1. FYE 2018 Training May 16, 2018 Business Services
University of Montana
FYE 2018 Training
May 16, 2018
Business Services

2. Agenda Introduction Procurement Accounts Payable Budget Payroll
UM Foundation
Break
Campus Cutoff Schedule
Feed File Schedule
Accounting Procedures
JV Reminders
Dan Jenko-introductions
Terri Phillips-payroll
Tara-Procedure Highlights

3. Business Services Contact List
Accounting Services
Tara Scott, Financial Manager Ext 5802
Barb Bybee, Accountant Ext 6261
Patrick Fagan, Accountant Ext 5742
Connor Smith, Accountant Ext 6628
Accounting Services Fax # Ext 4929
Accounts Payable/Procurement
Bob Hlynosky, Accounts Payable/Procurement Ext 2494
Vickie Voss Ext 2210
Systems
Scott Klanecky, Finance Systems Manager Ext 5558
Frank Grady, Banner Finance Production Manager Ext 2940
Jackson Moua, Banner Finance Production Systems Analyst Ext 2533
Treasury Services
Betty Davis Ext 4320
Management
John McCormick, Director Ext 2532
Dan Jenko, Associate Director Ext 5530

4. Procurement Encumbrance Cleanup must be completed by July 6th
PREPAY Activity Code must be on requisitions. Follow prepaid procedures located on FYE website
May 1st was the deadline for bids less than 500k that are not on a term contract. Also deadline for photocopiers.

5. Procurement
Always set up PO’s before, and not after, the item or service is purchased.
All requisition requests including term contracts and bids must be entered on or before June 1st.

6. Accounts Payable Year End Dates
Only Procard charges through 6/21/2018 will appear in FY18.
We recommend that you complete Procard charges by June 1st to ensure FY18 posting. We are at the discretion of the merchants for processing our charges and many merchants only process weekly.
Procard Cycle 12 final close at 5:00 pm June 21, 2018.

7. Accounts Payable Year End Dates
June 21, 2018 – Final day to enter FY18 transactions, (Travel, check request, Non-PO payments) PO invoices need to be sent to A/P by 5:00 pm.
July 6, 2018 – All GrizMart department approvals must be completed by 5:00 pm. If not approved they will become FY19 transactions.
July 9 – FY19 GrizMart open for processing.
Kay needs to update

8. BUDGET

9. Items to monitor, and possibly revise for Fiscal Year End.
Contacts and Questions
Keep slide for FYE18?

10. Year End Checks General Funds Correct negative available balances
Correct negative Personnel Services (Personal Services – UMDW)
You can correct these negative balances by submitting…
RBC – Must be completed and turned in by 6/1/18 JV
Payroll Redistribution
Keep slide for FYE18?

11. Year End Checks Designated /Auxiliary Correct negative fund balances
Consider impact of year end balances on FY19 budgets – Submit budget changes as needed
You can correct these negative balances by submitting…
RBC – Must be completed and turned in by 6/1/18 JV
Payroll Redistribution
Keep slide for FYE18?

12. Budget Changes
General Funds RBC
Keep slide for FYE18?

13. Budget Changes
Designated & Auxiliary RBC
Keep slide for FYE18?

14. Contact Information
Karen Moore Ext 4738
Add Karen Moore as FYE18 Contact?

15. Fiscal Year End - Payroll
For questions please contact:
Andrea Scheuering:
Terri Phillips:
*For Redistributions please contact your Fund or Grant Accountant.

16. BW & MO Payroll
BW 14 online entry GTO is open June 28th to July 3rd; closes at 12:00 pm (NOON)
Do not send RPT’s with the Monthly rosters; RPT’s are due by June 8th
Submit RPT’s by June 18th if you would like them to affect the BW 14 GTO data
BW 14 will post July 6th. (Pays on July 11th)
BW 13, BW 14 & MO 7 Health Insurance will be FY2019 expense - $1,054.00/month
SP14 and BW15 will expense in total at the department level for FY19
BW13 and MO7 will post June 29th
New Rate Changes for FY2019
Unemployment .35% (subject to change)
PERS 8.67%
TRS 11.35
TIAA-CREF (same as last year)

17. SP Payroll
SP 13 online entry GTO will open June 19th and close at 5:00 p.m. on June 21st
SP 14 will open June 28th and will close at 5:00 p.m. on July 5th.
SP 14 – pay cycle from June 19 – July 1 will pay on July 16th – this will be an FY19 department level expense

18. Payroll - Miscellaneous
There will be no redistributions for BW14 in FY18.
Redistributions into State/General fund indexes from other funding sources (such as designated, auxiliary etc.) will be reviewed by the Budget Office.
Sufficient budget authority, for both wages and benefits, must be in place for these to occur.
Manual Checks – due to the Fiscal Year End Cash Closing process – there will be no manual checks processed from June 20th to July 1st.

19. Payroll – Miscellaneous (Continued)
There will be no accruals for bi-weekly or monthly wages; these pay cycles both end on June 30, 2018.
Accruals may be made for student wages earned from June 19th to July 1st (which do not pay until July 16th and are expensed to FY19) IF the wages to a single employee against a single index are $500 or more.
A memo to HRS with the accrual information for the students must be submitted to Andie Scheuering no later than noon on June 29th to be in the accrual process.
Include 790#, employee name, number of hours, and index.
These hours must still be entered into GTO in order for the student to actually be paid.

20. BANNER FINANCE INTERFACE DATE ENCUMBRANCE RELEASE DATE
Payroll Processing
PAY ID
PAY PERIOD DATES
CHECK DATE
BANNER FINANCE INTERFACE DATE
ENCUMBRANCE RELEASE DATE
NHIDIST LOAD DATES
COMMENTS
MO7
06/1/ /30/18
07/02/18
06/29/18
06/28/18
Prepaid Insurance FY2019
MS7
05/19/ /18/18
N/A
SP13
06/02/18 – 06/18/18
SP14
06/16/18 – 07/01/18
07/16/18
07/12/18
FY2019
BW13
06/03/18 – 06/16/18
06/27/18
06/22/18
BW14
06/17/18 – 06/30/18
07/11/18
07/06/18
07/07/18
BW15
07/01/18 – 07/14/18
07/25/18
07/20/18
SPECIAL
07/13/18

21. FYE Payroll Redistributions
Procedures & form
Payroll Redistributions are for corrections to the funding sources. These cannot be processed using a journal voucher.
Please DO NOT include benefits in the amount you are redistributing.
If you are only moving a portion of the payroll, please note that it is a partial move.
Deadlines
90 Day Rule – If you are processing a redistribution that has a history date of greater than 90 days you must address justifications 3 and 4 of the non-grant payroll redistribution form and is subject to approval by the Director of Business Services or his assignee. Grants and Contracts must adhere to ORSP policy and procedures.
IMPORTANT BW14 Reminder
Review your GTO reports carefully upon completion. If there is an error – contact your HRA prior to process completion on July 5th. There will be no payroll redistributions for BW14 in FY18.
Additional Notes for FY14: Add a note regarding – 1) Make a note if only moving a portion
2) Calendar year vs fiscal year
3) Do NOT include benefit account lines

22. Payroll Redistribution Form http://www. umt

23. Payroll Redistribution Deadlines
Deadlines to have requests to Business Services…
6/6/18 – May (due by 3:00 PM)
7/2/18 – June (due by 12:00 PM)
Payroll Redistributions for BW14 will not be allowed
Reminder: all requests for redistribution need to be processed through your Fund Accountant or your Grant Accountant; not through the Payroll Office.
NEED TO UPDATE THIS SLIDE FOR FY!*

24. UM FOUNDATION Fiscal Year End Procedures for UM Foundation
Payments to UM
All other fiscal year 2018 expenses
Clear outstanding advances
Questions

25. 10 MIN BREAK

26. FYE 18 Website http://www. umt

27. Campus Cutoff Schedule PDF Version
Update current dates

28. Campus Cutoff Schedule Excel Version
Update current dates

29. Feed File Schedule Due Tuesday, July 3th by 3:00 PM- Invoice feeds
Dining Services invoices from CBORD
Facilities Services- Missoula and Dillon invoice systems
Due Thursday, July 5th by 3:00 PM- JV feeds
Facilities Services (work orders and postage)
Network port charges
Fixed phone charges
Long distance charges
UC Admin charges
JV uploads
Please do not send feed files with July transaction dates until Monday 7/9

30. Other Critical Dates 7/06 FY18 Period 12 closes at 5:00 PM
7/07 “GL and Encumbrance Roll” to FY19
7/09 Period 12 Reports available through
UMDW

31. Fiscal Year19 Begins July 9 Reversing Entries
Invoice Processing Resumes
Journal Voucher Entry
Reversing Entries
Automated reversals prior to July Month End closing
PRE-PAY and Deferred Revenue reversing transactions will be processed prior to July Month End closing

32. Accounting Procedures
Prepaid Expenses
Miscellaneous Accounts Receivable
Accrued Expenses
Deferred Revenue
Capital Assets

33. Prepaid Expenses Definitions:
Prepaid expenses are items over $ that are paid during the current fiscal year, but are an actual cost for the next fiscal year. All items or services must be received or provided after June 30, 2018 to be considered a prepaid expense. These expenses are recognized as an asset (prepaid) in the current fiscal year and as an expense in the next fiscal year.
This process is not applicable to Grants.

34. GrizMart Prepaid Expense: Sample Invoice

35. Prepaid Expense Checklist Step 1 & 2
Determine Grant or Non-Grant Index
Grant Index code would start with an M followed by 5 numbers. (i.e. M28000)
Determine Expense code (62xxx or other)
If expense account is a 63xxx, then it is a capital purchase, which isn’t a prepaid

36. GrizMart Prepaid Expense: Step 3
Invoice must be over the $500 dollar minimum
If the total is not greater than $500, it is not a prepaid expense

37. GrizMart Prepaid Expense: Step 4
Determine if the invoice is paid monthly, or annually
If invoice is paid annually, or paid once for the length of the contract, it is a prepaid
If invoice is paid monthly, then it is not a prepaid, and is expensed instead

38. GrizMart Prepaid Expense: Step 5
Determine the length of the contract period, and if the contract crosses fiscal years
If the contract runs past June 30, than it crosses fiscal periods, and is a prepaid
If it does not cross fiscal periods, it is not a prepaid, and is expensed

39. GrizMart Prepaid Expense: Step 6-8
Determine # of months prepaid
If periods starts after the 15th of month, that month does not count as a current year expense; if before the 15th, it is recognized in current year
4 months current, 8 months prepaid
Once the # of months prepaid is determined, calculate total prepaid expenses
$10,141.39/12 = $845.12
$ x 8 months = $6,760.93

40. T Account Summary reflecting a Prepaid Transaction

41. Additional Prepaid Guidelines/Tips/Updates
Updates/Reminders:
*REMEMBER* - use the activity code PREPAY in GrizMart for non-PO payments or requisitions or meal per diems entered through GrizMart; YOU CANNOT USE 1905 ACCOUNT CODE IN GRIZ MART
*REMEMBER* - you can code ProCard charges directly to Prepaid account 1905; DO NOT USE PREPAY ACTIVITY CODE FOR PROCARD
Make sure to get supporting documentation to Barb Bybee (ext 6261) before noon on Friday, 7/06/18
Review Prepaid Expense procedures on the Fiscal Year End Website.

42. Miscellaneous Receivables
What are they?
The University does not record all accounts receivable in its centralized accounts receivable system.
In help ensure accurate financial statements, UM should record all valid accounts receivable due various campus departments.

43. Miscellaneous Receivables
It is the department’s responsibility:
to report the correct receivables
provide to Business Services documentation to support the receivables.
maintain documentation for the amounts recorded
It is Business Services responsibility to review and record department receivables, and establish an allowance for doubtful accounts.
We are referring to receivables that are not recorded in Banner and are owed to UM by off- campus entities.

44. Miscellaneous Receivables (Continued)
Updates/Reminders:
Review the instructions: for Miscellaneous Accounts Receivable on the FYE webpage
No procedure changes from last year
Individual receivables greater than or equal to $25,000 require dean or director approval

45. Misc. Receivables Sample Form

46. Miscellaneous Receivables (Continued)
Make sure to get form and supporting documentation in to Connor Smith by noon Tuesday, 7/3/18
Supporting Documentation Includes:
Invoices
Miscellaneous A/R Reports
Foundation Requests to be received FY19

47. Establishing a new Miscellaneous Receivable

48. Establishing a new Miscellaneous Receivable

49. Establishing a new Miscellaneous Receivable

50. Establishing an Allowance
Allowance calculation based on aging from bill date.
0 – 90 days 5%
days 25% %

51. Establishing an Allowance
Allowance calculation based on aging from bill date.
0 – 90 days 5%
days 25% %

52. Trial Balance Report

53. Following Year Reversing Document
Following Year – Allowance: Does not get reversed, will again be adjusted at the end of FY19.

54. Revenue Reversed

56. Unpaid Receivable?

58. Expenditure Accruals
Expenditures must be recognized in the accounting year incurred, which creates the necessity for recording expenditure accruals for valid obligations incurred but unpaid as of the end of the fiscal year.
Departments must submit requests for expenditure accruals to Business Services on or before July 6th at 4:00 pm.
The following information along with the backup documentation must be provided to Business Services:
Identify type of accrual – ‘A’ accrual or ‘B’ accrual
Explanation and supporting documentation
Identify vendor (if vendor is another state agency, special accrual accounting is required)
Department contact person and phone number
Add A & B Accrual definitions

59. Expenditure Accruals (Continued)
“A” Accruals
These are for State Funds Only
For Valid open orders of goods/services received After June 30th
“B” Accruals
These are for All Funds including State Funds
Valid open orders on goods/services received on or Before June 30th, but have not yet been paid.
Note: Accruals over $25,000 must include backup documentation and will need approval by the Director of Business Services.

60. Expenditure Accruals (Continued)
Updates/Reminders:
Only items $ or more will be accrued
Remember: An accrual may be necessary for Procard purchases made during the last days of June (after 6/18/18) if the vendor does not process them in a timely manner
Make sure to get supporting documentation in to Tara Scott (ext 5802) before 4pm on Friday, 7/6/18
Review accrual procedures on Business Services Fiscal Year End Website.
Check dates with critical cut off schedule

61. Expenditure Accruals (Continued)
Check dates with critical cut off schedule

62. Expenditure Accruals (Continued)
Check dates with critical cut off schedule

63. Expenditure Accruals (Continued)
Check dates with critical cut off schedule

64. Expenditure Accruals (Continued)
Check dates with critical cut off schedule

65. Expenditure Accruals (Continued)
Check dates with critical cut off schedule

66. Deferred Revenue DEFINITION:
Deferred revenue is revenue collected in the current fiscal year for services provided in the next fiscal year. This revenue is reported as a liability on the current year’s balance sheet and as revenue in the next fiscal year.
Departments that record deferred revenue include, but are not limited to:
Continuing Education
Bio Station
Dining Services
Athletics
Campus Recreation
Residence Life
Note: Summer session tuition and fees collected prior to July 1st are also
recorded as deferred revenue per Montana University System policy.

67. Deferred Revenue (continued)
Procedures:
Banner Online Departmental Deposit Form Preparation
For ease of processing deposits, please use a separate
deposit card for deferred revenue transactions
Deferred revenue must be recorded with an activity code.
Find the current activity code list in the Deferred Revenue procedures on the Fiscal Year End Website. Please contact your Fund Accountant if a new activity code needs to be established. The activity code is the revenue account code with the ‘5’ replaced by an ‘R’ (ie; – Campus Recreation Trip Fee income activity code would be R0404)
Balance Sheet account number is 2505 – Deferred Revenue

68. Deferred Revenue (Continued)
Updates/Reminders:
No procedure changes from last year
Deposit deadline is same for cash receipt cards (11:00 am, 6/29/18)
Be sure to send backup to Connor Smith (ext 6628) and contact him with any questions
Review procedure and forms on the Fiscal Year End Website
Include online deposit form

69. Trial Balance Report-Detail

70. Trial Balance Report

71. Trial Balance Report-Detail

72. JV to move revenue to new year

76. U-Approve
All FY18 U-Approve JV’s must be completed and approved by 12:00 pm on Thursday, July 5th.
Any U-Approve JV’s that are not completed by this deadline will be deleted.
FY18 JV’s can still be keyed into Banner on Friday, July 6th before 2:00 pm. Any JV’s not completed and approved by 2:30 pm will be deleted.
Check dates with critical cut off schedule

77. CAPITAL ASSETS INVENTORY
*COMPLIANCE WITH MT STATE LAW AND THE MT OPERATIONS MANUAL (MOM’S)
*ASSETS $5000+
Check dates with critical cut off schedule

78. 3 INVENTORY STEPS 
Check dates with critical cut off schedule

79. 1) KEEP RECORDS *INVOICES *SURPLUS CONFIRMATION EMAILS
Check dates with critical cut off schedule

80. 2) TRACK ASSETS *LOCATION *OWNERSHIP
Check dates with critical cut off schedule

81. 3) CONTACT BUSINESS SERVICES
*SURPLUS/DESTROY/ CANNIBALIZE ASSETS
*SELL
*TRANSFERS
Check dates with critical cut off schedule

82. Helpful Tips
Please reference the Banner document number in your JV document text when correcting an entry
Please monitor all deadlines and notify Business Services right away if unable to meet a deadline
Please monitor your accounts and get your requests in to the Foundation for Gift accounts by their deadline
Contact the appropriate service area with questions (Accounts Payable, Procurement, Accounting, Systems)
Dates on JV’s are critical; You must use 6/30/18 or earlier if you want it to post in FY18.

83. Tools for Monitoring FYE Activity
Banner Finance
JGIBDST – Org Budget Status
FGITBSR – Trial Balance Summary
UMDW
Operating Statement
Trial Balance
Payroll
Maybe have the Banner screens open to refer to during presentation
UMDW Contact: Business Services Systems Jackson Moua Ext 2533

84. Questions?

85. FYE 2018 Training
Thanks for Coming!

86. EXAMPLE Banner JGIBDST
Enter Index, Fund or Orgn and FY on Banner form JGIBDST
EXAMPLE
Banner nets total revenues less total expenses

87. Banner Drill-Downs & User ID Searches
To see the transactions for a specific account in JGIBDST, select options and Transaction Detail (JGITRND)
EXAMPLE

88. Banner Drill-Downs & User ID Searches (Continued)
JGITRND
Here are all the transactions for account 62280
EXAMPLE

89. Banner Drill-Downs & User ID Searches (Continued)
How do I found out who entered my document (J )?
When searching on JGITNRD, use the bottom scroll bar find the user ID field.
EXAMPLE

90. Banner Drill-Downs & User ID Searches (Continued)
JGITRND
To find the highlighted document, select options & Query Document (By Type)
EXAMPLE

91. Banner Drill-Downs & User ID Searches (Continued)
When document number comes up; hit control page down.
FGIDOCR shows the transaction lines that were entered for the document selected.
EXAMPLE

92. Enter Fund and FY on Banner form FGITBSR
Banner FGITBSR
Enter Fund and FY on Banner form FGITBSR
EXAMPLE

93. Banner Drill-Downs & User ID Searches (Continued)
Other forms for finding user ID:
FOIAPPH – will show the document approver(s) as well as the originating user for most transactions. Feed documents list only Systems Banner users because they perform the final upload.

94. Banner Drill-Downs & User ID Searches (Continued)
JGIDOCR – Click on the document look-up button
Enter a query on the new form (JGQDOCN) for the selected document (J ) to see the User ID

95. Banner Drill-Downs & User ID Searches (Continued)
To identify the person associated with the User ID, go to FOMPROF and query on the user ID

96. UMDW Operating Statement
EXAMPLE
Enter your Index, Fund, or Orgn
Leave the Fiscal year at default
Run Operating Report #2 for State Accounts and
Operating Report #2 or #7 for Non-State Accounts (includes fund balance)

97. UMDW Results
EXAMPLE

98. EXAMPLE UMDW Trial Balance Enter Fund Leave fiscal year at Default
Run General Report #1 Trial Balance

99. UMDW Results
EXAMPLE

100. UMDW Payroll
EXAMPLE
Shelley would like to add a screen shot for FY14 that shows how the “more” button works
Enter Index, Fund or Orgn
Enter Acct Types 61,62,63 for the Wages and Salaries only
Leave the Fiscal Year at default
Run Payroll Report #7

101. UMDW Results
EXAMPLE