Travel and Expenses Year End Procedures

1. Travel and Expenses Year End Procedures Presented by Kristie Gonzales

2. Topics • Travel Authorizations • Encumbrances for Prepaid Expenses • Expense Reports • Year End Clean Up • Questions

3. Travel Authorizations • Travel Authorizations for FY2011 travel dates • Create as normal • If you need to encumber money for Prepaid expenses that will not be paid by close of FY2011, you will need to create a purchase order for the prepaid items. • Although Travel Authorizations are not required for in-state travel, they are the only mechanism available for encumbering funds for travel expenses reimbursable to employees.

4. Travel Authorizations • Travel Authorizations for FY2012 created in FY2011 • Create as normal • Submit a help desk ticket asking for the accounting date to be changed. • Subject: TA Accounting Date Change • Category: Accounts Payable • Subcategory: Travel and Expenses • Description: Provide Travel Authorization number and desired fiscal year • Create Expense Report as normal when travel is completed in FY2012.

5. Travel Authorizations • Travel Authorizations that span Fiscal Years – PPM 14,002 guidance does not change. • In SMART you can either: • Pay the entire travel out of the new fiscal year • Pay out of both years by initially creating two travel authorizations – one for each fiscal year. • If you need to encumber money for Prepaid expenses you will need to create a purchase order for the prepaid items in the Purchasing module.

6. Encumbrances for Prepaid Expenses • Travel Authorizations for FY 2011 that contain Prepaid Expenses • When you create Travel Authorizations with prepaid expense types and a payment method of “Pcard XXXX” the system does NOT encumber the expense. • To encumber these funds, agencies will need to create a Purchase order.

7. Encumbrances for Prepaid Expenses

8. Encumbrances for Prepaid Expenses

9. Expense Reports • Expense Reports will inherit the Accounting Date from the associated Travel Authorization. • When the Expense Report is budget checked it will liquidate the encumbrance from the Travel Authorization.

10. Year End Clean Up • Expense Reports • Agencies have been contacted regarding Expense Reports that were created between 07/01/2010 and 03/31/2011 that have not fully processed in the system.  • We would like to have all Expense Reports processed, deleted or denied in the SMART system by close of business 5/27/2011.  After this point all unprocessed Expense Reports will be deleted from the system. • There will be a query available, as part of the month end check list, that will identify any unprocessed Expense Reports for your agency.

11. Year End Clean Up • Travel Authorizations • Emails will be sent soon regarding unprocessed Travel Authorizations that are currently in the SMART system. • We are still working towards a solution for Travel Authorizations that have not fully liquidated the encumbrance when processed on an Expense Report. • There will be a query available, as part of the month end check list, that will identify any unprocessed Travel Authorizations for your agency.

12. Questions