FY 2012 YEAR END Preparing for THE BIG “CLOSE”

YEAR-END CHECKLIST!! CHECK BUDGETS!!!! CHECK BUDGETS!!!! SPEND $$$$ SPEND $$$$ CLEAN UP OLD ENCUMBRANCES CLEAN UP OLD ENCUMBRANCES DO IT NOW!!!! DO IT NOW!!!!

SEPTEMBER 28TH Cash receipts in by 2:00 pm Cash receipts in by 2:00 pm Accounts Payable paperwork by Noon Accounts Payable paperwork by Noon Completed travel by Noon Completed travel by Noon PO’s ≥ $25.01 will roll to FY 2013 – BUT!! PO’s ≥ $25.01 will roll to FY 2013 – BUT!! No Change Orders to old PO’s No Change Orders to old PO’s

September 28th Bye-bye PO’s ≤ $25.00! Bye-bye PO’s ≤ $25.00! Bye-bye encumbrances! Bye-bye encumbrances! Bye-bye unprocessed req’s! Bye-bye unprocessed req’s! Bye-bye Self Service! Bye-bye Self Service!

ROLLED PO’S If PO > $25.01, it rolls to next years budget If PO > $25.01, it rolls to next years budget BUT the budget does NOT roll with it. BUT the budget does NOT roll with it. Rolled PO’s use next year’s budget!! Rolled PO’s use next year’s budget!!

Those Crazy Accruals & Year-End Prepays We must use budget in the year goods are received We must use budget in the year goods are received Accruals = get the goods before we pay (uses this year’s budget) Accruals = get the goods before we pay (uses this year’s budget) Prepays = pay before we get it (uses next year’s budget) Prepays = pay before we get it (uses next year’s budget)

“ACCRUAL” – uses this year’s budget FY 2012 BUDGET FY 2012 BUDGET Accrual $100 _________________ Total FY 2012 $100 FY 2013 BUDGET FY 2013 BUDGET Reverse (100) Payment 100 _________________ Total FY 2013 $ 0

You received item by 9/30 but no invoice? THAT’S ACCRUAL Send signed receiving copy to AP (now don’t lie!!) Send signed receiving copy to AP (now don’t lie!!) You’ll see - “FY12 Accrual” in transaction history You’ll see - “FY12 Accrual” in transaction history You’ll see –”Reversal” in October You’ll see –”Reversal” in October Paid when invoice is received Paid when invoice is received Only effect on FY12 budget is if invoice > PO Only effect on FY12 budget is if invoice > PO

Prepays – uses next year budget FY 2012 Budget FY 2012 Budget DV/PO $ Prepay (100) _________________ FY 2012 Total $ 0 FY 2013 Budget FY 2013 Budget – Prepay $100 _________________ FY 2013 Total $100

Year-end Prepay Requirements Conference registrations Conference registrations Memberships Memberships Sometimes other travel issues Sometimes other travel issues Must have original invoice + 1 copy Must have original invoice + 1 copy

Current FY2012 Purchases Through Sept. 14 th – normal Through Sept. 14 th – normal After Sept. 14 th – only “Non- Routine” purchases After Sept. 14 th – only “Non- Routine” purchases Must be approved by Mr. Carlson Must be approved by Mr. Carlson

FY 2013 Purchases Through Sept. 14 th – enter req in Banner and change transaction date to Oct. 1, 2012 Through Sept. 14 th – enter req in Banner and change transaction date to Oct. 1, 2012 After Sept. 14 th – After Sept. 14 th – Complete paper req form Complete paper req form Budget manager must sign Budget manager must sign Forward to Purchasing Forward to Purchasing

Paper Requisition Form Show FY13 Purchase on top Show FY13 Purchase on top Must be completely filled out: Must be completely filled out: Ship to – know what yours is Ship to – know what yours is Vendor # - use FTMVEND Vendor # - use FTMVEND Complete FOAP Complete FOAP Supporting documents Supporting documents

REMEMBER! Encumbrance queries – do them! You will find some $$$

Traveling Sept th? with estimated amount for ACCRUAL! with estimated amount for

Da-da-da-dum! Other Issues

PURCHASING W-9’s – no vendor # without one – it’s an IRS requirement. W-9’s – no vendor # without one – it’s an IRS requirement. E-verify affidavit – only required for FEIN – not SSN E-verify affidavit – only required for FEIN – not SSN “See Attached List” – only for more than 5 lines; what list is for (office, lab, instructional?) “See Attached List” – only for more than 5 lines; what list is for (office, lab, instructional?) Meal Request forms – required 1 week prior to event Meal Request forms – required 1 week prior to event

Amendments/Change Orders Original only – no faxes Original only – no faxes No amendment to avoid closing No amendment to avoid closing Must have line detail – which line are you amending? Fill out the entire form! Must have line detail – which line are you amending? Fill out the entire form!

Professional Services Contract Must have Disclosure Form if more than $5,000 Must have Disclosure Form if more than $5,000 Must be sent with contract Must be sent with contract

PAYROLL - $$$$$ Student Employees Student Employees ~University Aid - budgeted ~Work Study – approved by FA ~Graduate Assistants – Graduate Studies Send the little Darlings to HR Send the little Darlings to HR H R

Student Payroll BA Form #56 or Students won’t get paid BA Form #56 or Students won’t get paid Student PR: they must sign timesheets or new form to certify hours Student PR: they must sign timesheets or new form to certify hours

Use this form JACKSONVILLE STATE UNIVERSITY Jacksonville, Alabama MEMO TO: Payroll Office FROM: _________________ SUBJECT: Student Payroll – Certification of Hours Worked _____________________________________ will not be here after _________________ because ________________________________________________________________. Therefore, he/she will not be able to sign the student payroll time sheet. This memo is to certify that he/she worked __________ hours from ___________________ through ____________________. These hours will be recorded on the time sheet when it is received. Attach memo to time sheet and return to payroll office by due date. _ ________________________________ S SupervisorDate _ ________________________________ StudentDate

Let’s Talk….. FTMVEND – case sensitive FTMVEND – case sensitive Direct Deposit for Employee travel/other reimbursements Direct Deposit for Employee travel/other reimbursements FGIENCD – one-stop encumbrance shop FGIENCD – one-stop encumbrance shop View Document – USE IT!!!! View Document – USE IT!!!! Bids sent electronically now Bids sent electronically now

???QUESTIONS???