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Agenda

Agenda. Purpose: Prepare for a successful year-end closeout and a transition to PeopleSoft Timekeeping and Payroll Human Resources Purchasing and Accounts Payable Review Chartfields Financial Year-End Schedule and Procedures Wrap-up. Timekeeping and Payroll.

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Agenda

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  1. Agenda Purpose: Prepare for a successful year-end closeout and a transition to PeopleSoft • Timekeeping and Payroll • Human Resources • Purchasing and Accounts Payable • Review Chartfields • Financial Year-End Schedule and Procedures • Wrap-up

  2. Timekeeping and Payroll • GO LIVE for timekeeping will be December 16; first payroll will be January 7, 2014 • Paydays will be changing to the 7th and 22nd of each month, starting Jan 2014 • Catch-up check for temporary, hourly, overtime hours worked will be December 20 paycheck; all hours worked from December 1 to 15 must be approved by noon on December 16 • NEW personnel policies will impact payroll: Holiday Bank and Premium Holidays

  3. Human Resources • PAFs go away on December 11; all pending PAFs must be approved by 5:00 December 11. Personnel actions will be entered into PeopleSoft beginning December 16. No personnel actions can be entered/approved in the interim. • Review your allocation reports and terminate inactive employees

  4. Purchasing and Accounts PayableTransitioning from AMS Procurement • December 18 is the last day to enter encumbering documents in AMS Procurement for 2013 • PRC’s and GAX’s will be paid through December 31 • P-Cards may be used through December 31 • Beginning January 1, 2014 all transactions will occur in PeopleSoft • December 18 is the last day to establish new vendors in AMS Procurement • Use the Vendor/Supplier Management Form (found at http://www.slco.org/mayor/finance/pdf/AP/VendorMgt.pdf) to establish new suppliers. Completed forms should be submitted to suppliers@slco.org

  5. Purchasing and Accounts PayableTransitioning Encumbrances to PeopleSoft • Review all encumbrances and cancel invalid encumbrances • All valid encumbrances will be hand entered in PeopleSoft, starting January 1 • A spreadsheet of current encumbrances will be distributed to fiscal staff on December 9, December 13 and December 19; we need organizations to provide PeopleSoft-related data elements to facilitate hand entry of old encumbrances

  6. Purchasing and Accounts PayableTransitioning Encumbrances to PeopleSoft To enter new PO’s for old encumbrances in PeopleSoft, we need, on or before December 20: • Chartfields • SpeedCharts (if applicable) • Requestor (User ID) • PO Type • Contract number (if applicable) • Brief description • ‘Ship To’ location code

  7. Purchasing and Accounts PayablePaying Invoices in PeopleSoft • 2013 – After approving the invoice (hard copy), confirm Chartfields are correct, note PO number and budget year on invoice, scan and send to ap@slco.org • 2014 – After approving the invoice (hard copy) and entering receipt of goods (if necessary), confirm Chartfields are correct, note PO number and budget year on invoice, scan and send to ap@slco.org

  8. Chartfield Review Crosswalks between AFIN codes and PeopleSoft Chartfields are available at the PeopleSoft website.

  9. Additional Chartfields are available to be used if you are using Project Costing/Grant Management. Fiscal Managers using Project Costing have been involved in developing the Chartfield schemas for their organizations. Chartfields used in Project Costing include: Project, Activity, Category, Subcategory, etc.

  10. Fund Most Fund numbers will remain the same, except for some renumbering changes based on these new ranges.

  11. Agency Agency codes have been renumbered. All Elected Officials Offices now have their own Agency code.

  12. Department ID Departments are similar to old Organization codes with the functionality of additional levels For most, the first four digits will look familiar but some have been renumbered to align with the new agency codes

  13. Account • Account number goes from 4 digits, to 6 • No duplicate numbers, prefix will tell acct type • Crosswalk document will be available

  14. Program • Program code is similar to old Activity code • Program code is five digits • For data conversion, a zero will be inserted December 6 will be that last day for organizations to enter new activity codes directly into AFIN. After December 6, work with John Pectol (87103) to obtain a new activity code. After January 2, organizations will be able to create and enter new program codes in PeopleSoft.

  15. Are Programs Required? If the new Department ID structure replicates your old Activity code structure, there is no need to use Programs. Program is an optional Chartfield. • Chartfield Comparison

  16. What Chartfields are Required? • Budget Reference, Fund, Agency, Department, Account; the system will enforce correct combinations of Chartfields • Program or Project codes are optional, but . . . • All 2014 transactions will require PeopleSoft Chartfields – including internal billings

  17. 2014 ProceduresWhat about JV’s? • One more General Ledger end-user training is scheduled on December 30. The training focuses on Journal Voucher processing (creation, submission and approval). • Like other transactions in PeopleSoft, JV’s have workflow; if you find your workflow is incorrect, communicate necessary changes promptly

  18. 2013 Year End Procedures Anything affecting 2013 will be done in AFIN, anything affecting 2014 will be done in PeopleSoft. To make the transition to PeopleSoft easier: • Encourage vendors to submit invoices; as much as possible, before January 1, pay invoices you have received • Review 2013 AFIN reports and submit adjusting JV’s before January 1 • Train your staff on the Chartfields that should be used for purchases and payments after January 1

  19. 2013 Year End ProceduresWhat about Pcards? There is no deadline to stop using PCards in 2013. However . . . • The purchase card billing cycle ends on December 22nd. • Purchases should be made by December 18thto ensure that the transactions will be posted to the bank card by December 22nd. • Purchases made and posted after December 22ndwill be posted into PeopleSoft as 2014 transactions. • If transactions need to be accrued back into 2013, a journal entry for 2013 will need to be made into AFIN and a journal entry for 2014 into PeopleSoft.

  20. 2013 Example of a Purchase Card Accrual JV for 2013 in AFIN This JV is for purchases made in 2013 but paid for in 2014.

  21. Example of a Purchase Card Accrual JV for 2014 in PeopleSoft

  22. JV for purchases paid in current year (2014) but need to be accrued back to previous year (2013). New Fund, Agency, Dept., and Account Numbers Budget Ref will be 2014

  23. PeopleSoft Workflow Approval Process

  24. 2013 Year End ProceduresWhat about Pcards? • Please wait until after January 2nd to do the accrual JVs to make sure the transactions were processed in 2014. • If anyone has questions or would like additional help with accruals, please contact Diane Amsler at 87104. • Questions?

  25. YEAR-END CLOSING AND 2013 EXTERNAL AUDIT TIMETABLE KARL GOODMAN

  26. 2014 DEADLINES FOR DECEMBER 2013 TRANSACTIONS http://www.slco.org/mayor/finance/html/acctg/acctg.html

  27. Encumbering and Payment Processing in 2013 • AFIN is the system of record for 2013 • 2013 transactions will be processed in AFIN, 2014 transactions will be processed in PeopleSoft • The deadline for encumbering 2013 purchase orders and contracts is December 18, 2013 • The deadline for submitting 2013 payment transactions is December 31, 2013

  28. Payment processing in 2014 • Effective January 2, 2014 all payments will be made in PeopleSoft • If scanned payment backup relates to 2013 the payment will be made from liability account 205010 in 2014 (debit to liability account) • Accounts Payable will be preparing the AFIN accruing entry to liability account 2106 in 2013 (credit to liability account)

  29. Single Audit • 2013 Single Audit Checklist and 2013 Single Audit Schedules on Mayor Finance intranet site will be updated shortly • Single Audit Checklist Items for 2013 are due March 7th, 2014 • All AFIN accruals for 2013 grant or other revenue are to be completed by March 7th, 2014

  30. 2013 AFIN Preliminary Reports • Mayor Finance will be issuing the following 2013 AFIN preliminary reports: • First preliminary January 14, 2014 • Second preliminary February 13, 2014 • Third preliminary March 13, 2014 • Trial Balance April 15, 2014

  31. 2013 AFIN Journal Entry Deadlines • AFIN entries correcting errors through November are due January 7, 2014 • AFIN entries recording transactions for December are due January 31, 2014 • AFIN entries correcting any remaining errors for 2013 are due February 28, 2014 • AFIN entries accruing revenue for 2013 may be made until March 7, 2013 • Absolute final deadline for 2013 AFIN entries correcting errors is March 20, 2014

  32. External Auditors • Squire and Company were selected to perform external audit services for Salt Lake County for the years ending 2013 through 2017

  33. More Information: http://www.econnect.slco.org/PeopleSoft/index.html -or- Access the website from eConnect

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