1 Travel and Expenses Year End Procedures Presented by Kristie Gonzales

Topics Travel Authorizations Encumbrances for Prepaid Expenses Expense Reports Year End Clean Up Questions 2

3 Travel Authorizations Travel Authorizations for FY2011 travel dates Create as normal If you need to encumber money for Prepaid expenses that will not be paid by close of FY2011, you will need to create a purchase order for the prepaid items. Although Travel Authorizations are not required for in-state travel, they are the only mechanism available for encumbering funds for travel expenses reimbursable to employees.

4 Travel Authorizations Travel Authorizations for FY2012 created in FY2011 Create as normal Submit a help desk ticket asking for the accounting date to be changed. Subject: TA Accounting Date Change Category: Accounts Payable Subcategory: Travel and Expenses Description: Provide Travel Authorization number and desired fiscal year Create Expense Report as normal when travel is completed in FY2012.

5 Travel Authorizations Travel Authorizations that span Fiscal Years – PPM 14,002 guidance does not change. In SMART you can either: Pay the entire travel out of the new fiscal year Pay out of both years by initially creating two travel authorizations – one for each fiscal year. If you need to encumber money for Prepaid expenses you will need to create a purchase order for the prepaid items in the Purchasing module.

6 Encumbrances for Prepaid Expenses Travel Authorizations for FY 2011 that contain Prepaid Expenses When you create Travel Authorizations with prepaid expense types and a payment method of “Pcard XXXX” the system does NOT encumber the expense. To encumber these funds, agencies will need to create a Purchase order.

7 Encumbrances for Prepaid Expenses

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9 Expense Reports Expense Reports will inherit the Accounting Date from the associated Travel Authorization. When the Expense Report is budget checked it will liquidate the encumbrance from the Travel Authorization.

10 Year End Clean Up Expense Reports Agencies have been contacted regarding Expense Reports that were created between 07/01/2010 and 03/31/2011 that have not fully processed in the system. We would like to have all Expense Reports processed, deleted or denied in the SMART system by close of business 5/27/2011. After this point all unprocessed Expense Reports will be deleted from the system. There will be a query available, as part of the month end check list, that will identify any unprocessed Expense Reports for your agency.

11 Year End Clean Up Travel Authorizations s will be sent soon regarding unprocessed Travel Authorizations that are currently in the SMART system. We are still working towards a solution for Travel Authorizations that have not fully liquidated the encumbrance when processed on an Expense Report. There will be a query available, as part of the month end check list, that will identify any unprocessed Travel Authorizations for your agency.

12 Questions