Transcript HR System Upgrade - Georgia Institute of Technology

Georgia Institute of Technology
Fiscal Year 2006 Closeout
Town Hall Meeting
March 21, 2006
9am - 11am
Student Services Building, Room 117
Agenda
Introduction & Overview
Joel Hercik
Closeout Memo Review
Sandy Mason
Procurement Update
Judy Whitfield
& Sharon Jackson
Payroll Update
Maryann Fogarty
SPD Update
Robert Ellington
Questions from the Audience for:
(AP, Acctg Svcs, Budgets, Bursar, CAAD, G&C, HR/Payroll, Purchasing, SPD)
Introduction & Overview
Joel Hercik
Associate Vice President, Financial Services
Close Out Memo Review
Sandy Mason
Controller’s Office
Procurement Update
Judy Whitfield
Associate Director, Procurement
Sharon Jackson
Associate Director, Procurement
Important Purchasing Deadlines
 Follow chronological close out dates-posted 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 Friday, June 9, 2006.
 The Year End Open Encumbrance Report
(GTPR262) will be available exclusively on
TechWorks

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Run/Print/Review on July 1, 2006
Return with request to close encumbrance by July 5,
2006 – 5PM
No accounting changes or increases
 All open travel encumbrances will be closed by
Friday, June 30, 2006
FY 07 Purchase Orders
 No FY 07 requisitions can be entered until
July 1, 2006
 Notice of Intent to Issue Purchase Order form
located on the Procurement Services form
bank
 FY 07 transactions will not be available on
any financial reports until July 17, 2006
Important P-Card Deadlines
 Transactions posted by bank by Tuesday, June 27, 2006 will be
recorded as FY 06 transactions
 Transaction information available on Wednesday, June 28, 2006
 Redistribution via web must be completed by 4:00 PM on Friday,
June 30, 2006.
 Redistribution via the PCard redistribution journal entry must be
completed by Wednesday, July 5, 2006
 The PCard may not be used to purchase prepaid registrations
for FY07 using FY06 funds.
Accounts Payable Deadlines
 Wednesday, June 21, 2006

Last day for approved invoices and Check
Request Forms for guaranteed FY06
payment.


Note: requests must be properly
approved with valid accounts, supporting
documentation, and sufficient
encumbrance (for invoices)
Hand deliver urgent requests to a manager
after this date to ensure processing by yearend
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 FY07
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?
 This FY they are posted to a pre-paid account, but charges
will be moved to the FY07 project/expense account in July.
Important Travel Deadlines

The system should be available
July 3, 2006 (Monday) to begin processing
payments for FY07

First check run: July 3, 2006

Expenditures will not post to ledgers or the GT
warehouse (web payment look-up tool) until
3rd week of July.
FY 07 AP/Travel Processing
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5/19 Last day for TES submission for 4/30 and prior
6/9 Deadline for 5/1 – 6/4 trip end dates
6/16 Deadline for 6/5-6/13 trip end dates
6/23 (noon) Deadline for 6/14-6/22 trip end dates
 6/23-6/30 Trip end dates will be processed after July 1st, using
FY07 funds unless hand delivered to a manager prior to 6/29 at
4pm
 6/14 Last date for direct billing of airfare to post to FY06 ledgers
for travel prior to 6/30. Travelers can always use personal credit
cards to book air travel.
Payroll Update
Maryann Fogarty
Director of Payroll
Payroll Update
UNCOLLECTED CHECKS:
Return to Payroll immediately
PSF’S
HAND DELIVER TO PAYROLL BY:
May 10 For May Payroll/Summer Pay
June 12 For June Payroll/Summer Pay
Payroll Update
TIME DOCUMENTS:
TIME EDITOR WILL BE AVAILABLE FROM
8 AM June 8 Through 5PM June 9
8 AM June 22 Through 5PM June 23
OFF CYCLE CHECK REQUEST:
Due in Payroll Wednesday, June 14 by 12:00 Noon
Summer Pay Processing Calendar
Period
Begin
Date
End
Date
01
02
03
04
May 17
Jun 1
Jul 1
Aug 1
May 31
Jun 30
Jul 31
Aug 11
New Hire PSF Last day to
Due in OHR Enter Summer
Pay Date
Comp/RFE
Pay for this
Payroll
Pay Period
May 5
Jun 6
Jul 7
Aug 8
May 19
Jun 20
Jul 18
Aug 18
Black Out Days
May 31
May 23-25
Jun 30
Jun 22 - 23
Jul 31
Jul 20 - 21
Aug 31 No entry after Aug 18
GRADUATE STUDENT PAY
GRADUATE STUDENT PAY WILL BE PRORATED,
NO LONGER ½ MONTH PLUS ½ MONTH PAY
AUGUST 2006
14 DAYS 1ST HALF
9 DAYS 2ND HALF
MAY 2007
9 DAYS 1ST HALF
14 DAYS 2ND HALF
SPD Update
Robert Ellington
Manager, SPD Center
SPD Update
Early ASRs:
For staff and students terminating in May that are under the Plan
Confirmation System, please send an email in April to spd.ask
listing them to produce early ASRs to be signed prior to their
termination. No changes to their distribution can occur after we
print the early ASR.
Year End Close Out:
June 30 Last Day for Paper SPDs
July 3 Last Day for Campus Online SPD
Redistributions for FY2006
July 13 SPD Open for FY2007
July 14 Mail out Annual Statement of Reasonableness
August 31 Return Signed and Certified ASRs to SPD Ctr.
SPD Update
Group Position Budget Load for FY2007 Refresh:
For students in Group Positions not in the Budget Load that are paid on Sponsored funding
in June,2006 the following Future Periods will be populated in SPD:
FY07 Period 1 July 100% June, 2006 Distribution (encumbrance distribution
will carry thru to December Period 6)
Period 7 January - 100% xxx6580/6680 projects (encumbrance distribution
will carry thru to June,2007 Period 12)
For students in Group Positions not in the Budget Load that are paid on State funding in
June,2006 the following Future Periods will be populated in SPD:
If June, 2006 distribution is on xxx1111 / xxx1112(even year) projects
FY07 Period 1 July - 100% June,2006 Distribution
Period 2 August - 50% June,2006 Distribution, 50% on xxx1200 project
Period 3 September - 100% on xxx1200 (encumbrance distribution will carry
thru to June,2007 Period 12)
If June, 2006 on any other State projects
FY07 Period 1 July - 100% June,2006 distribution (encumbrance distribution will
carry thru to June,2007 Period 12)
Questions from Audience
• Accounts Payable
• Accounting Services
• Budgets
• Bursar
• Capital Assets Accounting (CAAD)
• Grants & Contracts Accounting
• Human Resources/Payroll
• Purchasing
• SPD Center