Business Services Contact List Accounting Services Dan Jenko,
Assistant DirectorExt 5530 Tara Scott, Financial Manager Ext 5802
Melissa Reimann, Accountant/Capital AssetsExt 6628 Luanne Felstet,
AccountantExt 2499 Barb Bybee, Accountant Ext 6261 Geoffrey Lake,
Campus Operations CoordinatorExt 6006 Accounting Services Fax # Ext
4929 Accounts Payable/Procurement Kay Lamphiear, A/P ManagerExt
4935 Ian Robbins, Director of ProcurementExt 2204 Systems Scott
Klanecky, Finance Systems ManagerExt 5558 Frank Grady, Banner
Finance Production Manager Ext 2940 Treasury Services Betty
DavisExt 4320 Management John McCormick, Interim DirectorExt
2532
Slide 4
OPBA Contact List Dawn Ressel, Associate VP for University
Planning, Budgeting and Analysis [email protected] Ext. 5661
Ed Wingard, Budget Director [email protected] Ext. 4775
Debbie Morlock, Budget Analyst [email protected] Ext.
4791 Pope Ashworth, Research & Budget Analyst
[email protected] Ext. 5661 Kim Rudolph, Budget Analyst
[email protected] Ext. 5647
Slide 5
General Funds Negative available balances Negative personnel
services balances Correct negative balances by submitting a budget
change or moving expenses out to another Index Code or Fund (if
appropriate) Ensure Appropriate Account Codes are Used for all
Expenditures *(Remember to consider benefits when correcting
negative personnel balances.) Reports to use to monitor results:
UMDW Operating Statements #1 or #2 UMDW Payroll Reports #6 or
#7
Slide 6
Slide 7
Slide 8
Slide 9
Designated/Auxiliary Negative fund balances Consider impact of
year end results on FY15 plans and budgets submit a plan amendment
if necessary Expense should not significantly exceed the FY14
fiscal year budget Submit budget changes as needed Report to use to
monitor results: UMDW Operating Statement #7 (shows current fund
balance)
Slide 10
General Funds/Designated/Auxiliary 6/13/14 (Friday) Last day to
submit routine/temporary budget changes * Remember RBCs need to be
signed by your Vice President
Slide 11
Fiscal Year End - Payroll For questions please contact: Shelley
Hiniker: 243-6634 [email protected] Andrea Scheuering:
243-5199 [email protected] *For Redistributions please
contact your Fund or Grant Accountant.
Slide 12
BW & MO Payroll BW 14 online entry GTO is open June 20 th.
to June 24 th. Do not send RPTs with the Monthly rosters Submit
RPTs by June 13 th if you would like them to display on the BW 14
GTO BW 14 will post July 2 nd. BW 13, BW 14 & MO 7 Health
Insurance will be FY2015 expense - $887.00/month BW 15 will expense
in total at the department level for FY15 MO 7 will post July 1 st.
New Rate Changes for FY2015. Unemployment.45% (subject to change)
PERS 8.27% TRS 10.95 TIAA-CREF 10.676
Slide 13
SP Payroll SP 13 will open June 19 th and will close at 5:00
p.m. on June 23 rd. SP 14 will open July 2 nd and will close at
5:00 p.m. on July 7 th. SP 14 pay cycle from June 19 July 1 will
pay on July 15 th this will be an FY15 department level
expense
Slide 14
Payroll - Miscellaneous Redistribution Schedule May
transactions June 10 th. June transactions July 8 th.
Redistributions into State/General fund indexes from other funding
sources (such as designated, auxiliary etc.) will be reviewed by
the Office of Planning, Budget and Analysis. Sufficient budget
authority, for both wages and benefits, must be in place for these
to occur. Manual Checks due to the Fiscal Year End Cash Closing
process there will be no manual checks processed from June 23 rd.
to July 1.
FYE Payroll Redistributions Procedures & form Payroll
Redistributions are for corrections to the funding sources. These
cannot be processed using a journal voucher. Deadlines 90 Day Rule
If you are processing a redistribution that has a history date of
greater than 90 days you must include an exception memo which will
be approved by the Director of Business Services or his assignee.
Grants and Contracts must adhere to ORSP policy and procedures.
BW14 Timing Issues Review your GTO reports carefully upon
completion. If there is an error contact your HRA immediately
before it completes. For FY14 this would be 2:00 pm 6/24/14.
Slide 17
Payroll Redistribution Form
http://www.umt.edu/bussrvcs/Employees/Forms.aspx
http://www.umt.edu/bussrvcs/Employees/Forms.aspx
Slide 18
Payroll Redistribution Deadlines Deadlines to have requests to
Business Services 6/10/14 May (due by 3:00 PM) 7/8/14 June (due by
12:00 PM) Payroll Redistributions for BW14 will not be allowed
Reminder: all requests for redistribution need to be processed
through your Fund Accountant or your Grant Accountant, not through
the Payroll Office
Feed File Schedule Due by July 10 th at 3:00 PM Facilities
Services (work orders and postage) Network port charges Fixed phone
charges Long distance charges UC Admin charges Dining Services
invoices
Slide 22
Accounts Payable Critical Dates June 13Procard purchases for
FY14 should be completed to ensure FY14 posting. June13Warrant
Cancellations to AP. June 245:00 Normal Check Run checks to be
issued and mailed June 25. June 275:00Procard Redistribution for
June (Cycle 12 - thru 6/21).
Slide 23
A/P CRITICAL DATES (CONT.) July 1 All travel, entertainment,
check requests, all Paper Requests need to be sent to A/P for FY14
processing. Costco Receipts to A/P for FY14 Processing. July 25:00
A/P check run. Checks to be issued and mailed July 3. July
75:00Second Procard Redistribution for June (Cycle 13 6/22 thru
6/30) (Use feed date of 6/29) July 9 5:00Final AP check run for
FY14. Checks to be issued and mailed July 10.
Slide 24
July 1012:00Direct pay processing for FY14 ENDS. Invoices must
be completed and approved prior to 12:00. Items received by 6/30/14
must be entered and completed with a June 30 transaction date. July
11No Department / Affiliate Banner or GrizMart processing. July
14FY15 Opens Reminder: NO FY15 invoices can be processed until now
unless processed as Prepay Invoice. Reminder: July 1-10 use
transaction date of 6/30/14 in both GrizMart and Banner for FY14
processing. A/P CRITICAL DATES (CONT.)
Slide 25
Other Critical Dates 7/11FY14 Period 12 closes at 5:00 PM 7/12
GL and Encumbrance Roll to FY15 7/14 Period 12 Reports available
thru UMDW
Slide 26
FY14 July 14 Invoice Processing Resumes Journal Voucher Entry
Reverse Entries Automated, prior to July Month End closing Pre-Pay
and Deferred Revenue, prior to July Month End closing
Prepaid Expenses Definitions: Prepaid expenses are items over
$500.00 that are paid during the current fiscal year, but are an
actual cost for the next fiscal year. All items or services must be
received or provided after June 30, 2014 to be considered a prepaid
expense. These expenses are recognized as an asset (prepaid) in the
current fiscal year and as an expense in the next fiscal year. This
process is not applicable to Grants.
Slide 29
Prepaid Expenses Examples of Prepaid Expenses: Prepaid service
contracts or software licenses (under $100,000) for next fiscal
year (these can be split between 2 years) Subscriptions or
membership fees for next fiscal year (these can be split between 2
years) Expenditure transactions which are matched to deferred
revenue (ie: summer session revenue)
Slide 30
Prepaid Checklist
Slide 31
Prepaid Expenses (Continued) Updates/Reminders: *REMEMBER* -
use the activity code PREPAY in GrizMart for non-PO payments or
requisitions or meal per diems entered through GrizMart *REMEMBER*
- you can code ProCard charges directly to Prepaid account 1905
Make sure to get supporting documentation to Barb Bybee (ext 6261)
before noon on Friday, 7/11/14 Review procedure: Prepaid Procedures
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20En
d.aspx http://www.umt.edu/grizmart/GrizMart%20FAQs.php#FAQ31
Slide 32
Miscellaneous Receivables The University does not record all
accounts receivable in its centralized accounts receivable system,
this information must be provided to Business Services. It is the
departments responsibility to report the correct receivables and
maintain and forward to Business Services the backup support for
the receivables reported. This applies to receivables that are not
recorded in Banner and are owed by off-campus entities.
Slide 33
Miscellaneous Receivables (Continued) Updates/Reminders: No
procedure changes from last year Individual receivables greater
than or equal to $25,000 require dean or director approval Make
sure to get supporting documentation in to Geoff Lake by noon
Monday, 7/7/14 Review procedure: Miscellaneous Accounts Receivable
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20
Year%20End.aspx
Slide 34
Deferred Revenue DEFINITION: Deferred revenue is revenue
collected in the current fiscal year for services provided in the
next fiscal year. This revenue is reported as a liability on the
current years balance sheet and as revenue in the next fiscal year.
Departments that record deferred revenue include, but are not
limited to: Continuing Education Bio Station Dining Services
Athletics Campus Recreation Residence Life *Note: Summer session
tuition and fees collected prior to July 1 st are also recorded as
deferred revenue per Montana University System policy.
Slide 35
Deferred Revenue (continued) Procedures: Banner Online
Departmental Deposit Form Preparation For ease of processing
deposits, please use a separate deposit card for deferred revenue
transactions Deferred revenue must be recorded with an activity
code. Find the current activity code list on the link below. Please
contact your Fund Accountant if a new activity code needs to be
established. The activity code is the revenue account code with the
5 replaced by an R (ie; 50404 Campus Recreation Trip Fee income
activity code would be R0404) Balance Sheet account number is 2505
Deferred Revenue
Slide 36
Deferred Revenue (Continued) Updates/Reminders: No procedure
changes from last year Deadline is same for cash receipt cards
(6/27/14) Be sure to send backup to Luanne Felstet (ext 2499) and
contact her with any questions Review procedure and forms: Deferred
Revenue
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year
%20End.aspx
Slide 37
Expenditure Accruals Expenditures must be recognized in the
accounting year incurred, which creates the necessity for recording
expenditure accruals for valid obligations incurred but unpaid as
of the end of the fiscal year. Departments must submit requests for
expenditure accruals to Business Services on or before the date
posted on the Fiscal Year End Critical Cutoff The following
information along with the backup documentation must be provided to
Business Services: Identify type of accrual A accrual or B accrual
Explanation and supporting documentation Identify vendor (if vendor
is another state agency, special accrual accounting is required)
Department contact person and phone number
Slide 38
Expenditure Accruals (Continued) A Accruals These are for State
Funds Only For Valid open orders of goods/services received After
June 30 th B Accruals These are for All Funds including State Funds
Valid open orders on goods/services received on or Before June 30
th, but have not yet been paid. Note: Accruals over $25,000 must
include backup documentation and will need approval by the Director
of Business Services.
Slide 39
Expenditure Accruals (Continued) Updates/Reminders: Only items
$500.00 or more will be accrued Remember * An accrual may be
necessary for Procard purchases made during the last days of June
(after 6/21/14) if the vendor does not process them in a timely
manner Make sure to get supporting documentation in to Tara Scott
(ext 5802) before 4pm on Thursday, 7/10/14 Review online accrual
procedures
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20
End.aspx
Slide 40
Decision Trees Decision Trees Prepaid Expenses Am I paying for
goods or services prior to 6/30/2014 that are >$500 and relate
to next year? ie. Paying for maintenance agreement in June for
FY15. Is this a non-PO payment or requisition Am I using my
ProCard? or meal per diem through GrizMart? If yeswhen initiating
the purchase in If yes use account code 1905 and GrizMart use
expense code and provide back-up to Barb Bybee in activity code
PREPAY. Business Services.
Slide 41
Decision Trees (Continued) Miscellaneous Accounts Receivable
Have I provided goods or services prior to 6/30/2014, but have not
received payment by 6/30/2014 and have not recorded the receivable
in Banner? If all of above conditions are metcomplete the form on
the Business Services website for Miscellaneous Receivables. Send
the completed form to Geoff Lake. With the form, send an invoice or
statement as supporting documentation. For amounts > $25,000
have your Dean or Director sign the form.
Slide 42
Decision Trees (continued) Deferred Revenue Have I collected
funds for activities that will occur on or after July 1, 2014? If
yeswhen completing the deposit card, use account code 2505 with the
activity codes established for deferred revenue. The activity codes
are listed on the Business Services web-site.
Slide 43
Decision Trees (Continued) A-Accruals Will I receive goods or
services AFTER 6/30/2014, that will be paid after 6/30/2014, from a
State fund and are > $500? If yesnotify Tara Scott in accounting
by sending either a Purchase Order copy or a signed contract that
has been initiated by 6/30/2014.
Slide 44
Decision Trees (Continued) B-Accruals Have I received goods or
services BEFORE 6/30/2014 that will be paid after 6/30/2014 and
invoice is > $500? If yesNotify Tara Scott in accounting by
sending either an invoice, packing slip or a signed contract.
Slide 45
10 MIN BREAK
Slide 46
UM FOUNDATION UM FOUNDATION Fiscal Year End Procedures for UM
Foundation Payments to UM Withdrawal Requests to Foundation Offices
by Tuesday, June 24th for last ACH payment on Thursday, June 26 th
NO advances to index codes - transfer has to be for actual expenses
incurred Exception will be made for reimbursements for June payroll
expense. Expense will be an advance and will need to be cleared
with June Banner report as soon as June payroll is processed All
other fiscal year 2014 expenses Withdrawal requests to Foundation
Offices by July 18 th Clear outstanding advances by June 27 Any
outstanding advance over the fiscal year-end needs an explanation
as to why its still outstanding Exception for June payroll
reimbursements. Expense will be cleared in fiscal year 2014 with
June Banner report Questions Contact Jamie Stanton at 4788
Slide 47
Helpful Tips Enter JVs that post within your department (JD1
& JD2) This will help with faster processing Please reference
the Banner document number in your JV document text Please monitor
all deadlines and notify Business Services right away if unable to
meet a deadline Please monitor your accounts and get your requests
in to the Foundation for Gift accounts by June 24 th Contact the
appropriate service area with questions (Accounts Payable,
Procurement, Accounting, Systems) Dates on JVs are critical; Please
specify which FY you would like to post. Please print name and
phone extension on JVs you send over to Business Services.
Slide 48
Tools for Monitoring FYE Activity Banner Finance JGIBDST Org
Budget Status FGITBSR Trial Balance Summary UMDW Operating
Statement Trial Balance Payroll UMDW Contact: Business Services
Systems Bob Hlynosky Ext 2494
Slide 49
Banner JGIBDST Enter Index, Fund or Orgn and FY on Banner form
JGIBDST Banner nets total revenues less total expenses
Slide 50
Banner Drill-Downs & User ID Searches To see the
transactions for a specific account in JGIBDST, select options and
Transaction Detail (JGITRND)
Slide 51
Banner Drill-Downs & User ID Searches (Continued) JGITRND
Here are all the transactions for account 62280
Slide 52
Banner Drill-Downs & User ID Searches (Continued) How do I
found out who entered my document (J0288872)? When searching on
JGITNRD, use the bottom scroll bar find the user ID field.
Slide 53
Banner Drill-Downs & User ID Searches (Continued) JGITRND
To find the highlighted document, select options & Query
Document (By Type)
Slide 54
Banner Drill-Downs & User ID Searches (Continued) When
document number comes up; hit control page down. FGIDOCR shows the
transaction lines that were entered for the document selected.
Slide 55
Banner FGITBSR Enter Fund and FY on Banner form FGITBSR
Slide 56
Banner Drill-Downs & User ID Searches (Continued) Other
forms for finding user ID: FOIAPPH will show the document
approver(s) as well as the originating user for most transactions.
Feed documents list only Systems Banner users because they perform
the final upload.
Slide 57
Banner Drill-Downs & User ID Searches (Continued) JGIDOCR
Click on the document look-up button Enter a query on the new form
(JGQDOCN) for the selected document (J0288872) to see the User
ID
Slide 58
Banner Drill-Downs & User ID Searches (Continued) To
identify the person associated with the User ID, go to FOMPROF and
query on the user ID
Slide 59
UMDW Operating Statement Enter your Index, Fund, or Orgn Keep
the default Fiscal year as FY14 Run Operating Report #2 for State
Accounts and Operating Report #2 or #7 for Non-State Accounts
(includes fund balance)
Slide 60
UMDW Results
Slide 61
UMDW Trial Balance Enter Fund Keep default fiscal year as FY14
Run General Report #1 Trial Balance
Slide 62
UMDW Results
Slide 63
UMDW Payroll Enter Index, Fund or Orgn Enter Acct Types
61,62,63 for the Wages and Salaries only Keep the default Fiscal
Year 14 Run Payroll Report #7