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FY2011 Year End Workshop

FY2011 Year End Workshop. Photo courtesy of Priscilda Garza. PURPOSE OF WORKSHOP 1) Review of Yr. End Memo-Judy Harral, Executive Director, Administrative Services 2) Open Commitment –Priscilda Garza, Senior Buyer 3) Receiving – Judy Harral, Executive Director, Administrative Services

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FY2011 Year End Workshop

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  1. FY2011 Year End Workshop Photo courtesy of Priscilda Garza

  2. PURPOSE OF WORKSHOP 1) Review of Yr. End Memo-Judy Harral, Executive Director, Administrative Services 2) Open Commitment –Priscilda Garza, Senior Buyer 3) Receiving – Judy Harral, Executive Director, Administrative Services 4) Travel/Voucher Create-Trina Eyring, Accounts Payable Specialist IV, Gracie Olalde, Card Services Coordinator 5) Accounting- Lisa Garza, Accountant 6) Procurement Card – David Davila, Director of Procurement & Disbursements Ruben Gonzalez, P-Card Coordinator 7) Fiscal Yr. 2012- Judy Harral, Executive Director, Administrative Services 8) Question & Answers Photo courtesy of Priscilda Garza

  3. YEAR END DEADLINES - PURCHASE REQUISITIONS FOR FY 2011 The deadlines and instructions for on-line submittal of requisitions for the remainder of fiscal year 2011 are listed below. FISCAL YEAR 2011 Facilities Modification expectations to have projects completed by August 26, 2011. Contact Susana Gonzalez at ext. 2445 for questions. GRANT Accounts If you have a grant account fund and an exception is necessary to meet your contractual obligation, it will be granted after review on a case by case basis.

  4. FISCAL YEAR DETERMINATION The following guidelines are used for determining which fiscal year will be charged when submitting a requisition. Consumable items - (object codes 4010-4030, 4030-4090) purchase of consumable items must be charged to the fiscal year in which the delivery of the consumable item occurred. Example of consumables - general office supplies, paper, batteries, cleaning & janitorial supplies, etc. If your FY 2011 order is received at the University after August 31, 2011 it will be charged to your FY 12 account. Remember on use of the limited purchase orders toward the end of year, departments must allow time for the order to be shipped or delivered. It is recommended to use local vendors toward the end of August so as to assure delivery of order Prior to August 31, 2011.

  5. Example A- Order using Consumable Items FY2011 funds (Object Code: 4010) 10 Cases of Copy Paper ordered on AUGUST 12th 10 Cases of Copy Paper received on AUGUST 26th FY2011 Funds are OK since received within Fiscal Year 2011

  6. Example B- Order using Consumable Items FY2011 funds (Object Code: 4010) 10 Cases of Copy Paper ordered on AUGUST 13th 10 Cases of Copy Paper received SEPTEMBER 03rd FY2011 Funds can NOT be used & the object code used will NOT permit rollover to FY12. Resolution: FY2012 Fundsmust be used to pay for order (use Voucher Create)

  7. SERVICES: (object codes 5350-5680) The purchase of services must be charged to the fiscal year in which the services were rendered. Please do not issue orders for services to cross fiscal years. Create Limited or Requisition for Current Fiscal Year to end 08/31/2011 and then create Limited PO or Requisition for service beginning on September 01, 2011 for FY12.

  8. CAPITAL ASSETS & CONTROLLED ASSETS (object codes 5750-5772, 5773-5797 & 8000) Equipment that has a value of $5,000.00 or more and an estimated useful life of more than one year is considered a Capital Asset. A Controlled Asset is equipment that does not meet the capitalization threshold but that must be inventoried and tracked due to the nature of the item (Example: computers, cameras, etc.). These Assets must be charged to any fiscal year or combination of fiscal years that are in existence on the date that the purchase order is awarded. Note: If order is not delivered by 8/31/2011, purchase order will roll forward and funds remain encumbered until received. Object Code# 8440: New $$ amount of 100,000 vs. 5,000 per State of Texas GASB51 Utilize 5761 when under 100,000

  9. Example A-Order using Capital & Controlled Items FY2011 funds (Object Code: 5787) 10 Computers ordered on AUGUST 12TH 10 Computers received on SEPTEMBER 5TH This order WILL Rollover with FY11 funds due to Object Code 5787 being used as long as the purchase order has been placed PRIOR to 08/31/2011 NOTE: It is OK for order to come in after 08/31/2011 due to “Object Code” rolling forward.

  10. MIXED PURCHASES When an order is a combination of consumable, service and capital, whichever item is the dominant purpose would govern the entire purchase for determining the fiscal year.

  11. Exception to the Fiscal Year Determination Procedures Subscription to memberships, registrations, magazines and newspaper (object code – 5211-5217,5765) A particular fiscal year may be used to pay for the complete cost of a membership, magazine or newspaper subscription even if the subscription covers more than one fiscal year, providing that the subscription begins in the fiscal year being charged.

  12. "SAMPLES OF THE OBJECT CODES THAT WILL ROLLOVER FOR THE YR. END CLOSE OUT"

  13. "SAMPLES OF THE OBJECT CODES THAT WILL NOT ROLLOVER FOR THE YR. END CLOSEOUT"

  14. OPEN COMMITMENTS • The Department should be reviewing and monitoring their Open Commitment on a monthly basis by using screens 021 and 022 in FAMIS or CANOPY. • In September, the Purchasing Department will review all open commitments for status. • Capitalized purchases (object codes 5700 and 8000 series) the encumbrance and budget will be rolled forward and still paid with FY2011 funds. • Non-capital items that are physically received by August 31, 2011 must be received in the FAMIS purchasing module by August 31, 2011. • The encumbrance will be paid with FY2011 funds upon a valid purchase order that can be verified as received by August 31, 2011. • The state requires an accurate detail of all open commitments to be rolled into the next fiscal year.

  15. Screen 278Document Inquiry Open Commitment

  16. Press “F11” on Screen 278 Open Commitment

  17. Press “F5” Invoice Open Commitment

  18. Press “F6” Receiving Open Commitment

  19. Press “F8” Accts Open Commitment

  20. RECEIVING REPORT All items received by August 31, 2011 should be entered into the system by August 31, 2011. When entering on screen 321 manually enters the date received otherwise it will default to the current date. Please note: if items (consumable or services) on a receiving report are delivered after August 31, 2011, this order will be charged to your FY2012 accounts. To be able to process payment, accounts payable will send you paperwork on a manual voucher create and reference the purchase order that was liquidated. Important Note: If you place an order using FY2012 funds and they are delivered “before” September 1, 2011; department must use FY2011 funds to pay for goods.

  21. EXAMPLES: (if coming through Central Receiving) • (FY-12 FUNDS) • Limited Purchase Order (FY12) • 3 Projectors ordered on AUGUST 17TH • 3 Projectors “RECEIVED” on AUGUST 31stor prior • PROBLEM: FY12 FUNDS may NOTbe used for delivery received within month of AUGUST 2011. • RESOLUTION: CANCELFY12 Limited PO • and CREATE FY2011 Limited PO • IMPORTANT NOTE: FY2011 Limited PO MUST be “created” the SAME DAY as “received” to be in compliance with encumbering & approving fund.

  22. Accounts Payable Items being paid on a Voucher Create form must be received in the Accounts Payable Department by September 2, 2011 in order to be processed with FY2011 funds. Vouchers received after this date will require a local account number and will be paid with FY2012 funds. No manual payables will be created. The first payment for FY2012 will be issued Thursday, September 8, 2011. FMI contact ext. 2780.

  23. TRAVEL FY11 travel voucher forms must be in Card Services Office by September 2, 2011 in order to be processed as FY11. After this date, all vouchers not encumbered for FY11 will only be processed using a local account as FY12 expense. Do NOT liquidate FY11 E1 documents until ALL meals, lodging, car rental, etc. have been PAID. Airfare for FY12 can be purchased with FY11 funds. The ticket must be purchased on a DCBA credit card and posted before August 31,2011.  Encumbrance should be for airline ticket only plus commission. The meals, lodging, car rental, etc. should be encumbered on FY12 E0 document.

  24. DCBA Travel Credit Card • DCBA credit card transactions for all travel related expenses incurred through August 31, 2011 will be processed with FY 2011 funds provided charge has been posted to Smart Data Online (SDOL). • Statements should be reconciled in SDOL no later than Sept 2, 2011 for the 8/11/2011 – 8/31/2011 cycle. • Statements and receipts are also due in the travel department no later thanSeptember 7, 2011. • DCBA accounts not reconciled by this date will be charged to the departments default account with FY 2011 funds.

  25. IMPORTANT: • Please provide all receipts, copies of approved OTRs, GSA rate sheets, contracts, conference flyers and agendas (if applicable). • Don’t forget to split your charges (i.e. hotel and taxes, shared rooms, etc.). • Do use correct object codes and E and L #’s. • Make sure that the report is signed and dated by the cardholder and their supervisor. • DON’T LIQUIDATE an FY11 E1 document if you still have any outstanding expenses that need to be paid. (i.e. hotel, airfare, registration, meals). • QUESTIONS

  26. Accounting Important Dates Month Close Month Closing Date June - July 1 July - August 1 August - September 7 IDT deadline: Due to Accounting on the 23rd of every month. August close requires all IDT’s through August 31 be turned in by Sept 2nd.

  27. Accounting Posting Timing Vouchers Daily Deposits 2-3 days after Payroll Bi-weekly & end of month Banner Weekly & end of month P-Card 25th DCBA 25th IDT’s After 25th

  28. Accounting Important • Dates, Cont. • All “Change Source Funds” entries due no later than August 12 • All transaction correction requests must be received by the accounting office by August 26 • NO MANUAL A/P, NO MANUAL PAYROLL

  29. Accounting Tips • Tips to use your accounts wisely: • Check Account balances before and after the 25th of each month. • Use DBR’s (Departmental Budget Requests) to move budget to areas where needed. • Review expenses in current month to be sure they are on the correct account.

  30. Accounting Tips Tips to use your accounts wisely: 4)Double check all Object codes on documents before you close them. 5)Be sure your documents have completed all their Routing. 6)Review Open Commitments and check for documents that are not needed, or manual Encumbrances need to be changed.

  31. OPEN COMMITMENTSUse Canopy to view and research Open Commitments. Canopy is http://canopy.tamu.edu.

  32. OPEN COMMITMENTSThe Open Commitments tab under the FRS Account menu contains all the same filter fields as FAMIS Screen 021. Canopy allows the user to download the list to Excel by pressing the Download button.

  33. OPEN COMMITMENTS Open Commitments are also known as Encumbrances on the account. This is a dynamic list. The Open Commitments stay on this screen until they are fully Liquidated or Paid.New Documents are added to the list as they are closed.

  34. OPEN COMMITMENTS Open Commitments can be identified in the Reference 1 column as one of the following: Payroll = SAL0001 Exempt Purchase Document = E Benefits = BENB001 Limited Purchase Document = L Cell Phone = CP Requisition Document = R Copiers = AC Purchase Order Document = P Telecom = TC & LD

  35. OPEN COMMITMENTS The Encumbrances for Cell Phones, Copiers & Telecom are entered at the beginning of the FY. These are an estimated total of the expenses for the FY. They are liquidated by the actual amount each month. They may also be adjusted as needed.

  36. OPEN COMMITMENTS The Open Commitments (Encumbrances) have an Original amount. The Adjusted column is the total of all changes to the Encumbrance.The next column is for the total of what has been Liquidated (transactions reducing the amount of the Encumbrance). Then the Current column is the remaining Encumbrance total.

  37. OPEN COMMITMENTS Canopy also allows the user to filter and sort the Open Commitments (Encumbrances). Type in an Object code next to the account to filter to that code. To sort, click on the column heading and the list is sorted as descending.

  38. PROCUREMENT CREDIT CARD Reconciled credit card statements-The last P-Card expense report for FY2011 must be reconciled and due in the Purchasing Department no later than September 02, 2011. The expense report must show all items purchased andPOSTEDfrom August 6th through August 31, 2011. P-Card accounts not reconciled by this date will be charged to the departments default account with FY2011 funds.

  39. POSTING DATES: Statement Date Reports: August 06th– August 31stFY2011 • The following are problems that we encountered last end of year: • Pcard expense reports will be run using the “posting” date, NOT the actual “transaction” date • Pcard purchases will NOT roll over, no matter what object code is used

  40. FY12 Opening Dates • July 11, 2011 to enter Requisitions for FY12 funds contingent on final budget & approval (Screen 250) • August 22, 2011 to enterLimited FY12 purchase orders. (Screen 240) • IMPORTANT NOTE: Orders cannot be delivered on campus until September 1, 2011. • If delivery is received before September 01, 2011, you must use FY2011 funds to pay for the goods or services. • August 22, 2011 to enterExempt fy12 orders. (Screen 235) • To enter documents in FAMIS, you must manually change the FY to 2012forRequisitions, Limited orders, or Travel & Exempt orders and remember the “DOC” section will always be R0, L0, E0 regardless of Fiscal year due to the FAMIS program set up. • Upon completion of the first screen, your document will begin with R2, L2 or E2 which verifies encumbrance is for fiscal year 2012. For emergency orders that must be delivered on or shortly after September 1, 2011, please contact David Davila, ext. 2616

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