Georgia Institute of Technology Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Services Building, Room 117

Georgia Institute of TechnologyGeorgia Institute of Technology

Fiscal Year 2010 Fiscal Year 2010 Year End Town Hall MeetingYear End Town Hall Meeting

March 25, 2010March 25, 20108:30am – 10:30am8:30am – 10:30am

Student Services Building, Room 117Student Services Building, Room 117

AgendaAgenda

Opening RemarksOpening Remarks Carol Gibson Carol Gibson

Closeout Memo Review Closeout Memo Review Carol Gibson Carol Gibson

Business Services Update Business Services Update Judy Whitfield Judy Whitfield & Sharon Jackson & Sharon Jackson

Payroll Update Payroll Update Jerry Jobe Jerry Jobe

Salary Planning & Distribution Update Salary Planning & Distribution Update Robert Ellington Robert Ellington

Grants & Contracts UpdateGrants & Contracts Update Sandy Mason Sandy Mason

Budget UpdateBudget Update Cheryl Rankin Cheryl Rankin

Institutional Research and Planning UpdateInstitutional Research and Planning Update Sandi Bramblett Sandi Bramblett

Questions from the AudienceQuestions from the Audience

Closeout Memo UpdateCloseout Memo Update

Carol GibsonCarol Gibson

Controller, Controller’s OfficeController, Controller’s Office

Opening RemarksOpening Remarks

Carol GibsonCarol Gibson

Controller, Controller’s OfficeController, Controller’s Office

Business Services UpdateBusiness Services Update

Judy WhitfieldJudy WhitfieldDirector of PurchasingDirector of Purchasing

Sharon JacksonSharon JacksonAssociate Director, Business ServicesAssociate Director, Business Services

Important Purchasing Important Purchasing DeadlinesDeadlines

Follow chronological close out dates -posted Follow chronological close out dates -posted on Procurement and TechWorks web siteson Procurement and TechWorks web sites

Submit EDP to OIT by April 16 to ensure Submit EDP to OIT by April 16 to ensure timely processing by deadlines.timely processing by deadlines.

All requisitions must have required All requisitions must have required documentation prior to processingdocumentation prior to processing

Open Encumbrances at Open Encumbrances at Year-EndYear-End

Change Request Forms must be submitted via TechWorks Change Request Forms must be submitted via TechWorks by Thursday, June 24, 2010.by Thursday, June 24, 2010.

The Open Encumbrance Report (GTPOR262) will be The Open Encumbrance Report (GTPOR262) will be available exclusively on TechWorksavailable exclusively on TechWorks

– Run/Print/Review on June 29, 2010 Run/Print/Review on June 29, 2010

– Return with request to close encumbrance by Noon on Return with request to close encumbrance by Noon on Wednesday June 30, 2010. No accounting changes or Wednesday June 30, 2010. No accounting changes or increasesincreases

– No Open Encumbrance Reports will be processed to No Open Encumbrance Reports will be processed to effect 2009 or 2010 PO’s/budgets, if received after effect 2009 or 2010 PO’s/budgets, if received after JUNE 30JUNE 30thth..

FY 2011 Purchase OrdersFY 2011 Purchase Orders

FY 2011 requisitions cannot be entered FY 2011 requisitions cannot be entered until July 1, 2010until July 1, 2010

Notice of Intent to Issue Purchase OrderNotice of Intent to Issue Purchase Order form located on the Procurement Services form located on the Procurement Services form bankform bank

FY 2011 transactions will not be available FY 2011 transactions will not be available on any financial reports until July 14, 2010on any financial reports until July 14, 2010

Important P-Card Important P-Card DeadlinesDeadlines

Transactions Transactions posted by bankposted by bank by Friday, June 25, 2010 will by Friday, June 25, 2010 will be recorded in FY 2010.be recorded in FY 2010.

Transaction information available on Saturday, June 26, Transaction information available on Saturday, June 26, 2010. 2010.

Redistribution via Works must be completed by 4:00 PM on Redistribution via Works must be completed by 4:00 PM on Thursday, July 1, 2010. Thursday, July 1, 2010.

Redistribution via the Campus PCard (CPC) journal entry Redistribution via the Campus PCard (CPC) journal entry pagepage must be completed by Friday, July 2, 2010 must be completed by Friday, July 2, 2010

PCards PCards may notmay not be used to purchase prepaid registrations be used to purchase prepaid registrations for FY 2011 using FY 2010 fundsfor FY 2011 using FY 2010 funds..

Accounts Payable Accounts Payable DeadlinesDeadlines

Monday, June 21Monday, June 21stst at Noon at Noon – Last day for approved invoices and Last day for approved invoices and Check Check

Request FormsRequest Forms for posting in FY 2010 for posting in FY 2010 Properly approved on correct formProperly approved on correct form Valid account informationValid account information Supporting documentationSupporting documentation Sufficient encumbrance (for invoices, Sufficient encumbrance (for invoices,

subcontracts)subcontracts)

– Hand deliver urgent requests to a Hand deliver urgent requests to a manager after this date to ensuremanager after this date to ensure processing by year-endprocessing by year-end

Accounts Payable Accounts Payable Year-End Accrual ProjectYear-End Accrual Project All invoices dated 6/30 and prior that are not paid this All invoices dated 6/30 and prior that are not paid this

fiscal year must be accrued. AP will use the electronic fiscal year must be accrued. AP will use the electronic invoicing system through WebNow to record all invoices invoicing system through WebNow to record all invoices that are not paid by 6/30.that are not paid by 6/30.

Whenever possible, approve these invoices and submit to Whenever possible, approve these invoices and submit to AP by year endAP by year end

Do not “hold” paper invoicesDo not “hold” paper invoices

Please submit all invoices to AP to be scanned Please submit all invoices to AP to be scanned into the invoice work queue and accrued eveninto the invoice work queue and accrued even if the invoice is not approved.if the invoice is not approved.

Pre-Paid ExpensesPre-Paid Expenses What are they?What are they?

– Payments that must be madePayments that must be made this this fiscal year for an expense fiscal year for an expense for a for a futurefuture fiscal year. Examples include registrations and fiscal year. Examples include registrations and airfare purchases paid prior to 6/30 for a FY 2011 airfare purchases paid prior to 6/30 for a FY 2011 conference/trip.conference/trip.

How do we make payments this FY?How do we make payments this FY?– Directly bill airfare through Travel Inc. Registrations can be Directly bill airfare through Travel Inc. Registrations can be

submitted on a CRF or TES marked ‘Pre-paid Expense’ submitted on a CRF or TES marked ‘Pre-paid Expense’ (include next FY’s project account). (include next FY’s project account).

– No P-Card charges allowed for future FY expNo P-Card charges allowed for future FY exp

How are they posted?How are they posted?– Expenses will post to the FY 2011Expenses will post to the FY 2011

project/expense account in Julyproject/expense account in July

FY 2011 Accounts Payable FY 2011 Accounts Payable TransactionsTransactions

– First check run for FY 2011: July 1stFirst check run for FY 2011: July 1st

– Expenses will not post to ledgers or the GT Data Expenses will not post to ledgers or the GT Data Warehouse (web payment look-up tool) until Warehouse (web payment look-up tool) until July 14th, but July 14th, but TRUST USTRUST US,,

“ “The check is in the mail”The check is in the mail”

FY 2010 TES ProcessingFY 2010 TES Processing 5/145/14 - Last day for TES submission for 4/30 and prior - Last day for TES submission for 4/30 and prior

6/9 6/9 - Deadline for 5/1 – 5/31 trip end dates - Deadline for 5/1 – 5/31 trip end dates

6/216/21 (noon)- Deadline for 6/1-6/19 trip end dates (noon)- Deadline for 6/1-6/19 trip end dates

6/20-6/306/20-6/30 Trip end dates will be processed after July Trip end dates will be processed after July 1st, using FY 2011 funds unless hand delivered 1st, using FY 2011 funds unless hand delivered to a manager prior to noon on June 25thto a manager prior to noon on June 25th

Travel: Direct Billing of Travel: Direct Billing of AirfareAirfare

Reduced domestic routes and peak summer travel - Reduced domestic routes and peak summer travel - Make reservations as early as possible!Make reservations as early as possible!

Book reservations through Travel Inc by June 7Book reservations through Travel Inc by June 7 thth to to ensure posting in FY 2010. ensure posting in FY 2010.

Airfare for July 1 and later departure dates will be Airfare for July 1 and later departure dates will be posted to a pre-paid expense account if state funds posted to a pre-paid expense account if state funds are used.are used.

Travel EncumbrancesTravel Encumbrances

TravelTravel encumbrances using encumbrances using sponsoredsponsored funds will funds will carry forward for 90 days after fiscal year end. carry forward for 90 days after fiscal year end. On 9/24/10, any open balances will be closed. On 9/24/10, any open balances will be closed.

All open encumbrances using All open encumbrances using non-sponsorednon-sponsored funds funds (including any related registration fees on the same (including any related registration fees on the same requisition) will be closed by Friday, June 25requisition) will be closed by Friday, June 25thth..

If trips are cancelled, or there are remaining funds If trips are cancelled, or there are remaining funds on a travel encumbrance that has already been fully on a travel encumbrance that has already been fully reimbursed, request closure via the reimbursed, request closure via the Purchasing Purchasing Change RequestChange Request in TechWorks as soon as possible in TechWorks as soon as possible

Payroll UpdatePayroll Update

Jerry JobeJerry JobeDirector, PayrollDirector, Payroll


PSF’S PSF’S

Completed ePSF By:Completed ePSF By:

May 14 May 14 For May Payroll/Summer PayFor May Payroll/Summer Pay

June 16 June 16 For June Payroll/Summer PayFor June Payroll/Summer Pay


TIME DOCUMENTS: TIME DOCUMENTS:

TIME EDITOR WILL BE AVAILABLE FROMTIME EDITOR WILL BE AVAILABLE FROM

8 AM8 AM June 3June 3 Through 5PMThrough 5PM June 4June 4

8 AM8 AM June 17June 17 Through 5PMThrough 5PM June 18June 18

OFF CYCLE CHECK REQUESTSOFF CYCLE CHECK REQUESTS

Due in Payroll Friday, June 11 by 12:00 NoonDue in Payroll Friday, June 11 by 12:00 Noon

Summer Pay Summer Pay Processing CalendarProcessing Calendar

Period Begin Date End DateNew Hire PSFs Due in Payroll

Enter Summer Pay for this Pay Period

By:Pay Date

1 May 10 May 31 May 14 May 18 May 282 Jun 1 Jun 30 Jun 16 Jun 21 Jun 303 Jul 1 Jul 31 Jul 14 Jul 20 Jul 304 Aug 1 Aug 17 Aug 13 Aug 20 Aug 31

Academic Contract PayAcademic Contract Pay

All other months start or end pays are All other months start or end pays are prorated based on days worked prorated based on days worked divided by the total work days in that divided by the total work days in that month.month.

August & May are ½ month pay regardless of the August & May are ½ month pay regardless of the start or end datestart or end date..

Full months are paid September through April.Full months are paid September through April.

Robert EllingtonRobert EllingtonDirector, SPD CenterDirector, SPD Center

Salary Planning & Salary Planning & Distribution (SPD) UpdateDistribution (SPD) Update

Early Annual Statement of Reasonableness (ASR) Form: Early Annual Statement of Reasonableness (ASR) Form:

For staff and students terminating in May that are under the For staff and students terminating in May that are under the Plan Confirmation System:Plan Confirmation System:

Wed, April 14, the SPD Center will query Payroll Wed, April 14, the SPD Center will query Payroll Database for Terminating Employees in May.Database for Terminating Employees in May. (Please (Please have PSF Term actions processed)have PSF Term actions processed)

SPD Center will send Departments a list of identified SPD Center will send Departments a list of identified Terminating Employees for Early ASRs.Terminating Employees for Early ASRs.

Departments will have a week timeframe to review Departments will have a week timeframe to review and return list indicating who needs an early ASR.and return list indicating who needs an early ASR.

SPD UpdateSPD Update

Early Annual Statement of Reasonableness (ASR) Form: Early Annual Statement of Reasonableness (ASR) Form:

SPD Center will print early ASRs indicated by each SPD Center will print early ASRs indicated by each Department and mail by end of April.Department and mail by end of April.

Departments should obtain employee and Unit Financial Departments should obtain employee and Unit Financial Officer (UFO) certification on the Early ASRs, date, and Officer (UFO) certification on the Early ASRs, date, and

return to the SPD Centerreturn to the SPD Center..

– No changes to the distribution on the early ASR can No changes to the distribution on the early ASR can occur after they are printed or the certification is void occur after they are printed or the certification is void

and we will have to recertifyand we will have to recertify..


Year End Close Dates:Year End Close Dates:

June 25 – June 25 – Deadline for 120 Day Late cost transfer requestsDeadline for 120 Day Late cost transfer requests to externally funded sponsored projectsto externally funded sponsored projectsJune 30 - June 30 - Last Day for Paper SPD’sLast Day for Paper SPD’sJuly 2July 2 - Last Day for Campus Online SPD Redistributions - Last Day for Campus Online SPD RedistributionsJuly 9 - July 9 - Mail FY 2010 Annual Statement of ReasonablenessMail FY 2010 Annual Statement of Reasonableness

Obtain Employee signature and dateObtain Employee signature and date Do notDo not sign for employee sign for employee If employee not available, supervisor or PI sign as First If employee not available, supervisor or PI sign as First Hand Knowledge (Department Chair in rare instances)Hand Knowledge (Department Chair in rare instances) UFO sign on separate certification line and dateUFO sign on separate certification line and date

July 14July 14 - SPD Open for FY 2011 - SPD Open for FY 2011

August 31 - August 31 - Return Signed & Certified ASRs to SPD Ctr.Return Signed & Certified ASRs to SPD Ctr.


SPD Cost Transfers - American Recovery SPD Cost Transfers - American Recovery and Reinvestment Act (ARRA) Fundsand Reinvestment Act (ARRA) Funds

Beware of transfers involving ARRA-funded Beware of transfers involving ARRA-funded sponsored projects (“S” funds).sponsored projects (“S” funds).

Timely & Accurate Expenditure Posting is critical Timely & Accurate Expenditure Posting is critical (cost transfers may be problematic if crossing (cost transfers may be problematic if crossing reporting period quarters)reporting period quarters)

Finalize all FY 2010 ARRA salaries by fiscal year Finalize all FY 2010 ARRA salaries by fiscal year end.end.


Grants & Contracts Grants & Contracts Accounting UpdateAccounting Update

Sandy MasonSandy MasonAssociate Director, Grants & ContractsAssociate Director, Grants & Contracts


G&C Cost Transfer Deadline – June 30G&C Cost Transfer Deadline – June 30– Paper and ECTPaper and ECT

Sponsored Project ExceptionsSponsored Project Exceptions– Over budgetOver budget– Undocumented exceptions must be clearedUndocumented exceptions must be cleared


American Recovery and Reinvestment Act American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA)(aka Stimulus Funding or ARRA)

– TRANSPARENCYTRANSPARENCY = >Scrutiny = >Audits = >Scrutiny = >Audits

– Quarterly narrative updates of the activity performed Quarterly narrative updates of the activity performed during the reporting period provided by PIs should be during the reporting period provided by PIs should be properly edited and consistent with expense postingsproperly edited and consistent with expense postings

– G&C combines with financial and award data and G&C combines with financial and award data and submits to FederalReporting.govsubmits to FederalReporting.gov

– Post all appropriate January – March expenses Post all appropriate January – March expenses ASAPASAP


American Recovery and Reinvestment Act (aka American Recovery and Reinvestment Act (aka Stimulus Funding or ARRA)Stimulus Funding or ARRA)

– Limit cost transfers between reporting periodsLimit cost transfers between reporting periods Cost transfers between fiscal years will be especially Cost transfers between fiscal years will be especially

problematicproblematic

– Review postings for accuracyReview postings for accuracy Allowable Costs, Job Titles, etc.Allowable Costs, Job Titles, etc.

Cheryl RankinCheryl RankinAssistant Director, Budget OfficeAssistant Director, Budget Office

Budget UpdateBudget Update

Posting Revenue at Detailed Project ID levelPosting Revenue at Detailed Project ID level Revenue is currently posted at the summary project/fund level Revenue is currently posted at the summary project/fund level

using a project like “FUND10010” or at the detailed project ID using a project like “FUND10010” or at the detailed project ID level using a project like “5551110’level using a project like “5551110’

A policy change is in progress to post all Institute revenue at A policy change is in progress to post all Institute revenue at the detailed project ID level (i.e. 5551110)the detailed project ID level (i.e. 5551110)

Reason for This ChangeReason for This Change Increase in revenue reporting requests from Institute Admin, Increase in revenue reporting requests from Institute Admin,

BOR & State Legislature due cuts in State AppropriationsBOR & State Legislature due cuts in State Appropriations

Requests must include source of funds & dept ID Requests must include source of funds & dept ID

Summary project/fund level postings do not have this info Summary project/fund level postings do not have this info


Campus Unit ActionsCampus Unit Actions Immediately begin posting revenue at the detailed project ID Immediately begin posting revenue at the detailed project ID

level for Journal Entries and Bursar’s Office Depositslevel for Journal Entries and Bursar’s Office Deposits

Business Office ActionsBusiness Office Actions Develop and finalize policyDevelop and finalize policy

Continue to communicate changes to all campus unitsContinue to communicate changes to all campus units

Identify systems and programs that post revenue at the Identify systems and programs that post revenue at the summary project ID levelsummary project ID level

Work with appropriate staff to change systems/programs to Work with appropriate staff to change systems/programs to post revenue at the detailed project ID levelpost revenue at the detailed project ID level


Sandi BramblettSandi BramblettDirector, Institutional Research and PlanningDirector, Institutional Research and Planning

Institutional Research & Institutional Research & Planning UpdatePlanning Update

Is Georgia Tech (still) one of the Is Georgia Tech (still) one of the “Great Colleges “Great Colleges

To Work For”?To Work For”?

Survey Specifics:Survey Specifics:– Random sample of faculty/staffRandom sample of faculty/staff

– Web-basedWeb-based

– Questions pertain to workplace experience, job satisfaction, Questions pertain to workplace experience, job satisfaction, benefitsbenefits

– 20 minutes to complete20 minutes to complete

Timeline:Timeline:– Invitation and instructions to participate sent to sample on Invitation and instructions to participate sent to sample on

March 22March 22ndnd . Survey closes April 16 . Survey closes April 16thth..

– Sample participants will receive two communications from Sample participants will receive two communications from President Peterson before and during the survey.President Peterson before and during the survey.

– Results shared this summer.Results shared this summer.

Georgia Tech has elected to participate in The Chronicle of Higher Education’s “Great Colleges To Work For” survey!

Questions from AudienceQuestions from Audience

• Budget OfficeBudget Office

• Bursar’s OfficeBursar’s Office

• Business ServicesBusiness Services

• Controller’s OfficeController’s Office

• Salary Planning & DistributionSalary Planning & Distribution

• Grants & Contracts AccountingGrants & Contracts Accounting

• PayrollPayroll

Documents

Georgia Institute of Technology Fiscal Year 2010 Year End Town Hall Meeting March 25, 2010 8:30am – 10:30am Student Services Building, Room 117