Transcript HR System Upgrade - Georgia Institute of Technology
Georgia Institute of Technology
Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Services Building, Room 117
Agenda
Opening Remarks Closeout Memo Review Business Services Update Payroll Update Salary Planning & Distribution Update Grants & Contracts Update Budget Update Institutional Research and Planning Update Questions from the Audience Carol Gibson Carol Gibson Judy Whitfield & Sharon Jackson Jerry Jobe Robert Ellington Sandy Mason Cheryl Rankin Sandi Bramblett
Closeout Memo Update
Carol Gibson
Controller, Controller’s Office
Opening Remarks
Carol Gibson
Controller, Controller’s Office
Business Services Update
Judy Whitfield
Director of Purchasing
Sharon Jackson
Associate Director, Business Services
Important Purchasing Deadlines
Follow chronological close out dates posted on Procurement and TechWorks web sites Submit EDP to OIT by April 16 to ensure timely processing by deadlines.
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 24, 2010.
The Open Encumbrance Report (GTPOR262) will be available exclusively on TechWorks – Run/Print/Review on June 29, 2010 – Return with request to close encumbrance by Noon on Wednesday June 30, 2010. No accounting changes or increases –
No Open Encumbrance Reports will be processed to effect 2009 or 2010 PO’s/budgets, if received after JUNE 30 th .
FY 2011 Purchase Orders
FY 2011 requisitions cannot be entered until July 1, 2010
Notice of Intent to Issue Purchase Order
form located on the Procurement Services form bank FY 2011 transactions will not be available on any financial reports until July 14, 2010
Important P-Card Deadlines
Transactions posted by bank be recorded in FY 2010.
by Friday, June 25, 2010 will Transaction information available on Saturday, June 26, 2010. Redistribution via Works must be completed by 4:00 PM on Thursday, July 1, 2010. Redistribution via the Campus PCard (CPC) journal entry page must be completed by Friday, July 2, 2010 PCards may not be used to purchase prepaid registrations for FY 2011 using FY 2010 funds .
Accounts Payable
Deadlines
Monday, June 21 st at Noon
– Last day for approved invoices and
Check Request Forms
for posting in FY 2010 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 dated 6/30 and prior that are not paid this fiscal year must be accrued. AP will use the electronic invoicing system through WebNow to record all invoices that are not paid by 6/30.
Whenever possible, approve these invoices and submit to AP by year end Do not “hold” paper invoices Please submit all invoices to AP to be scanned into the invoice work queue and accrued even if the invoice is not approved.
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 FY 2011 conference/trip.
How do we make payments this FY?
– Directly bill airfare through Travel Inc. Registrations can be submitted on a CRF or TES marked ‘Pre-paid Expense’ (include next FY’s project account). – No P-Card charges allowed for future FY exp
How are they posted?
– Expenses will post to the FY 2011 project/expense account in July
FY 2011 Accounts Payable Transactions
– First check run for FY 2011: July 1st – Expenses will not post to ledgers or the GT Data Warehouse (web payment look-up tool) until July 14th, but
TRUST US
, “The check is in the mail”
FY 2010 TES Processing
5/14
- Last day for TES submission for 4/30 and prior
6/9
- Deadline for 5/1 – 5/31 trip end dates
6/21
(noon)- Deadline for 6/1-6/19 trip end dates
6/20-6/30
Trip end dates will be processed after July 1st, using FY 2011 funds unless hand delivered to a manager prior to noon on June 25th
Travel: Direct Billing of Airfare
Reduced domestic routes and peak summer travel Make reservations as early as possible!
Book reservations through Travel Inc by June 7 th ensure posting in FY 2010. to Airfare for July 1 and later departure dates will be posted to a pre-paid expense account if state funds are used.
Travel Encumbrances
Travel encumbrances using
sponsored
funds will carry forward for 90 days after fiscal year end. On 9/24/10, 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 25 th .
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
Jerry Jobe
Director, Payroll
Payroll Update
PSF’S
Completed ePSF By:
May 14
For May Payroll/Summer Pay
June 16
For June Payroll/Summer Pay
Payroll Update
TIME DOCUMENTS:
TIME EDITOR WILL BE AVAILABLE FROM 8 AM
June 3
Through 5PM
June 4
8 AM
June 17
Through 5PM
June 18 OFF CYCLE CHECK REQUESTS Due in Payroll Friday, June 11 by 12:00 Noon
Summer Pay Processing Calendar
Period Begin Date End Date
1 2 3 4 May 10 Jun 1 Jul 1 Aug 1 May 31 Jun 30 Jul 31 Aug 17
New Hire PSFs Due in Payroll Enter Summer Pay for this Pay Period By: Pay Date
May 14 Jun 16 Jul 14 Aug 13 May 18 Jun 21 Jul 20 Aug 20 May 28 Jun 30 Jul 30 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
Director, SPD Center
SPD Update
Early Annual Statement of Reasonableness (ASR) Form:
For staff and students terminating in May that are under the Plan Confirmation System: Wed, April 14, the SPD Center will query Payroll Database for Terminating Employees in May.
(Please have PSF Term actions processed) SPD Center will send Departments a list of identified Terminating Employees for Early ASRs.
Departments will have a week timeframe to review and return list indicating who needs an early ASR.
SPD Update
Early Annual Statement of Reasonableness (ASR) Form:
SPD Center will print early ASRs indicated by each Department and mail by end of April.
Departments should obtain employee and Unit Financial Officer (UFO) certification on the Early ASRs, date, 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 25 –
Deadline for 120 Day Late cost transfer requests to externally funded sponsored projects
June 30 -
Last Day for Paper SPD’s
July 2
- Last Day for Campus Online SPD Redistributions
July 9 -
Mail FY 2010 Annual Statement of Reasonableness Obtain Employee signature and date
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 and date
July 14
- SPD Open for FY 2011
August 31 -
Return Signed & Certified ASRs to SPD Ctr.
SPD Update
SPD Cost Transfers - American Recovery and Reinvestment Act (ARRA) Funds
Beware of transfers involving ARRA-funded sponsored projects (“S” funds).
Timely & Accurate Expenditure Posting is critical (cost transfers may be problematic if crossing reporting period quarters) Finalize all FY 2010 ARRA salaries by fiscal year end.
Grants & Contracts Accounting Update
Sandy Mason
Associate Director, Grants & Contracts
Grants & Contracts Accounting Update
G&C Cost Transfer Deadline – June 30
– Paper and ECT
Sponsored Project Exceptions
– Over budget – 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 – G&C combines with financial and award data and submits to FederalReporting.gov
– Post all appropriate January – March expenses
ASAP
Grants & Contracts Accounting Update
American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA)
– Limit cost transfers between reporting periods Cost transfers between fiscal years will be especially problematic – Review postings for accuracy Allowable Costs, Job Titles, etc.
Budget Update
Cheryl Rankin
Assistant Director, Budget Office
Budget Update
Posting Revenue at Detailed Project ID level
Revenue is currently posted at the summary project/fund level using a project like “FUND10010” or at the detailed project ID level using a project like “5551110’ A policy change is in progress to post all Institute revenue at the detailed project ID level (i.e. 5551110)
Reason for This Change
Increase in revenue reporting requests from Institute Admin, BOR & State Legislature due cuts in State Appropriations Requests must include source of funds & dept ID Summary project/fund level postings do not have this info
Budget Update
Campus Unit Actions
Immediately begin posting revenue at the detailed project ID level for Journal Entries and Bursar’s Office Deposits
Business Office Actions
Develop and finalize policy Continue to communicate changes to all campus units Identify systems and programs that post revenue at the summary project ID level Work with appropriate staff to change systems/programs to post revenue at the detailed project ID level
Institutional Research & Planning Update
Sandi Bramblett
Director, Institutional Research and Planning
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 faculty/staff – Web-based – Questions pertain to workplace experience, job satisfaction, benefits – 20 minutes to complete Timeline: – Invitation and instructions to participate sent to sample on March 22 nd . Survey closes April 16 th .
– Sample participants will receive two communications from President Peterson before and during the survey.
– Results shared this summer.
Questions from Audience
• •
Budget Office Bursar’s Office
• •
Business Services Controller’s Office
•
Salary Planning & Distribution
•
Grants & Contracts Accounting
•
Payroll