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FY2011 Year End Workshop

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Title: FY2011 Year End Workshop


1
FY2011 Year End Workshop
Photo courtesy of Priscilda Garza
2
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
3
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.

FISCAL YEAR 2011
Type of Purchase Deadline
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 (lt25,000) June 30, 2011
State and TxMAS Contracts, Cooperatives and Blanket Awards July 06, 2011
Limited Purchases through FAMIS (lt 5,000) August 22, 2011
Procurement Credit Card must be POSTED on SDOL by August 31, 2011 (TBD)
DCBA Credit Card Expenses must be Posted on SDOL by August 31, 2011
Facilities Modification expectations to have
projects completed by August 26, 2011. Contact
Susana Gonzalez at ext. 2445 for questions. GRANT
Accounts If 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.
4
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.
5
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
6
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)
7
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.
8
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
9
Example A- Order using Capital Controlled
Items FY2011 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.
10
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.
11
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.
12
"SAMPLES OF THE OBJECT CODES THAT WILL ROLLOVER
FOR THE YR. END CLOSE OUT"
NON-CONTROLLED NON CAPITALIZED NON-CONTROLLED NON CAPITALIZED CAPITAL OUTLAY 100,000gt (BUDGET POOL/8000) CAPITAL OUTLAY 100,000gt (BUDGET POOL/8000) CONSTRUCTION IN PROGRESS (C.I.P.) CONSTRUCTION IN PROGRESS (C.I.P.)
FURNISHINGS EQP. 0.00 - 4,999.99 Purchase of Land 8010 CAPITALIZE ALL (BUDGET POOL/8000) CAPITALIZE ALL (BUDGET POOL/8000)
(BUDGET POOL/4000) FAMIS Purchase of Buildings 8110 FAMIS
Office Furn and Equip - 0-4,999.99 5750 Building Improvements 8115 C.I.P. - Constr/Rehab of Buildings 8710
Medical Lab Equip - 0-4,999.99 5751 F OI Drives/Prkng Lots/Paths/Trails 8210 C.I.P. - Con/Reh - Other than Bldgs 8711
Institut Furn Equip - 0-4,999.99 5752 F OI Fences 8212 C.I.P. - Advertising 8712
Shop and Indust Equip - 0-4,999.99 5753 F OI Sports Facilities 8213 C.I.P. - Archi/Engineering Services 8714
Marine Equipment - 0-4,999.99 5754 F OI Other Facilities Improvements 8214 C.I.P. - Construction of Roads 8715
Uniforms and Clothing - 0-4,999.99 5755 C.I.P. - Other Services 8725
PC Peripherals/Add Ons 0-4,999.99 5760 CAPITAL OUTLAY 500,000gt (BUDGET POOL/8000) CAPITAL OUTLAY 500,000gt (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 8733
Educ Books, Film Ref - 0-4,999.9 5765
Purchase of Animals - 0-4,999.99 5767
Telecom - Equip Purch - 0-4,999.99 5770 CAPITALIZED FURNISHINGS Notes
Fabrication of Equip - 0-4,999.99 5772 EQUIPMENT 5,000 (BUDGET POOL/8000) EQUIPMENT 5,000 (BUDGET POOL/8000)
Real Property Improvements - Expensed 5773? Motor Vehicles-Cars Vans 8410 Do not use to purchase a computer, use 5787 Do not use to purchase a computer, use 5787 Do not use to purchase a computer, use 5787
Motor Vehicles - Trucks, Trailers, Carts 8415
Classroom Teaching Aids/Instr Equip 8420
CONTROLLED BUT NON CAPITALIZED Office Furnishings and Equipment 8421 ? Should be used for 0-99,999.99 - for building ? Should be used for 0-99,999.99 - for building ? Should be used for 0-99,999.99 - for building
FURNISHINGS EQP. Medical and Laboratory Equipment 8422 and improvements other than building 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 8424
Firearms 0-4,999.99 5775 Shop, Farm Industrial Equipment 8425 ? must have a useful life of more than one year ? must have a useful life of more than one year ? 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 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) (divide cost by number of licensee)
Cameras 500.00-4,999.99 5781 Purchase of Aircraft 8430
VCR's/TVs/Camcorders 500-4,999.99 5782 Computer Equipment 8435
Projectors-Agy Cntrld 500-4,999.99 5783 Purchase Maint of Cmptr Software 8440? For all C.I.P. Accounts Only, except 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-System Acct 8309XX, use 5471 Intra-System
Unfrms/Clthg-Agy Ctrl 500-4,999.99 5786 Agreement
Computers (micro) 500.00-4,999.99 5787
Computer Printers 500.00-4,999.99 5788 LIBRARY REFERENCE BOOKS W Contact Purchasing Dept if using W Contact Purchasing Dept if using
Med/Sci/Lab EQ-AGY CT 500-4,999.99 5792 CAPITALIZE ALL (BUDGET POOL/8000) state money and over 10,000
Golf Cart Terrian Carts Others 500-4999.99 5799 Library Books Reference Materials 8510
Library Periodicals 8511


LIVESTOCK POULTRY (BUDGET POOL/8000) 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 WILL ROLLOVER whether invoiced or received WILL ROLLOVER whether invoiced or received

13
"SAMPLES OF THE OBJECT CODES THAT WILL NOT
ROLLOVER FOR THE YR. END CLOSEOUT"
14
  • 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.

15
Screen 278 Document Inquiry
Open Commitment
16
Press F11 on Screen 278
Open Commitment
17
Press F5 Invoice
Open Commitment
18
Press F6 Receiving
Open Commitment
19
Press F8 Accts
Open Commitment
20
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.
21
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22
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23
  • 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.

24
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.
25
TRAVEL FY11 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.
26
  • 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.

27
  • IMPORTANT
  • Please provide all receipts, copies of approved
    OTRs, GSA rate sheets, contracts, conference
    flyers and agendas (if applicable).
  • Dont 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.
  • DONT LIQUIDATE an FY11 E1 document if you still
    have any outstanding expenses that need to be
    paid. (i.e. hotel, airfare, registration, meals).
  • QUESTIONS

28
Accounting Important Dates Month
Close Month Closing Date June
- July 1 July - August
1 August - September 7 IDT deadline
Due to Accounting on the 23rd of every month.
August close requires all IDTs through August 31
be turned in by Sept 2nd.
29
Accounting Posting Timing Vouchers
Daily Deposits 2-3 days after Payroll
Bi-weekly end of month Banner
Weekly end of month P-Card 25th
DCBA 25th IDTs After
25th
30
  • Accounting Important
  • 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

31
  • Accounting Tips
  • Tips to use your accounts wisely
  • Check Account balances before and after the 25th
    of each month.
  • Use DBRs (Departmental Budget Requests) to move
    budget to areas where needed.
  • Review expenses in current month to be sure they
    are on the correct account.

32
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.
33
OPEN COMMITMENTS Use Canopy to view and research
Open Commitments. Canopy is http//canopy.tamu.e
du.
34
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.
35
OPEN 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.
36
OPEN COMMITMENTS Open Commitments can be
identified in the Reference 1 column as one of
the following Payroll SAL0001 Exempt Purchase
Document E Benefits BENB001 Limited Purchase
Document L Cell Phone CP Requisition
Document R Copiers AC Purchase Order
Document P Telecom TC LD
37
OPEN COMMITMENTS 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.
38
OPEN COMMITMENTS 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.
39
OPEN COMMITMENTS 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.
40
PROCUREMENT CREDIT CARD
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.
41
POSTING DATES
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

42
  • 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

43
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