Transcript HR System Upgrade - Georgia Institute of Technology

Georgia Institute of Technology
Fiscal Year 2007 Closeout
Town Hall Meeting
March 22, 2007
9am - 11am
Student Services Building, Room 117
Agenda
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)
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 Monday, June 11, 2007.
 The Year End Open Encumbrance Report
(GTPR262) will be available exclusively on
TechWorks

Run/Print/Review on July 1, 2007

Return with request to close encumbrance by July 3, 2007 –
5PM

No accounting changes or increases
FY 08 Purchase Orders
 No FY 08 requisitions can be entered until July 1,
2007
 Notice of Intent to Issue Purchase Order form
located on the Procurement Services form bank
 FY 08 transactions will not be available on any
financial reports until July 16, 2007
Important P-Card Deadlines
 Transactions posted by bank by Tuesday, June 27,
2007 will be recorded in FY 07.
 Transaction information available on Wednesday,
June 28, 2007.
 Redistribution via web must be completed by 4:00
PM on Friday, June 29, 2007.
 Redistribution via the PCard redistribution journal
entry must be completed by Thursday, July 5,
2007
 PCard may not be used to purchase prepaid
registrations for FY08 using FY07 funds.
Accounts Payable Deadlines
 Thursday, June 21

Last day for approved invoices and Check
Request Forms for guaranteed FY07 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 year-end
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 FY08
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 FY08 project/expense account in July.
FY08 Accounts Payable Transactions

The system should be available on Monday, July 2nd to
begin processing payments for FY08

First check run: July 2nd

Expenses will not post to ledgers or the GT Data Warehouse
(web payment look-up tool) until 3rd week of July, but
TRUST US, “The check is in the mail”
FY 07 TES Processing
 5/18 - Last day for TES submission for 4/30 and
prior
 6/8 - Deadline for 5/1 – 6/4 trip end dates
 6/15 - Deadline for 6/5-6/13 trip end dates
 6/22 - (noon) Deadline for 6/14-6/22 trip end dates
 6/23-6/30 - Trip end dates will be processed after
July 1st, using FY08 funds unless hand delivered
to a manager prior to noon on June 28th
Travel: Direct Billing of Airfare
 New This Year: Monthly Posting of Travel
Agency Charges on a Credit Card that Provides
Insurance Benefits

Any travel agency charges booked to an Institute
credit card after May 17th will be posted to FY08

6/23 - Last date for direct billing of airfare to post
to FY07 ledgers for travel prior to 6/30.

To use FY07 funds, travelers can always use
personal credit cards to book air travel and we can
reimburse using this year’s funds if submitted by
6/22.
Travel Encumbrances
 New This Year:

Travel encumbrances using sponsored funds
will carry forward for 90 days after fiscal year
end. On 9/28/07, any open balances will be
closed.

All open encumbrances using non-sponsored
funds (including any related registrations fees
on the same requisition) will be closed by
Thursday, June 28th.
Payroll Update
Maryann Fogarty
Director of Payroll
Payroll Update
UNCOLLECTED CHECKS:
Return to Payroll immediately
PSF’S
HAND DELIVER TO PAYROLL BY:
May 11 For May Payroll/Summer Pay
June 15 For June Payroll/Summer Pay
Payroll Update
TIME DOCUMENTS:
TIME EDITOR WILL BE AVAILABLE FROM
8 AM June 7 Through 5PM June 8
8 AM June 21 Through 5PM June 22
OFF CYCLE CHECK REQUESTS:
Due in Payroll Wednesday, June 13 by 12:00 Noon
Summer Pay Processing Calendar
Period
Begin
Date
End
Date
01
02
03
04
May 14
Jun 1
Jul 1
Aug 1
May 31
Jun 30
Jul 31
Aug 17
New Hire PSF
Last day to
Due in OHR Enter Summer
Pay Date
Comp/RFE
Pay for this
Payroll
Pay Period
May 4
Jun 8
Jul 6
Aug 7
May 22
Jun 20
Jul 23
Aug 20
May 31
Jun 29
Jul 31
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.
GRADUATE STUDENT PAY
GRADUATE STUDENT PAY IS PRORATED
AUGUST 2007
13 DAYS 1ST HALF
10 DAYS 2ND HALF
MAY 2008
7 DAYS 1ST HALF
15 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 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 29 - Last Day for Paper SPDs
July 3 - Last Day for Campus Online SPD Redistributions
July 13 - Mail FY07 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 FY2008
August 31 - Return Signed & Certified ASRs to SPD Ctr.
SPD Update
Group Position Budget Load for FY2008 Refresh:
For students in Group Positions not in the Budget Load that
are paid on Sponsored Funding in June 2007, the following
Future Periods will be populated in SPD:
o FY08
oPeriod 1 July - 100% June 2007 distribution (ENC
distribution will carry thru to December 2007, Period 6)
o Period 7 January - 100% xxx6580/6680 projects (ENC
distribution will carry thru to June 2008, Period 12)
SPD Update
Group Position Budget Load for FY2008 Refresh:
For students in Group Positions not in the Budget Load that are
paid on State Funding in June 2007, the following Future
Periods will be populated in SPD:
o If June 2007 distribution on xxx1111 / xxx1112 (even year) proj.
oFY08
oPeriod 1 July - 100% June 2007 distribution
oPeriod 2 August - 50% June 2007 distribution
50% on xxx1200 project
oPeriod 3 September - 100% on xxx1200 project (ENC
distribution will carry thru to June 2008, Period 12)
oIf June 2007 on any other State projects
oFY08
oPeriod 1 July - 100% June,2007 distribution (ENC
distribution will carry thru to June 2008, Period 12)
Questions from Audience
• Accounts Payable
• Accounting Services
• Budgets
• Bursar
• Capital Assets Accounting (CAAD)
• Grants & Contracts Accounting
• Human Resources/Payroll
• Purchasing
• SPD Center