Year End Information

1. Pittsburg State University Year End Information

2. Unit Reports • Budget Status • Transactions and Balances • Outstanding Orders Monthly reports that capture balances and transactions for a month. Preliminary June Weekly (June 6) Useful reports

3. GL Look • Current ‘snapshot’ as of today. Useful reports

4. Review your unit transactions and balance • Review transactions as they post(GL Look) • Post to correct funding source in initial transaction • Weekly Preliminary Unit Reports for June (starting June 6) • Any corrections or changes for FY14 to the Business Office by NOON on June 12, 2014. • If you are close to the deadline….Please don’t use CAMPUS MAIL! Corrections and unit balances

5. Year end information • Cashiers • Deposits • Refunds • Change Funds • Purchasing • Gorilla Marketplace Forms • Pay Vendor • Encumber Funds • Bids • New Vendor Setups • BPC Reconciliation • Business Office • Travel • Encumbering Funds • Service Clearings • Grant

6. June 20, 2014 at 3:30 PM - Last day for fiscal year 2014 deposits Deposits processed in the Cashiers and Student Accounts Office after June 20th will be dated fiscal year 2015. Dates to remember for deposits

7. If you need to return money that someone overpaid for goods or services (Transcripts, CARES, application for admission, etc.) If someone cancels an event registration and you authorize a refund of the registration fee Forward your request to Don Hartshorn by June 19th at 3:30 PM. Refunds – Overpayments for services

8. Complete a DA-75 Reconciliation of Change Fund as of June 30, 2014 Your change fund must be intact at June 30th, restore any shortage or deposit any overage by June 19th Send your completed form to Lyndy Little Change funds

9. Pay Vendor:  Use the Pay Vendor form to request an AP check for payment of goods and services that have already been received and for travel for trips that will be completed in FY14. • FY14 Pay Vendor requests will be accepted through 6/30/14. • To ensure payment is processed (ie. Check is mailed, ACH is initiated) prior to June 30, FY 14 Pay Vendor requests should be completed by 6/19/14. • Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 14 payment request. PURCHASING/GORILLA MARKETPLACE

10. Any orders to be paid/encumbered to a new vendor requiring setup in the vendor file must be turned in with a completed W-9 by 06/11/14to allow time for processing.  Any questions concerning vendors should be directed to Shari Saia in the Purchasing Office at Ext. 4155. New vendors

11. Bids under $25,000 - submit paperwork by June 1, 2014 Bids $25,000 and above – contact Joe Ensch at 235-4169 Bidding process

12. Use the “Send PO to Vendor” link in Gorilla Marketplace to send a hard copy purchase order to a vendor.  Send PO to vendor

13. An encumbrance is used at the end of the fiscal year to record obligations that have been incurred during the year but will not be paid before the close of the fiscal year.  • If you have any expenses for FY14 that you will not receive and/or pay until after 7/1/14, please complete the Encumber Funds form with the estimated charges including freight by June 30th.  • Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 14 purchase order/encumbrance.  Encumber Funds form

14. This process is required to notify the Business Office that the product has been invoiced, received , verifies the actual amount due, and the PO or encumbrance is ready to be paid. • Go to search documents • Click on "my purchase orders" • Click on the Purchase Order number you need to receipt in • Click on “comments” tab • Type in comment and attach invoice and click “Add Comment” • Click on the drop down for "Available Actions" • Click on "Create Cost Receipt" and click "Go" Note: The "Cost" box will pre-populate with the balance remaining on the PO If this is a partial payment or the total invoiced amount does not match the PO, change the amount In the "Cost" box to match the attached invoice. • Click on "Save Updates" button • Click on "Complete" button Receipt Number will be generated for PO Receipt of Purchase Order/encumbrance

15. The PCard Entry Form is used to enter and approve funding on PCard transactions that are made outside the Gorilla Marketplace.   These transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions prior to 06/17/14. All procurement card entries, with all supporting attachments, for the June 4th billing statement must be to the Purchasing Office by 4:30 p.m. on6/09/14 PCard Entry/Reconciliation (BPC)

16. Remember all charges posted to the BPC on or after June 5th will require FY15 funding. Charges to BPC made by 6/30/14 to be paid out of Foundation accounts will post to FY14, regardless of which “statement” period in which the transaction falls. PCard Entry/Reconciliation (BPC)

17. TRAVEL ADVANCES: All travel involving a travel advance must be processed by 6/16/14so that the advance can be reimbursed by 6/18/14. • If unable to complete atravel claim, please contact Kim Wilson in the Business Office - Ext. 4168. • Travel Claims should be submitted by June 27th. • If travel is complete with the appropriate documentation, and you can get all approvals in GM by 6/27/14 at 4:30, use the Pay Vendor form. • If travel is not complete and/oryou cannot get all documentation completed in GM by 6/27/14 at 4:30, then complete the transaction in GM using the Encumber Funds form. travel

18. Do Not use the Encumber Funds form if: • Vendor requires a purchase order or you have already completed a purchase order for this transaction, as funds are encumbered when the order is placed. • Payment is to be made by P-Card.   • Payment is for an on-campus service (i.e., phone, postage, printing, etc.) • Do use the Encumber Funds form if: • Funds are to be encumbered NOW for vendor payment LATER by CHECK for goods and services. • You are committing FY14 funds (have placed an order with a vendor or have signed a contract with a service provider by 6/30/14) with the understanding that goods or services will be received on or after 7/1/14. Encumbering funds

19. General guidelines for determining the appropriate fiscal year for common departmental expenditures. • Utilities– FY determined by the ending date of service. • Travel– FY determined by the date that the segment of travel took place. In cases of consecutive travel that begins in the old FY and ends in the new FY, the entire cost may be charged to the new FY. • Dues, Memberships and Subscriptions– FY determination is beginning date of the membership or subscription period. • Professional Services– FY is determined by date that services were rendered. • Other Contractual Services– FY is determined by the date that the services were provided. Encumbering funds

20. All clearings will be cutoff and submitted by 12:00 p.m. Friday, June 13th. All clearing charges will be posted and visible on unit reports by 06/20/14. Service clearings

21. Follow project budget for grant period, not fiscal year Often carry negative balance. At year end, Business Office attempts to mitigate negative balances with grant draws. Indirect Overhead is charged to grant accounts based on fiscal year spending. Grants

22. YEAR END DATES TO REMEMBER:

23. Year End dates to remember DURING THIS PERIOD OF TIME DOCUMENTS SHOULD NOT BE PUT INTO CAMPUS MAIL-WE DO NOT GUARANTEE THEIR ARRIVAL OR PROCESSING

24. DATES TO REMEMBER

25. Barbara Winter (bwinter@pittstate.edu) Ext. 4152 Don Hartshorn (dhartshorn@pittstate.edu) Ext. 4153 Misty Button (mbutton@pittstate.edu) Ext. 4150 Jamie Compton (jcompton@pittstate.edu) Ext. 4448 Jim Hughes (jhughes@pittstate.edu) Ext. 4154 Barbara Jemison(bjemison@pittstate.edu) Ext. 4167 Shari Saia(ssaia@pittstate.edu) Ext. 4155 Contact Information