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Preparing for THE BIG “CLOSE”

Preparing for THE BIG “CLOSE”. FY 2012 YEAR END. YEAR-END CHECKLIST!!. CHECK BUDGETS!!!! SPEND $$$$ CLEAN UP OLD ENCUMBRANCES DO IT NOW!!!!. SEPTEMBER 28TH. Cash receipts in by 2:00 pm Accounts Payable paperwork by Noon Completed travel by Noon

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Preparing for THE BIG “CLOSE”

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  1. Preparing forTHE BIG “CLOSE” FY 2012 YEAR END

  2. YEAR-END CHECKLIST!! • CHECK BUDGETS!!!! • SPEND $$$$ • CLEAN UP OLD ENCUMBRANCES • DO IT NOW!!!!

  3. SEPTEMBER 28TH • Cash receipts in by 2:00 pm • Accounts Payable paperwork by Noon • Completed travel by Noon • PO’s ≥ $25.01 will roll to FY 2013 – BUT!! • No Change Orders to old PO’s

  4. September 28th • Bye-bye PO’s ≤ $25.00! • Bye-bye encumbrances! • Bye-bye unprocessed req’s! • Bye-bye Self Service!

  5. ROLLED PO’S • If PO > $25.01, it rolls to next years budget • BUT the budget does NOT roll with it. • Rolled PO’s use next year’s budget!!

  6. Those Crazy Accruals & Year-End Prepays • We must use budget in the year goods are received • Accruals = get the goods before we pay (uses this year’s budget) • Prepays = pay before we get it (uses next year’s budget)

  7. “ACCRUAL” – uses this year’s budget • FY 2012 BUDGET 72 010-Accrual $100 _________________ Total FY 2012 $100 • FY 2013 BUDGET 72010-Reverse (100) 72010-Payment 100 _________________ Total FY 2013 $0

  8. You received item by 9/30 but no invoice?THAT’S ACCRUAL • Send signed receiving copy to AP (now don’t lie!!) • You’ll see - “FY12 Accrual” in transaction history • You’ll see –”Reversal” in October • Paid when invoice is received • Only effect on FY12 budget is if invoice > PO

  9. Prepays – uses next year budget • FY 2012 Budget 71010 - DV/PO $100 71010 - Prepay (100) _________________ FY 2012 Total $0 • FY 2013 Budget 71010 – Prepay $100 _________________ FY 2013 Total $100

  10. Year-end Prepay Requirements • Conference registrations • Memberships • Sometimesother travel issues • Must have original invoice + 1 copy

  11. Current FY2012 Purchases • Through Sept. 14th – normal • After Sept. 14th – only “Non-Routine” purchases • Must be approved by Mr. Carlson

  12. FY 2013 Purchases • Through Sept. 14th – enter req in Banner and change transaction date to Oct. 1, 2012 • After Sept. 14th– • Complete paper req form • Budget manager must sign • Forward to Purchasing

  13. Paper Requisition Form • Show FY13 Purchase on top • Must be completely filled out: • Ship to – know what yours is • Vendor # - use FTMVEND • Complete FOAP • Supporting documents

  14. REMEMBER!Encumbrance queries – do them! You will find some $$$

  15. Traveling Sept. 28 -30th? • Email dbonds@jsu.eduwith estimated amount for ACCRUAL!

  16. Other Issues Da-da-da-dum!

  17. PURCHASINGpurchasing @jsu.edu • W-9’s – no vendor # without one – it’s an IRS requirement. • E-verify affidavit – only required for FEIN – not SSN • “See Attached List” – only for more than 5 lines; what list is for (office, lab, instructional?) • Meal Request forms – required 1 week prior to event

  18. Amendments/Change Orders • Original only – no faxes • No amendment to avoid closing • Must have line detail – which line are you amending? Fill out the entire form!

  19. Professional Services Contract • Must have Disclosure Form if more than $5,000 • Must be sent with contract

  20. PAYROLL - $$$$$ • Student Employees ~University Aid - budgeted ~Work Study – approved by FA ~Graduate Assistants – Graduate Studies • Send the little Darlings toHR HR

  21. StudentPayroll • BA Form #56 or Students won’t get paid • Student PR: they must sign timesheets or new form to certify hours

  22. Use this form • JACKSONVILLE STATE UNIVERSITY • Jacksonville, Alabama • MEMO TO: Payroll Office • FROM: _________________ • SUBJECT: Student Payroll – Certification of Hours Worked • _____________________________________ will not be here after _________________ • because ________________________________________________________________. • Therefore, he/she will not be able to sign the student payroll time sheet. This memo is to certify that he/she worked __________ hours from ___________________ through ____________________. These hours will be recorded on the time sheet when it is received. Attach memo to time sheet and return to payroll office by due date. • _________________________________ • Supervisor Date • _________________________________ • Student Date

  23. Let’s Talk….. • FTMVEND – case sensitive • Direct Deposit for Employee travel/other reimbursements • FGIENCD – one-stop encumbrance shop • View Document – USE IT!!!! • Bids sent electronically now

  24. ???QUESTIONS???

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