Georgia Institute of Technology Fiscal Year 2007 Closeout Town Hall Meeting March 22, am - 11am Student Services Building, Room 117

Agenda Closeout Memo Review Sandy Mason Procurement Update Judy Whitfield & Sharon Jackson Payroll Update Maryann Fogarty SPD Update Robert Ellington Questions from the Audience for: (AP, Acctg Svcs, Budgets, Bursar, CAAD, G&C, HR/Payroll, Purchasing, SPD)

Close Out Memo Review Sandy Mason Controller’s Office

Procurement Update Judy Whitfield Associate Director, Procurement Sharon Jackson Associate Director, Procurement

Important Purchasing Deadlines Follow chronological close out dates-posted on Procurement and TechWorks web sites Submit EDP to OIT at least 5 business days prior to deadline All requisitions must have required documentation prior to processing

Open Encumbrances at Year-End Change Request Forms must be submitted via TechWorks by Monday, June 11, The Year End Open Encumbrance Report (GTPR262) will be available exclusively on TechWorks Run/Print/Review on July 1, 2007 Return with request to close encumbrance by July 3, 2007 – 5PM No accounting changes or increases

FY 08 Purchase Orders No FY 08 requisitions can be entered until July 1, 2007 Notice of Intent to Issue Purchase Order form located on the Procurement Services form bank FY 08 transactions will not be available on any financial reports until July 16, 2007

Important P-Card Deadlines Transactions posted by bank by Tuesday, June 27, 2007 will be recorded in FY 07. Transaction information available on Wednesday, June 28, Redistribution via web must be completed by 4:00 PM on Friday, June 29, Redistribution via the PCard redistribution journal entry must be completed by Thursday, July 5, 2007 PCard may not be used to purchase prepaid registrations for FY08 using FY07 funds.

Accounts Payable Deadlines Thursday, June 21 Last day for approved invoices and Check Request Forms for guaranteed FY07 payment Note: requests must be properly approved with valid accounts, supporting documentation, and sufficient encumbrance (for invoices) Hand deliver urgent requests to a manager after this date to ensure processing by year-end

Pre-Paid Expenses What are they? Payments that must be made this fiscal year for an expense for a future fiscal year. Examples include registrations and airfare purchases paid prior to 6/30 for a FY08 conference/trip. How do we make payments this FY? Submit CRF or TES marked ‘Pre-paid Expense’ and include next FY’s project account. No P-Card charges allowed for future fiscal year expenditures. How are they posted? This FY they are posted to a pre-paid account, but charges will be moved to the FY08 project/expense account in July.

FY08 Accounts Payable Transactions The system should be available on Monday, July 2nd to begin processing payments for FY08 First check run: July 2nd Expenses will not post to ledgers or the GT Data Warehouse (web payment look-up tool) until 3 rd week of July, but TRUST US, “The check is in the mail”

FY 07 TES Processing 5/18 - Last day for TES submission for 4/30 and prior 6/8 - Deadline for 5/1 – 6/4 trip end dates 6/15 - Deadline for 6/5-6/13 trip end dates 6/22 - (noon) Deadline for 6/14-6/22 trip end dates 6/23-6/30 - Trip end dates will be processed after July 1st, using FY08 funds unless hand delivered to a manager prior to noon on June 28th

Travel: Direct Billing of Airfare New This Year: Monthly Posting of Travel Agency Charges on a Credit Card that Provides Insurance Benefits Any travel agency charges booked to an Institute credit card after May 17 th will be posted to FY08 6/23 - Last date for direct billing of airfare to post to FY07 ledgers for travel prior to 6/30. To use FY07 funds, travelers can always use personal credit cards to book air travel and we can reimburse using this year’s funds if submitted by 6/22.

Travel Encumbrances New This Year: Travel encumbrances using sponsored funds will carry forward for 90 days after fiscal year end. On 9/28/07, any open balances will be closed. All open encumbrances using non-sponsored funds (including any related registrations fees on the same requisition) will be closed by Thursday, June 28 th.

Payroll Update Maryann Fogarty Director of Payroll

Payroll Update UNCOLLECTED CHECKS: Return to Payroll immediately PSF’S HAND DELIVER TO PAYROLL BY: May 11 For May Payroll/Summer Pay June 15 For June Payroll/Summer Pay

Payroll Update TIME DOCUMENTS: TIME EDITOR WILL BE AVAILABLE FROM 8 AM June 7 Through 5PM June 8 8 AM June 21 Through 5PM June 22 OFF CYCLE CHECK REQUESTS: Due in Payroll Wednesday, June 13 by 12:00 Noon

Summer Pay Processing Calendar

Academic Contract Pay All other months start or end pays are prorated based on days worked divided by the total work days in that month. August & May are ½ month pay regardless of the start or end date. Full months are paid September through April.

GRADUATE STUDENT PAY GRADUATE STUDENT PAY IS PRORATED AUGUST DAYS 1 ST HALF 10 DAYS 2 ND HALF MAY DAYS 1 ST HALF 15 DAYS 2 ND HALF

Robert Ellington Director, SPD Center SPD Update

Early ASRs: For staff and students terminating in May that are under the Plan Confirmation System:  In April, SPD Center will query Payroll Database for Terminating Employees in May. (Please have PSF Term actions processed)  Send Departments list of Terminating Employees for Early ASRs.  Departments will have a week timeframe to ensure distribution is correct for each employee on list.  SPD Center will print early ASRs for each Department and mail.  Departments should obtain employee certification on the Early ASRs and return to the SPD Center. No changes to the distribution on the early ASR can occur after they are printed or the certification is void and we will have to recertify. SPD Update

Year End Close Dates: June 29 - Last Day for Paper SPDs July 3 - Last Day for Campus Online SPD Redistributions July 13 - Mail FY07 Annual Statement of Reasonableness  Obtain Employee signature  Do not sign for employee  If employee not available, supervisor or PI sign as First Hand Knowledge (Department Chair in rare instances)  UFO sign on separate certification line. July 16 - SPD Open for FY2008 August 31 - Return Signed & Certified ASRs to SPD Ctr. SPD Update

Group Position Budget Load for FY2008 Refresh: For students in Group Positions not in the Budget Load that are paid on Sponsored Funding in June 2007, the following Future Periods will be populated in SPD: o FY08 oPeriod 1 July - 100% June 2007 distribution (ENC distribution will carry thru to December 2007, Period 6) o Period 7 January - 100% xxx6580/6680 projects (ENC distribution will carry thru to June 2008, Period 12) SPD Update

Group Position Budget Load for FY2008 Refresh: For students in Group Positions not in the Budget Load that are paid on State Funding in June 2007, the following Future Periods will be populated in SPD: o If June 2007 distribution on xxx1111 / xxx1112 (even year) proj. oFY08 oPeriod 1 July - 100% June 2007 distribution oPeriod 2 August - 50% June 2007 distribution 50% on xxx1200 project oPeriod 3 September - 100% on xxx1200 project (ENC distribution will carry thru to June 2008, Period 12) oIf June 2007 on any other State projects oFY08 oPeriod 1 July - 100% June,2007 distribution (ENC distribution will carry thru to June 2008, Period 12) SPD Update

Questions from Audience Accounts Payable Accounting Services Budgets Bursar Capital Assets Accounting (CAAD) Grants & Contracts Accounting Human Resources/Payroll Purchasing SPD Center