Georgia Institute of Technology Fiscal Year 2011 Year End Town Hall Meeting April 12, :00pm – 3:30pm Student Center Theater

Agenda Opening Remarks Dr. Amir Rahnamay-Azar Closeout Review & GL Update Carol Gibson Closeout Review & GL Update Carol Gibson Institutional Research and Planning Update Sandi Bramblett Business Services Update Judy Whitfield, Sharon Jackson & Tammy Freeman Business Services Update Judy Whitfield, Sharon Jackson & Tammy Freeman Payroll Update Celestine English & Jerry Jobe Salary Planning & Distribution Update Robert Ellington Salary Planning & Distribution Update Robert Ellington Grants & Contracts Update Sandy Mason Budget Office Update Cheryl Rankin Questions from the Audience

Opening Remarks Opening Remarks Dr. Amir Rahnamay-Azar Senior Vice President for Administration & Finance

Financial Statement Audit Outcomes Financial Statement Audit Outcomes  Audit Finding  Control Deficiency that does not allow mgmt to prevent or detect misstatements timely, through the normal course of business  2 Types – (1) Significant Deficiency or (2) Material Weakness  Published in the audited financial statements  Most Severe  Management Letter Comment  Comments on other matters that do not rise to the level of a significant deficiency or material weakness  Communicated to the President and BOR in a letter  Not published in financial statements

Financial Statement Audit Outcomes Financial Statement Audit Outcomes  Misstatement  Error, omission or misrepresentation of information within the financial statements  Two Forms - (1) Known or (2) Likely  Not published in mgmt letter or financial statements  Misstatements are common  Exit Conference Comment  Comments on other matters for discussion only at exit conference  Not published in mgmt letter or financial statements  Least Severe

Closeout Review & General Ledger Update Carol Gibson Controller, Controller’s Office

All changes from prior year listed in “bold text” All changes from prior year listed in “bold text” Follow all deadlines for timely closeout Follow all deadlines for timely closeout PSoft Financials downtime, July 12, 13 & 14 PSoft Financials downtime, July 12, 13 & 14 BuzzMart available during Financials downtime BuzzMart available during Financials downtime Financials open for FY 2012 on Friday, July 15 Financials open for FY 2012 on Friday, July 15 Annual Financial Report due August 8 Annual Financial Report due August 8 Closeout Review

Closeout Memo/Schedule/Calendar posted on: Closeout Memo/Schedule/Calendar posted on: –Controller’s Office Website –Business Services Website –TechWorks – Login > Admin & Finance News Pagelet PowerPoint Slides & Recorded Session posted on: PowerPoint Slides & Recorded Session posted on: –Controller’s Office Website –TechWorks – Login > Admin & Finance News Pagelet Closeout Resources

Travel and Expenses Implementation Travel and Expenses Implementation –BOR Mandate - expanded expense account list for travel Lodging, Meals, Airfare, Ground Transportation, Parking, Mileage, Rental Car, Misc Lodging, Meals, Airfare, Ground Transportation, Parking, Mileage, Rental Car, Misc BuzzMart Implementation BuzzMart Implementation –Invoices for items formerly purchased via PCard Both implementations result in an increased number of transactions on Expense Ledger (38) Both implementations result in an increased number of transactions on Expense Ledger (38) Review ledgers, GL team will request feedback Review ledgers, GL team will request feedback General Ledger Update

Sandi Bramblett Executive Director, Institutional Research and Planning/ Decision Support Services Institutional Research & Planning Update

Is Georgia Tech (still) one of the “Great Colleges To Work For”? Survey Specifics: Survey Specifics: –Random sample of faculty/staff –Web-based –Questions pertain to workplace experience, job satisfaction, benefits –20 minutes to complete Timeline: Timeline: –Invitation and instructions to participate sent to sample on March 21 st. Survey closes April 15 th. –Sample participants will receive two communications from President Peterson before and during the survey. –Results shared this summer. Georgia Tech has elected to participate in The Chronicle of Higher Education’s “Great Colleges To Work For” survey!

Business Services Update Judy Whitfield Director of Purchasing Tammy Freeman Director of Business Systems and Analysis Sharon Jackson Director of Accounts Payable and Travel

Important Purchasing Deadlines Follow chronological close out dates -posted on Business Services and TechWorks web sites. Follow chronological close out dates -posted on Business Services and TechWorks web sites. All requisitions must have required documentation attached prior to processing. Requisitions missing documentation will be returned to Requester. All requisitions must have required documentation attached prior to processing. Requisitions missing documentation will be returned to Requester.

Open Encumbrances at Year-End Friday, June 17 th Friday, June 17 th –Deadline to request a new vendor in BuzzMart for Requisitions that do not go through Purchasing –Use P-Card if vendor is not in BuzzMart until new fiscal year opens on July 5 th Thursday, June 23 rd Thursday, June 23 rd –Deadline to submit Change Request Forms –For PeopleSoft POs, use the PeopleSoft Change Request form. –For BuzzMart POs, use the BuzzMart Change Request form. Friday, June 24 th Friday, June 24 th –Deadline for Approvers to Approve or Return all open Requisitions in BuzzMart –BuzzMart will be closed for processing at close of business –All unapproved Requisitions in BuzzMart will be returned

Open Encumbrances at Year-End Wednesday, June 29th Wednesday, June 29th –The Open Encumbrance Report (GTPOR262) will be available exclusively on TechWorks –Run/Print/Review Thursday, June 30 th Thursday, June 30 th –Return with request to close encumbrance by Noon –No accounting changes or increases. –No Open Encumbrance Reports will be processed to effect FY 2010 or FY 2011 PO’s/budgets, if received after JUNE 30 th.

FY 2012 Purchase Orders FY 2012 requisitions cannot be entered until Tuesday, July 5 th FY 2012 requisitions cannot be entered until Tuesday, July 5 th Notice of Intent to Issue Purchase Order form located on the Purchasing forms bank Notice of Intent to Issue Purchase Order form located on the Purchasing forms bank FY 2012 transactions will not be available on any financial reports until Friday, July 15 th FY 2012 transactions will not be available on any financial reports until Friday, July 15 th

PSoft Purchase Orders Purchase Orders that were created before the rollout of BuzzMart and originated in PeopleSoft will be cancelled or converted to BuzzMart Purchase Orders that were created before the rollout of BuzzMart and originated in PeopleSoft will be cancelled or converted to BuzzMart –FY2011 open purchase orders < $500 that originated in PeopleSoft will be cancelled on June 24 th –FY 2011 open purchase orders > $499 will be closed in PeopleSoft and re-keyed in BuzzMart after June 24 th Re-keyed POs will have a new PO number that will not be similar to the old PO number (no letters at the end) Re-keyed POs will have a new PO number that will not be similar to the old PO number (no letters at the end) Business Services will provide a crosswalk of the old PO numbers to the new PO numbers Business Services will provide a crosswalk of the old PO numbers to the new PO numbers

Customer Service Support PeopleSoft PO questions: PeopleSoft PO questions: BuzzMart Requisition/PO questions: BuzzMart Requisition/PO questions: Vendor questions: Vendor questions:

PCard Update The PCard is still a great procurement tool for small dollar purchases from non-contract vendors and all registration payments. The PCard is still a great procurement tool for small dollar purchases from non-contract vendors and all registration payments. BuzzMart is the BuzzMart is the procurement tool for procurement tool for Catalog vendors Catalog vendors

PCard Deadlines Transactions posted by bank by Monday, June 27th will be recorded in FY Transactions posted by bank by Monday, June 27th will be recorded in FY Transaction information available on Tuesday, June 28th, after 3pm. Transaction information available on Tuesday, June 28th, after 3pm. Redistribution via Works must be completed by 4:00 pm on Friday, July 1st Redistribution via Works must be completed by 4:00 pm on Friday, July 1st Redistribution via the Campus PCard (CPC) journal entry page must be completed by 6pm Friday, July 1 st Redistribution via the Campus PCard (CPC) journal entry page must be completed by 6pm Friday, July 1 st

Accounts Payable What has Changed? If you receive an invoice that did not originate with a PeopleSoft or BuzzMart PO, use a Confirming Order e-Form to get a BuzzMart PO# that will be used to approve invoice If you receive an invoice that did not originate with a PeopleSoft or BuzzMart PO, use a Confirming Order e-Form to get a BuzzMart PO# that will be used to approve invoice AP enters vendor invoices that reference a BuzzMart PO without additional departmental approval AP enters vendor invoices that reference a BuzzMart PO without additional departmental approval Match exceptions approved in BuzzMart, based on system tolerances (5% up to $500 per PO) Match exceptions approved in BuzzMart, based on system tolerances (5% up to $500 per PO) Receiving required in BuzzMart for release of payment for all orders over $2999 Receiving required in BuzzMart for release of payment for all orders over $2999 e-Payment Request Form used for catering, utilities, registrations, memberships (limited payment types) e-Payment Request Form used for catering, utilities, registrations, memberships (limited payment types)

Accounts Payable What Hasn’t Changed? Still approve invoices in WebNow—Do not attach to a requisition! Still approve invoices in WebNow—Do not attach to a requisition! Paper invoices go to AP to be scanned into WebNow Paper invoices go to AP to be scanned into WebNow The Check Request Form The Check Request Form The Wire Transfer Request Form The Wire Transfer Request Form The AP Recurring Payment Request Form The AP Recurring Payment Request Form The Vendor Profile Form is still required for all new vendor set-ups The Vendor Profile Form is still required for all new vendor set-ups

Accounts Payable Deadlines  Monday, June 1st –Deadline for approved invoices and Check Request Forms that reference a PeopleSoft PO Monday, June 20th Monday, June 20th –Deadline for approved invoices that reference a BuzzMart PO and all other AP Forms Properly approved on correct form Properly approved on correct form Valid account information Valid account information Supporting documentation Supporting documentation Sufficient encumbrance Sufficient encumbrance Receiving completed Receiving completed Match exceptions resolved Match exceptions resolved

Accounts Payable Year-End Accruals All invoices dated 6/30 and prior that are not paid this fiscal year must be accrued. All invoices dated 6/30 and prior that are not paid this fiscal year must be accrued. Whenever possible, approve invoices in WebNow and submit to AP by year end deadlines Whenever possible, approve invoices in WebNow and submit to AP by year end deadlines Do not “hold” paper invoices. Please submit all invoices to to be scanned Do not “hold” paper invoices. Please submit all invoices to to be into the invoice work queue and accrued, even into the invoice work queue and accrued, even if the invoice is not approved for payment. if the invoice is not approved for payment.

Pre-Paid Expenses What are they? 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 FY12 conference/trip. How do we make payments this FY? How do we make payments this FY? –Directly bill airfare through Travel Inc. –Use the CRF and check ‘Pre-paid Expense’ (include next FY’s expense account). How are they posted? How are they posted? –Expenses will post to the FY12 project ID/expense account in July

FY 2012 AP Transactions –First check run for FY12: July 5th –Expenses will not post to ledgers or the GT Data Warehouse (web payment look-up tool) until July 15th, but TRUST US, “The check is in the mail” “The check is in the mail”or “The EFT has been transferred”

T&E System Highlights Go-live date: Monday 4/11 Go-live date: Monday 4/11 Only for Active GT Employees Only for Active GT Employees Navigate through TechWorks: T&E Navigate through TechWorks: T&E Department T&E Administrator manages access for supervisors, preparers, and approvers Department T&E Administrator manages access for supervisors, preparers, and approvers

Transition to T&E System All paper TESs for employees must be received in Accounts Payable by Friday, 4/15 All paper TESs for employees must be received in Accounts Payable by Friday, 4/15 After this time, all Travel Authorization and employee Expense Reimbursement must be initiated through the T&E System After this time, all Travel Authorization and employee Expense Reimbursement must be initiated through the T&E System

Transition to T&E System Continue to include the paper TA for all reimbursements that did not initiate with a TA from the electronic T&E System Continue to include the paper TA for all reimbursements that did not initiate with a TA from the electronic T&E System For reimbursements that initiated with a TA in T&E, no need to include a copy with the scanned receipts For reimbursements that initiated with a TA in T&E, no need to include a copy with the scanned receipts

Transition to T&E System Employee Payment Request Form Revised Employee Payment Request Form Revised Use only for: Use only for: –Reimbursements from STRAP, Parking –Program advances for participant support –Program advances for study abroad –Reimbursement for group meals

Transition to T&E System Travel Encumbrances Any open travel encumbrances will be closed by April 30 th. A TechWorks Change Request is not required. Any open travel encumbrances will be closed by April 30 th. A TechWorks Change Request is not required. The TechWorks T&E System does not encumber funds The TechWorks T&E System does not encumber funds

FY 2011 Non-Employee Travel This process will remain a paper-based TES process 5/13 - Last day for submission non-employee TES for 4/30 and prior 5/13 - Last day for submission non-employee TES for 4/30 and prior 6/20 - Final deadline for non-employee TESs 6/20 - Final deadline for non-employee TESs 6/20-6/30 Trip end dates will be processed 6/20-6/30 Trip end dates will be processed on a first-in, first-processed basis most likely on a first-in, first-processed basis most likely after 7/5 using FY12 funds after 7/5 using FY12 funds

FY 2011 Employee Reimbursements All will be processed via the T&E System* All will be processed via the T&E System* 6/20 - Final deadline for T&E System approved expense reimbursement reports to be submitted to the Travel Team. 6/20 - Final deadline for T&E System approved expense reimbursement reports to be submitted to the Travel Team. Travel Authorizations can be entered through 6/30 Travel Authorizations can be entered through 6/30 * Other than those on the Employee Payment Request Form

Travel: Direct Airfare Billing Airline tickets will be paid against FY11 funds if posted to the Institute account by June 8 th. Airline tickets will be paid against FY11 funds if posted to the Institute account by June 8 th. Airfare for July 1 and later departure dates will be posted to a pre-paid expense account if state funds are used. Provide valid FY12 project ID at time of reservation. Airfare for July 1 and later departure dates will be posted to a pre-paid expense account if state funds are used. Provide valid FY12 project ID at time of reservation.

Customer Service Support For all T&E and travel questions: For all T&E and travel questions: For all Accounts Payable questions: For all Accounts Payable questions: For submission of electronic invoices: For submission of electronic invoices:

Payroll Update Celestine English Assistant Director, Payroll

Payroll Update PSF’S Completed ePSF By: May 13 For May Payroll/Summer Pay June 15 For June Payroll/Summer Pay

Payroll Update TIME DOCUMENTS: TIME EDITOR WILL BE AVAILABLE FROM TIME EDITOR WILL BE AVAILABLE FROM 8 AM June 2 Through 5PM June 3 8 AM June 16 Through 5PM June 17 OFF CYCLE CHECK REQUESTS Due in Payroll Friday, June 10 by 12:00 Noon Due in Payroll Friday, June 10 by 12:00 Noon

Overlap Accrual - Correction The accrual for biweekly wages earned in June but not paid until July will include 11 days. Period Ending 06/29/2011 – 10 days Period Ending 07/13/2011 – 1 day (June 30)

Summer Pay Processing Calendar PeriodBegin DateEnd Date New Hire PSFs Due in Payroll Enter Summer Pay for this Pay Period By:Pay Date 1May 16May 31May 13May 20May 31 2Jun 1Jun 30June 15June 21June 20 3Jul 1Jul 31July 15July 19July 29 4Aug 1Aug 15August 15August 22Aug 31

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.

Robert Ellington Robert Ellington Director, SPD Center Salary Planning & Distribution (SPD) Update

Early Annual Statement of Reasonableness (ASR) Form: For Plan Confirmation System employees terminating in May : For Plan Confirmation System employees terminating in May :  Mon, April 18, the SPD Center will query Payroll Database for Terminating employees and list to Depts. (Please have PSF Term actions processed)  Departments will have a week timeframe to review and return list indicating who needs an early ASR.  SPD Center will print early ASRs indicated by each Department and mail by end of April for employee and Unit Financial Manager (UFM) certification signatures and date to be returned 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

**Electronic **Annual Statement of Reasonableness (eASR): eASR link to Plan Confirmation employees (similar to eASR link to Plan Confirmation employees (similar to monthly eWAF notification) monthly eWAF notification) Online electronic certification by employee (intuitive process Online electronic certification by employee (intuitive process with instructions) with instructions) Online electronic approval by Unit Financial Managers Online electronic approval by Unit Financial Managers Manual ASRs backup Manual ASRs backup Certified and Approved ASRs deadline - August 31 Certified and Approved ASRs deadline - August 31 Confirm Proposed/Committed Levels of Effort for PIs, Co-PIs, Confirm Proposed/Committed Levels of Effort for PIs, Co-PIs, and other Key Research Personnel prior to YR end close. and other Key Research Personnel prior to YR end close. SPD Update

Year End Close Dates: June 24 – Deadline for 120 Day Late cost transfer requests June 24 – Deadline for 120 Day Late cost transfer requests to externally funded sponsored projects to externally funded sponsored projects June 30 - Last Day for Paper SPD’s June 30 - Last Day for Paper SPD’s July 1 - Last Day for Campus Online SPD Redistributions July 1 - Last Day for Campus Online SPD Redistributions July 8 - FY 2011 eASR’s July 8 - FY 2011 eASR’s July 15 - SPD Open for FY 2012 July 15 - SPD Open for FY 2012 August 31 – Certified and Approved eASRs & manual ASRs August 31 – Certified and Approved eASRs & manual ASRs Deadline. Deadline. SPD Update

Grants & Contracts Accounting Update Sandy Mason Associate Director, Grants & Contracts

Grants & Contracts Accounting Update G&C Cost Transfer Deadline – June 30 G&C Cost Transfer Deadline – June 30 –Paper and ECT –>120 days require additional approval Sponsored Project Exceptions Deadline – June 30 Sponsored Project Exceptions Deadline – June 30 –Over budget and/or Past Term –Undocumented exceptions must be cleared

Grants & Contracts Accounting Update American Recovery and Reinvestment Act American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA) (aka Stimulus Funding or ARRA) –TRANSPARENCY = >Scrutiny = >Audits –Quarterly narrative updates of the activity performed during the reporting period provided by PIs should be properly edited and consistent with expense postings –Post all appropriate salary expenses within reporting quarter

Grants & Contracts Accounting Update Cost Sharing Cost Sharing –Ongoing effort to record cost sharing expenses and “link” projects in GM database –Increased scrutiny by sponsors Impact on invoicing/collections Impact on invoicing/collections Impact on financial reporting Impact on financial reporting

Cheryl Rankin Director of Budget Management, Institutional Budget Planning & Administration Budget Update

 Two new policies recently posted on the Institute’s Budget Planning & Administration website  Both focus mainly on General Operations funding Carry-forward requests Carry-forward requests –Must be requested by Division financial administrators by April 15 Lapsed Encumbrances Lapsed Encumbrances –Departments no longer held harmless Budget Update

Sponsored Adjustments Sponsored Adjustments –Complete sponsored adjustments as early as possible, especially any personal service adjustments. –Personal Services adjustments not only impact General Operation (Gen Ops) balances, but also the actual centrally- budgeted fringe benefits the Institute pays. Cleanup of Funds Cleanup of Funds –Clean up Department Sales and Services (DSS), Research Consortium, and Technology Fee balances. –DO NOT leave a deficit in Gen Ops and a balance in Research Consortium. They will not offset one another. They will not offset one another. Budget Update

Align Personal Services and Non-Personal Services budget to actual expenses. Align Personal Services and Non-Personal Services budget to actual expenses. –NPS by category should also be aligned

Budget Update Please make sure all full-time rates are correct Please make sure all full-time rates are correct The annual pay must not be more than rate The annual pay must not be more than rate Since there are no raises for FY12, rate and annual pay should be the same amount as of July 1, 2011 Since there are no raises for FY12, rate and annual pay should be the same amount as of July 1, 2011 Contact your assigned budget analyst with any questions Contact your assigned budget analyst with any questions

Questions from Audience Budget Office Budget Office Bursar’s Office Bursar’s Office Business Services Business Services Controller’s Office Controller’s Office Salary Planning & Distribution Salary Planning & Distribution Grants & Contracts Accounting Grants & Contracts Accounting Payroll Payroll