1. Georgia Institute of Technology Fiscal Year 2006 Closeout Town Hall Meeting March 21, 2006 9am - 11am Student Services Building, Room 117

2. Agenda Introduction & Overview Joel Hercik Closeout Memo Review Sandy Mason Procurement Update Judy Whitfield & Sharon Jackson Payroll Update Maryann Fogarty SPD Update Robert Ellington Questions from the Audience for: (AP, Acctg Svcs, Budgets, Bursar, CAAD, G&C, HR/Payroll, Purchasing, SPD)

3. Introduction & Overview Joel Hercik Associate Vice President, Financial Services

4. Close Out Memo Review Sandy Mason Controller’s Office

5. Procurement Update Judy Whitfield Associate Director, Procurement Sharon Jackson Associate Director, Procurement

6. Important Purchasing Deadlines Follow chronological close out dates-posted on Procurement and TechWorks web sites Submit EDP to OIT at least 5 business days prior to deadline All requisitions must have required documentation prior to processing

7. Open Encumbrances at Year-End Change Request Forms must be submitted via TechWorks by Friday, June 9, 2006. The Year End Open Encumbrance Report (GTPR262) will be available exclusively on TechWorks Run/Print/Review on July 1, 2006 Return with request to close encumbrance by July 5, 2006 – 5PM No accounting changes or increases All open travel encumbrances will be closed by Friday, June 30, 2006

8. FY 07 Purchase Orders No FY 07 requisitions can be entered until July 1, 2006 Notice of Intent to Issue Purchase Order form located on the Procurement Services form bank FY 07 transactions will not be available on any financial reports until July 17, 2006

9. Important P-Card Deadlines Transactions posted by bank by Tuesday, June 27, 2006 will be recorded as FY 06 transactions Transaction information available on Wednesday, June 28, 2006 Redistribution via web must be completed by 4:00 PM on Friday, June 30, 2006. Redistribution via the PCard redistribution journal entry must be completed by Wednesday, July 5, 2006 The PCard may not be used to purchase prepaid registrations for FY07 using FY06 funds.

10. Accounts Payable Deadlines Wednesday, June 21, 2006 Last day for approved invoices and Check Request Forms for guaranteed FY06 payment. Note: requests must be properly approved with valid accounts, supporting documentation, and sufficient encumbrance (for invoices) Hand deliver urgent requests to a manager after this date to ensure processing by year- end

11. Pre-Paid Expenses 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 FY07 conference/trip. How do we make payments this FY? Submit CRF or TES marked ‘Pre-paid Expense’ and include next FY’s project account. No P-Card charges allowed for future fiscal year expenditures. How are they posted? This FY they are posted to a pre-paid account, but charges will be moved to the FY07 project/expense account in July.

12. Important Travel Deadlines The system should be available July 3, 2006 (Monday) to begin processing payments for FY07 First check run: July 3, 2006 Expenditures will not post to ledgers or the GT warehouse (web payment look-up tool) until 3 rd week of July.

13. FY 07 AP/Travel Processing 5/19 Last day for TES submission for 4/30 and prior 6/9 Deadline for 5/1 – 6/4 trip end dates 6/16 Deadline for 6/5-6/13 trip end dates 6/23 (noon) Deadline for 6/14-6/22 trip end dates 6/23-6/30 Trip end dates will be processed after July 1st, using FY07 funds unless hand delivered to a manager prior to 6/29 at 4pm 6/14 Last date for direct billing of airfare to post to FY06 ledgers for travel prior to 6/30. Travelers can always use personal credit cards to book air travel.

14. Payroll Update Maryann Fogarty Director of Payroll

15. Payroll Update UNCOLLECTED CHECKS: Return to Payroll immediately PSF’S HAND DELIVER TO PAYROLL BY: May 10 For May Payroll/Summer Pay June 12 For June Payroll/Summer Pay

16. Payroll Update TIME DOCUMENTS: TIME EDITOR WILL BE AVAILABLE FROM 8 AM June 8 Through 5PM June 9 8 AM June 22 Through 5PM June 23 OFF CYCLE CHECK REQUEST: Due in Payroll Wednesday, June 14 by 12:00 Noon

17. Summer Pay Processing Calendar

18. GRADUATE STUDENT PAY GRADUATE STUDENT PAY WILL BE PRORATED, NO LONGER ½ MONTH PLUS ½ MONTH PAY AUGUST 200614 DAYS 1 ST HALF 9 DAYS 2 ND HALF MAY 2007 9 DAYS 1 ST HALF 14 DAYS 2 ND HALF

19. Robert Ellington Manager, SPD Center SPD Update

20. Early ASRs: For staff and students terminating in May that are under the Plan Confirmation System, please send an email in April to spd.ask listing them to produce early ASRs to be signed prior to their termination. No changes to their distribution can occur after we print the early ASR. Year End Close Out: June 30 Last Day for Paper SPDs July 3 Last Day for Campus Online SPD Redistributions for FY2006 July 13 SPD Open for FY2007 July 14 Mail out Annual Statement of Reasonableness August 31 Return Signed and Certified ASRs to SPD Ctr. SPD Update

21. Group Position Budget Load for FY2007 Refresh: For students in Group Positions not in the Budget Load that are paid on Sponsored funding in June,2006 the following Future Periods will be populated in SPD: FY07 Period 1 July - 100% June, 2006 Distribution (encumbrance distribution will carry thru to December Period 6) Period 7 January - 100% xxx6580/6680 projects (encumbrance distribution will carry thru to June,2007 Period 12) For students in Group Positions not in the Budget Load that are paid on State funding in June,2006 the following Future Periods will be populated in SPD: If June, 2006 distribution is on xxx1111 / xxx1112(even year) projects FY07 Period 1 July - 100% June,2006 Distribution Period 2 August - 50% June,2006 Distribution, 50% on xxx1200 project Period 3 September - 100% on xxx1200 (encumbrance distribution will carry thru to June,2007 Period 12) If June, 2006 on any other State projects FY07 Period 1 July - 100% June,2006 distribution (encumbrance distribution will carry thru to June,2007 Period 12) SPD Update

22. Questions from Audience Accounts Payable Accounting Services Budgets Bursar Capital Assets Accounting (CAAD) Grants & Contracts Accounting Human Resources/Payroll Purchasing SPD Center