YEAR END INFORMATION

Pittsburg State University

USEFUL REPORTSUnit Reports

Budget StatusTransactions and BalancesOutstanding Orders

Monthly reports that capture balances and transactions for a month.Preliminary June Weekly (June 6)

USEFUL REPORTSGL Look

Current ‘snapshot’ as of today.

CORRECTIONS AND UNIT BALANCES Review your unit transactions and

balance   Review transactions as they post (GL Look) Post to correct funding source in initial

transaction Weekly Preliminary Unit Reports for June

(starting June 6) Any corrections or changes for FY14 to the

Business Office by NOON on June 12, 2014. If you are close to the deadline….Please don’t use

CAMPUS MAIL!

YEAR END INFORMATION Cashiers

Deposits Refunds Change Funds

Purchasing Gorilla Marketplace

Forms Pay Vendor Encumber Funds

Bids New Vendor Setups BPC Reconciliation

Business Office Travel Encumbering Funds Service Clearings Grant

DATES TO REMEMBER FOR DEPOSITS June 20, 2014 at 3:30 PM - Last day for

fiscal year 2014 deposits

Deposits processed in the Cashiers and Student Accounts Office after June 20th will be dated fiscal year 2015.

REFUNDS – OVERPAYMENTS FOR SERVICES

If you need to return money that someone overpaid for goods or services (Transcripts, CARES, application for admission, etc.)

If someone cancels an event registration and you authorize a refund of the registration fee

Forward your request to Don Hartshorn by June 19th at 3:30 PM.

CHANGE FUNDS Complete a DA-75 Reconciliation of

Change Fund as of June 30, 2014

Your change fund must be intact at June 30th, restore any shortage or deposit any overage by June 19th

Send your completed form to Lyndy Little

PURCHASING/GORILLA MARKETPLACE

Pay Vendor :  Use the Pay Vendor form to request an AP check for payment of goods and services that have already been received and for travel for trips that will be completed in FY14.  FY14 Pay Vendor requests will be accepted through

6/30/14.  To ensure payment is processed (ie. Check is mailed,

ACH is initiated) prior to June 30, FY 14 Pay Vendor requests should be completed by 6/19/14.

Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 14 payment request.

NEW VENDORS Any orders to be paid/encumbered to a

new vendor requiring setup in the vendor file must be turned in with a completed W-9 by 06/11/14 to allow time for processing. 

Any questions concerning vendors should be directed to Shari Saia in the Purchasing Office at Ext. 4155. 

BIDDING PROCESS Bids under $25,000 - submit paperwork

by June 1, 2014 Bids $25,000 and above – contact Joe

Ensch at 235-4169

SEND PO TO VENDOR Use the “Send PO to Vendor” link in

Gorilla Marketplace to send a hard copy purchase order to a vendor. 

ENCUMBER FUNDS FORM An encumbrance is used at the end of the fiscal year to

record obligations that have been incurred during the year but will not be paid before the close of the fiscal year. 

If you have any expenses for FY14 that you will not receive and/or pay until after 7/1/14, please complete the Encumber Funds form with the estimated charges including freight by June 30th. 

Please remember that forms submitted through Gorilla Marketplace must complete the workflow process, including all approvals, to be accepted as a valid FY 14 purchase order/encumbrance. 

RECEIPT OF PURCHASE ORDER/ENCUMBRANCE

This process is required to notify the Business Office that the product has been invoiced, received , verifies the actual amount due, and the PO or encumbrance is ready to be paid.   Go to search documents Click on "my purchase orders" Click on the Purchase Order number you need to receipt in Click on “comments” tab Type in comment and attach invoice and click “Add Comment” Click on the drop down for "Available Actions" Click on "Create Cost Receipt" and click "Go" Note: The "Cost" box will pre-populate with the balance remaining on the POIf this is a partial payment or the total invoiced amount does not match the PO, change the amount In the "Cost" box to match the attached invoice.  Click on "Save Updates" button Click on "Complete" button Receipt Number will be generated for PO

PCARD ENTRY/RECONCILIATION (BPC) The PCard Entry Form is used to enter and

approve funding on PCard transactions that are made outside the Gorilla Marketplace.  

These transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions prior to 06/17/14. 

All procurement card entries, with all supporting attachments, for the June 4th billing statement must be to the Purchasing Office by 4:30 p.m. on 6/09/14

PCARD ENTRY/RECONCILIATION (BPC) Remember all charges posted to the

BPC on or after June 5th will require FY15 funding.

Charges to BPC made by 6/30/14 to be paid out of Foundation accounts will post to FY14, regardless of which “statement” period in which the transaction falls.

TRAVEL TRAVEL ADVANCES: All travel involving a travel

advance must be processed by 6/16/14 so that the advance can be reimbursed by 6/18/14.

If unable to complete a travel claim, please contact Kim Wilson in the Business Office - Ext. 4168.

Travel Claims should be submitted by June 27th. If travel is complete with the appropriate documentation, and

you can get all approvals in GM by 6/27/14 at 4:30, use the Pay Vendor form.

If travel is not complete and/or you cannot get all documentation completed in GM by 6/27/14 at 4:30, then complete the transaction in GM using the Encumber Funds form.

ENCUMBERING FUNDS Do Not use the Encumber Funds form if:

Vendor requires a purchase order or you have already completed a purchase order for this transaction, as funds are encumbered when the order is placed.

Payment is to be made by P-Card.   Payment is for an on-campus service (i.e., phone, postage,

printing, etc.) Do use the Encumber Funds form if:

Funds are to be encumbered NOW for vendor payment LATER by CHECK for goods and services.

You are committing FY14 funds (have placed an order with a vendor or have signed a contract with a service provider by 6/30/14) with the understanding that goods or services will be received on or after 7/1/14.

ENCUMBERING FUNDS General guidelines for determining the appropriate fiscal

year for common departmental expenditures. Utilities – FY determined by the ending date of service. Travel – FY determined by the date that the segment of

travel took place. In cases of consecutive travel that begins in the old FY and ends in the new FY, the entire cost may be charged to the new FY.

Dues, Memberships and Subscriptions – FY determination is beginning date of the membership or subscription period.

Professional Services – FY is determined by date that services were rendered.

Other Contractual Services – FY is determined by the date that the services were provided.

SERVICE CLEARINGS All clearings will be cutoff and

submitted by 12:00 p.m. Friday, June 13th. 

All clearing charges will be posted and visible on unit reports by 06/20/14. 

GRANTS Follow project budget for grant period,

not fiscal year Often carry negative balance. At year

end, Business Office attempts to mitigate negative balances with grant draws.

Indirect Overhead is charged to grant accounts based on fiscal year spending.

YEAR END DATES TO REMEMBER:JUNE4 Indirect overhead will be calculated and charged to grants.

6 June PRELIMINARY unit reports available weekly until year-end (dated June 6, 13, 20, 27, 30)

9 All P-card transactions with statement ending 6/4/14 must be reconciled by 4:30pm.

12 All negative unit balances must be covered by noon.Voucher corrections involving State funding done by the Business Office by 4:00pm.

13 Service Clearings cutoff -Telephone, Physical Plant, Audio Visual, Car Pool, Duplicating & Printing, Postage, & Engraving – to Business Office by 12:00 pm.Imprest cutoff - No Imprest until FY15 (travel loans, emergency purch).All Foundation Commerce procurement card logs must be completed and turned in to the appropriate office.

YEAR END DATES TO REMEMBERJUNE13 Final Fee Distribution for FY 14. 16 All travel loan reimbursements must be in process.17 State accounts reimbursed for Local Payroll (Foundation, Student

Center, Student Activity, etc.)17 BPC & Clearings should be posted to GL LOOK.19 All payments that need to be paid (check printed or ACH) by June

30 must be received (approved in GM). These will be vouchered in FY 14.

20 ALL DEPOSITS to Cashiers Office BY 3:30pm.25 All FY14 STATE PAYMENTS must be transmitted to Topeka by 5:00

pm. 30 All FY14 Pay Vendor requests, to be paid after July 1, must be in

Gorilla Marketplace AND APPROVED by 4:30 pm. NO EXCEPTIONS. These funds will be encumbered and listed as outstanding orders on your June 30 reports.DURING THIS PERIOD OF TIME DOCUMENTS SHOULD NOT

BE PUT INTOCAMPUS MAIL-WE DO NOT GUARANTEE THEIR ARRIVAL OR PROCESSING

DATES TO REMEMBERJULY1 First day to process FY15 payments7 First day to process FY14 payments on encumbrances22 June Final Unit Reports24 IBM shut down - FY14 Year End CloseAUGUST 4 July Month End Close

CONTACT INFORMATION Barbara Winter (bwinter@pittstate.edu) Ext. 4152 Don Hartshorn (dhartshorn@pittstate.edu) Ext. 4153 Misty Button (mbutton@pittstate.edu) Ext. 4150 Jamie Compton (jcompton@pittstate.edu) Ext. 4448 Jim Hughes (jhughes@pittstate.edu) Ext. 4154 Barbara Jemison(bjemison@pittstate.edu) Ext. 4167 Shari Saia(ssaia@pittstate.edu) Ext. 4155