribution
Schedule –
• May transactions – June 9th.
• June transactions – July 7th.
• Redistributions
into State/General fund
indexes from other funding sources (such as
designated, auxiliary etc.) will be reviewed by
the Office of Planning, Budget and Analysis.
Sufficient budget authority, for both wages and
benefits, must be in place for these to occur.
•
Manual Checks – due to the Fiscal Year End
Cash Closing process – there will be no manual
checks processed from June 23rd. to July 1.
Payroll Processing
PAY ID PAY PERIOD DATES
6/1/2015 MO7
6/30/2015
5/19/2015 MS7
6/18/2015
6/02/2015 –
SP13
6/18/2015
6/19/2015 SP14
7/1/2015
6/7/2015 BW13
6/20/2015
6/21/2015BW14
7/4/2015
7/5/2015 –
BW15
7/18/2015
SPECIAL
CHECK
DATE
BANNER
FINANCE ENCUMBRANC
INTERFACE E RELEASE
DATE
DATE
NHIDIST LOAD
DATES
7/01/2015 7/01/2015
6/30/2015
06/27/2015
7/01/2015 7/01/2015
6/30/2015
06/27/2015
7/01/2015 7/01/2015
6/30/2015
06/27/2015
7/15/2015 7/15/2015
07/11/2015
COMMENTS
Prepaid Insurance
FY2016
7/1/2015 7/1/2015
7/1/2015
06/27/2015
7/15/2015 7/10/2015
07/2/2015
07/10/2015
FY2016
Prepaid Insurance
FY2016
Prepaid Insurance
FY2016
7/29/2015 7/29/2015
07/11/2015
FY2016
7/15/2015 7/15/2015
07/11/2015
FY2016
FYE Payroll Redistributions
•Procedures
& form
Payroll Redistributions are for corrections to the funding sources. These
cannot be processed using a journal voucher.
•Deadlines
90 Day Rule – If you are processing a redistribution that has a history date
of greater than 90 days you must include an exception memo which will
be approved by the Director of Business Services or his assignee.
Grants and Contracts must adhere to ORSP policy and procedures.
•BW14 Timing
Issues
Review your GTO reports carefully upon completion. If there is an error
– contact your HRA immediately before it completes. For FY15 this
would be 12:00 pm 7/7/15.
Payroll Redistribution Form
http://www.umt.edu/business-services/forms/PayrollRedistForm.xls
Payroll Redistribution Deadlines
Deadlines to have requests to Business Services…
6/9/15 – May (due by 3:00 PM)
• 7/7/15 – June (due by 12:00 PM)
•
•
Payroll Redistributions for BW14 will
not be allowed
Reminder: all requests for redistribution need to be processed through your
Fund Accountant or your Grant Accountant, not through the Payroll Office
FYE 15 Website
http://www.umt.edu/business-services/Employees/Fiscal%20Year%20End/default.php
Campus Cutoff Schedule
http://www.umt.edu/business-services/Employees/Fiscal%20Year%20End/default.php
Feed File Schedule
Due by July 8th at 3:00 PM
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Facilities Services (work orders and
postage)
Network port charges
Fixed phone charges
Long distance charges
UC Admin charges
Dining Services invoices
Other Critical Dates
• 7/10 FY15 Period 12 closes at 5:00 PM
• 7/11 “GL and Encumbrance Roll” to FY16
• 7/13 Period 12 Reports available thru
UMDW
Fiscal Year16 Begins
• July 13
•Invoice Processing Resumes
•Journal Voucher Entry
• Reverse Entries
•Automated, prior to July Month End closing
•Pre-Pay and Deferred Revenue, prior to July
Month End closing
Accounting Procedure Updates
• Prepaid Expenses
• Miscellaneous Accounts Receivable
• Deferred Revenue
• Accrued Expenses
Prepaid Expenses
Definitions:
• Prepaid expenses are items over $500.00 that
are paid during the current fiscal year, but are
an actual cost for the next fiscal year. All items
or services must be received or provided
after June 30, 2015 to be considered a prepaid
expense. These expenses are recognized as an
asset (prepaid) in the current fiscal year and as
an expense in the next fiscal year.
This process is not applicable to Grants.
Prepaid Expenses
•
Examples of Prepaid Expenses:
• Prepaid service contracts or software licenses (under
$100,000) for next fiscal year (these can be split
between 2 years)
• Subscriptions or membership fees for next fiscal year
(these can be split between 2 years)
• Expenditure transactions which are matched to deferred
revenue (ie: summer session revenue)
Prepaid Checklist
Prepaid Expenses
(Continued)
Updates/Reminders:
• *REMEMBER* - use the activity code PREPAY in GrizMart for non-PO
payments or requisitions or meal per diems entered through GrizMart
• *REMEMBER* - you can code ProCard charges directly to Prepaid account
1905
• Make sure to get supporting documentation to Barb Bybee (ext 6261) before
noon on Friday, 7/10/15
• Review procedure: Prepaid Procedures
http://www.umt.edu/business-services/Employees/Fiscal%20Year%20End/default.php
http://www.umt.edu/grizmart/GrizMart%20FAQs.php#FAQ31
Miscellaneous Receivables
• The
University does not record all accounts
receivable in its centralized accounts receivable
system, this information must be provided to
Business Services.
•
It is the department’s responsibility to report
the correct receivables and maintain and
forward to Business Services the backup support
for the receivables reported.
• This
applies to receivables that are not recorded
in Banner and are owed by off-campus entities.
Miscellaneous Receivables
(Continued)
Updates/Reminders:
• No procedure changes from last year
• Individual receivables greater than or equal to
$25,000 require dean or director approval
• Make sure to get supporting documentation in to
Geoff Lake by noon Tuesday, 7/7/15
• Review procedure: Miscellaneous Accounts Receivable
http://www.umt.edu/businessservices/Employees/Fiscal%20Year%20End/default.php
Misc. Receivables Sample Form
Allowance for Uncollectible Accounts
Allowance calculation based on aging from bill date.
• 0 – 90 days
5%
• 91-180 days
25%
• 181+
50%
Miscellaneous Receivables
Have I provided goods or
services prior to 6/30/2015
but have not received
payment by 6/30/2015?
No
Done
Yes
Done
Yes
Is it billed on a student
account?
(Receivable in Banner?)
No
Is single transaction
>$25,000?
No
Fill out form,
send to Geoff Lake
Yes
Fill out form, get
approval from
Dean/Director
Include back-up,
send to Geoff Lake
Unpaid Receivable?
Deferred Revenue
•DEFINITION:
Deferred revenue is revenue collected in the current fiscal year for
services provided in the next fiscal year. This revenue is reported as a
liability on the current year’s balance sheet and as revenue in the next
fiscal year.
•Departments
that record deferred revenue include, but are not limited to:
•Continuing Education
•Bio Station
•Dining Services
•Athletics
•Campus Recreation
•Residence Life
*Note: Summer session tuition and fees collected prior to July 1st are also
recorded as deferred revenue per Montana University System policy.
Deferred Revenue
(continued)
•Procedures:
• Banner
Online Departmental Deposit Form Preparation
• For ease of processing deposits, please use a separate
deposit card for deferred revenue transactions
• Deferred revenue must be recorded with an activity code.
Find the current activity code list on the link below. Please
contact your Fund Accountant if a new activity code needs to
be established. The activity code is the revenue account code
with the ‘5’ replaced by an ‘R’ (ie; 50404 – Campus Recreation
Trip Fee income activity code would be R0404)
• Balance Sheet account number is 2505 – Deferred Revenue
Deferred Revenue
(Continued)
Updates/Reminders:
• No procedure changes from last year
• Deadline is same for cash receipt cards (11:00
am 6/30/15)
• Be sure to send backup to Luanne Felstet (ext
2499) and contact her with any questions
• Review procedure and forms: Deferred Revenue
http://www.umt.edu/businessservices/Employees/Fiscal%20Year%20End/default.php
Expenditure Accruals
•
Expenditures must be recognized in the accounting year incurred, which creates the
necessity for recording expenditure accruals for valid obligations incurred but
unpaid as of the end of the fiscal year.
•
Departments must submit requests for expenditure accruals to Business
Services on or before the date posted on the Fiscal Year End Critical Cutoff
•
The following information along with the backup documentation must be provided
to Business Services:
•Identify type of accrual – ‘A’ accrual or ‘B’ accrual
•Explanation and supporting documentation
•Identify vendor (if vendor is another state agency, special accrual
accounting is required)
•Department contact person and phone number
Expenditure Accruals
(Continued)
 “A” Accruals
◦ These are for State Funds Only
◦ For Valid open orders of goods/services received
After June 30th

“B” Accruals
◦ These are for All Funds including State Funds
◦ Valid open orders on goods/services received on
or Before June 30th, but have not yet been paid.
Note: Accruals over $25,000 must include backup
documentation and will need approval by the Director of
Business Services.
Expenditure Accruals
(Continued)
Updates/Reminders:
• Only items $500.00 or more will be accrued
• Remember * An accrual may be necessary for
Procard purchases made during the last days of June
(after 6/22/15) if the vendor does not process them in
a timely manner
• Make sure to get supporting documentation in to Tara
Scott (ext 5802) before 4pm on Thursday,
7/9/15
• Review online accrual procedures
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20
End.aspx
Decision Trees
Prepaid Expenses

Am I paying for goods or services prior to 6/30/2014 that are >$500 and relate to next year? ie.
Paying for maintenance agreement in June for FY15.
Is this a non-PO payment or requisition
or meal per diem through GrizMart?
If yes—when initiating the purchase in
GrizMart use expense code and
activity code PREPAY.
Am I using my ProCard?
If yes – use account code 1905 and
provide back-up to Barb Bybee in
Business Services.
Decision Trees
(Continued)
Miscellaneous Accounts Receivable
 Have
I provided goods or services prior to
6/30/2015, but have not received payment
by 6/30/2015 and have not recorded the
receivable in Banner?
 If all of above conditions are met—complete the
form on the Business Services website for
Miscellaneous Receivables. Send the completed
form to Geoff Lake. With the form, send an
invoice or statement as supporting
documentation. For amounts > $25,000 have
your Dean or Director sign the form.
Decision Trees
(continued)
Deferred Revenue


Have I collected funds for activities that
will occur on or after July 1, 2015?
If yes—when completing the deposit card,
use account code 2505 with the activity
codes established for deferred revenue.
The activity codes are listed on the
Business Services web-site.
Decision Trees
(Continued)
A-Accruals
Will
I receive goods or services AFTER
6/30/2015, that will be paid after
6/30/2015, from a State fund and are
> $500?
If yes—notify Tara Scott in accounting by
sending either a Purchase Order copy or
a signed contract that has been initiated
by 7/09/2015.
Decision Trees
(Continued)
B-Accruals
Have
I received goods or services
BEFORE 6/30/2015 that will be paid after
6/30/2015 and invoice is > $500?
If yes—Notify Tara Scott in accounting by
sending either an invoice, packing slip or a
signed contract.
10 MIN BREAK
UM FOUNDATION
Fiscal Year End Procedures for UM Foundation
 Payments to UM
◦ Withdrawal Requests to Foundation Offices by Tuesday, June 23rd for last ACH
payment on Thursday, June 25th
◦ NO advances to index codes - transfer has to be for actual expenses incurred
 Exception will be made for reimbursements for June payroll expense. Expense will be an advance and will need to be
cleared with June Banner report as soon as June payroll is processed

All other fiscal year 2015 expenses
◦ Withdrawal requests to Foundation Offices by July 17th

Clear outstanding advances by June 9
◦ Any outstanding advance over the fiscal year-end needs an explanation as to
why it’s still outstanding
 Exception for June payroll reimbursements. Expense will be cleared in fiscal year 2015
with June Banner report

Questions
◦ Contact Jamie Stanton at 4788
Helpful Tips

Enter JVs that post within your department (JD1 & JD2)
◦ This will help with faster processing
◦ Please reference the Banner document number in your JV
document text
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Please monitor all deadlines and notify Business Services
right away if unable to meet a deadline
Please monitor your accounts and get your requests in to
the Foundation for Gift accounts by June 23rd
Contact the appropriate service area with questions
(Accounts Payable, Procurement, Accounting, Systems)
Dates on JV’s are critical; Please specify which FY you
would like to post.
Please print name and phone extension on JV’s you
send over to Business Services.
Tools for Monitoring FYE Activity
•Banner
Finance
•JGIBDST – Org Budget Status
•FGITBSR – Trial Balance Summary
• UMDW
•Operating Statement
•Trial Balance
•Payroll
UMDW Contact: Business Services Systems
Bob Hlynosky Ext 2494
Banner JGIBDST
Enter
Index,
Fund or
Orgn and
FY on
Banner
form
JGIBDST
Banner
nets total
revenues
less total
expenses
Banner Drill-Downs & User ID
Searches

To see the transactions for a specific account in JGIBDST,
select options and Transaction Detail (JGITRND)
Banner Drill-Downs & User ID
Searches (Continued)
JGITRND

Here are all the transactions for account 62280
Banner Drill-Downs & User ID
Searches (Continued)

How do I found out who entered my document (J0314146)?
◦ When searching on JGITNRD, use the bottom scroll bar find the user
ID field.
Banner Drill-Downs & User ID
Searches (Continued)
JGITRND
 To find the highlighted document, select options & Query Document (By Type)
Banner Drill-Downs & User ID
Searches (Continued)
•When document number comes up; hit control page down.
•FGIDOCR shows the transaction lines that were entered for the document
selected.
Banner FGITBSR
Enter
Fund and
FY on
Banner
form
FGITBSR
Banner Drill-Downs & User ID
Searches (Continued)

Other forms for finding user ID:
◦ FOIAPPH – will show the document
approver(s) as well as the originating user for
most transactions. Feed documents list only
Systems Banner users because they perform
the final upload.
Banner Drill-Downs & User ID
Searches (Continued)

JGIDOCR – Click on the document look-up button
•Enter a query on the new form (JGQDOCN) for the selected document
(J0314146) to see the User ID
Banner Drill-Downs & User ID
Searches (Continued)
•To identify the person associated with the User ID, go to FOMPROF and
query on the user ID
UMDW Operating Statement
• Enter your Index, Fund, or Orgn
• Leave the Fiscal year at default
• Run Operating Report #2 for State Accounts and
Operating Report #2 or #7 for Non-State Accounts (includes fund
balance)
UMDW Results
UMDW Trial Balance
• Enter Fund
• Leave fiscal year at Default
• Run General Report #1 Trial Balance
UMDW Results
UMDW Payroll
•Enter
Index, Fund or Orgn
•Enter Acct Types
•Leave
•Run
61,62,63 for the Wages and Salaries only
the Fiscal Year at default
Payroll Report #7
UMDW Results
Questions?
FYE 2015 Briefing
Thanks for Coming!