Year End Clo seout Budget: Financial Systems: General Accounting: Purchasing: Travel: Devany Groves Chiquita Bryant Valerie Stevenson Kathy Ritter Angela

Year End Clo seout Budget: Financial Systems: General Accounting: Purchasing: Travel: Devany Groves Chiquita Bryant Valerie Stevenson Kathy Ritter Angela Lee

A little housekeeping Please turn all cell-phones to silent/vibrate Expected course length: 2 hours Questions are welcome

We will cover.... Review Cutoff Dates Processes Involved Steps to Take Now Discussion of FAQs Q&A

Intended Audience This course is designed to assist the attendees with the year-end process for fiscal year 2011

BIDS The following dates apply to the submission of requisitions to be charged against the current year budget that require a formal solicitation process ($50,000 and above) MONDAY, MARCH 14 Invitations to Negotiate * MONDAY, APRIL 4 Request for Proposals * MONDAY, MAY 2 Invitations to Bid * Only the services completed and items received prior to July 1, 2011 will be encumbered in this fiscal year

FY 11 REQUISITIONS FRIDAY, June 10, 2011 Final day to submit requisitions for encumbrances in the current year, 2010/2011 Service Agreements for independent contractors can only be processed for services to be rendered on or before June 30, 2011 Vendor registration and form W-9 must be sent to the purchasing office as an attachment to any requisitions requesting orders from vendors not already in the Banner vendor file

FY 11 REQUISITIONS (cont.) General Revenue & Carry Forward commitments made through these encumbrances (committed PO) MUST be received and paid by September 30, 2011. On October 3, 2011, all un-cleared committed POs will be deleted. When an alternative funding source is identified, a direct pay (referencing the 10/11 PO documentation) can be processed against new FY12 budget. Please note that change orders can not be accepted in FY12 for committed encumbrances. This deadline does not apply to construction contracts and requisitions charged against a contract and grant that crosses the fiscal years.

FY 11 REQUISITIONS (cont.) Requisitions requiring processing prior to July 1 for contractual services such as equipment maintenance contracts commencing after June 30 cannot be processed, unless the request is for: 1. service(s) that offer a savings to the University if processed/ordered before July 1 or 2. orders for services beginning in July that must be processed in June to ensure the start, or uninterrupted continuation, of the service. This must be documented on your requisition.

CHANGE ORDERS FY11 FRIDAY, June 10, 2011 Final day to submit change orders to increase encumbrances in the current year, 2010/2011, is June 10. After this date this type change order will be returned unprocessed to the user department. Change orders will continue to be accepted for the purposes of liquidating an encumbrance or closing an open purchase order.

SPECIAL REQUEST TRAVEL ADVANCES FRIDAY, June 3, 2011 Special Requests for travel advances for trips anticipated during the month of June should be submitted to the Travel Office for processing by Friday, June 3, 2011.

TARs (Travel Auth. Requests) TUESDAY, June 14, 2011 Paper Travel authorization requests (TARs) will only be accepted for advances, students and non-UNF employees (i.e. candidates for employment). Paper TARs for trips anticipated during the month of June should be submitted to the travel office for accrual against current years funds by June 14. This includes charges for rental car, per diem, and registration for seminars, workshops and conferences occurring in June. Accruals will be based on the number of travel days occurring in June. Complete details for all anticipated trip expenses should be hand- noted on the TAR for accrual purposes.

TARs continued Travel accruals on TARs will be recorded in Banner only for travel where travel starts in June, will not be completed until after fiscal year 2011-12 starts and the traveler will not return to campus for the reimbursement report to be submitted by July 7. Please remember that travel reimbursement reports need to be submitted to Accounts Payable within 5 days after the trip is completed. The travel accrual will be posted on July 13.

Telephone Billings TUESDAY, June 14, 2011 Interdepartmental telephone billings will be charged through the June invoice, as of June 14. Suncom charges are billed 2 months in arrears. Therefore, May & June charges will be charged against next fiscal year FY12s Budget (will be 12 months of charges in each fiscal year).

T&E Travel Authorizations Wednesday, June 15, 2011 This is the first day to submit T&E Travel Authorizations (TAs) for the 2011/12 fiscal year. PLEASE NOTE: You must revise the report date of the TA to July 1.

New FY12 Requisitions WEDNESDAY, JUNE 15, 2011 First day to submit requisitions (R12xxxx) for the 2011/2012 fiscal year. NOTE: You MUST revise the transaction date of the req to July 1, 2011 or the requisition will be denied.

FY11 Office Supply Orders FRIDAY, JUNE 17, 2011 Last day to submit office supply orders (i.e. Office Max)online to ensure payment in current fiscal year. Any office supplies ordered after June 17 may be charged to your 2011/2012 budget.

Cashiers Office FRIDAY, JUNE 24, 2011 Final day to deposit refunds collected for reimbursement of current years expenditures. This includes reimbursements made from Foundation accounts and any travel expense refunds. Last day to clear any employee outstanding AR balances.

Payroll Budget Considerations FRIDAY, JUNE 24, 2011 The July 1 payroll (for both Salaried and OPS employees) will include 10 days (full payroll period) that will be charged to the current fiscal year (2010/11). The July 15 payroll will include amounts for 6/25-6/30 (4 days for most dept) to be charged to current fiscal year 2010/2011. Please ensure that you have sufficient budget to cover these OPS expenditures.

PAYROLL-REGULAR FRIDAY, JUNE 24, 2011 Payroll transactions for pay period ending June 24 shall be approved by Monday, June 27 at 10:00 a.m. for paychecks dated July 1. Following the completion of the payroll process on June 28, time sheets will not be available until positions roll to a new fiscal year which should be on Thursday, June 30

T&E - Travel Information WEDNESDAY, June 29 TAs will need to be approved by the final approver by June 29. Accruals will not be processed for TAs. Only reimbursable expenses are encumbered (non- reimbursable expenses are not encumbered). Any non-reimbursable expense (i.e. lodging) that needs to be encumbered can be listed as a reimbursable expense.

T&E Continued When the TR is completed these expenses will need to be listed in the appropriate category (reimbursable or non-reimbursable). General revenue and carry forward TA encumbrances (committed) MUST be paid by September 30, 2011. On October 3, 2011, all un- cleared FY11 TA encumbrances will be deleted.

INVENTORIES THURSDAY, JUNE 30, 2011 All inventories should be completed and documentation should be sent to the Controllers office.

DEPARTMENTAL DEPOSITS THURSDAY, JUNE 30, 2011 Departments that process their own transmittals MUST have sessions closed/updated AND their transmittals/backup posted on the N:Drive by 3 PM on June 30 th. All other departments MUST have their deposits and transmittals/backup on the Q:Drive by 2 PM on June 30 th for the Cashiers Office to process.

INTER-DEPARTMENTAL RECHARGES WEDNESDAY, July 6, 2011 Final day for Auxiliary Services, Physical Facilities & Purchasing to submit inter-departmental charges for duplicating, convenience copying, postage, building service, etc. for the year ending June 30, 2011. Campus Departments should contact the department initiating the charge if you have questions concerning the departmental submissions to these respective areas.

P-CARD PURCHASES WEDNESDAY, JULY 6, 2011 P-card purchases incurred through June 30 will be charged to FY11 if the charge hits Regions Bank by July 5. If a P- card transaction is made at the end of June & does not process through the bank by July 6, it will be paid from FY12 budget. P-card charges will be made available for coding in FAAINVT on July 6 & approvers must code transactions by the end of the day, or they will appear in the default account 771098 and will need to be transferred to the correct expense account code. All amounts must be cleared from the P-Card default account no later than July 7. P-cards SHOULD NOT be used until after June 30 th for any FY12 (2011-2012) purchases.

INVOICES AGAINST ENCUMBRANCES (REGULAR POS AND STANDING ORDERS) THURSDAY, July 7, 2011 All invoices against encumbrances must be received in the Controllers Office to ensure processing against your current years budget. All encumbered regular purchase orders against general revenue & carry forward funds will be rolled to new year FY12 Committed if not processed by deadline date. The related committed encumbrance must be fully expended by September 30, 2011 or the expense will be charged against your 2011/2012 budget.

DIRECT PAY INVOICES THURSDAY, July 7, 2011 Last day to submit direct pay requests online in Banner for FY11. All supporting documentation must also be received in the Controllers office by July 7. All travel reimbursement forms for 2010/2011 must be submitted by July 7. Any travel which has occurred by June 30 for which a TAR/TA has been filed & reimbursement has not been processed will be accrued based on the TAR (for the number of travel days in June only). Direct pay requests submitted after the deadline date will be charged against the 2011/2012 budget (FY12).

CORRECTING JOURNAL ENTRIES THURSDAY, July 7, 2011 Any correcting transfers of expenses must be submitted to General Accounting All amounts must be cleared from the default P-card account (771098) by the end on the day July 7.

NSF TRANSACTIONS THURSDAY, JULY 7, 2011 ALL 2010/2011 EXPENDITURES THAT ARE NSF MUST STILL BE PROCESSED AGAINST YOUR CURRENT 2010/2011 BUDGET (FY11). EACH DIVISION WILL BE RESPONSIBLE FOR CLEARING NEGATIVE BALANCES BY TRANSFERRING BUDGET OR DELETING ENCUMBRANCES.

Timesheets & Leave Payouts THURSDAY, July 7, 2011 Last day for 2010/2011 timesheets to be submitted to payroll to assure processing against the 2010/2011 Budget. Any Leave payouts that are to be paid from the 2010/2011 budget must be routed through HR to the Controllers office by July 7.

FY11 Standing Orders FRIDAY, JULY 29, 2011 All balances on Committed standing purchase orders (V11xxxx) will be liquidated and closed.

FY11 GR COMMITMENTS SEPTEMBER 30, 2011 PLEASE REMEMBER THAT ALL GENERAL REVENUE & CARRY FORWARD 2010/2011 COMMITMENTS MUST BE RECEIVED AND PAID BY SEPTEMBER 30, 2011. General Revenue & Carry Forward commitments made through these encumbrances (committed PO) MUST be received and paid by September 30, 2011. On October 1, 2011, all un-cleared POs will be deleted. When an alternative funding source is identified, a direct pay (referencing the 10/11 PO documentation) can be processed against a FY12 budget. Please note that change orders can not be accepted in FY12 for committed encumbrances.

STEPS TO TAKE NOW Review all TARS/TAs and cancel/finalize all TARS/TAs for which NO travel will occur. This will insure that the correct amount is accrued. Settle out Registrations and Airline ticket credits and unused tickets charged on your P-card by June 24.

STEPS TO TAKE NOW Review all outstanding encumbrances and OPS employee commitments to ensure that sufficient balances are available to cover anticipated payments through June 30, 2011. Use Finance Self Service (FSS) budget queries OR INB queries FGIOENC & FGIENCD

STEPS TO TAKE NOW (cont.) Review pending documents and either complete & approve them OR delete them. Use Available Balance query in FSS to identify incomplete documents

STEPS TO TAKE NOW (cont.) Review detailed transactions to ensure that all transactions charged to your indexes are correct and all deposits have been recorded Use FSS budget query OR INB query FGIBDST OR E-prints report FGRODTA Keep your P-card coding up to date in FAAINVT and transfer any charges in the default P-card account 771098 to the correct expense account.

FREQUENTLY ASKED QUESTIONS http://www.unf.edu/anf/financialsystems/ FAQ_-_BANNER_FINANCE.aspx http://www.unf.edu/anf/financialsystems/ FAQ_-_BANNER_FINANCE.aspx

Q & A Ask the Panel Budget Devany Groves Financial SystemsChiquita Bryant General AccountingValerie Stevenson PurchasingKathy Ritter TravelAngela Lee

We covered Review Cutoff Dates Processes Involved Steps to Take Now Panel Discussion of FAQs Q&A

The End Thanks for attending hope this course was helpful. If you have any question related to Year End, please contact one of the year end team members or your divisional budget officer for assistance: Angela Lee x2950 Chiquita Bryant x2008 Devany Groves x2506 Kathy Ritter x2733 Valerie Stevenson x2989

Documents

Year End Clo seout Budget: Financial Systems: General Accounting: Purchasing: Travel: Devany Groves Chiquita Bryant Valerie Stevenson Kathy Ritter Angela