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Georgia Institute of Technology Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Ser

Georgia Institute of Technology Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Services Building, Room 117. Agenda Opening Remarks Carol Gibson Closeout Memo Review Carol Gibson

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Georgia Institute of Technology Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Ser

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  1. Georgia Institute of TechnologyFiscal Year 2010 Year End Town Hall MeetingMarch 25, 20108:30am – 10:30amStudent Services Building, Room 117

  2. Agenda • Opening Remarks Carol Gibson • Closeout Memo Review Carol Gibson • Business Services Update Judy Whitfield & Sharon Jackson • Payroll Update Jerry Jobe • Salary Planning & Distribution Update Robert Ellington • Grants & Contracts Update Sandy Mason • Budget Update Cheryl Rankin • Institutional Research and Planning Update Sandi Bramblett • Questions from the Audience

  3. Closeout Memo Update Carol Gibson Controller, Controller’s Office

  4. Opening Remarks Carol Gibson Controller, Controller’s Office

  5. Business Services Update Judy Whitfield Director of Purchasing Sharon Jackson Associate Director, Business Services

  6. Important Purchasing Deadlines • Follow chronological close out dates -posted on Procurement and TechWorks web sites • Submit EDP to OIT by April 16 to ensure timely processing by deadlines. • All requisitions must have required documentation prior to processing

  7. Open Encumbrances at Year-End • Change Request Forms must be submitted via TechWorks by Thursday, June 24, 2010. • The Open Encumbrance Report (GTPOR262) will be available exclusively on TechWorks • Run/Print/Review on June 29, 2010 • Return with request to close encumbrance by Noon on Wednesday June 30, 2010. No accounting changes or increases • No Open Encumbrance Reports will be processed to effect 2009 or 2010 PO’s/budgets, if received after JUNE 30th.

  8. FY 2011 Purchase Orders • FY 2011 requisitions cannot be entered until July 1, 2010 • Notice of Intent to Issue Purchase Order form located on the Procurement Services form bank • FY 2011 transactions will not be available on any financial reports until July 14, 2010

  9. Important P-Card Deadlines • Transactions posted by bankby Friday, June 25, 2010 will be recorded in FY 2010. • Transaction information available on Saturday, June 26, 2010. • Redistribution via Works must be completed by 4:00 PM on Thursday, July 1, 2010. • Redistribution via the Campus PCard (CPC) journal entry pagemust be completed by Friday, July 2, 2010 • PCards may not be used to purchase prepaid registrations for FY 2011 using FY 2010 funds.

  10. Accounts Payable Deadlines • Monday, June 21st at Noon • Last day for approved invoices and Check Request Forms for posting in FY 2010 • Properly approved on correct form • Valid account information • Supporting documentation • Sufficient encumbrance (for invoices, subcontracts) • Hand deliver urgent requests to a manager after this date to ensure processing by year-end

  11. Accounts Payable Year-End Accrual Project • All invoices dated 6/30 and prior that are not paid this fiscal year must be accrued. AP will use the electronic invoicing system through WebNow to record all invoices that are not paid by 6/30. • Whenever possible, approve these invoices and submit to AP by year end • Do not “hold” paper invoices • Please submit all invoices to AP to be scanned into the invoice work queue and accrued even if the invoice is not approved.

  12. 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 FY 2011 conference/trip. • How do we make payments this FY? • Directly bill airfare through Travel Inc. Registrations can be submitted on a CRF or TES marked ‘Pre-paid Expense’ (include next FY’s project account). • No P-Card charges allowed for future FY exp • How are they posted? • Expenses will post to the FY 2011 project/expense account in July

  13. FY 2011 Accounts Payable Transactions • First check run for FY 2011: July 1st • Expenses will not post to ledgers or the GT Data Warehouse (web payment look-up tool) until July 14th, but TRUST US, “The check is in the mail”

  14. FY 2010 TES Processing • 5/14 - Last day for TES submission for 4/30 and prior • 6/9 - Deadline for 5/1 – 5/31 trip end dates • 6/21 (noon)- Deadline for 6/1-6/19 trip end dates • 6/20-6/30 Trip end dates will be processed after July 1st, using FY 2011 funds unless hand delivered to a manager prior to noon on June 25th

  15. Travel: Direct Billing of Airfare • Reduced domestic routes and peak summer travel - Make reservations as early as possible! • Book reservations through Travel Inc by June 7th to ensure posting in FY 2010. • Airfare for July 1 and later departure dates will be posted to a pre-paid expense account if state funds are used.

  16. Travel Encumbrances • Travel encumbrances using sponsored funds will carry forward for 90 days after fiscal year end. On 9/24/10, any open balances will be closed. • All open encumbrances using non-sponsoredfunds (including any related registration fees on the same requisition) will be closed by Friday, June 25th. • If trips are cancelled, or there are remaining funds on a travel encumbrance that has already been fully reimbursed, request closure via the Purchasing Change Request in TechWorks as soon as possible

  17. Payroll Update Jerry Jobe Director, Payroll

  18. Payroll Update PSF’S Completed ePSF By: May 14 For May Payroll/Summer Pay June 16 For June Payroll/Summer Pay

  19. Payroll Update TIME DOCUMENTS: TIME EDITOR WILL BE AVAILABLE FROM 8 AMJune 3Through 5PMJune 4 8 AMJune 17Through 5PMJune 18 OFF CYCLE CHECK REQUESTS Due in Payroll Friday, June 11 by 12:00 Noon

  20. Summer Pay Processing Calendar

  21. 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.

  22. Salary Planning & Distribution (SPD) Update Robert Ellington Director, SPD Center

  23. SPD Update • Early Annual Statement of Reasonableness (ASR) Form: • For staff and students terminating in May that are under the Plan Confirmation System: • Wed, April 14, the SPD Center will query Payroll • Database for Terminating Employees in May.(Please • have PSF Term actions processed) • SPD Center will send Departments a list of identified • Terminating Employees for Early ASRs. • Departments will have a week timeframe to review • and return list indicating who needs an early ASR.

  24. SPD Update • Early Annual Statement of Reasonableness (ASR) Form: • SPD Center will print early ASRs indicated by each Department and mail by end of April. • Departments should obtain employee and Unit Financial Officer (UFO) certification on the Early ASRs, date, 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.

  25. SPD Update • Year End Close Dates: • June 25 – Deadline for 120 Day Late cost transfer requests • to externally funded sponsored projects • June 30 - Last Day for Paper SPD’s • July 2 - Last Day for Campus Online SPD Redistributions • July 9 - Mail FY 2010 Annual Statement of Reasonableness • Obtain Employee signature and date • 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 and date • July 14 - SPD Open for FY 2011 • August 31 - Return Signed & Certified ASRs to SPD Ctr.

  26. SPD Update • SPD Cost Transfers - American Recovery and Reinvestment Act (ARRA) Funds • Beware of transfers involving ARRA-funded • sponsored projects (“S” funds). • Timely & Accurate Expenditure Posting is critical • (cost transfers may be problematic if crossing • reporting period quarters) • Finalize all FY 2010 ARRA salaries by fiscal year • end.

  27. Grants & Contracts Accounting Update Sandy Mason Associate Director, Grants & Contracts

  28. Grants & Contracts Accounting Update • G&C Cost Transfer Deadline – June 30 • Paper and ECT • Sponsored Project Exceptions • Over budget • Undocumented exceptions must be cleared

  29. Grants & Contracts Accounting Update • American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA) • TRANSPARENCY = >Scrutiny = >Audits • Quarterly narrative updates of the activity performed during the reporting period provided by PIs should be properly edited and consistent with expense postings • G&C combines with financial and award data and submits to FederalReporting.gov • Post all appropriate January – March expenses ASAP

  30. Grants & Contracts Accounting Update • American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA) • Limit cost transfers between reporting periods • Cost transfers between fiscal years will be especially problematic • Review postings for accuracy • Allowable Costs, Job Titles, etc.

  31. Budget Update Cheryl Rankin Assistant Director, Budget Office

  32. Budget Update • Posting Revenue at Detailed Project ID level • Revenue is currently posted at the summary project/fund level using a project like “FUND10010” or at the detailed project ID level using a project like “5551110’ • A policy change is in progress to post all Institute revenue at the detailed project ID level (i.e. 5551110) • Reason for This Change • Increase in revenue reporting requests from Institute Admin, BOR & State Legislature due cuts in State Appropriations • Requests must include source of funds & dept ID • Summary project/fund level postings do not have this info

  33. Budget Update • Campus Unit Actions • Immediately begin posting revenue at the detailed project ID level for Journal Entries and Bursar’s Office Deposits • Business Office Actions • Develop and finalize policy • Continue to communicate changes to all campus units • Identify systems and programs that post revenue at the summary project ID level • Work with appropriate staff to change systems/programs to post revenue at the detailed project ID level

  34. Institutional Research & Planning Update Sandi Bramblett Director, Institutional Research and Planning

  35. Is Georgia Tech (still) one of the “Great Colleges To Work For”? Georgia Tech has elected to participate in The Chronicle of HigherEducation’s “Great Colleges To Work For” survey! • Survey Specifics: • Random sample of faculty/staff • Web-based • Questions pertain to workplace experience, job satisfaction, benefits • 20 minutes to complete • Timeline: • Invitation and instructions to participate sent to sample on March 22nd . Survey closes April 16th. • Sample participants will receive two communications from President Peterson before and during the survey. • Results shared this summer.

  36. Questions from Audience • Budget Office • Bursar’s Office • Business Services • Controller’s Office • Salary Planning & Distribution • Grants & Contracts Accounting • Payroll

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