preparing for the big “close” fy 2015 year end. year-end checklist - august!! keep track of...
TRANSCRIPT
PREPARING FOR
THE BIG “CLOSE”
FY 2015 YEAR END
YEAR-END CHECKLIST - AUGUST!!
KEEP TRACK OF PURCHASING CARD USE
FACULTY RESEARCH GRANTS WILL GO AWAY SEPTEMBER 30TH
ENTER OPEN PO’S FOR FY 2016 WHEN BUDGET BECOMES AVAILABLE
USE THE YEAR END DIRECT VOUCHER TO PREPAY NOW AND POST TO NEXT YEAR’S BUDGET
CLEAN UP OLD ENCUMBRANCES – DO ENCUMBRANCE QUERIES IN SELF SERVICE.
SEPTEMBER 30TH
CASH RECEIPTS IN BY 2:00 PM
ACCOUNTS PAYABLE PAPERWORK BY NOON
COMPLETED TRAVEL BY NOON
PO’S ≥ $25.01 WILL ROLL TO FY 2016 – BUT!!
NO CHANGE ORDERS TO OLD PO’S
DON’T WAIT FOR DEADLINES
PURCHASING ENDS SEPTEMBER 15TH!
GO AHEAD AND REVIEW BUDGETS AND PURCHASING NEEDS
KNOW WHAT IS ENCUMBERING YOUR BUDGET
DON’T WAIT UNTIL SEPTEMBER 30TH!
SEPTEMBER 30TH
PO’S ≤ $25.00 WILL BE CLOSED.
PO’S OLDER THAN 2 YEARS WILL BE CLOSED.
ALL ‘E’ DOCS – ENCUMBRANCES WILL BE CLOSED.
ALL COMPLETED BUT UNAPPROVED REQS WILL BE CLOSED.
SELF SERVICE WILL BE REMOVED UNTIL APPROXIMATELY OCTOBER 13TH.
ROLLED PO’S
IF PO IS AT LEAST $25.01 AND LESS THAN 2 YEARS OLD, IT ROLLS TO FY 2016
BUT THE BUDGET DOES NOT ROLL WITH IT.
ROLLED PO’S USE NEXT YEAR’S BUDGET!!
ACCRUALS & YEAR-END PREPAYSWE MUST USE BUDGET IN THE YEAR GOODS
ARE RECEIVED
ACCRUALS = GET THE GOODS BEFORE SEPT 30TH BUT NOT PAID YET (WE MUST USE THIS YEAR’S BUDGET)
PREPAYS = PAY IN FY 2015 BEFORE WE GET IT IN FY 2016 (WE MUST USE NEXT YEAR’S BUDGET)
“ACCRUAL” – USES THIS YEAR’S BUDGET
(“PRETEND “WE’VE ALREADY PAID IT)
FY 2015 BUDGET
72010- ‘J’ DOC - ACCRUAL $100
___________ ___________
TOTAL FY 2015
$100
FY 2016 BUDGET
72010- ‘J’ DOC REVERSE (100)
72010- PAYMENT 100
____________ _____
TOTAL FY 2016 $0
YOU RECEIVED ITEM BY 9/30 BUT NO INVOICE?
THAT’S ACCRUALSEND SIGNED RECEIVING COPY TO AP
YOU’LL SEE - “FY15 ACCRUAL” ‘J’ DOC IN
TRANSACTION HISTORY
YOU’LL SEE –”REVERSAL” ‘J’ DOC IN
OCTOBER
YOU’LL SEE – PAYMENT IN FY16 WHEN
INVOICE IS PROCESSED
ONLY EFFECT ON FY16 BUDGET IS IF THE
INVOICE > PO
PREPAYS – USES NEXT YEAR BUDGET
(“PRETEND” WE WILL PAY IT IN OCTOBER)FY 2015 BUDGET
71010 - DV/PO $100
71010 - PREPAY (100)
_________________
FY 2015 TOTAL $0
FY 2016 BUDGET
71010 – PREPAY $100
_________________
FY 2016 TOTAL $100
YEAR-END PREPAY REQUIREMENTSCONFERENCE REGISTRATIONS
MEMBERSHIPS
SOMETIMES OTHER TRAVEL ISSUES
USE THE YEAR END PREPAY DIRECT VOUCHER
MUST HAVE ORIGINAL INVOICE + 1 COPY
NOTIFY KEVIN MCFRY OF ANYTHING PREPAID IN JULY, AUGUST, OR SEPTEMBER FOR OCTOBER/NOVEMBER
YEAR END PREPAY DIRECT VOUCHER• COMPLETE VENDOR INFO
• COMPLETE DESCRIPTION & ATTACH SUPPORTING DOCUMENTS
• DO NOT CHANGE THE PREPAY ACCOUNT NUMBER!!!
• ENTER YOUR ENTIRE FOAP
• CLEAR INSTRUCTIONS FOR CHECK DELIVERY
• SEND TO PROCUREMENT DIRECTOR
• SEND A COPY TO THE CONTROLLER’S OFFICE
CURRENT FY2015 PURCHASES
THROUGH SEPT. 15TH – NORMAL
AFTER SEPT. 15TH – ONLY “NON-ROUTINE” PURCHASES
MUST BE APPROVED BY ALLYSON BARKER
FY 2016 PURCHASES
THROUGH SEPT. 15TH – ENTER REQ IN BANNER AND CHANGE TRANSACTION DATE TO OCT. 1, 2015
AFTER SEPT. 15TH –
COMPLETE PAPER REQ FORM
BUDGET MANAGER MUST SIGN
FORWARD TO PURCHASING
PAPER REQUISITION FORM
SHOW FY15 OR FY16 PURCHASE ON TOP
MUST BE COMPLETELY FILLED OUT:
SHIP TO – KNOW WHAT YOURS IS
VENDOR # - USE FTMVEND
COMPLETE FOAP
SUPPORTING DOCUMENTS
REMEMBER!
ENCUMBRANCE QUERIES – DO THEM! YOU WILL FIND SOME $$$
ENCUMBRANCE CARE
• ALL ‘E’ DOCS WILL BE CLOSED – KNOW WHAT YOURS ARE THAT WILL NEED TO BE PAID IN OCTOBER.
• FACULTY RESEARCH GRANTS
1. CAN’T CARRY OVER TO FY 2016.
2. MAKE SURE EVERYTHING IS RECEIVED & PAID FOR.
3. MUST BE COMPLETELY CLOSED OUT AT SEPTEMBER 30TH.
AMENDMENTS/CHANGE ORDERS
ORIGINAL ONLY – NO FAXES
NO AMENDMENT TO AVOID CLOSING
MUST HAVE LINE ITEM DETAIL – WHICH LINE ARE YOU AMENDING? FILL OUT THE ENTIRE FORM!
LET’S TALK…..
FTMVEND – CASE SENSITIVE & USE THE WILDCARD ‘%’.
LOOK FOR ‘PENDING DOCUMENTS’ ON BUDGET QUERIES – KNOW WHAT’S OUT THERE.
FGIENCD – ONE-STOP ENCUMBRANCE SHOP .
LEARN HOW TO DO ENCUMBRANCE QUERIES IN SELF SERVICE.
USE ‘NO VENDOR’ DVCH TO HOLD BUDGET.
LET’S TALK…..
• “SEE ATTACHED LIST” – NEEDS TO BE A LIST. NOT PICTURES.
• “SEE ATTACHED LIST” – ONLY IF MORE THAN 5 ITEMS
• “SEE ATTACHED LIST OF LAB SUPPLIES, OFFICE SUPPLIES, ETC.” NAME THE SUPPY LIST
• USE ‘VIEW DOCUMENT’ IN SELF SERVICE TO SEE IF YOUR REQ IS APPROVED OR PO ISSUED.
• DELL PURCHASES REQUIRE A QUOTE BEFORE PO CAN BE ISSUED. THE QUOTE IS MULTI-PAGE – SEND ALL PAGES TO PURCHASING.
• MILLERS OFFICE FURNITURE IS NOT THE VENDOR – SEE THE BODY OF THE QUOTE FOR THE ACTUAL VENDOR.
STAPLES
• AS OF AUGUST 3RD THEY ARE OUR OFFICIAL VENDOR.
• VENDOR # IS 001094244
• CONTACT INFO IS: [email protected]
• CUSTOMER SERVICE: 877-826-7755
• WEBSITE: WWW.STAPLESADVANTAGE.COM
QUESTIONS???