FY2011 Year End Workshop Photo courtesy of Priscilda Garza

FY2011 Year End Workshop

Photo courtesy of Priscilda Garza

PURPOSE OF WORKSHOP

1) Review of Yr. End Memo-Judy Harral, Executive Director, Administrative Services

2) Open Commitment –Priscilda Garza, Senior Buyer

3) Receiving – Judy Harral, Executive Director, Administrative Services

4) Travel/Voucher Create-Trina Eyring, Accounts Payable Specialist IV, Gracie Olalde, Card Services Coordinator

5) Accounting- Lisa Garza, Accountant

6) Procurement Card – David Davila, Director of Procurement & Disbursements Ruben Gonzalez, P-Card Coordinator

7) Fiscal Yr. 2012- Judy Harral, Executive Director, Administrative Services

8) Question & Answers

Photo courtesy of Priscilda Garza

YEAR END DEADLINES - PURCHASE REQUISITIONS FOR FY 2011 The deadlines and instructions for on-line submittal of requisitions for the remainder of fiscal year 2011 are listed below.

*Facilities Modification Request for Large Scale Construction Projects submitted to Physical Plant ($25,000 or above)

May 13, 2011

*Facilities Modification Request for Small Construction Projects submitted to Physical Plant (Below $25,000)

May 20, 2011

Requisition ($25,000 or above) June 01, 2011

Requisition ($<$25,000) June 30, 2011

State and TxMAS Contracts, Cooperatives and Blanket Awards July 06, 2011

Limited Purchases through FAMIS (< $5,000) August 22, 2011

Procurement Credit Card must be “POSTED” on SDOL by: August 31, 2011 **(TBD)**

Facilities Modification expectations to have projects completed by August 26, 2011. Contact Susana Gonzalez at ext. 2445 for questions.

GRANT AccountsIf you have a grant account fund and an exception is necessary to meet your contractual obligation, it will be granted after review on a case by case basis.

Type of Purchase Deadline

FISCAL YEAR 2011

DCBA Credit Card Expenses must be “Posted” on SDOL by: August 31, 2011

FISCAL YEAR DETERMINATION The following guidelines are used for determining which fiscal year will be charged when submitting a requisition.

Consumable items - (object codes 4010-4030, 4030-4090) purchase of consumable items must be charged to the fiscal year in which the delivery of the consumable item occurred. Example of consumables - general office supplies, paper, batteries, cleaning & janitorial supplies, etc.

If your FY 2011 order is received at the University after August 31, 2011 it will be charged to your FY 12 account. Remember on use of the limited purchase orders toward the end of year, departments must allow time for the order to be shipped or delivered. It is recommended to use local vendors toward the end of August so as to assure delivery of order Prior to August 31, 2011.

Example A- Order using Consumable Items FY2011 funds (Object Code: 4010)

10 Cases of Copy Paper ordered on AUGUST 12th

10 Cases of Copy Paper received on AUGUST 26th

FY2011 Funds are OK since received within Fiscal Year 2011

Example B- Order using Consumable Items

FY2011 funds(Object Code: 4010)10 Cases of Copy Paper ordered on AUGUST 13th 10 Cases of Copy Paper received SEPTEMBER 03rd

FY2011 Funds can NOT be used & the object code used will NOT permit rollover to FY12.

Resolution: FY2012 Funds must be used to pay for order(use Voucher Create)

SERVICES:(object codes 5350-5680)

The purchase of services must be charged to the fiscal year in which the services were rendered. Please do not issue orders for services to cross fiscal years. Create Limited or Requisition for Current Fiscal Year to end 08/31/2011 and then create Limited PO or Requisition for service beginning on September 01, 2011 for FY12.

CAPITAL ASSETS & CONTROLLED ASSETS (object codes 5750-5772, 5773-5797 & 8000)

Equipment that has a value of $5,000.00 or more and an estimated useful life of more than one year is considered a Capital Asset. A Controlled Asset is equipment that does not meet the capitalization threshold but that must be inventoried and tracked due to the nature of the item (Example: computers, cameras, etc.).

These Assets must be charged to any fiscal year or combination of fiscal years that are in existence on the date that the purchase order is awarded. Note: If order is not delivered by 8/31/2011, purchase order will roll forward and funds remain encumbered until received.

Object Code# 8440: New $$ amount of 100,000 vs. 5,000 per State of Texas GASB51 Utilize 5761 when under 100,000

Example A- Order using Capital & Controlled ItemsFY2011 funds

(Object Code: 5787)10 Computers ordered on AUGUST 12TH

10 Computers received on SEPTEMBER 5TH

This order WILL Rollover with FY11 funds due to Object Code 5787 being used as long as the purchase order has been placed PRIOR to 08/31/2011

NOTE: It is OK for order to come in after 08/31/2011 due to “Object Code” rolling forward.

MIXED PURCHASES

When an order is a combination of consumable, service and capital, whichever item is the dominant purpose would govern the entire purchase for determining the fiscal year.

Exception to the Fiscal Year Determination Procedures

Subscription to memberships, registrations, magazines and newspaper (object code – 5211-5217,5765)

A particular fiscal year may be used to pay for the complete cost of a membership, magazine or newspaper subscription even if the subscription covers more than one fiscal year, providing that the subscription begins in the fiscal year being charged.

"SAMPLES OF THE OBJECT CODES THAT WILL ROLLOVER FOR THE YR. END CLOSE OUT"NON-CONTROLLED & NON CAPITALIZED CAPITAL OUTLAY $100,000> (BUDGET POOL/8000) CONSTRUCTION IN PROGRESS (C.I.P.)*

FURNISHINGS & EQP. $0.00 - $4,999.99 Purchase of Land 8010 CAPITALIZE ALL $ (BUDGET POOL/8000) (BUDGET POOL/4000) FAMIS Purchase of Buildings 8110 FAMISOffice Furn and Equip - $0-4,999.99 5750 Building Improvements 8115 C.I.P. - Constr/Rehab of Buildings 8710Medical & Lab Equip - $0-4,999.99 5751 F & OI Drives/Prkng Lots/Paths/Trails 8210 C.I.P. - Con/Reh - Other than Bldgs 8711Institut Furn & Equip - $0-4,999.99 5752 F & OI Fences 8212 C.I.P. - Advertising 8712Shop and Indust Equip - $0-4,999.99 5753 F & OI Sports Facilities 8213 C.I.P. - Archi/Engineering Services 8714Marine Equipment - $0-4,999.99 5754 F & OI Other Facilities Improvements 8214 C.I.P. - Construction of Roads 8715Uniforms and Clothing - $0-4,999.99 5755 C.I.P. - Other Services 8725PC Peripherals/Add Ons $0-4,999.99 5760 ■ CAPITAL OUTLAY $500,000> (BUDGET POOL/8000) C.I.P. - Project Mgmt/Admin 8726

Computer Software License - $0-4,999.99 5761 Infrastructure & Infr Improvements 8250 C.I.P. - Fabrication of Equipment 8733Educ Books, Film & Ref - $0-4,999.9 5765Purchase of Animals - $0-4,999.99 5767Telecom - Equip Purch - $0-4,999.99 5770 CAPITALIZED FURNISHINGS NotesFabrication of Equip - $0-4,999.99 5772 & EQUIPMENT $5,000 + (BUDGET POOL/8000)

Real Property & Improvements - Expensed 5773▲ Motor Vehicles-Cars & Vans 8410 ■ Do not use to purchase a computer, use 5787Motor Vehicles - Trucks, Trailers, & Carts 8415Classroom Teaching Aids/Instr Equip 8420

CONTROLLED BUT NON CAPITALIZED Office Furnishings and Equipment 8421 ▲ Should be used for $0-$99,999.99 - for buildingFURNISHINGS & EQP. Medical and Laboratory Equipment 8422 and improvements other than building(Except firearms & cash registers) Specimens/Collections/Works of Art 8423 $500 - $4,999.99 (BUDGET POOL/4000) Other Instit Furn and Equipment 8424Firearms $0-4,999.99 5775 Shop, Farm & Industrial Equipment 8425 ● must have a useful life of more than one year FAX Machines $500-4,999.99 5777 Marine Equipment 8426 and more than $ 5,000 in unit value cost Stereo Systems $500-4,999.99 5780 All Other Personal Property 8427 (divide cost by number of licensee)Cameras $500.00-4,999.99 5781 Purchase of Aircraft 8430VCR's/TVs/Camcorders $500-4,999.99 5782 Computer Equipment 8435Projectors-Agy Cntrld $500-4,999.99 5783 Purchase & Maint of Cmptr Software 8440● * For all C.I.P. Accounts Only, except Cash Registers-Agy Ctrl $0-4,999.99 5785 Telecom-Equipment 8445 Acct# 8309XX, use 5471 Intra-SystemUnfrms/Clthg-Agy Ctrl $500-4,999.99 5786 AgreementComputers (micro) $500.00-4,999.99 5787Computer Printers $500.00-4,999.99 5788 LIBRARY & REFERENCE BOOKS W* Contact Purchasing Dept if usingMed/Sci/Lab EQ-AGY CT $500-4,999.99 5792 CAPITALIZE ALL $ (BUDGET POOL/8000) state money and over $10,000Golf Cart & Terrian Carts & Others $500-4999.99 5799 Library Books & Reference Materials 8510

Library Periodicals 8511

LIVESTOCK & POULTRY (BUDGET POOL/8000)Purchase of Animals 8610

Changed from 5,000 to 100,000

per State of Texas GASB51 Utilize 5761 when under 100,000

****PLEASE NOTE******** All GRANT Accounts (beginning with #6's) WILL ROLLOVER whether invoiced or received

"SAMPLES OF THE OBJECT CODES THAT WILL NOT ROLLOVER FOR THE YR. END CLOSEOUT"

OPEN COMMITMENTS The Department should be reviewing and monitoring their Open Commitment on a monthly basis by using screens 021 and 022 in FAMIS or CANOPY.

In September, the Purchasing Department will review all open commitments for status.

•Capitalized purchases (object codes 5700 and 8000 series) the encumbrance and budget will be rolled forward and still paid with FY2011 funds. •Non-capital items that are physically received by August 31, 2011 must be received in the FAMIS purchasing module by August 31, 2011.

The encumbrance will be paid with FY2011 funds upon a valid purchase order that can be verified as received by August 31, 2011.

The state requires an accurate detail of all open commitments to be rolled into the next fiscal year.

Screen 278Document Inquiry

Open Commitment

Press “F11” on Screen 278

Open Commitment

Press “F5” Invoice

Open Commitment

Press “F6” Receiving

Open Commitment

Press “F8” Accts

Open Commitment

RECEIVING REPORT

All items received by August 31, 2011 should be entered into the system by August 31, 2011. When entering on screen 321 manually enters the date received otherwise it will default to the current date. Please note: if items (consumable or services) on a receiving report are delivered after August 31, 2011, this order will be charged to your FY2012 accounts.

To be able to process payment, accounts payable will send you paperwork on a manual voucher create and reference the purchase order that was liquidated.

Important Note: If you place an order using FY2012 funds and they are delivered “before” September 1, 2011; department must use FY2011 funds to pay for goods.

IMPORTANT Reminders when doing your On-line Receiving:

Can NOT just receive in FAMIS if the item has not been “physically” delivered to campus

Make sure your order has been routed & closed- Go to screen 272 to review any “in processing” IP.

EXAMPLES: (if coming through Central Receiving)

•(FY-12 FUNDS)•Limited Purchase Order (FY12)•3 Projectors ordered on AUGUST 17TH •3 Projectors “RECEIVED” on AUGUST 31st or prior

PROBLEM: FY12 FUNDS may NOT be used for delivery received within month of AUGUST 2011.

RESOLUTION: CANCEL FY12 Limited PO and CREATE FY2011 Limited PO

IMPORTANT NOTE: FY2011 Limited PO MUST be “created” the SAME DAY as “received” to be in compliance with encumbering & approving fund.

Accounts Payable

Items being paid on a Voucher Create form must be received in the Accounts Payable Department by September 2, 2011 in order to be processed with FY2011 funds.

Vouchers received after this date will require a local account number and will be paid with FY2012 funds.

No manual payables will be created.

The first payment for FY2012 will be issued Thursday, September 8, 2011.

FMI contact ext. 2780.

TRAVELFY11 travel voucher forms must be in Card Services Office by September 2, 2011 in order to be processed as FY11. After this date, all vouchers not encumbered for FY11 will only be processed using a local account as FY12 expense.

Do NOT liquidate FY11 E1 documents until ALL meals, lodging, car rental, etc. have been PAID.

Airfare for FY12 can be purchased with FY11 funds. The ticket must be purchased on a DCBA credit card and posted before August 31, 2011.

Encumbrance should be for airline ticket only plus commission. The meals, lodging, car rental, etc. should be encumbered on FY12 E0 document.

DCBA Travel Credit Card

•DCBA credit card transactions for all travel related expenses incurred through August 31, 2011 will be processed with FY 2011 funds provided charge has been posted to Smart Data Online (SDOL).

•Statements should be reconciled in SDOL no later than Sept 2, 2011 for the 8/11/2011 – 8/31/2011 cycle.

•Statements and receipts are also due in the travel department no later than September 7, 2011.

•DCBA accounts not reconciled by this date will be charged to the departments default account with FY 2011 funds.

IMPORTANT:•Please provide all receipts, copies of approved OTRs, GSA rate sheets, contracts, conference flyers and agendas (if applicable).

•Don’t forget to split your charges (i.e. hotel and taxes, shared rooms, etc.).

•Do use correct object codes and E and L #’s.

•Make sure that the report is signed and dated by the cardholder and their supervisor.

•DON’T LIQUIDATE an FY11 E1 document if you still have any outstanding expenses that need to be paid. (i.e. hotel, airfare, registration, meals).

•QUESTIONS

Accounting ImportantAccounting ImportantDatesDates

Month Close

Month Closing DateJune - July 1July - August 1August - September 7

IDT deadline: Due to Accounting on the 23rd of every month. August close requires all IDT’s through August 31 be turned in by Sept 2nd.

Accounting Posting Accounting Posting TimingTiming

Vouchers DailyDeposits 2-3 days afterPayroll Bi-weekly & end of month Banner Weekly & end of monthP-Card 25th DCBA 25th

IDT’s After 25th

Accounting ImportantAccounting ImportantDates, Cont.Dates, Cont.

• All “Change Source Funds” entries due no later than August 12

• All transaction correction requests must be received by the accounting office by August 26

• NO MANUAL A/P, NO MANUAL PAYROLL

Accounting Tips Accounting Tips

Tips to use your accounts wisely:

1)Check Account balances before and after the 25th of each month.

2)Use DBR’s (Departmental Budget Requests) to move budget to areas where needed.

3)Review expenses in current month to be sure they are on the correct account.

Accounting Tips Accounting Tips

Tips to use your accounts wisely:

4)Double check all Object codes on documents before you close them.

5)Be sure your documents have completed all their Routing.

6)Review Open Commitments and check for documents that are not needed, or manual Encumbrances need to be changed.

OPEN COMMITMENTS

Use Canopy to view and research Open Commitments.

Canopy is http://canopy.tamu.edu.

OPEN COMMITMENTS

The Open Commitments tab under the FRS Account menu contains all the same filter fields as FAMIS Screen 021. Canopy allows the user

to download the list to Excel by pressing the Download button.

OPEN COMMITMENTSOPEN COMMITMENTS

Open Commitments are also known as Encumbrances on the account. This is a

dynamic list. The Open Commitments stay on this screen until they are fully Liquidated or

Paid. New Documents are added to the list as they are closed.


Open Commitments can be identified in the Reference 1 column as one of the following:

Payroll = SAL0001 Exempt Purchase Document = EBenefits = BENB001 Limited Purchase Document =

L Cell Phone = CP Requisition Document = R Copiers = AC Purchase Order Document = PTelecom = TC & LD


The Encumbrances for Cell Phones, Copiers & Telecom are entered at the beginning of the FY. These are an estimated total of the expenses for

the FY. They are liquidated by the actual amount each month. They may also be adjusted

as needed.


The Open Commitments (Encumbrances) have an Original amount. The Adjusted column is the

total of all changes to the Encumbrance. The next column is for the total of what has been

Liquidated (transactions reducing the amount of the Encumbrance). Then the Current column

is the remaining Encumbrance total.


Canopy also allows the user to filter and sort the Open Commitments (Encumbrances). Type in an Object code next to the account to filter to

that code. To sort, click on the column heading and the list is sorted as descending.

Reconciled credit card statements-The last P-Card expense report for FY2011 must be reconciled and due in the Purchasing Department no later than September 02, 2011.

The expense report must show all items purchased and POSTED from August 6th through August 31, 2011. P-Card accounts not reconciled by this date will be charged to the departments default account with FY2011 funds.

PROCUREMENT CREDIT CARD

Statement Date Reports: August 06th – August 31st FY2011

The following are problems that we encountered last end of year:

•Pcard expense reports will be run using the “posting” date, NOT the actual “transaction” date

•Pcard purchases will NOT roll over, no matter what object code is used

POSTING DATES:

FY12 Opening Dates

•July 11, 2011 to enter Requisitions for FY12 funds contingent on final budget & approval (Screen 250)

•August 22, 2011 to enter Limited FY12 purchase orders. (Screen 240)

IMPORTANT NOTE: Orders cannot be delivered on campus until September 1, 2011.If delivery is received before September 01, 2011, you must use FY2011 funds to pay for the goods or services.

•August 22, 2011 to enter Exempt fy12 orders. (Screen 235)

To enter documents in FAMIS, you must manually change the FY to 2012 for Requisitions, Limited orders, or Travel & Exempt orders and remember the “DOC” section will always be R0, L0, E0 regardless of Fiscal year due to the FAMIS program set up.

Upon completion of the first screen, your document will begin with R2, L2 or E2 which verifies encumbrance is for fiscal year 2012. For emergency orders that must be delivered on or shortly after September 1, 2011, please contact David Davila, ext. 2616