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Year End Information - PowerPoint PPT Presentation


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Pittsburg State University. Year End Information. 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. GL Look Current ‘snapshot’ as of today.

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useful reports

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
useful reports1

GL Look

    • Current ‘snapshot’ as of today.
Useful reports
corrections and unit balances

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
year end information
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
dates to remember for deposits

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
refunds overpayments for services

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
change funds

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
purchasing gorilla marketplace

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
new vendors

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
bidding process

Bids under $25,000 - submit paperwork by June 1, 2014

Bids $25,000 and above – contact Joe Ensch at 235-4169

Bidding process
encumber funds form

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
receipt of purchase order encumbrance

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
pcard entry reconciliation bpc

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)
pcard entry reconciliation bpc1

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)
travel

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
encumbering funds

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
encumbering funds1

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
service clearings

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
grants

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
year end dates to remember1
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

contact information

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