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 [email protected] Payables Aimee Garcia
Mike Lewis4-59644-5938
[email protected]@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
[email protected]@ku.edu [email protected]@ku.edu [email protected] [email protected] [email protected] [email protected]
Purchasing Services Purchasing Requests Purchasing Requisitions Other
Carla SwoyerEphrom MarksRick Beattie
4-59724-58114-5971
[email protected]@[email protected]
FACC Accounting Changes Cash Transactions
John MulvihillWendy ReesePeggy Nichols
4-59464-59434-5953
[email protected]@[email protected]
Payroll Payroll Services 4-4385 [email protected] Matters Karen Banning
Katrina YoakumBarry SwansonRichard McKinney
4-59774-32614-59784-3136
Contact informationKURES Contact Information
Topic Name Telephone EmailBudget Debbie Mitra 4-6801 [email protected]
DepositsAnnie RajaeiKaren Schaller
4-74494-4702
[email protected] [email protected]
Purchasing Services Purchasing Requests PO Vouchers P-card
Linda KerrKathy Jansen
4-59764-3063
[email protected] [email protected]
Accounting Services Vouchers Travel Payments
John LutherBrenda BarskiLisa LaBlanc-WillisKim RayTeresa ReiterKaren SchallerJenni Stinnett
4-74274-77804-72354-74644-61434-47024-7297
[email protected] [email protected]@ku.edu [email protected] [email protected] [email protected] [email protected]
Post-Award Services Michelle Ginavan Hayes 4-7688 [email protected] Payroll Connie Jordan 4-7730 [email protected]
Other Matters Linda SadlerJohn Luther
4-72394-7427
[email protected]@ku.edu