Fiscal Year End 2013

Fiscal Year End2013

Revised

Closing Procedures• UKANS

• Procurement Website in procedures section• http://www.procurement.ku.edu/fiscal-year-end-polici

es

• KURES• RGS Website in forms/policies section

• http://research.ku.edu/travel_expense_reports

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

UKANS May 24 12:00 p.m. RFP for any dollar amount PurchasingUKANS & KURES June 7 12:00 p.m.

FY 2013 payroll adjustments and retroactive funding adjustments Payroll

UKANS June 7 5:00 p.m.All budget transfers that must be processed by the Budget Office for FY 2013

Budget Office

UKANS June 14 5:00 p.m.Internal budget transfers processed by depts. Budget Office

UKANS June 14 June cycle date for P-card transactions. P-card

Dates in red are revised

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

UKANS & KURES June 19 12:00 p.m.

No additional KUPPS transactions can be submitted into workflow. Transactions already in workflow can be moved through.

Purchasing & Payments

UKANS June 19 12:00 p.m.Cancellation of warrants, accounting changes or journal entries (org., fund, etc.)

Payments

UKANS June 19 5:00 p.m.

Dept. deposits due in drop-box in either Strong Hall or Carruth O’Leary. Deposits are still accepted after this, but will be FY 2014.

Deposits

Dates in red are revised

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

UKANS June 19 12:00 p.m.

All AP transactions must be approved by the department and received by UKANS for processing. This includes check requisitions, SOV, travel, and all payment types.

Travel expense reports must be approved by the department. Any expense report received after the deadline will not be approved centrally until FY 2014 processing begins in July.

Payments

Dates in red are revised

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

UKANS June 20 5:00 p.m.

Statement deadline for all P-card transactions. All transactions must be reconciled and approved by the department by this time.

P-card

Dates in red are revised

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

KURES June 26 12:00 p.m.

All AP transactions must be approved by the department and received by KURES for processing. This includes check requisitions, p-card, SOV, travel, and all payment types. Travel expense reports must be approved by the department. Any expense report received after the deadline will not be approved centrally until FY 2014 processing begins in July.

Payments

DeadlinesFY 2013 Deadlines

Business Unit Date Time Subject Matter Topic

KURES June 26 12:00 p.m.FY13 PO closures, adjustments and entry

Purchasing

KURES June 28 12:00 p.m.Dept. deposits due in Accounting Services for KURES Deposits

KUPPS• June 19 12:00 p.m.

• Entry access stopped• No orders placed into workflow

• Emergency• Order direct• Use P-card

Travel• Expense reports

• No provision for central entry as in past years

• Not locked out of system

• Dept. approved before deadline• Otherwise will wait until FY 2014 activity begins in July

• Travel authorizations• Depts. may enter and approve throughout year-

end processing

Procurement Card• Regardless of when purchased, if on June

statement will be FY 2013• July statement will be FY 2014

• All P-card transactions must be reconciled and approved by the dept. by June 19.

• Pending and approved transactions viewed at www.commercialcardcenter.com

Purchase Orders• Generated automatically by KUPPS• Reflected as a commitment in DEMIS• Reporting

• Balances—Use query DEPT_PO_BALANCE_BY_DEPT

• Activity—PO activity report in DEMIS

Carry Forward Balances• Based on “cash” basis• Internal carry forward processes not changing• Questions regarding carry forward of specific

funds• Contact unit’s Dean’s Office or Vice Provost Office

Reminders• Meet deadlines

• Combined UKANS and KURES list on May 3 Hawkfin and dddc-l distribution

• No transactions entered after deadlines• System access will be restricted based on

transaction types• Notices will be sent via Hawkfin when FY 2014

entries can begin in early July

Contact informationUKANS Contact Information

Topic Name Telephone EmailBudget Office Mary Ann Richey 4-3137 marichey@ku.edu Payables Aimee Garcia

Mike Lewis4-59644-5938

aimeeg@ku.edumalewis@ku.edu

Payments P-card Vouchers Check Requests SOV Travel

Your Payables Contact:Patti AndersonLinda BruceMindy DusilNancy JostAngela LenahanChris KrampsLily YuRechelle Wustefeld

4-59424-49884-59354-49244-59364-59394-59404-5941

patti6@ku.edulkbruce@ku.edu mdusil@ku.edun381j358@ku.edu alenahan@ku.edu ckramps@ku.edu lilyyu@ku.edu rwustefeld@ku.edu

Purchasing Services Purchasing Requests Purchasing Requisitions Other

Carla SwoyerEphrom MarksRick Beattie

4-59724-58114-5971

cswoyer@ku.eduemarks@ku.edurbeattie@ku.edu

FACC Accounting Changes Cash Transactions

John MulvihillWendy ReesePeggy Nichols

4-59464-59434-5953

jmulv03@ku.eduwreese@ku.edupnichols@ku.edu

Payroll Payroll Services 4-4385 payroll@ku.eduOther Matters Karen Banning

Katrina YoakumBarry SwansonRichard McKinney

4-59774-32614-59784-3136

kbanning@ku.edukyoakum@ku.edubswanson@ku.edurlm@ku.edu

Contact informationKURES Contact Information

Topic Name Telephone EmailBudget Debbie Mitra 4-6801 dmitra@ku.edu

DepositsAnnie RajaeiKaren Schaller

4-74494-4702

annieadh@ku.edu kschaller@ku.edu

Purchasing Services Purchasing Requests PO Vouchers P-card

Linda KerrKathy Jansen

4-59764-3063

lkerr@ku.edu kjansen@ku.edu

Accounting Services Vouchers Travel Payments

John LutherBrenda BarskiLisa LaBlanc-WillisKim RayTeresa ReiterKaren SchallerJenni Stinnett

4-74274-77804-72354-74644-61434-47024-7297

j529l322@ku.ed b362b771@ku.edullablanc@ku.edu kray@ku.edu t542r266@ku.edu kschaller@ku.edu jstinnet@ku.edu

Post-Award Services Michelle Ginavan Hayes 4-7688 mginavan@ku.edu Payroll Connie Jordan 4-7730 cjordan10@ku.edu

Other Matters Linda SadlerJohn Luther

4-72394-7427

lmsadler@ku.eduj529l322@ku.edu