FISCAL YEAR END INFORMATION-FY16
This site is intended to provide information that will assist your department with a smooth fiscal year-end closing. Your assistance is greatly appreciated.
You will notice these dates are much more expedient than in the past. This is due to a change mandated by the State of Kansas - Department of Administration beginning in FY13 that eliminated concurrent processing at fiscal year-end. We sincerely appreciate your cooperation. The various deadlines are important as there are several processes items must go through once they arrive at the Business Office. If you have any questions you may contact Barbara Winter at 4152, Misty Button at 4150, or Don Hartshorn at 4153.
CORRECTIONS & UNIT BALANCES: Please review your units for any corrections or changes in funding. Transactions may be reviewed through GL.LOOK or monthly unit reports. It is recommended that the account reconciler do a regular review of transactions as they post. This will allow issues to be addressed quickly as they arise. Please have any corrections or changes for FY16 to the Business Office by NOON on June 9, 2016.
The Purchasing Office web site provides information about deadlines and procedures regarding the procurement card, DPR's, and purchase orders.
Pay Vendor (DPR): Use the Pay Vendor form to request an AP check for payment of goods and services that have already been received. FY16 Pay Vendor requests will be accepted through 6/30/16. These will be vouchered in FY 16.
All payments that need to be paid (check printed or ACH) by June 30 must be received (approved in GM) by 6/20/16. Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY16 payment request.
It is imperative that department's get Pay Vendor requests through Gorilla Marketplace by 06/20/16 so that the Business Office will have time to get the requests vouchered and into the SMART system by the State’s June 23rd deadline. If the transaction is not vouchered by that date, it will be an outstanding purchase order/encumbrance for FY16 and paid in July thus the vendor will not receive payment by 6/30.
Travel Reimbursements/ DA-121 claims: All travel claims for FY16 should be submitted to the Business Office no later than 4:00p.m. on 6/27/16. All travel involving a travel advance must be processed by 6/10/16 so that the advance can be reimbursed by 6/17/16.
If travel is complete with the appropriate documentation, and you can get all approvals in GM by 6/27/16 at 4:30, use the Pay Vendor form with actual expenses.
If travel is not complete and/or you cannot get all documentation completed in GM by 6/27/16 at 4:30, then complete the transaction in GM using the Encumber Funds form with estimated expenses.
PCard Entry/Reconciliation (BPC): The PCard Entry Form is used to enter and approve funding on PCard transactions that are made outside the Gorilla Marketplace. These transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions. All procurement card transactions and supporting documents for the June 3rd billing statement must be to the Purchasing Office by 4:30 p.m. on 6/7/16. Remember all charges posted to the BPC on or after June 4th will require FY17 funding, EXCEPT FOR FOUNDATION FUNDED BPC TRANSACTIONS. FOUNDATION FUNDED BPC TRANSACTIONS WILL USE FY16 FUNDS UNTIL 6/30/16.
Encumber Funds: An encumbrance is used at the end of the fiscal year to record obligations that have been incurred during the year but will not be paid before the close of the fiscal year. If you have any expenses for FY16 that you will not receive and/or pay until after 7/1/16, please complete the Encumber Funds form with the estimated charges including freight by June 30th. Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 16 purchase order/encumbrance. The Encumber Funds form in Gorilla Marketplace will be available through 4:30 p.m. on 6/30/16.
Do Not use the Encumber Funds form if:
Do use the Encumber Funds form if:
Listed below are some general guidelines for determination of the appropriate fiscal year for some common departmental expenditures.
New Vendors: Any orders to be paid/encumbered to a new vendor requiring setup in the vendor file must be turned in with a completed W-9 by 06/10/16 to allow time for processing. Any questions concerning vendors should be directed to Shari Saia in the Purchasing Office at Ext. 4167.
SERVICE CLEARING: The Business Office will need all clearings by 12:00 p.m. Friday, June 10th. All clearing charges will be posted and visible on your units by 06/20/16.
DEPOSITS: All receipts or collections received and/or dated in June must be deposited BEFORE 11 a.m., Friday, June 17, 2016.
CHANGE FUNDS: All change funds must be returned to their authorized amounts by 06/30/16.
We sincerely appreciate your cooperation. The various deadlines are important as there are several processes items must go through once they arrive at the Business/Cashiers Office. If you have any questions you may contact Barbara Winter at 4152, Misty Button at 4150, or Don Hartshorn at 4153.