Year End Information

1. Pittsburg State University Year End Information

2. Informational Circular 13-A-005 - eliminates concurrent processing at fiscal year-end. “The Department of Administration is changing statewide accounting practice by eliminating the concurrent processing period within SMART.  This is being implemented to address audit findings and to reduce risk by improving the current level of statewide accounting system controls.  Establishing this change as a best practice will assist the state in achieving defined monthly cutoffs, thus reducing system date and timing issues in monthly reconciliations. We understand this will require agencies to plan ahead for processing that normally occurs during the crossover period from one month end to the beginning of the new month as well as the transition from old state and federal fiscal years to new state and federal fiscal years.” • Informational Circular 13-A-006 – establishes the schedule of accounting events for fiscal year 2013 closing and fiscal year 2014 opening. Elimination of concurrent Processing

3. Significant changes to processing deadlines! How does that affect psu???

4. Unit Reports • Budget Status • Transactions and Balances • Outstanding Orders Monthly reports that capture balances and transactions for a month. Preliminary June Weekly (June 7) Useful reports

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

6. Review your unit transactions and balance • Review transactions as they post(GL Look) • Take the time to post to the correct funding source in the initial transaction. • Weekly Preliminary Unit Reports for June (starting June 7) • Please have any corrections or changes for FY13 to the Business Office by NOON on June 13, 2013. • If you are close to the deadline….Please don’t use CAMPUS MAIL! Corrections and unit balances

7. 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

8. June 21, 2013 at 3:30 PM - Last day for fiscal year 2013 deposits Any deposits processed in the Cashiers and Student Accounts Office after June 21st will be dated fiscal year 2014 Dates to remember for deposits

9. 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 20th at 3:30 PM. Refunds – Overpayments for services

10. Complete a DA-75 Reconciliation of Change Fund as of June 21, 2013 Your change fund must be intact at June 28th, restore any shortage or deposit any overage by June 21st Send your completed form to Lyndy Little Change funds

11. 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 FY13. • FY13 Pay Vendor requests will be accepted through 6/28/13.  • To ensure payment is processed (ie. Check is mailed, ACH is initiated) prior to June 30, FY 13 Pay Vendor requests should be completed by 6/20/13. • Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 13 payment request. • (Special consideration for the School of Construction, Polymer Chemistry, and Educational Building (EBF) appropriated funds require their FY 13 Pay Vendor requests be completed by June 20th.) PURCHASING/GORILLA MARKETPLACE

12. 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 06/12/13 to allow time for processing.  Any questions concerning vendors should be directed to Shari Saia in the Purchasing Office at Ext. 4167.  New vendors

13. Bids under $25,000 - submit paperwork by June 1, 2013 Bids $25,000 and above – contact Joe Ensch at 235-4169 Bidding process

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

15. 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 FY13 that you will not receive and/or pay until after 7/1/13, please complete the Encumber Funds form with the estimated charges including freight by June 28th.  • Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 13 purchase order/encumbrance.  (Special consideration for the School of Construction, Polymer Chemistry, and Educational Building (EBF) appropriated funds require their Encumber Funds date to be moved up to June 20th.) Encumber Funds form

16. 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

17. 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 06/18/13.  All procurement card entries, with all supporting attachments, for the June 5th billing statement must be to the Purchasing Office by 4:30 p.m. on 6/10/13.  Remember all charges posted to the BPC on or after June 6th will require FY14 funding. PCard Entry/Reconciliation (BPC)

18. TRAVEL ADVANCES: All travel involving a travel advance must be processed by 6/17/13 so that the advance can be reimbursed by 6/19/13. • If you do not have sufficient information to complete the travel claim, please contact Kim Wilson in the Business Office at Ext. 4168. • Travel Claims should be submitted by June 28th. • If travel is complete with the appropriate documentation, and you can get all approvals in GM by 6/28/13 at 4:30, use the Pay Vendor form. • If travel is not complete and/oryou cannot get all documentation completed in GM by 6/28/13 at 4:30, then complete the transaction in GM using the Encumber Funds form. travel

19. 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 FY13 funds (have placed an order with a vendor or have signed a contract with a service provider by 6/30/13) with the understanding that goods or services will be received on or after 7/1/13. Encumbering funds

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

21. The Business Office has requested that all clearings be cutoff and submitted by 12:00 p.m. Friday, June 14th. All clearing charges will be posted and visible on your units by 06/20/13.  Service clearings

22. Grants do not follow the fiscal year schedule as they follow a project budget for the grant period. Grants often carry a negative balance. At year end, the Business Office attempts to mitigate the amount of negative balances with grant draws. Indirect Overhead is charged to grant accounts based on fiscal year spending when appropriate prior to fiscal year end. Grants

23. YEAR END DATES TO REMEMBER:

24. 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

25. DATES TO REMEMBER

26. 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 Mark Darker (mdarker@pittstate.edu) Ext. 4167 Contact Information