Presented By: Barb Shafer & Heather Hanna Business Services & Financial Services Presents: Updated 3-5-15.

Slides:



Advertisements
Similar presentations
Welcome Accounts Payable FY2010 Year-End Closing Workshop Presented by: Sandra King, Accounts Payable Manager Office of Business Services.
Advertisements

THE OFFICE OF FINANCIAL SERVICES Budget Authority Training.
Fiscal Year 2014 Year End Closeout Welcome Representative from: Purchasing Accounts Payable/Travel General Accounting/Payroll Budget.
1 Purchasing Year End Presented by Donnita Thomas Revised June 23, 2011.
Pittsburg State University.  Unit Reports  Budget Status  Transactions and Balances  Outstanding Orders Monthly reports that capture balances and.
Accounts Payable Training Vendor Information & Voucher Preparation Revised 10/16/2014.
LEARN How to Avoid Year End Problems May 17 & 18, 2011.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS Budget, Finance & Procurement Elluminate Session.
New York University School of Medicine 2006 Year-End Closing Schedule for Accounts Payable and Purchasing Services.
Year-End Closing of the Books Fiscal Year Dates to Remember: June 30 Last day of FY14 July 8 Period 12 closes at 5:00 p.m. July 15 FY14 campus Banner.
Module 9 (POD 252) Year-End Close Processes for Financial Services, Budget and Payroll April 10, :00 AM - 11:00 AM CP-700.
Student Affairs Buying 101 Procurement Methods Students First Topic
Fiscal Year End Controller’s Office Leanne Marden May 19, 2015.
Fiscal Year 2015 Year End Closeout Welcome Representative from: Procurement Services (formerly Purchasing) Accounts Payable/Travel General Accounting/Payroll.
Year End Clo seout Budget: Financial Systems: General Accounting: Purchasing: Travel: Devany Groves Chiquita Bryant Valerie Stevenson Kathy Ritter Angela.
Pittsburg State University.  Unit Reports  Budget Status  Transactions and Balances  Outstanding Orders Monthly reports that capture balances and.
TRAINING Accounts Payable Year End Close Process Presented by: Sandra King, Office of Business Services.
Finance & Administration Quarterly Update Business Affairs Update January 25, 2010.
Brought to you by: Rose Ellis-Budget Director-College Operations-Ext Cathy Nolan-Budget Accountant-College Operations-Ext.5604 Greg Holmes-Chief.
FISCAL RESPONSIBILITY IN TITLE III AND OTHER SPONSORED PROGRAMS AND GRANTS ADMINISTRATION Presented by Sharon S. Crews, M.Ac., CPA Vice President for Administrative.
Georgia Institute of Technology Fiscal Year 2008 Year End Town Hall Meeting March 26, am - 11am Student Services Building, Room 117.
FYE June 30, 2015 FISCAL YEAR-END PROCEDURES. BUDGET VS.FINANCIAL STATEMENTS YEAR END PROCESS.
Finance & Administration Quarterly Update Business Affairs Update July 26, 2010.
Travel Update and Review Controller’s Office October 26, 2011.
For expenditures to be reflected in the FY2012 budget, the goods or services ordered must be received on campus on or before April 30, All documents.
END OF YEAR TRAINING Texas Woman’s University. Why? To explain how to keep your FY15 purchases in FY15 If you do not abide by these deadlines your purchases.
Local Agency and Student Services Accounts. What is the difference in a Local Agency and a Student Services account? A local Agency account is self generated.
1 Purchasing Year End Presented by Donnita Thomas Revised April 19, 2012.
Georgia Institute of Technology Fiscal Year 2007 Closeout Town Hall Meeting March 22, am - 11am Student Services Building, Room 117.
Year-End 2014 Special Session Last Updated: May 12, 2014.
FYE June 30, 2014 FISCAL YEAR-END PROCEDURES.  Dates are important in two places for fiscal year end closing: Voucher Date Invoice Date  Do not automatically.
Budget Basics for Managers. Purchasing Requisition-A request to purchase goods or services. PO-Approval to purchase goods or services on behalf of the.
Georgia Institute of Technology Fiscal Year 2006 Closeout Town Hall Meeting March 21, am - 11am Student Services Building, Room 117.
Year-End 2012 Last Updated: May 11, Year End This session will: –Provide important information designed to educate departments on year end processes.
Fiscal Year 2016 Year End Closeout Welcome Representatives from: Procurement Services Accounts Payable/Travel General Accounting/Payroll Budget.
Fiscal Year End Controller’s Office Leanne Marden May 11, 2016.
Presentation Title | May 4, 2009 Closing Dates for Fiscal Year 2014 May 21, 2014 Controller’s Office.
Purchasing & Contracts Department 2016 Year End Training 1 Year End Training FY 2016.
Fiscal Year End Training Agenda Year End Close Tasks and Timelines Prepaid and Accrual forms Other Deadlines Resources UBS Contacts Question & Answer.
Pittsburg State University.  Unit Reports  Budget Status  Transactions and Balances  Outstanding Orders Monthly reports that capture balances and.
FYE June 30, 2016 FISCAL YEAR-END PROCEDURES. BUDGET VS.FINANCIAL STATEMENTS YEAR END PROCESS.
FISCAL YEAR END CLOSING WORKSHOP GeneralItems Workflows; Substitute approvers Substitute guidelines Date Goals All entries affecting department.
Year-End Closing of the Books FY Dates to Remember: Thursday, June 30 th Last day of FY16 Monday, July 11 th Period 12 closes at 5:00pm Monday,
FISCAL YEAR END DEADLINES 2016 Barb Shafer – Business Services Heather Hanna – Financial Services.
Fiscal Year-End Procedures
Fiscal Year End Training 2017
Pittsburg State University
FISCAL YEAR END DEADLINES 2017
Year-End Prep All dates contained herein are current best estimates
Fiscal Year-End Review Session
Fiscal Year End Training 2018
Fiscal Year-End Procedures
FISCAL YEAR END DEADLINES 2018
FISCAL YEAR END DEADLINES 2018
Fiscal Year-End Review Session Sponsored Projects Accounting
Fiscal Year-End 2018 Procurement Service Center (PSC)
FISCAL YEAR END DEADLINES 2016
Pittsburg State University
Year-End Closing of the Books FY 2018.
FY19 Year-End Last Updated: March 13, 2019.
Financial Services Year End Training 2019.
Year-End Prep All dates contained herein are current best estimates
Closing of Books Business Services May 8, 2019.
Business Services – All Campus May 22, 2019
Discussion Topics Fiscal Year-End Reminders
FISCAL YEAR END DEADLINES 2019
Discussion Topics Fiscal Year-End Reminders
Fiscal Year-End Procedures
Emerson College FY19 Year End Process
Business & Finance Policies & Procedures Training
Presentation transcript:

Presented By: Barb Shafer & Heather Hanna Business Services & Financial Services Presents: Updated

Cash – all funds must have positive balances  All funds must have positive cash balances by June 9,  To verify your fund balance, go to FGITBSR in Banner and put in your fund. **Please note that you do not need to check fund balances on general operating funds (funds beginning with 61xxxx).  Please contact Heather Hanna at x1682 if you have any questions or need additional information.

Expenditures/Revenue/Payroll Corrections:  All requests for journal corrections to be made for FY15 should be received in Financial Services office on or before 5:00 PM July 2, The Finance Expenditure Correction form can be found Online at: uest.pdf  Please contact Heather Hanna at x1682 if you have any questions or need additional information.  All ETF’s for payroll corrections for FY15 should be submitted to Financial Services/Payroll by July 2 nd, 2015.

Warrant for Cancellation  Any payment that needs to be canceled should be received in Business Services by 11 AM June 10 th in order to get them processed before the state cutoff.

Change Fund Reconciliation  Any Department with approved change funds. Reconciliation of those funds is required by June 30 th.  If you do not have an approved change fund make sure any campus money is deposited by Noon on June 30 th.

Cash Deposits/Refunds  All cash deposits must be receipted in the Business Services, Cashier window by NOON, Monday June 30th.

Invoices/BPA’s/Travel Reimbursements  Vendors: All invoices with BPAs (Banner Payment Authorizations) must be received by Business Services, Accounts Payable, by Noon, July 2 nd.  Please process invoices as soon as possible before June 26 th ; this will greatly reduce “last day” workloads and the number of accruals.  Please anticipate your needs early and order accordingly; acquire items only in a reasonable quantity that will be consumed in the current fiscal year.

Purchasing Cards: PCARD Transactions: ** Purchases Made in June on the PCard are not guaranteed to process in time for FYE closing**  June P-Card Dates  Last Day to Charge: Saturday, June 20 th.  See Those Charges in Banner no later than: Tuesday, June 23 th, after 8:15 AM  All Charges for this cycle MUST be posted in Banner by: NOON, Wednesday, June 24 th  June 13th Month P-Card Dates  Last Day to Charge: Tuesday, June 30 th  See Those Charges in Banner by: Thursday, July 2 nd, after 8:15 AM  All Charges for this cycle MUST be posted in Banner by: NOON, Monday, July 6 th

Accruals  Accruals are processed for expenditures to outside sources for which the goods or services were ordered in FY15 but have either not been received or have not been paid.  There are two Types of Accruals.  A Accrual  B Accrual

Accruals Continued:  It is especially important that you answer the question “Were goods or services received on or before June 30 th ?”  If your answer to this question is “no”, you have an “A” accrual. The goods and services were received ‘A’fter June 30 th.  “A” accruals will only be recorded for expenditures using General Operating funds, as they are needed only for state budget purposes.  “A” accruals will only be processed for purchases greater than $1,000.  If your answer to this question is “yes”, you have a “B” accrual, the goods and services were received ‘B’efore June 30 th.

Accruals Continued:  If an invoice is not received by June 30 th, please use the following guidelines for all departments, regardless of funding source:  Purchases valued at less than $1000 will not be accrued.  Business Services will automatically review the PO’s and DPO’s on file and research if any need to be accrued.  Submit and/or contact Business Services about any outstanding order(s) or payments.

Purchase Requisition/DPO Schedule  The following Purchase Requisition (PR)/DPO cutoff dates have been coordinated with the State Procurement Bureau to synchronize with the processing times and deadlines set by the State of Montana. If you need to make purchase before the end of Fiscal Year 2015 Please Note: All dollar amounts shown represent Total Contract Value (TCV), which includes the value of any potential renewals.  Other than controlled commodities, MSU-Billings Purchasing has the authority to process Requisitions with a total contract value (including renewals and options) up to $150,000. If the TCV of the PR/DPO exceeds $150,000, we will send a Requisition to the MSU Bozeman Procurement Services for processing. REQUISITIONS FOR CURRENT FISCAL YEAR, FY 2015  Requisitions exceeding $150,000 will need to go through MSU Bozeman, as MSU Billings cannot spend over this amount within its delegated authority. If you have something of this magnitude on the horizon, please contact Business Services immediately.  Other requisitions (valued under $150,000) need to be turned in to Purchasing according to the following timetable to ensure adequate time for bids to be awarded:  Procurements that require Competitive Bidding: Monday, May 18 th  Procurements that do not require a competitive process (Sole Source, procurement exempt, etc.): Friday, May 29 th

Purchase Requisition/DPO Schedule Cont.  REQUISITIONS FOR NEXT FISCAL YEAR FY 2016  Requisitions/DPO’s involving FY 2016 funds may be processed prior to July 1, 2015; however, the Department must indicate the following on the Purchase Request: NOTE: THIS IS A JULY FY2016 ORDER.

 May 20, 2015: Purchases over $5,000 that require Competitive Bidding.  May 29, 2015: Purchases over $5,000 that do not require Competitive Bidding.  June 3, 2015: Technology Equipment Purchases  June : Positive Cash Balances & Warrant Cancellations  June 10, 2015: Purchases under $5,000, This will include purchases through eMarket (previously Central Stores)  June 15, 2015: Copy Room & Print Shop Orders  June 20, 2015: Credit Card Purchases  June 30, 2015: Deposits and Receipts and Change Fund Reconciliation  July 2, 2015: Vendor Payments for FY 2015, Accruals, Travel Reimbursements, Expenditure/Revenue/Payroll Corrections, Budget Adjustments. *** ALL DATES ARE TENATIVE TO CHANGE ***

 Contact Information:  Business Services – Barb Shafer  Financial Services – Heather Hanna  Budget Office – Dean Hanson