Pittsburg State University Year End Information

CHANGES GUS Cloud – 1st Fiscal Year End in new system Will be a learning experience for ALL! CHANGES GUS Cloud – 1st Fiscal Year End in new system  Please be Patient! We need you to be Flexible. Barbara Stay tuned on Yammer!

CHANGES Fiscal Challenges Resulting in State of KS Tuition shortfall Spending Control Measures – Email from CFO and signed by the President & Vice Presidents. IT Equipment & Furniture Limited spending to “only those items that are critical and time sensitive”. Barbara

Changes to Supervisor Approval Limits With implementation of GUS Cloud on 10/1/16. NEW-Effective 5/23/17. Barbara GUS Cloud Finance & Procurement Teams will be making this change in TEST this week and publish on the evening of 5/22/17.

Changes to Encumbrance Philosophy Budget Year vs Reporting Year Budget Year – The fiscal year that we pay a transaction or spend the funds, or the Accounting Period, as reflected in your GUS Cloud Dashboard Reports. Reporting Year – Financial Report year based on Accrual Accounting, taking into consideration dates of service, travel date, subscription date, etc. What does that mean to me? New flexibility to spend. We will no longer hold you to budget date/year. NO AR-97! Creates new deadlines for providing fiscal year payables for Reporting. No more Encumber Funds Form Encumbrances will only occur when: Send PO to Supplier Punchout If there is a need to Encumber funds, the Purchasing Office will help you with those encumbrances > $5,000. Barbara

Corrections Review your transactions and cost center balances Review transactions frequently! Use Dashboard Reports. GUS Cloud transaction postings are scheduled daily to complete at 10:00 am & 3:00 pm. No longer waiting on weekly GUS Classic reports to be published! Post to correct funding source in initial transaction Any corrections or changes for FY17 to the Business Office by NOON on June 8, 2017. If you are close to the deadline….Please don’t use CAMPUS MAIL! Barbara

Dashboard reports Review transactions and cost center balances! Barbara Job Aids and Training Materials are available on the website: http://www.pittstate.edu/info/gus-cloud/gus-cloud-training-materials.dot

Fund-Cost Center combination Barbara There should be funds available in the Fund-Cost Center combination for you to use that funding!

Cost center by budget category Barbara Manage budgeted funds by Budget Category. Use Budget Adjustment Form through the Budget Office to make adjustments. ALWAYS use 1105 for OOE Expenses. We use 1104 & 1106 for Payroll.

Year end information Purchasing Business Office Cashiers Spending Control Measures GUS Cloud - Requisitions & Purchase Orders Bids New Suppliers Pcard Expense Items Business Office Expenses Invoices Service Clearings Grants Cashiers Deposits Refunds Change Funds

PURCHASING Procurement Jim

Email directive for Computer and IT Equip or Furniture PURCHASING Email directive for Computer and IT Equip or Furniture  Purchases over $5000 Encumbrances – only those over $5000 unless a PO to Supplier. Smart form Send PO to Supplier Punchout Requisition Jim

PURCHASING/Gus cloud GUS Cloud Requisitions and PO’s for FY17 will be accepted through 6/30/17.  Please remember that forms submitted through GUS Cloud must complete the workflow process, including all approvals to be accepted as a valid FY17 payment request. All FY18 Requisitions/Purchase Orders will need to wait until on or after July 1st before entering. Barbara J

Bidding process Purchases over $5,000 require a bid or the utilization of a contract. Please contact Brad Stefanoni in the Purchasing Office if you have any questions. Bids under $25,000 - submit paperwork by June 1, 2017. Bids $25,000 and above – contact Brad Stefanoni at 235-4169 Barbara J

New Suppliers Any invoices or purchase orders to be paid/encumbered to a new supplier requiring setup in the vendor file must be turned in with a completed W-9 by 06/16/17 to allow time for processing.  If submitting an invoice through Invoice Imaging add the vendor’s W-9 into your backup and supporting documentation. If you need to send a PO to the supplier using the “Smart Form”, please use the name New Supplier and be sure to attach the vendor’s W-9 along with your quote and supporting documentation. Any questions concerning suppliers should be directed to the Purchasing Office.  Barbara J

PCard Entry/Reconciliation (BPC) All PCard charges will be loaded to the GUS Cloud Expenses module through posted date of June 5th.    These Expense Items should be entered and reconciled as quickly as possible to allow audit and posting by the Business Office. All procurement card entries, with all supporting attachments, posted through June 5th need to be through the approval process by 4:30p.m. on 6/12/17. Barbara J

PCard Entry/Reconciliation Remember all charges posted to PCards on or after June 6th will post in FY 18. All PCard transactions that post on or after June 6th will not be loaded into the GUS Cloud system until after the GUS Cloud AP module has been closed for June (approximately June 28th). Barbara J

Business Office

Expenses Cash Advances: All Expense Reports involving a cash advance must be processed by 6/09/17 so that the advanced funds can be reimbursed by 6/16/17. If unable to complete a travel claim, please contact Kim Wilson in the Business Office - Ext. 4168. Expense Reports: Expense Reports received and processed by June 22nd will be posted as FY 17. Any Expense Reports not processed by June 22nd will be posted in FY 18. Misty – updated

Invoices FY17 Invoices: FY18 Invoices: Must be received via the Invoice Imaging scan queue by June 20th. These Invoices will be Initiated by the Business Office into approval workflow by June 21st. For these Invoices to be paid in FY17 they must be through workflow approvals by the time we send the last file to Topeka on June 22nd. The responsibility for the timeliness of those approvals are out of our control, but you can do your best to get those transactions approved by those in your department! FY18 Invoices: For Invoices that you DON’T WANT paid until FY18, do not send to the scan queue until we have closed the GUS Cloud AP Module, approximately June 28th. Misty - updated

Service clearings All clearings will be cutoff and submitted by 12:00 p.m. Friday, June 9th.  All clearing charges will be accounted and visible on dashboard reports by 6/12/17.  Misty - updated

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. Misty - Updated

Cashiers & Student Accounts Jim

PSU Deposit policy  …In those cases where the amount of cash receipts are small and an adequate safekeeping facility is available, an aggregate amount of cash receipts not to exceed $25.00 may be retained in the departmental safekeeping facility for a period not to exceed five workdays. Within this five workday period the monies must be deposited with the Cashier's Office...

Dates to remember for deposits Last day for fiscal year 2017 deposits June 16, 2017 at 11:00 AM Deposits processed in the Cashiers and Student Accounts Office after June 16th will be dated fiscal year 2018. PSU Foundation has different end of year deposit deadlines! Don

Dates to remember for deposits Deposits processed in the Cashiers and Student Accounts Office on Fridays after May 12th will be dated the following Monday. Please check your receipts and GUS Cloud reports if you are not sure what date your deposit transaction was “effective dated.” Don

Refunds – Overpayments for services You may need to return money where 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 15th at 3:30 PM.

Change funds Complete a DA-75 Reconciliation of Change Fund as of June 30, 2017 Your change fund must be intact at June 30th. Restore any shortage or deposit any overage by June 16th. Send your completed form to Lyndy Little Don

Wrap Up

Workflow approvals Please communicate and work with those who need to approve your transactions!  Remember a transaction cannot be completed until it is approved and received. In the instance an Approver is not available for transaction workflow, see the following: Delegating Approvals Policy on the GUS Cloud website. Delegating approvals for Expenses and Procurement in the GUS Cloud tutorial videos. Barbara

Changes to encumbrance philosophy PSU & PSU Foundation need your help with our Audited Annual Financial Reports June 2017 Pcard Expense Items posted after the June 5th cutoff, will need to be accrued for our external audit. Please submit these Expense Items by July 12th. Submit all Expense Reports for FY 17 expenses that will be using FY 18 funding by July 12th. Submit all Invoices through Invoice Imaging for transactions related to FY 17 expense but using FY 18 funding by July 12th. Look at dates of service, travel dates, subscription period, etc. Barbara

Don’t be afraid to ask for help! YAMMER GUS Cloud users. Yammer Skype Business, Purchasing, and Cashiers and Student Accounts Offices. DO NOT WAIT UNTIL THE DEADLINE! Ask now! Barbara

Contact Information Barbara Winter (bwinter@pittstate.edu) Ext. 4152 Don Hartshorn (dhartshorn@pittstate.edu) Ext. 4153 Misty Gorman (mbutton@pittstate.edu) Ext. 4150 Jamie Compton (jcompton@pittstate.edu) Ext. 4448 Rachel Cameron (rcameron@pittstate.edu) Ext. 4173 Jim Hughes (jhughes@pittstate.edu) Ext. 4154 Brad Stefanoni (bstefanoni@pittstate.edu) Ext. 4169 Barbara Jemison(bjemison@pittstate.edu) Ext. 4167 Christina Davis (cdavis@pittstate.edu) Ext. 4159 Teresa Kolarik (tkolarik@pittstate.edu) Ext. 4151 Kim Wilson (kimberly.wilson@pittstate.edu) Ext. 4168 Lyndy Little (llittle@pittstate.edu) Ext. 4161