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 30 TH !

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 13 TH.

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 PREPAYS  WE MUST USE BUDGET IN THE YEAR GOODS ARE RECEIVED  ACCRUALS = GET THE GOODS BEFORE SEPT 30 TH 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 ‘J’ DOC - ACCRUAL $100 ___________ TOTAL FY 2015 $100  FY 2016 BUDGET ‘J’ DOC REVERSE (100) PAYMENT 100 ____________ _____ TOTAL FY 2016 $0

YOU RECEIVED ITEM BY 9/30 BUT NO INVOICE? THAT’S ACCRUAL  SEND 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 DV/PO $ PREPAY (100) _________________ FY 2015 TOTAL $0  FY 2016 BUDGET – PREPAY $100 _________________ FY 2016 TOTAL $100

YEAR-END PREPAY REQUIREMENTS  CONFERENCE 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. 15 TH – NORMAL  AFTER SEPT. 15 TH – ONLY “NON-ROUTINE” PURCHASES  MUST BE APPROVED BY ALLYSON BARKER

FY 2016 PURCHASES  THROUGH SEPT. 15 TH – ENTER REQ IN BANNER AND CHANGE TRANSACTION DATE TO OCT. 1, 2015  AFTER SEPT. 15 TH – 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 MAKE SURE EVERYTHING IS RECEIVED & PAID FOR. 3. MUST BE COMPLETELY CLOSED OUT AT SEPTEMBER 30 TH.

TRAVELING SEPT. 30 TH ?  WITH ESTIMATED AMOUNT FOR

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 3 RD THEY ARE OUR OFFICIAL VENDOR. VENDOR # IS CONTACT INFO IS: CUSTOMER SERVICE: WEBSITE:

QUESTIONS???