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The University of Montana. FYE 2013 Briefing May 21, 2013 Business Services. Agenda. Introductions Office for Planning, Budgeting & Analysis (OPBA) Payroll processing Schedule/Highlights Payroll Redistribution Dates Campus Cutoff Schedule Feed File Schedule Procedure Highlights

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the university of montana

The University of Montana

FYE 2013 Briefing

May 21, 2013

Business Services

agenda

Agenda

Introductions

Office for Planning, Budgeting &

Analysis (OPBA)

Payroll processing Schedule/Highlights

Payroll Redistribution Dates

Campus Cutoff Schedule

Feed File Schedule

Procedure Highlights

Break

JV Reminders

Tips & Tools for Monitoring Balances

business services contact list

Business Services Contact List

Accounting Services

Dan Jenko, Assistant Director Ext 5530

Tara Scott, Financial Manager Ext 5802

Melissa Reimann, Accountant/Capital Assets Ext 6628

Luanne Felstet, Accountant Ext 2499

Barb Bybee, Accountant Ext 6261

Kristin Reynolds, Accountant Ext 5356

Accounting Services Fax # Ext 4929

Accounts Payable/Procurement

Kay Lamphiear, A/P Manager Ext 4935

Ian Robbins, Director of Procurement Ext 2204

Systems

Scott Klanecky, Finance Systems Manager Ext 5558

Frank Grady, Banner Finance Production Manager Ext 5464

Treasury Services

Katie Dalessio, Treasury Manager Ext 6054

Management

John McCormick, Interim Director Ext 2532

opba contact list
OPBA Contact List
  • Dawn Ressel, Associate VP for University Planning, Budgeting and Analysis

dawn.ressel@umontana.edu

Ext. 5661

  • Ed Wingard, Budget Director

ed.wingard@umontana.edu

Ext. 4775

  • Debbie Morlock, Budget Analyst

debbie.morlock@umontana.edu

Ext. 4791

  • Pope Ashworth, Interim Budget Analyst

pope.ashworth@umontana.edu

Ext. 5661

  • Kim Rudolph, Budget Analyst

kim.rudolph@umontana.edu

Ext. 5647

general funds
General Funds
  • Negative available balances
  • Negative personnel services balances
  • Transfers must be budgeted
  • Correct negative balances by submitting a budget change or moving expenses out to another Index Code or Fund (if appropriate)

*(Remember to consider benefits when correcting negative personnel balances.)

Reports to use to monitor results:

      • UMDW Operating Statements #1 or #2
      • UMDW Payroll Reports #6 or #7
general funds1
General Funds
  • Negative available balances
  • Negative personnel services balances
  • Transfers must be budgeted
  • Correct negative balances by submitting a budget change or moving expenses out to another Index Code or Fund (if appropriate)

*(Remember to consider benefits when correcting negative personnel balances.)

Reports to use to monitor results:

      • UMDW Operating Statements #1 or #2
      • UMDW Payroll Reports #6 or #7
general funds2
General Funds
  • Negative available balances
  • Negative personnel services balances
  • Transfers must be budgeted
  • Correct negative balances by submitting a budget change or moving expenses out to another Index Code or Fund (if appropriate)

*(Remember to consider benefits when correcting negative personnel balances.)

Reports to use to monitor results:

      • UMDW Operating Statements #1 or #2
      • UMDW Payroll Reports #6 or #7
designated auxiliary
Designated/Auxiliary
  • Negative fund balances
  • Consider impact of year end results on FY14 plans and budgets – submit a plan amendment if necessary
  • Expense should not significantly exceed the FY13 fiscal year budget
  • Submit budget changes as needed

Report to use to monitor results:

      • UMDW Operating Statement #7 (shows current fund balance)
general funds designated auxiliary
General Funds/Designated/Auxiliary
  • 6/14/13 (Friday) – Last day to submit routine budget changes

*Remember RBC’s need to be signed by your Vice President

fiscal year end payroll

Fiscal Year End - Payroll

For questions please contact:

Shelley Hiniker: 243-6634

Shelley.Hiniker@umontana.edu

Andrea Sheuering: 243-5199

Andrea.Scheuering@umontana.edu

*For Redistributions please contact your Fund or Grant Accountant.

bw mo payroll

BW & MO Payroll

BW 14 online entry GTO is open June 21 to June 25

Do not send RPT’s with the Monthly rosters

Submit RPT’s by June 14th if you would like them to display on the BW 14 GTO

BW 14 will post July 3rd

BW 13, BW 14 & MO 7 Health Insurance will be

FY2014 expense - $806.00/month

Six days of BW 15 will be accrued for FY13 (at a high level)

BW 15 will expense in total at the department level for FY14

MO 7 will Post June 30th

New Rate Changes for FY2014:

Unemployment .45%

PERS 8.17%

TRS 10.85

TIAA-CREF 10.676

sp payroll

SP Payroll

SP 13 will open June 19th and will

close at 5:00 p.m. on June 21st

SP 14 – pay cycle from June 19 –

July 1 will pay on July 15th – this will

be an FY14 department level

expense

SP 14 - These costs will be accrued at a high level through Business Services for FY13

payroll miscellaneous

Payroll - Miscellaneous

Redistribution Schedule – Business Services

will distribute the schedule

Redistributions into State/General fund

indexes from other funding sources (such as

designated, auxiliary etc.) will be reviewed by

the Office of Planning, Budget and Analysis.

Sufficient budget authority, for both wages and

benefits, must be in place for these to occur.

Manual Checks – due to the Fiscal Year End

Cash Closing process – there will be no manual

checks processed from June 25th to July 1.

fye payroll redistributions

FYE Payroll Redistributions

Procedures & form

Payroll Redistributions are for corrections to the funding sources. These cannot be processed using a journal voucher.

Deadlines

90 Day Rule – If you are processing a redistribution that has a history date of greater than 90 days you must include an exception memo which will be approved by the Director of Business Services or his assignee.

Grants and Contracts must adhere to ORSP policy and procedures.

BW14 Timing Issues

Review your GTO reports carefully upon completion. If there is an error – contact your HRA immediately before it completes. For FY13 this would be 2:00 pm 6/27/13.

payroll redistribution form http www umt edu bussrvcs employees forms aspx

Payroll Redistribution Formhttp://www.umt.edu/bussrvcs/Employees/Forms.aspx

payroll redistribution deadlines

Payroll Redistribution Deadlines

Deadlines to have requests to Business Services…

6/7/13 – May (due by 3:00 PM)

7/3/13 – June (due by 12:00 PM)

Payroll Redistributions for BW14 will not be allowed

Reminder: all requests for redistribution need to be processed through your Fund Accountant or your Grant Accountant, not through the Payroll Office

fye 13 website http www umt edu bussrvcs employees procedures accounting fiscal 20year 20end aspx

FYE 13 Websitehttp://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx

slide22
Campus Cutoff Schedulehttp://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx
feed file schedule

Feed File Schedule

Due by July 10th at 3:00 PM

Facilities Services (work orders and postage)

Network port charges

Fixed phone charges

Long distance charges

UC Admin charges

Dining Services invoices

accounts payable critical dates
Accounts Payable Critical Dates
  • June 14Procard purchases for FY13 should be completed to ensure FY13 posting.
  • June14 Warrant Cancellations to AP.
  • June 26 5:00 Normal Check Run – checks to be issued and mailed June 27.
  • June 28 5:00Procard Redistribution for June
  • (Cycle 12 - thru 6/21).
  • July 1 All travel, entertainment, check requests & Costco receipts need to be sent to A/P for FY13 processing.
a p critical dates cont
A/P Critical Dates(CONT.)

July 3 5:00 A/P check run. Checks to be issued and mailed July 5.

July 8 5:00 Second Procard Redistribution for June

(Cycle 13 – 6/22 thru 6/30)

(Use feed date of 6/29)

July 10 5:00 Final AP check run for FY13. Checks to be issued and mailed July 11.

July 12 12:00Direct pay and Non PO invoice processing for FY13 ENDS. Invoices must be completed and approved prior to 12:00.

July 15 FY14 Opens – Reminder: NO FY14 invoices can be processed until now.

Reminder: July 1-12 use transaction date of 6/30/13 in both GrizMart and Banner for FY13 processing.

other critical dates
Other Critical Dates
  • 7/12 FY13 Period 12 closes at 5:00 PM
  • 7/13 “GL Roll”
  • 7/15 Period 12 Reports available thru
  • UMDW
slide27
FY14
  • July 15
    • Invoice Processing Resumes
    • Journal Voucher Entry
  • Reverse Entries
    • Automated, prior to July Month End closing
    • Pre-Pay and Deferred Revenue, prior to July Month End closing
accounting procedure updates
Accounting Procedure Updates
  • Prepaid Expenses
  • Miscellaneous Accounts Receivable
  • Deferred Revenue
  • Accrued Expenses
prepaid expenses

Prepaid Expenses

Definitions:

Prepaid expenses are items over $500.00 that are paid during the current fiscal year, but are an actual cost for the next fiscal year. All items or services must be received or provided after

June 30, 2013 to be considered a prepaid expense. These expenses are recognized as an asset (prepaid) in the current fiscal year and as an expense in the next fiscal year.

This process is not applicable to Grants.

prepaid expenses1

Prepaid Expenses

Examples of Prepaid Expenses:

Prepaid service contracts or software licenses for next fiscal year (these can be split between 2 years)

Subscriptions or membership fees for next fiscal year (these can be split between 2 years)

Expenditure transactions which are matched to deferred revenue (ie: summer session revenue)

prepaid expenses continued

Prepaid Expenses(Continued)

Updates/Reminders:

*REMEMBER* - use the activity code PREPAY in GrizMart for non-PO payments or requisitions

*REMEMBER* - you can code ProCard / Request and Authorization for Travel (RAT) charges directly to Prepaid account 1905

Make sure to get supporting documentation to Barb Bybee (ext 6261) before noon on Friday, 7/12/13

Review procedure: Prepaid Procedures

http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx

http://www.umt.edu/grizmart/GrizMart%20FAQs.php#FAQ31

miscellaneous receivables

Miscellaneous Receivables

The University does not record all accounts

receivable in its centralized accounts receivable

system, this information must be provided to

Business Services.

It is the department’s responsibility to report

the correct receivables and maintain and

forward to Business Services the backup support

for the receivables reported.

This applies to receivables that are not recorded

in Banner and are owed by off-campus entities.

miscellaneous receivables continued

Miscellaneous Receivables(Continued)

Updates/Reminders:

No procedure changes from last year

Individual receivables greater than or equal to

$25,000 require dean or director approval

Make sure to get supporting documentation in to

Kristin Reynolds by noon Friday, 7/5/13

Review procedure: Miscellaneous Accounts Receivable

http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx

deferred revenue

Deferred Revenue

DEFINITION:

Deferred revenue is revenue collected in the current fiscal year for services provided in the next fiscal year. This revenue is reported as a liability on the current year’s balance sheet and as revenue in the next fiscal year.

Departments that record deferred revenue include, but are not limited to:

Continuing Education

Bio Station

Dining Services

Athletics

Campus Recreation

Residence Life

*Note: Summer session tuition and fees collected prior to July 1st are also

recorded as deferred revenue per Montana University System policy.

deferred revenue continued

Deferred Revenue(continued)

Procedures:

Banner Online Departmental Deposit Form Preparation

For ease of processing deposits, please use a separate

deposit card for deferred revenue transactions

Deferred revenue must be recorded with an activity code.

Find the current activity code list on the link below. Please

contact your Fund Accountant if a new activity code needs to

be established. The activity code is the revenue account code with the ‘5’ replaced by an ‘R’ (ie; 50404 – Campus Recreation Trip Fee income activity code would be R0404)

Balance Sheet account number is 2505 – Deferred Revenue

http://www2.umt.edu/bussrvcs/fye/fye13/Deferred Rev Activity Codes 2013.xls

deferred revenue continued1

Deferred Revenue(Continued)

Updates/Reminders:

No procedure changes from last year

Deadline follows cash receipt cards (6/28/13)

Be sure to send backup to Luanne Felstet (ext 2499) and contact her with any questions

Review procedure and forms: Deferred Revenue

http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx

expenditure accruals

Expenditure Accruals

Expenditures must be recognized in the accounting year incurred, which creates the necessity for recording expenditure accruals for valid obligations incurred but unpaid as of the end of the fiscal year.

Departments must submit requests for expenditure accruals to Business

Services on or before the date posted on the Fiscal Year End Critical Cutoff

The following information along with the backup documentation must be provided to Business Services:

Identify type of accrual – ‘A’ accrual or ‘B’ accrual

Explanation and supporting documentation

Identify vendor (if vendor is another state agency, special accrual accounting is required)

Department contact person and phone number

expenditure accruals continued
Expenditure Accruals(Continued)
  • “A” Accruals
    • These are for State Funds Only
    • For Valid open orders of goods/services received After June 30th
  • “B” Accruals
    • These are for All Funds including State Funds
    • Valid open orders on goods/services received on or Before June 30th, but have not yet been paid.

Note:Accruals over $25,000 must include backup documentation and will need approval by the Director of Business Services.

expenditure accruals continued1

Expenditure Accruals(Continued)

Updates/Reminders:

Only items $500.00 or more will be accrued

Remember * An accrual may be necessary for Procard purchases made during the last days of June (after 6/21/13) if the vendor does not process them in a timely manner

Make sure to get supporting documentation in to Tara Scott (ext 5802) before 4pm on Thursday,

7/11/13

Review online accrual procedures

http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20End.aspx

decision trees
Decision Trees

Deferred Revenue

  • Have I collected funds for activities that

will occur on or after July 1, 2013?

  • If yes—when completing the deposit card, use account code 2505 with the activity codes established for deferred revenue. The activity codes are listed on the Business Services web-site.
decision trees continued
Decision Trees(Continued)

Prepaid Expenses

  • Am I paying for goods or services prior to 6/30/2013 that are >$500 and relate to next year? ie. Paying for maintenance agreement in June for FY14.

Is this a non-PO payment or requisition Am I submitting a RAT or using

through GrizMart? my ProCard?

If yes—when initiating the purchase in If yes – use account code 1905 and

GrizMart use expense code and provide back-up to Barb Bybee in

activity code PREPAY. Business Services.

decision trees continued1
Decision Trees(Continued)

A-Accruals

  • Will I receive goods or services AFTER 6/30/2013, that will be paid after 6/30/2013, from a State fund and are > $500?
  • If yes—notify Tara Scott in accounting by sending either a Purchase Order copy or a signed contract that has been initiated by 6/30/2013.
decision trees continued2
Decision Trees(Continued)

B-Accruals

  • Have I received goods or services BEFORE 6/30/2013 that will be paid after 6/30/2013 and invoice is > $500?
  • If yes—Notify Tara Scott in accounting by sending either an invoice, packing slip or a signed contract.
decision trees continued3
Decision Trees(Continued)

Miscellaneous Accounts Receivable

  • Have I provided goods or services prior to 6/30/2013, but have not received payment

by 6/30/2013 and have not recorded the receivable in Banner?

  • If all of above conditions are met—complete the form on the Business Services website for Miscellaneous Receivables. Send the completed form to Kristin Reynolds. With the form, send an invoice or statement as supporting documentation. For amounts > $25,000 have your Dean or Director sign the form.
um foundation
UM FOUNDATION

Fiscal Year End Procedures for UM Foundation

  • Payments to UM
    • Withdrawal Requests to Foundation Offices by June 24thfor last ACH payment on the 28th
    • NO advances to index codes - transfer has to be for actual expenses incurred
      • Exception will be made for reimbursements for June payroll expense. Expense will be an advance and will need to be cleared with June Banner report as soon as June payroll is processed
  • All other fiscal year 2013 expenses
    • Withdrawal requests to Foundation Offices by July 19th
  • Clear outstanding advances by June 28
    • Any outstanding advance over the fiscal year-end needs an explanation as to why it’s still outstanding
      • Exception for June payroll reimbursements. Expense will be cleared in fiscal year 2013 with June Banner report
  • Questions
    • Contact Jamie Stanton at 4788
helpful tips
Helpful Tips
  • Enter JVs that post within your department (JD1 & JD2)
    • This will help with faster processing
    • Please reference the Banner document number in your JV document text
  • Please monitor all deadlines and notify Business Services right away if unable to meet a deadline
  • Please monitor your accounts and get your requests in to the Foundation for Gift accounts by June 24th
  • Contact the appropriate service area with questions (Accounts Payable, Purchasing, Accounting, Systems)
  • Dates on JV’s are critical; Please specify which FY you would like to post.
  • Please print name and phone extension on JV’s you send over to Business Services.
tools for monitoring fye activity

Tools for Monitoring FYE Activity

Banner Finance

JGIBDST – Org Budget Status

FGITBSR – Trial Balance Summary

UMDW

Operating Statement

Trial Balance

Payroll

UMDW Contact: Business Services Systems Mike Leary Ext 4191

banner jgibdst
Banner JGIBDST

Enter Index, Fund or Orgn and FY on Banner form JGIBDST

Banner nets total revenues less total expenses

banner drill downs user id searches
Banner Drill-Downs & User ID Searches

To see the transactions for a specific account in JGIBDST, select options and Transaction Detail (JGITRND)

banner drill downs user id searches continued
Banner Drill-Downs & User ID Searches (Continued)

JGITRND

Here are all the transactions for account 62280

banner drill downs user id searches continued1
Banner Drill-Downs & User ID Searches (Continued)
  • How do I found out who entered my document (J0288872)?
    • When searching on JGITNRD, use the bottom scroll bar find the user ID field.
banner drill downs user id searches continued2
Banner Drill-Downs & User ID Searches (Continued)

JGITRND

To find the highlighted document, select options & Query Document (By Type)

banner drill downs user id searches continued3
Banner Drill-Downs & User ID Searches (Continued)
  • When document number comes up; hit control page down.
  • FGIDOCR shows the transaction lines that were entered for the document selected.
banner fgitbsr
Banner FGITBSR

Enter Fund and FY on Banner form FGITBSR

banner drill downs user id searches continued4
Banner Drill-Downs & User ID Searches (Continued)
  • Other forms for finding user ID:
    • FOIAPPH – will show the document approver(s) as well as the originating user for most transactions. Feed documents list only Systems Banner users because they perform the final upload.
banner drill downs user id searches continued5
Banner Drill-Downs & User ID Searches (Continued)
  • Enter a query on the new form (JGQDOCN) for the selected document (J0288872) to see the User ID
  • To identify the person associated with the User ID, go to FOMPROF and query on the user ID

JGIDOCR – Click on the document look-up button

banner drill downs user id searches continued6
Banner Drill-Downs & User ID Searches (Continued)
  • To identify the person associated with the User ID, go to FOMPROF and query on the user ID
umdw operating statement
UMDW Operating Statement
  • Enter your Index, Fund, or Orgn
  • Keep the default Fiscal year as FY13
  • Run Operating Report #2 for State Accounts and
  • Operating Report #7 for Non-State Accounts (includes fund balance)
umdw trial balance
UMDW Trial Balance
  • Enter Fund
  • Keep default fiscal year as FY13
  • Run General Report #1 Trial Balance
umdw payroll

UMDW Payroll

Enter Index, Fund or Orgn

Enter Acct Types 61,62,63 for the Wages and Salaries only

Keep the default Fiscal Year 13

Run Payroll Report #7

fye 2013 briefing

FYE 2013 Briefing

Thanks for Coming!