Pittsburg State University Year End Information

challenges Fiscal Challenges Resulting in State of KS Tuition shortfall/Enrollment Decline Resulting in Spending Control Measures – Equipment & Furniture – extra review & Division Head approval Manage spending Barbara

Remember… Changes to Encumbrance Philosophy Budget Year vs Reporting Year Budget Year – The fiscal year that we pay a transaction or spend the funds, or the Accounting Period, as reflected in your GUS Cloud Dashboard Reports. Reporting Year – Financial Report year based on Accrual Accounting, taking into consideration dates of service, travel date, subscription date, etc. What does that mean to me? New flexibility to spend. We will no longer hold you to budget date/year. NO AR-97! Creates new deadlines for providing fiscal year payables for Reporting. No more Encumber Funds Form Encumbrances will only occur when: Send PO to Supplier Punchout If there is a need to Encumber funds, the Purchasing Office will help you with those encumbrances > $5,000. Barbara

Corrections Review your transactions and cost center balances Review transactions frequently! Use Dashboard Reports. GUS Cloud transaction postings are scheduled daily to complete at 10:00 am & 3:00 pm. No longer waiting on weekly GUS Classic reports to be published! Post to correct funding source in initial transaction Any corrections or changes for FY18 to the Business Office by NOON on June 7, 2018. If you are close to the deadline….Please don’t use CAMPUS MAIL! Barbara

Dashboard reports Review transactions and cost center balances! EDIT – new screenshots Barbara

Fund-Cost Center combination Barbara There should be funds available in the Fund-Cost Center combination for you to use that funding!

Cost center by budget category Barbara Manage budgeted funds by Budget Category. Use Budget Adjustment Form through the Budget Office to make adjustments. ALWAYS use 1105 for OOE Expenses. We use 1104 & 1106 for Payroll.

Balance carryover General Use – Budgeted Funds Special Use Funds 1104, 1105, 1106, 1121, 1136 OOE Balance carryover/lapse is being discussed. No information available today! (Fiscal Challenges – Spending Control Measures) Special Use Funds  All other non-budgeted funds Balance carryover has always occurred in the past. No new information today! Barbara

Year end information Purchasing Business Office Cashiers Spending Control Measures GUS Cloud - Requisitions & Purchase Orders Bids New Suppliers Pcard Expense Items Business Office Expenses Invoices Service Clearings Grants Cashiers Deposits Refunds Change Funds

PURCHASING Procurement Jim

Spend Control Measures Purchases over $5000 need VP level approval PURCHASING Spend Control Measures Purchases over $5000 need VP level approval Furniture and equipment Jim

Bidding process Purchases over $5,000 require a bid or the utilization of a contract. Please contact Brad Stefanoni in the Purchasing Office if you have any questions. Bids under $25,000 - submit paperwork by June 1, 2018. Bids $25,000 and above – contact Brad Stefanoni at 235-4169 Barbara J

PURCHASING/Gus cloud Gus Cloud Requisitions and PO’s for FY 18 will be accepted through 6/30/18.  Please remember that forms submitted through Gus Cloud must complete the workflow process, including all approvals to be accepted as a valid FY 18 payment request. All FY 19 Requisitions/ Purchase Orders will need to wait until on or after July 1st before entering. Barbara J

New Suppliers Any invoices or purchase orders to be paid/encumbered to a new supplier requiring setup in the vendor file must be turned in with a completed W-9 by 06/15/18 to allow time for processing.  If submitting an invoice through the Invoice Imaging scan queue please note on the Pay Vendor Information Form that this is a new supplier and add the vendor’s W-9 into your backup and supporting documentation behind the form and invoice. If you need to send a PO to the supplier using the “Smart Form”, please use the name New Supplier and be sure to attach the vendor’s W-9 along with your quote and supporting documentation. Any questions concerning suppliers should be directed to the Purchasing Office.  Barbara J

PCard Entry/Reconciliation (BPC) All PCard charges will be loaded to the Gus Cloud Expenses module up through posting date of June 5th as soon as they are available.    These transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions by the Business Office. All procurement card entries, with all supporting attachments, for the June 5th billing statement need be through the approval process by noon on Friday 6/08/18. Barbara J

PCard Entry/Reconciliation (BPC) Remember all charges posted to PCards on or after June 6th will require FY 19 funding; with exception of Foundation funds. All transactions that post on or after June 6th will not be loaded into the Gus Cloud system until after year end has been completed. Anticipating a FY 19 upload date of July 2nd. Barbara J

Business Office

Expenses Cash Advances: All Expense Reports involving a cash advance must be processed by 6/08/18 so that the advanced funds can be reimbursed by 6/15/18. Expense Reports: Expense Reports received and processed by June 22nd will be posted as FY 18. Any Expense Reports not processed by June 22nd will be posted in FY 19. Misty – updated

Invoices FY 18 Invoices: FY 19 Invoices: Must be received via the Invoice Imaging scan queue by June 20th. These Invoices will be Initiated by the Business Office into approval workflow by June 21st. For these Invoices to be paid in FY 18 they must be through workflow approvals by the time we send the last file to Topeka on June 22nd. The responsibility for the timeliness of those approvals are out of our control, but you can do your best to get those transactions approved by those in your department! FY 19 Invoices: For Invoices that you DON’T WANT paid until FY19, do not send to the scan queue until we have closed the GUS Cloud AP Module, approximately June 27th. Misty - updated

Service clearings All clearings will be cutoff and submitted by 12:00 pm Friday, June 8th.  All clearing charges will be accounted and visible on dashboard reports by 6/11/18.  Misty - updated

Grants Follow project budget for grant period, not fiscal year Often carry negative balance. At year end, Business Office attempts to mitigate negative balances with grant draws. Indirect Overhead is charged to grant accounts based on fiscal year spending. Misty - Updated

Cashiers & Student Accounts Jim

PSU Deposit policy  …In those cases where the amount of cash receipts are small and an adequate safekeeping facility is available, an aggregate amount of cash receipts not to exceed $25.00 may be retained in the departmental safekeeping facility for a period not to exceed five workdays. Within this five workday period the monies must be deposited with the Cashier's Office...

Dates to remember for deposits Last day for fiscal year 2018 deposits June 15, 2018 at 11:00 AM Deposits processed in the Cashiers and Student Accounts Office after June 15th will be dated fiscal year 2019. PSU Foundation has different end of year deposit deadlines! Don

Dates to remember for deposits Deposits processed in the Cashiers and Student Accounts Office on Fridays after May 18th will be dated the following Monday, with the exception of June 15th. Please check your receipts and GUS Cloud reports if you are not sure what date your deposit transaction was “effective dated.” Don

Refunds – Overpayments for services You may need to return money where someone overpaid for goods or services (Transcripts, CARES, application for admission, etc.) If someone cancels an event registration and you authorize a refund of the registration fee Forward your request to Don Hartshorn by June 14th at 4:30 PM.

Change funds Complete a DA-75 Reconciliation of Change Fund as of June 29, 2018. If you have a change fund, Lyndy Little will be sending the form to you. Your change fund must be intact at June 30th. Restore any shortage or deposit any overage by June 15th. Send your completed form to Lyndy Little Don

Wrap Up

Payroll Retroactive payroll funding changes for FY18 must be received by payroll by Monday, June 11th at 12:00PM. Send email to payroll@pittstate.edu with details of request. Include the following: Pay Dates Employee Name and ID Number Total Amount Fund/Cost Center being debited and Fund/Center being credited Final FY18 Mainline Payroll should be posted by Friday, June 22nd (pay period 06/03/18 – 06/16/18; paycheck date 06/29/18) Barbara

Workflow approvals Please communicate and work with those who need to approve your transactions!  Remember a transaction cannot be completed until it is approved and received. In the instance an Approver is not available for transaction workflow, see the following: Delegating Approvals Policy on the GUS Cloud website. Delegating approvals for Expenses and Procurement in the GUS Cloud tutorial videos. Barbara

Changes to encumbrance philosophy PSU & PSU Foundation need your help with our Audited Annual Financial Reports Pcard Expense Items posted after the June 5th cutoff, will require FY 19 funding and need to be accrued for our external audit. Please submit these Expense Items by noon on July 12th. Submit all Expense Reports for FY 18 expenses that will be using FY 19 funding by noon on July 12th. Submit all Invoices through Invoice Imaging for transactions related to FY 18 expense but using FY 19 funding by noon on July 12th. Look at dates of service, travel dates, subscription period, etc. Barbara

Don’t be afraid to ask for help! YAMMER GUS Cloud users. Yammer Skype Business, Purchasing, and Cashiers and Student Accounts Offices. DO NOT WAIT UNTIL THE DEADLINE! Ask now! Barbara

Contact Information Barbara Winter (bwinter@pittstate.edu) Ext. 4152 Don Hartshorn (dhartshorn@pittstate.edu) Ext. 4153 Misty Gorman (mdgorman@pittstate.edu) Ext. 4150 Rachel Cameron (rcameron@pittstate.edu) Ext. 4448 Amberly Downs (adowns@pittstate.edu) Ext. 4173 Jim Hughes (jhughes@pittstate.edu) Ext. 4154 Brad Stefanoni (bstefanoni@pittstate.edu) Ext. 4169 Barbara Jemison(bjemison@pittstate.edu) Ext. 4167 Christina Davis (cdavis@pittstate.edu) Ext. 4159 Teresa Kolarik (tkolarik@pittstate.edu) Ext. 4151 Kim Wilson (kimberly.wilson@pittstate.edu) Ext. 4168 Lyndy Little (llittle@pittstate.edu) Ext. 4161