FY 2012 YEAR END FY 2012 YEAR END

Preparing forPreparing for

THE BIG THE BIG “CLOSE”“CLOSE”

YEAR-END CHECKLIST!!YEAR-END CHECKLIST!!

CHECK BUDGETS!!!!CHECK BUDGETS!!!! SPEND SPEND $$$$$$$$ CLEAN UP OLD CLEAN UP OLD

ENCUMBRANCESENCUMBRANCES

DO IT DO IT NOW!!!!NOW!!!!

SEPTEMBER 28THSEPTEMBER 28TH

Cash receipts in by 2:00 pmCash receipts in by 2:00 pm

Accounts Payable paperwork by Accounts Payable paperwork by

NoonNoon

Completed travel by NoonCompleted travel by Noon

PO’s ≥ PO’s ≥ $25.01$25.01 will roll to FY will roll to FY

2013 – 2013 – BUT!! BUT!!

No Change Orders to old PO’sNo Change Orders to old PO’s

September 28thSeptember 28th

Bye-bye PO’s ≤ $25.00!Bye-bye PO’s ≤ $25.00! Bye-bye encumbrances!Bye-bye encumbrances! Bye-bye unprocessed req’s!Bye-bye unprocessed req’s! Bye-bye Self Service!Bye-bye Self Service!

ROLLED PO’SROLLED PO’S

If PO > $25.01, it rolls to next If PO > $25.01, it rolls to next years budgetyears budget

BUT BUT the budget does NOT the budget does NOT roll with it.roll with it.

Rolled PO’s use next year’s Rolled PO’s use next year’s budget!!budget!!

Those Crazy Accruals & Year-End Prepays

We must use budget in the year We must use budget in the year goods are receivedgoods are received

AccrualsAccruals = get the goods before = get the goods before we pay (uses this year’s budget)we pay (uses this year’s budget)

PrepaysPrepays = pay before we get it = pay before we get it (uses next year’s budget)(uses next year’s budget)

““ACCRUAL” – uses this ACCRUAL” – uses this year’s budgetyear’s budget

FY 2012 BUDGETFY 2012 BUDGET

7272010-Accrual 010-Accrual $100$100

__________________________________

Total FY 2012 Total FY 2012 $100$100

FY 2013 BUDGETFY 2013 BUDGET

72010-Reverse (100)72010-Reverse (100)

72010-Payment 72010-Payment 100100

__________________________________

Total FY 2013 Total FY 2013 $$00

You received item by 9/30 but You received item by 9/30 but no invoice?no invoice?

THAT’S ACCRUALTHAT’S ACCRUAL Send Send signedsigned receiving copy to receiving copy to

AP AP ((now don’t lie!!)now don’t lie!!) You’ll see You’ll see - “- “FY12 AccrualFY12 Accrual” in ” in

transaction historytransaction history You’ll see You’ll see –”–”ReversalReversal” in ” in

OctoberOctober Paid when invoice is receivedPaid when invoice is received Only effect on FY12 budget is if Only effect on FY12 budget is if

invoice > POinvoice > PO

Prepays – uses next year Prepays – uses next year budgetbudget

FY 2012 BudgetFY 2012 Budget

71010 - DV/PO $10071010 - DV/PO $100

71010 - Prepay 71010 - Prepay (100)(100)

__________________________________

FY 2012 Total FY 2012 Total $$00

FY 2013 BudgetFY 2013 Budget

71010 – Prepay $10071010 – Prepay $100

__________________________________

FY 2013 Total FY 2013 Total $100$100

Year-end Prepay Year-end Prepay RequirementsRequirements

Conference registrationsConference registrations

MembershipsMemberships

SometimesSometimes other travel issuesother travel issues

Must have Must have originaloriginal invoice + 1 invoice + 1 copycopy

Current FY2012 PurchasesCurrent FY2012 Purchases

Through Sept. 14Through Sept. 14thth – normal – normal

AfterAfter Sept. 14 Sept. 14thth – only “Non- – only “Non-Routine” purchasesRoutine” purchases

MustMust be approved by Mr. be approved by Mr. CarlsonCarlson

FY 2013 PurchasesFY 2013 Purchases

Through Sept. 14Through Sept. 14thth – enter req in – enter req in Banner and Banner and change change transaction date to Oct. 1, transaction date to Oct. 1, 20122012

After Sept. 14After Sept. 14thth – – Complete paper req formComplete paper req form Budget manager must signBudget manager must sign Forward to PurchasingForward to Purchasing

Paper Requisition FormPaper Requisition Form

Show Show FY13 Purchase FY13 Purchase on topon top Must be completely filled out:Must be completely filled out:

Ship to – know what yours isShip to – know what yours is Vendor # - use Vendor # - use FTMVENDFTMVEND Complete FOAPComplete FOAP Supporting documentsSupporting documents

REMEMBER!REMEMBER!

Encumbrance queries – Encumbrance queries – do them! do them! You will find some You will find some $$$$$$

Traveling Sept. 28 -Traveling Sept. 28 -3030thth?? Email Email dbonds@jsu.edu with with

estimated amount for estimated amount for ACCRUAL!ACCRUAL!

Da-da-da-dum!Da-da-da-dum!

Other IssuesOther Issues

PURCHASINGPURCHASINGpurchasing @jsu.edupurchasing @jsu.edu

W-9’sW-9’s – – no vendor # without one – no vendor # without one – it’s an it’s an IRS IRS requirement.requirement.

E-verify affidavitE-verify affidavit – – only required only required for FEIN – not SSNfor FEIN – not SSN

““See Attached List” See Attached List” – – only for only for more than 5 lines; what list is for more than 5 lines; what list is for (office, lab, instructional?)(office, lab, instructional?)

Meal Request forms Meal Request forms – – requiredrequired 1 week prior to event1 week prior to event

Amendments/Change OrdersAmendments/Change Orders

Original only – no faxesOriginal only – no faxes

No amendment to avoid closingNo amendment to avoid closing

Must have line detail – which Must have line detail – which

line are you amending? Fill out line are you amending? Fill out

the entire form!the entire form!

Professional Services Professional Services ContractContract

Must Must have have Disclosure Form Disclosure Form if if more than $5,000more than $5,000

MustMust be sent with contract be sent with contract

PAYROLL - PAYROLL - $$$$$$$$$$

Student EmployeesStudent Employees

~~University Aid University Aid - budgeted- budgeted

~~Work Study Work Study – approved by FA– approved by FA

~~Graduate AssistantsGraduate Assistants – Graduate Studies – Graduate Studies

Send the little Darlings tSend the little Darlings too HR HR

HR

StudentStudentPayrollPayroll

BA Form #56 or Students won’t BA Form #56 or Students won’t get paidget paid

Student PR: they must sign Student PR: they must sign timesheets or new form to certify timesheets or new form to certify hours hours

Use this form Use this form

JACKSONVILLE STATE UNIVERSITYJACKSONVILLE STATE UNIVERSITY Jacksonville, AlabamaJacksonville, Alabama    MEMO TO: Payroll OfficeMEMO TO: Payroll Office    FROM: _________________FROM: _________________    SUBJECT: Student Payroll – Certification of Hours WorkedSUBJECT: Student Payroll – Certification of Hours Worked    _____________________________________ will not be here after ______________________________________________________ will not be here after _________________ because ________________________________________________________________.because ________________________________________________________________. Therefore, he/she will not be able to sign the student payroll time sheet. This memo is to certify that he/she worked Therefore, he/she will not be able to sign the student payroll time sheet. This memo is to certify that he/she worked

__________ hours from ___________________ through ____________________. These hours will be recorded __________ hours from ___________________ through ____________________. These hours will be recorded on the time sheet when it is received. Attach memo to time sheet and return to payroll office by due date.on the time sheet when it is received. Attach memo to time sheet and return to payroll office by due date.

  

__________________________________________________________________ SupervisorSupervisor DateDate   

__________________________________________________________________ StudentStudent DateDate

Let’s Talk…..Let’s Talk…..

FTMVEND – case sensitiveFTMVEND – case sensitive Direct Deposit for Employee Direct Deposit for Employee

travel/other reimbursementstravel/other reimbursements FGIENCDFGIENCD – – one-stop one-stop

encumbrance shopencumbrance shop View Document – USE IT!!!!View Document – USE IT!!!! Bids sent electronically nowBids sent electronically now

???QUESTIONS??????QUESTIONS???