Fiscal Year End 2013

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Fiscal Year End 2013. Revised. Closing Procedures. UKANS Procurement Website in procedures section http://www.procurement.ku.edu/fiscal-year-end-policies KURES RGS Website in forms/policies section http://research.ku.edu/travel_expense_reports. Deadlines. Dates in red are revised. - PowerPoint PPT Presentation

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Fiscal Year End2013

Revised

Closing ProceduresUKANSProcurement Website in procedures sectionhttp://www.procurement.ku.edu/fiscal-year-end-policies KURESRGS Website in forms/policies sectionhttp://research.ku.edu/travel_expense_reports

DeadlinesFY 2013 DeadlinesBusiness UnitDateTimeSubject MatterTopicUKANSMay 2412:00 p.m.RFP for any dollar amountPurchasingUKANS & KURESJune 712:00 p.m.FY 2013 payroll adjustments and retroactive funding adjustmentsPayrollUKANSJune 75:00 p.m.All budget transfers that must be processed by the Budget Office for FY 2013Budget OfficeUKANSJune 145:00 p.m.Internal budget transfers processed by depts. Budget OfficeUKANSJune 14June cycle date for P-card transactions. P-cardDates in red are revised

DeadlinesFY 2013 DeadlinesBusiness UnitDateTimeSubject MatterTopicUKANS & KURESJune 1912:00 p.m.No additional KUPPS transactions can be submitted into workflow. Transactions already in workflow can be moved through.Purchasing & PaymentsUKANSJune 1912:00 p.m.Cancellation of warrants, accounting changes or journal entries (org., fund, etc.)PaymentsUKANSJune 195:00 p.m.Dept. deposits due in drop-box in either Strong Hall or Carruth OLeary. Deposits are still accepted after this, but will be FY 2014. DepositsDates in red are revised

DeadlinesFY 2013 DeadlinesBusiness UnitDateTimeSubject MatterTopicUKANSJune 1912:00 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.PaymentsDates in red are revised

DeadlinesFY 2013 DeadlinesBusiness UnitDateTimeSubject MatterTopicUKANSJune 205:00 p.m.Statement deadline for all P-card transactions. All transactions must be reconciled and approved by the department by this time. P-cardDates in red are revised

DeadlinesFY 2013 DeadlinesBusiness UnitDateTimeSubject MatterTopicKURESJune 2612:00 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 DeadlinesBusiness UnitDateTimeSubject MatterTopicKURESJune 2612:00 p.m.FY13 PO closures, adjustments and entryPurchasingKURESJune 2812:00 p.m.Dept. deposits due in Accounting Services for KURESDeposits

KUPPSJune 19 12:00 p.m.Entry access stoppedNo orders placed into workflowEmergencyOrder directUse P-card

TravelExpense reportsNo provision for central entry as in past yearsNot locked out of systemDept. approved before deadlineOtherwise will wait until FY 2014 activity begins in JulyTravel authorizationsDepts. may enter and approve throughout year-end processing

Procurement CardRegardless of when purchased, if on June statement will be FY 2013July statement will be FY 2014All P-card transactions must be reconciled and approved by the dept. by June 19.Pending and approved transactions viewed at www.commercialcardcenter.com

Purchase OrdersGenerated automatically by KUPPSReflected as a commitment in DEMISReportingBalancesUse query DEPT_PO_BALANCE_BY_DEPTActivityPO activity report in DEMIS

Carry Forward BalancesBased on cash basisInternal carry forward processes not changingQuestions regarding carry forward of specific fundsContact units Deans Office or Vice Provost Office

RemindersMeet deadlinesCombined UKANS and KURES list on May 3 Hawkfin and dddc-l distributionNo transactions entered after deadlinesSystem access will be restricted based on transaction typesNotices will be sent via Hawkfin when FY 2014 entries can begin in early July

Contact informationUKANS Contact InformationTopicNameTelephoneEmailBudget OfficeMary Ann Richey4-3137marichey@ku.edu PayablesAimee GarciaMike Lewis4-59644-5938aimeeg@ku.edumalewis@ku.eduPaymentsP-cardVouchersCheck RequestsSOVTravelYour Payables Contact:Patti AndersonLinda BruceMindy DusilNancy JostAngela LenahanChris KrampsLily YuRechelle Wustefeld4-59424-49884-59354-49244-59364-59394-59404-5941patti6@ku.edulkbruce@ku.edu mdusil@ku.edun381j358@ku.edu alenahan@ku.edu ckramps@ku.edu lilyyu@ku.edu rwustefeld@ku.eduPurchasing ServicesPurchasing RequestsPurchasing RequisitionsOtherCarla SwoyerEphrom MarksRick Beattie4-59724-58114-5971cswoyer@ku.eduemarks@ku.edurbeattie@ku.edu FACCAccounting ChangesCash TransactionsJohn MulvihillWendy ReesePeggy Nichols4-59464-59434-5953jmulv03@ku.eduwreese@ku.edupnichols@ku.eduPayrollPayroll Services4-4385payroll@ku.eduOther MattersKaren BanningKatrina YoakumBarry SwansonRichard McKinney4-59774-32614-59784-3136kbanning@ku.edukyoakum@ku.edubswanson@ku.edurlm@ku.edu

Contact informationKURES Contact InformationTopicNameTelephoneEmailBudget Debbie Mitra4-6801dmitra@ku.edu DepositsAnnie RajaeiKaren Schaller4-74494-4702annieadh@ku.edu kschaller@ku.edu Purchasing ServicesPurchasing RequestsPO Vouchers P-cardLinda KerrKathy Jansen4-59764-3063lkerr@ku.edu kjansen@ku.edu Accounting ServicesVouchersTravelPaymentsJohn LutherBrenda BarskiLisa LaBlanc-WillisKim RayTeresa ReiterKaren SchallerJenni Stinnett4-74274-77804-72354-74644-61434-47024-7297j529l322@ku.ed b362b771@ku.edullablanc@ku.edu kray@ku.edu t542r266@ku.edu kschaller@ku.edu jstinnet@ku.eduPost-Award ServicesMichelle Ginavan Hayes4-7688mginavan@ku.edu PayrollConnie Jordan4-7730cjordan10@ku.eduOther MattersLinda SadlerJohn Luther4-72394-7427lmsadler@ku.eduj529l322@ku.edu

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