FISCAL YEAR END INFORMATION-FY17
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. 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 & COST CENTER BALANCES:
Please review your cost centers for any corrections or changes in funding. GUS Cloud transaction can be found in the Dashboard reports. Postings are scheduled daily to complete at 10:00 am & 3:00 pm. 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 FY17 to the Business Office by NOON on June 8, 2017.
The Purchasing Office web site provides information about deadlines and procedures regarding the procurement card, requisitions, and purchase orders.
FY17 Invoices: Must be received via the Invoice Imaging scan queue by June 20th. These Invoices will be Initiated by the Business Office into approval workflow by June 21st. For these Invoices to be paid in FY17 they must be through workflow approvals by the time we send the last file to Topeka on June 22nd. The responsibility for the timeliness of those approvals are out of our control, but you can do your best to get those transactions approved by those in your department!
FY18 Invoices: Invoices that you DON’T WANT paid until FY18, do not send to the scan queue until we have closed the GUS Cloud AP Module, approximately June 28th.
Travel Expense Reimbursements: Expense Reports received and processed by June 22nd will be posted as FY 17. Expense Reports not processed by June 22nd will be posted in FY 18.
Procurement Card Expenses: All PCard charges will be loaded to the GUS Cloud Expenses module through posted date of June 5th. These Expense Items should be entered and reconciled as quickly as possible to allow audit and posting by the Business Office. All procurement card entries, with all supporting attachments, posted through June 5th need to be through the approval process by 4:30p.m. on 6/12/17.
Remember all charges posted to PCards on or after June 6th will post in FY 18.
Encumbrances: No more Encumber Funds Form. Encumbrances will only occur when: 1.Send PO to Supplier 2.Punchout.
If there is a need to Encumber funds, the Purchasing Office will help you with those encumbrances > $5,000.
New Vendors: Any invoices or purchase orders to be paid/encumbered to a new supplier requiring setup in the vendor file must be turned in with a completed W-9 by 06/16/17 to allow time for processing.
SERVICE CLEARING: All clearings will be cutoff and submitted by 12:00 p.m. Friday, June 9th. All clearing charges will be accounted and visible on dashboard reports by 6/12/17.
DEPOSITS: Last day for fiscal year 2017 deposits is June 16, 2017 at 11:00 AM. Deposits processed in the Cashiers and Student Accounts Office after June 16th will be dated fiscal year 2018.
Please Note-Foundation has different end of year deposit deadlines!
CHANGE FUNDS: All change funds must be returned to their authorized amounts by 06/30/17
Complete a DA-75 Reconciliation of Change Fund as of June 30, 2017. Your change fund must be intact at June 30th. Restore any shortage or deposit any overage by June 16th.
Send your completed form to Lyndy Little in the Cashiers Office
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.