PREPARING FOR

THE BIG “CLOSE”

FY 2015 YEAR END

YEAR-END CHECKLIST - AUGUST!!

KEEP TRACK OF PURCHASING CARD USE

FACULTY RESEARCH GRANTS WILL GO AWAY SEPTEMBER 30TH

ENTER OPEN PO’S FOR FY 2016 WHEN BUDGET BECOMES AVAILABLE

USE THE YEAR END DIRECT VOUCHER TO PREPAY NOW AND POST TO NEXT YEAR’S BUDGET

CLEAN UP OLD ENCUMBRANCES – DO ENCUMBRANCE QUERIES IN SELF SERVICE.

SEPTEMBER 30TH

CASH RECEIPTS IN BY 2:00 PM

ACCOUNTS PAYABLE PAPERWORK BY NOON

COMPLETED TRAVEL BY NOON

PO’S ≥ $25.01 WILL ROLL TO FY 2016 – BUT!!

NO CHANGE ORDERS TO OLD PO’S

DON’T WAIT FOR DEADLINES

PURCHASING ENDS SEPTEMBER 15TH!

GO AHEAD AND REVIEW BUDGETS AND PURCHASING NEEDS

KNOW WHAT IS ENCUMBERING YOUR BUDGET

DON’T WAIT UNTIL SEPTEMBER 30TH!

SEPTEMBER 30TH

PO’S ≤ $25.00 WILL BE CLOSED.

PO’S OLDER THAN 2 YEARS WILL BE CLOSED.

ALL ‘E’ DOCS – ENCUMBRANCES WILL BE CLOSED.

ALL COMPLETED BUT UNAPPROVED REQS WILL BE CLOSED.

SELF SERVICE WILL BE REMOVED UNTIL APPROXIMATELY OCTOBER 13TH.

ROLLED PO’S

IF PO IS AT LEAST $25.01 AND LESS THAN 2 YEARS OLD, IT ROLLS TO FY 2016

BUT THE BUDGET DOES NOT ROLL WITH IT.

ROLLED PO’S USE NEXT YEAR’S BUDGET!!

ACCRUALS & YEAR-END PREPAYSWE MUST USE BUDGET IN THE YEAR GOODS

ARE RECEIVED

ACCRUALS = GET THE GOODS BEFORE SEPT 30TH BUT NOT PAID YET (WE MUST USE THIS YEAR’S BUDGET)

PREPAYS = PAY IN FY 2015 BEFORE WE GET IT IN FY 2016 (WE MUST USE NEXT YEAR’S BUDGET)

“ACCRUAL” – USES THIS YEAR’S BUDGET

(“PRETEND “WE’VE ALREADY PAID IT)

FY 2015 BUDGET

72010- ‘J’ DOC - ACCRUAL $100

___________ ___________

TOTAL FY 2015

$100

FY 2016 BUDGET

72010- ‘J’ DOC REVERSE (100)

72010- PAYMENT 100

____________ _____

TOTAL FY 2016 $0

YOU RECEIVED ITEM BY 9/30 BUT NO INVOICE?

THAT’S ACCRUALSEND SIGNED RECEIVING COPY TO AP

YOU’LL SEE - “FY15 ACCRUAL” ‘J’ DOC IN

TRANSACTION HISTORY

YOU’LL SEE –”REVERSAL” ‘J’ DOC IN

OCTOBER

YOU’LL SEE – PAYMENT IN FY16 WHEN

INVOICE IS PROCESSED

ONLY EFFECT ON FY16 BUDGET IS IF THE

INVOICE > PO

PREPAYS – USES NEXT YEAR BUDGET

(“PRETEND” WE WILL PAY IT IN OCTOBER)FY 2015 BUDGET

71010 - DV/PO $100

71010 - PREPAY (100)

_________________

FY 2015 TOTAL $0

FY 2016 BUDGET

71010 – PREPAY $100

_________________

FY 2016 TOTAL $100

YEAR-END PREPAY REQUIREMENTSCONFERENCE REGISTRATIONS

MEMBERSHIPS

SOMETIMES OTHER TRAVEL ISSUES

USE THE YEAR END PREPAY DIRECT VOUCHER

MUST HAVE ORIGINAL INVOICE + 1 COPY

NOTIFY KEVIN MCFRY OF ANYTHING PREPAID IN JULY, AUGUST, OR SEPTEMBER FOR OCTOBER/NOVEMBER

YEAR END PREPAY DIRECT VOUCHER• COMPLETE VENDOR INFO

• COMPLETE DESCRIPTION & ATTACH SUPPORTING DOCUMENTS

• DO NOT CHANGE THE PREPAY ACCOUNT NUMBER!!!

• ENTER YOUR ENTIRE FOAP

• CLEAR INSTRUCTIONS FOR CHECK DELIVERY

• SEND TO PROCUREMENT DIRECTOR

• SEND A COPY TO THE CONTROLLER’S OFFICE

CURRENT FY2015 PURCHASES

THROUGH SEPT. 15TH – NORMAL

AFTER SEPT. 15TH – ONLY “NON-ROUTINE” PURCHASES

MUST BE APPROVED BY ALLYSON BARKER

FY 2016 PURCHASES

THROUGH SEPT. 15TH – ENTER REQ IN BANNER AND CHANGE TRANSACTION DATE TO OCT. 1, 2015

AFTER SEPT. 15TH –

COMPLETE PAPER REQ FORM

BUDGET MANAGER MUST SIGN

FORWARD TO PURCHASING

PAPER REQUISITION FORM

SHOW FY15 OR FY16 PURCHASE ON TOP

MUST BE COMPLETELY FILLED OUT:

SHIP TO – KNOW WHAT YOURS IS

VENDOR # - USE FTMVEND

COMPLETE FOAP

SUPPORTING DOCUMENTS

REMEMBER!

ENCUMBRANCE QUERIES – DO THEM! YOU WILL FIND SOME $$$

ENCUMBRANCE CARE

• ALL ‘E’ DOCS WILL BE CLOSED – KNOW WHAT YOURS ARE THAT WILL NEED TO BE PAID IN OCTOBER.

• FACULTY RESEARCH GRANTS

1. CAN’T CARRY OVER TO FY 2016.

2. MAKE SURE EVERYTHING IS RECEIVED & PAID FOR.

3. MUST BE COMPLETELY CLOSED OUT AT SEPTEMBER 30TH.

TRAVELING SEPT. 30TH?

EMAIL ACCOUNTSPAYABLE@JSU.EDU WITH ESTIMATED AMOUNT FOR ACCRUAL!

AMENDMENTS/CHANGE ORDERS

ORIGINAL ONLY – NO FAXES

NO AMENDMENT TO AVOID CLOSING

MUST HAVE LINE ITEM DETAIL – WHICH LINE ARE YOU AMENDING? FILL OUT THE ENTIRE FORM!

LET’S TALK…..

FTMVEND – CASE SENSITIVE & USE THE WILDCARD ‘%’.

LOOK FOR ‘PENDING DOCUMENTS’ ON BUDGET QUERIES – KNOW WHAT’S OUT THERE.

FGIENCD – ONE-STOP ENCUMBRANCE SHOP .

LEARN HOW TO DO ENCUMBRANCE QUERIES IN SELF SERVICE.

USE ‘NO VENDOR’ DVCH TO HOLD BUDGET.

LET’S TALK…..

• “SEE ATTACHED LIST” – NEEDS TO BE A LIST. NOT PICTURES.

• “SEE ATTACHED LIST” – ONLY IF MORE THAN 5 ITEMS

• “SEE ATTACHED LIST OF LAB SUPPLIES, OFFICE SUPPLIES, ETC.” NAME THE SUPPY LIST

• USE ‘VIEW DOCUMENT’ IN SELF SERVICE TO SEE IF YOUR REQ IS APPROVED OR PO ISSUED.

• DELL PURCHASES REQUIRE A QUOTE BEFORE PO CAN BE ISSUED. THE QUOTE IS MULTI-PAGE – SEND ALL PAGES TO PURCHASING.

• MILLERS OFFICE FURNITURE IS NOT THE VENDOR – SEE THE BODY OF THE QUOTE FOR THE ACTUAL VENDOR.

STAPLES

• AS OF AUGUST 3RD THEY ARE OUR OFFICIAL VENDOR.

• VENDOR # IS 001094244

• CONTACT INFO IS: ELAYNE.NEUBERT@STAPLES.COM

• CUSTOMER SERVICE: 877-826-7755

• WEBSITE: WWW.STAPLESADVANTAGE.COM

QUESTIONS???