Business Services Contact List Accounting Services Dan Jenko,
Assistant DirectorExt 5530 Tara Scott, Financial Manager Ext 5802
Melissa Reimann, Accountant/Capital AssetsExt 6628 Luanne Felstet,
AccountantExt 2499 Barb Bybee, Accountant Ext 6261 Lester Bracey,
AccountantExt 5742 Geoffrey Lake, Campus Operations CoordinatorExt
6006 Accounting Services Fax # Ext 4929 Accounts
Payable/Procurement Kay Lamphiear, A/P ManagerExt 4935 Nicole
Thompson, AP SpecialistExt 2384 Lisa Coon, AP SpecialistExt 2516
Cathy Butler, AP Specialist/Procard CoordinatorExt 2113 Bob
Hlynosky, ProcurementExt 2494 Systems Scott Klanecky, Finance
Systems ManagerExt 5558 Frank Grady, Banner Finance Production
Manager Ext 2940 Treasury Services Betty DavisExt 4320 Management
John McCormick, Interim DirectorExt 2532
Slide 4
OPBA Contact List Dawn Ressel, Associate VP for University
Planning, Budgeting and Analysis [email protected] Ext. 5661
Ed Wingard, Budget Director [email protected] Ext. 4775
Debbie Morlock, Budget Analyst [email protected] Ext.
4791 Pope Ashworth, Research & Budget Analyst
[email protected] Ext. 5661 Kim Rudolph, Budget Analyst
[email protected] Ext. 5647
Slide 5
General Funds Negative available balances Negative personnel
services balances Correct negative balances by submitting a budget
change or moving expenses out to another Index Code or Fund (if
appropriate) Ensure Appropriate Account Codes are Used for all
Expenditures *(Remember to consider benefits when correcting
negative personnel balances.) Reports to use to monitor results:
UMDW Operating Statements #1 or #2 UMDW Payroll Reports #6 or
#7
Slide 6
Slide 7
Slide 8
Slide 9
Designated/Auxiliary Negative fund balances Consider impact of
year end results on FY16 plans and budgets submit a plan amendment
if necessary Expense should not significantly exceed the FY15
fiscal year budget Submit budget changes as needed Report to use to
monitor results: UMDW Operating Statement #7 (shows current fund
balance)
Slide 10
General Funds/Designated/Auxiliary 6/12/15 (Friday) Last day to
submit routine/temporary budget changes * Remember RBCs need to be
signed by your Vice President
Slide 11
Procurement Encumbrance Cleanup Attachments (specifically
contract services) Prepay POs before the item or service is bought.
Shared Accounting Sole Source Correct Justification May 15 th was
the deadline for bids less than 500k that are not on a term
contract. Also deadline for photocopiers. June 15 th requisition
requests for term contracts, no bid requests. Items dated July 1 st
or later will post to FY16.
Slide 12
Accounts Payable Year End Dates of Interest We recommend that
you complete Procard charges for FY15 by June 15 to ensure FY15
posting. We are at the discretion of the merchants for processing
our charges and many only processes weekly. Procard will have two
redistributions for year end. June 29, 2015 for Cycle 12 Charges
thru 6/21/15 July 7, 2015 for Cycle 13 Charges from 6/22 thru
6/30/15 (these charges will start being downloaded on the morning
of the 30 th with final download for FY15 on July 1 st.) By using
date of 6/29, they will download daily.
Slide 13
Accounts Payable Year End Dates of Interest July 1, 2015 All
Paper Requests are due in A/P by 5:00 pm (Travel, check request, PO
invoices) July 6, 2015 All GrizMart Non PO and Travel for FY15 must
be entered by 5:00 pm. This will be your final entry for FY15 Use
June 30 as your Transaction Date. July 8, 2015 All GrizMart
department approvals must be completed by 5:00 pm. If not approved
they will become FY16 transactions. July 9 and 10, 2015 No
department GrizMart or Banner processing. July 13 FY16 Banner and
GrizMart open for processing.
Slide 14
Fiscal Year End - Payroll For questions please contact: Shelley
Hiniker: 243-6634 [email protected] Andrea Scheuering:
243-5199 [email protected] *For Redistributions please
contact your Fund or Grant Accountant.
Slide 15
BW & MO Payroll BW 14 online entry GTO is open July 2nd to
July 7 th. Do not send RPTs with the Monthly rosters Submit RPTs by
June 13 th if you would like them to display on the BW 14 GTO BW 14
will post July 10th. (Pays on July 15) BW 13, BW 14 & MO 7
Health Insurance will be FY2016 expense - $887.00/month SP14-BW15
will expense in total at the department level for FY16 SP13, BW13
& MO 7 will post July 1 st. New Rate Changes for FY2016.
Unemployment.55% (subject to change) PERS 8.37% TRS 11.05 TIAA-CREF
10.676
Slide 16
SP Payroll SP 13 will open June 19 th and will close at 5:00
p.m. on June 23 rd. SP 14 will open July 2nd and will close at 5:00
p.m. on July 7 th. SP 14 pay cycle from June 19 July 1 will pay on
July 15 th this will be an FY16 department level expense
Slide 17
Payroll - Miscellaneous Redistribution Schedule May
transactions June 9 th. June transactions July 7 th.
Redistributions into State/General fund indexes from other funding
sources (such as designated, auxiliary etc.) will be reviewed by
the Office of Planning, Budget and Analysis. Sufficient budget
authority, for both wages and benefits, must be in place for these
to occur. Manual Checks due to the Fiscal Year End Cash Closing
process there will be no manual checks processed from June 23 rd.
to July 1.
FYE Payroll Redistributions Procedures & form Payroll
Redistributions are for corrections to the funding sources. These
cannot be processed using a journal voucher. Deadlines 90 Day Rule
If you are processing a redistribution that has a history date of
greater than 90 days you must include an exception memo which will
be approved by the Director of Business Services or his assignee.
Grants and Contracts must adhere to ORSP policy and procedures.
BW14 Timing Issues Review your GTO reports carefully upon
completion. If there is an error contact your HRA immediately
before it completes. For FY15 this would be 12:00 pm 7/7/15.
Slide 20
Payroll Redistribution Form
http://www.umt.edu/business-services/forms/PayrollRedistForm.xls
Slide 21
Payroll Redistribution Deadlines Deadlines to have requests to
Business Services 6/9/15 May (due by 3:00 PM) 7/7/15 June (due by
12:00 PM) Payroll Redistributions for BW14 will not be allowed
Reminder: all requests for redistribution need to be processed
through your Fund Accountant or your Grant Accountant, not through
the Payroll Office
Feed File Schedule Due by July 8 th at 3:00 PM Facilities
Services (work orders and postage) Network port charges Fixed phone
charges Long distance charges UC Admin charges Dining Services
invoices
Slide 25
Other Critical Dates 7/10FY15 Period 12 closes at 5:00 PM 7/11
GL and Encumbrance Roll to FY16 7/13 Period 12 Reports available
thru UMDW
Slide 26
Fiscal Year16 Begins July 13 Invoice Processing Resumes Journal
Voucher Entry Reverse Entries Automated, prior to July Month End
closing Pre-Pay and Deferred Revenue, prior to July Month End
closing
Prepaid Expenses Definitions: Prepaid expenses are items over
$500.00 that are paid during the current fiscal year, but are an
actual cost for the next fiscal year. All items or services must be
received or provided after June 30, 2015 to be considered a prepaid
expense. These expenses are recognized as an asset (prepaid) in the
current fiscal year and as an expense in the next fiscal year. This
process is not applicable to Grants.
Slide 29
Prepaid Expenses Examples of Prepaid Expenses: Prepaid service
contracts or software licenses (under $100,000) for next fiscal
year (these can be split between 2 years) Subscriptions or
membership fees for next fiscal year (these can be split between 2
years) Expenditure transactions which are matched to deferred
revenue (ie: summer session revenue)
Slide 30
Prepaid Checklist
Slide 31
Prepaid Expenses (Continued) Updates/Reminders: *REMEMBER* -
use the activity code PREPAY in GrizMart for non-PO payments or
requisitions or meal per diems entered through GrizMart *REMEMBER*
- you can code ProCard charges directly to Prepaid account 1905
Make sure to get supporting documentation to Barb Bybee (ext 6261)
before noon on Friday, 7/10/15 Review procedure: Prepaid Procedures
http://www.umt.edu/business-services/Employees/Fiscal%20Year%20End/default.php
http://www.umt.edu/grizmart/GrizMart%20FAQs.php#FAQ31
Slide 32
Miscellaneous Receivables The University does not record all
accounts receivable in its centralized accounts receivable system,
this information must be provided to Business Services. It is the
departments responsibility to report the correct receivables and
maintain and forward to Business Services the backup support for
the receivables reported. This applies to receivables that are not
recorded in Banner and are owed by off-campus entities.
Slide 33
Miscellaneous Receivables (Continued) Updates/Reminders: No
procedure changes from last year Individual receivables greater
than or equal to $25,000 require dean or director approval Make
sure to get supporting documentation in to Geoff Lake by noon
Tuesday, 7/7/15 Review procedure: Miscellaneous Accounts Receivable
http://www.umt.edu/business-
services/Employees/Fiscal%20Year%20End/default.php
Slide 34
Misc. Receivables Sample Form
Slide 35
Allowance for Uncollectible Accounts Allowance calculation
based on aging from bill date. 0 90 days 5% 91-180 days 25%
181+50%
Slide 36
Slide 37
Unpaid Receivable?
Slide 38
Deferred Revenue DEFINITION: Deferred revenue is revenue
collected in the current fiscal year for services provided in the
next fiscal year. This revenue is reported as a liability on the
current years balance sheet and as revenue in the next fiscal year.
Departments that record deferred revenue include, but are not
limited to: Continuing Education Bio Station Dining Services
Athletics Campus Recreation Residence Life *Note: Summer session
tuition and fees collected prior to July 1 st are also recorded as
deferred revenue per Montana University System policy.
Slide 39
Deferred Revenue (continued) Procedures: Banner Online
Departmental Deposit Form Preparation For ease of processing
deposits, please use a separate deposit card for deferred revenue
transactions Deferred revenue must be recorded with an activity
code. Find the current activity code list on the link below. Please
contact your Fund Accountant if a new activity code needs to be
established. The activity code is the revenue account code with the
5 replaced by an R (ie; 50404 Campus Recreation Trip Fee income
activity code would be R0404) Balance Sheet account number is 2505
Deferred Revenue
Slide 40
Deferred Revenue (Continued) Updates/Reminders: No procedure
changes from last year Deadline is same for cash receipt cards
(11:00 am 6/30/15) Be sure to send backup to Luanne Felstet (ext
2499) and contact her with any questions Review procedure and
forms: Deferred Revenue http://www.umt.edu/business-
services/Employees/Fiscal%20Year%20End/default.php
Slide 41
Expenditure Accruals Expenditures must be recognized in the
accounting year incurred, which creates the necessity for recording
expenditure accruals for valid obligations incurred but unpaid as
of the end of the fiscal year. Departments must submit requests for
expenditure accruals to Business Services on or before the date
posted on the Fiscal Year End Critical Cutoff The following
information along with the backup documentation must be provided to
Business Services: Identify type of accrual A accrual or B accrual
Explanation and supporting documentation Identify vendor (if vendor
is another state agency, special accrual accounting is required)
Department contact person and phone number
Slide 42
Expenditure Accruals (Continued) A Accruals These are for State
Funds Only For Valid open orders of goods/services received After
June 30 th B Accruals These are for All Funds including State Funds
Valid open orders on goods/services received on or Before June 30
th, but have not yet been paid. Note: Accruals over $25,000 must
include backup documentation and will need approval by the Director
of Business Services.
Slide 43
Expenditure Accruals (Continued) Updates/Reminders: Only items
$500.00 or more will be accrued Remember * An accrual may be
necessary for Procard purchases made during the last days of June
(after 6/22/15) if the vendor does not process them in a timely
manner Make sure to get supporting documentation in to Tara Scott
(ext 5802) before 4pm on Thursday, 7/9/15 Review online accrual
procedures
http://www.umt.edu/bussrvcs/Employees/Procedures/Accounting/Fiscal%20Year%20
End.aspx
Slide 44
Decision Trees Decision Trees Prepaid Expenses Am I paying for
goods or services prior to 6/30/2014 that are >$500 and relate
to next year? ie. Paying for maintenance agreement in June for
FY15. Is this a non-PO payment or requisition Am I using my
ProCard? or meal per diem through GrizMart? If yeswhen initiating
the purchase in If yes use account code 1905 and GrizMart use
expense code and provide back-up to Barb Bybee in activity code
PREPAY. Business Services.
Slide 45
Decision Trees (Continued) Miscellaneous Accounts Receivable
Have I provided goods or services prior to 6/30/2015, but have not
received payment by 6/30/2015 and have not recorded the receivable
in Banner? If all of above conditions are metcomplete the form on
the Business Services website for Miscellaneous Receivables. Send
the completed form to Geoff Lake. With the form, send an invoice or
statement as supporting documentation. For amounts > $25,000
have your Dean or Director sign the form.
Slide 46
Decision Trees (continued) Deferred Revenue Have I collected
funds for activities that will occur on or after July 1, 2015? If
yeswhen completing the deposit card, use account code 2505 with the
activity codes established for deferred revenue. The activity codes
are listed on the Business Services web-site.
Slide 47
Decision Trees (Continued) A-Accruals Will I receive goods or
services AFTER 6/30/2015, that will be paid after 6/30/2015, from a
State fund and are > $500? If yesnotify Tara Scott in accounting
by sending either a Purchase Order copy or a signed contract that
has been initiated by 7/09/2015.
Slide 48
Decision Trees (Continued) B-Accruals Have I received goods or
services BEFORE 6/30/2015 that will be paid after 6/30/2015 and
invoice is > $500? If yesNotify Tara Scott in accounting by
sending either an invoice, packing slip or a signed contract.
Slide 49
10 MIN BREAK
Slide 50
UM FOUNDATION UM FOUNDATION Fiscal Year End Procedures for UM
Foundation Payments to UM Withdrawal Requests to Foundation Offices
by Tuesday, June 23rd for last ACH payment on Thursday, June 25 th
NO advances to index codes - transfer has to be for actual expenses
incurred Exception will be made for reimbursements for June payroll
expense. Expense will be an advance and will need to be cleared
with June Banner report as soon as June payroll is processed All
other fiscal year 2015 expenses Withdrawal requests to Foundation
Offices by July 17 th Clear outstanding advances by June 9 Any
outstanding advance over the fiscal year-end needs an explanation
as to why its still outstanding Exception for June payroll
reimbursements. Expense will be cleared in fiscal year 2015 with
June Banner report Questions Contact Jamie Stanton at 4788
Slide 51
Helpful Tips Enter JVs that post within your department (JD1
& JD2) This will help with faster processing Please reference
the Banner document number in your JV document text Please monitor
all deadlines and notify Business Services right away if unable to
meet a deadline Please monitor your accounts and get your requests
in to the Foundation for Gift accounts by June 23rd Contact the
appropriate service area with questions (Accounts Payable,
Procurement, Accounting, Systems) Dates on JVs are critical; Please
specify which FY you would like to post. Please print name and
phone extension on JVs you send over to Business Services.
Slide 52
Tools for Monitoring FYE Activity Banner Finance JGIBDST Org
Budget Status FGITBSR Trial Balance Summary UMDW Operating
Statement Trial Balance Payroll UMDW Contact: Business Services
Systems Bob Hlynosky Ext 2494
Slide 53
Banner JGIBDST Enter Index, Fund or Orgn and FY on Banner form
JGIBDST Banner nets total revenues less total expenses
Slide 54
Banner Drill-Downs & User ID Searches To see the
transactions for a specific account in JGIBDST, select options and
Transaction Detail (JGITRND)
Slide 55
Banner Drill-Downs & User ID Searches (Continued) JGITRND
Here are all the transactions for account 62280
Slide 56
Banner Drill-Downs & User ID Searches (Continued) How do I
found out who entered my document (J0314146)? When searching on
JGITNRD, use the bottom scroll bar find the user ID field.
Slide 57
Banner Drill-Downs & User ID Searches (Continued) JGITRND
To find the highlighted document, select options & Query
Document (By Type)
Slide 58
Banner Drill-Downs & User ID Searches (Continued) When
document number comes up; hit control page down. FGIDOCR shows the
transaction lines that were entered for the document selected.
Slide 59
Banner FGITBSR Enter Fund and FY on Banner form FGITBSR
Slide 60
Banner Drill-Downs & User ID Searches (Continued) Other
forms for finding user ID: FOIAPPH will show the document
approver(s) as well as the originating user for most transactions.
Feed documents list only Systems Banner users because they perform
the final upload.
Slide 61
Banner Drill-Downs & User ID Searches (Continued) JGIDOCR
Click on the document look-up button Enter a query on the new form
(JGQDOCN) for the selected document (J0314146) to see the User
ID
Slide 62
Banner Drill-Downs & User ID Searches (Continued) To
identify the person associated with the User ID, go to FOMPROF and
query on the user ID
Slide 63
UMDW Operating Statement Enter your Index, Fund, or Orgn Leave
the Fiscal year at default Run Operating Report #2 for State
Accounts and Operating Report #2 or #7 for Non-State Accounts
(includes fund balance)
Slide 64
UMDW Results
Slide 65
UMDW Trial Balance Enter Fund Leave fiscal year at Default Run
General Report #1 Trial Balance
Slide 66
UMDW Results
Slide 67
UMDW Payroll Enter Index, Fund or Orgn Enter Acct Types
61,62,63 for the Wages and Salaries only Leave the Fiscal Year at
default Run Payroll Report #7