challenges Fiscal Challenges State of KS Tuition shortfallEnrollment Decline Resulting in Spending Control Measures Equipment amp Furniture extra review amp Division Head approval ID: 793963
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Slide1
Year End Information
Pittsburg State University
Slide2challenges
Fiscal ChallengesState of KSTuition
shortfall/Enrollment Decline
Resulting in
Spending Control Measures –
Equipment
&
Furniture – extra review & Division Head approval
Manage spending
Slide3Remember…
Changes to Encumbrance Philosophy
Budget Year vs Reporting Year
Budget Year
– The fiscal year that we
pay
a
transaction or spend the funds, or the Accounting Period, as reflected in your GUS Cloud Dashboard Reports.
Reporting Year
– Financial Report year based on Accrual
Accounting,
taking into consideration dates of service, travel date, subscription date, etc.
What does that mean to me?
New flexibility to spend.
We will no longer hold you to budget
date/year. NO AR-97!
Creates
new
deadlines for providing fiscal year payables for Reporting.
No more Encumber Funds
Form
Encumbrances will only occur when:
Send PO to Supplier
Punchout
If there is a need to Encumber funds, the Purchasing Office will help you with
those
encumbrances > $5,000.
Slide4Corrections
Review your transactions and cost center balances
Review transactions frequently! Use Dashboard Reports.
GUS Cloud transaction postings are scheduled daily to complete at 10:00 am & 3:00 pm.
No
longer waiting on weekly GUS Classic reports to be published!
Post to correct funding source in initial transaction
Any corrections
or changes for
FY18
to the Business Office by
NOON on
June
7, 2018
.
If you are close to the deadline….Please don’t use CAMPUS MAIL!
Slide5Dashboard reports
Review transactions and cost center balances!
Slide6Fund-Cost Center combination
There should be funds available in the Fund-Cost Center combination for you to use that funding!
Slide7Cost center by budget category
Manage budgeted funds by Budget Category.
Use
Budget Adjustment Form
through the Budget Office to make adjustments.
ALWAYS use 1105 for OOE Expenses
. We use 1104 & 1106 for Payroll
.
Slide8Balance carryover
General Use – Budgeted Funds 1104, 1105, 1106, 1121, 1136
OOE Balance carryover/lapse is being discussed. No information available today!
(Fiscal Challenges – Spending Control Measures)
Special Use Funds
All other non-budgeted funds
Balance carryover has always occurred in the past. No new information today!
Slide9Year end information
PurchasingSpending Control MeasuresGUS Cloud - Requisitions & Purchase Orders
Bids
New
Suppliers
Pcard
Expense Items
Business Office
Expenses
Invoices
Service Clearings
Grants
Cashiers
Deposits
Refunds
Change Funds
Slide10PURCHASING
Procurement
Slide11PURCHASING
Spend Control Measures
Purchases
over $
5000 need VP level approval
Furniture and equipment
Slide12Bidding process
Purchases over $5,000 require a bid or the utilization of a contract. Please contact Brad Stefanoni in the Purchasing Office if you have any questions. Bids under $25,000 - submit paperwork by
June 1,
2018.
Bids
$25,000 and above – contact
Brad Stefanoni at
235-4169
Slide13PURCHASING/Gus cloud
Gus Cloud Requisitions and PO’s for FY 18 will be accepted through
6/30/18
.
Please
remember that forms submitted through
Gus Cloud
must
complete the workflow process
,
including all
approvals
to
be accepted as a valid FY 18 payment request.All FY 19 Requisitions/ Purchase Orders will need to wait until on or after July 1st before entering.
Slide14New Suppliers
Any invoices or purchase orders to be paid/encumbered to a new
supplier
requiring setup in the vendor file must be turned in with a completed W-9 by
06/15/18
to allow time for processing.
If submitting an invoice through the Invoice Imaging scan queue please note on the Pay Vendor Information Form that this is a new supplier and add the
vendor’s
W-9 into your
backup
and supporting documentation behind the form and invoice.
If you need to send a PO to the supplier using the “Smart Form”, please
use the name
New
Supplier and be sure to attach the vendor’s W-9 along with your quote and supporting documentation. Any questions concerning suppliers should be directed to the Purchasing Office.
Slide15PCard Entry/Reconciliation (BPC)
All PCard charges will be loaded to the Gus Cloud Expenses module up through posting date of June 5
th
as soon as they are available.
These
transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions by the Business
Office.
All
procurement card entries, with all supporting attachments, for the
June 5th
billing statement
need
be
through the approval process
by noon on Friday 6/08/18.
Slide16PCard Entry/Reconciliation (BPC)
Remember all charges posted to
PCards
on or
after
June
6th
will require
FY 19
funding; with exception of Foundation funds.
All transactions that post on or after June 6
th
will not be loaded into the Gus Cloud system until after year end has been completed. Anticipating a FY 19 upload date of
July 2nd
.
Slide17Business Office
Slide18Expenses
Cash Advances: All Expense Reports
involving a
cash
advance must be processed by
6/08/18
so that the
advanced funds can
be reimbursed by
6/15/18.
Expense Reports:
Expense Reports received and processed by June 22
nd
will be posted as FY 18.
Any Expense Reports not processed by June 22nd will be posted in FY 19.
Slide19Invoices
FY 18 Invoices:Must be received via the Invoice Imaging scan queue by June 20
th
. These Invoices will be Initiated by the Business Office into
approval workflow by June 21
st
.
For these Invoices to be paid in FY 18 they must be through workflow approvals by the time we send the last file to Topeka on June 22
nd
.
The responsibility for the timeliness of those approvals are out of our control, but you can do your best to get those transactions approved by those in your department!
FY 19 Invoices:
For Invoices that you DON’T WANT paid until FY19,
do not send
to the scan queue until we have closed the GUS Cloud AP Module, approximately June 27th.
Slide20Service clearings
All clearings will be cutoff and submitted by 12:00 pm Friday, June 8
th
.
All
clearing charges will be
accounted and visible
on
dashboard reports
by
6/11/18
.
Slide21Grants
Follow project budget for grant period, not fiscal yearOften 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.
Slide22Cashiers & Student Accounts
Slide23PSU Deposit policy
…In those cases where the amount of cash receipts are small and an adequate safekeeping facility is available, an aggregate amount of cash receipts not to exceed $25.00 may be retained in the departmental safekeeping facility for a period not to exceed five workdays.
Within this five workday period the monies must be deposited with the Cashier's
Office
...
Slide24Dates to remember for deposits
Last day for fiscal year 2018 deposits June 15, 2018 at
11:00 AM
Deposits processed in the Cashiers and Student Accounts Office after June 15
th
will be dated fiscal year 2019.
PSU Foundation has different end of year deposit deadlines!
Slide25Dates to remember for deposits
Deposits processed in the Cashiers and Student Accounts Office on Fridays after May 18th will be dated the following Monday, with the exception of June 15th.
Please check your receipts and GUS Cloud reports if you are not sure what date your deposit transaction was “effective dated.”
Slide26Refunds – Overpayments for services
You may need to return money where 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 14
th
at 4:30 PM.
Slide27Change funds
Complete a DA-75 Reconciliation of Change Fund as of June 29, 2018. If you have a change fund, Lyndy Little will be sending the form to you.
Your change fund must be intact at June 30
th
.
Restore any shortage or deposit any overage by June 15
th
.
Send your completed form to Lyndy Little
Slide28Wrap Up
Slide29Payroll
Retroactive payroll funding changes for FY18 must be received by payroll by Monday, June 11
th
at 12:00PM.
Send email to
payroll@pittstate.edu
with details of request. Include the following:
Pay Dates
Employee Name and ID Number
Total Amount
Fund/Cost Center being debited and Fund/Center being
credited
Final FY18 Mainline Payroll should be posted by Friday, June 22
nd
(pay period 06/03/18 – 06/16/18; paycheck date 06/29/18)
Slide30Workflow approvals
Please communicate and work with those who need to approve your transactions! Remember a transaction cannot be completed until it is approved and received.
In the instance an Approver is not available for transaction workflow, see the following:
Delegating Approvals Policy
on the GUS Cloud website.
Delegating approvals for Expenses and Procurement
in the GUS Cloud tutorial videos.
Slide31Changes to encumbrance philosophy
PSU & PSU Foundation need your help with our Audited Annual Financial Reports
Pcard
Expense Items
posted after the June 5
th
cutoff, will require FY 19 funding and need to be accrued for our external audit. Please submit these Expense Items by noon on
July 12
th
.
Submit all
Expense Reports
for FY 18 expenses that will be using FY 19 funding by noon on
July 12
th
.Submit all Invoices through Invoice Imaging for transactions related to FY 18 expense but using FY 19 funding by noon on July 12th. Look at dates of service, travel dates, subscription period, etc.
Slide32Don’t be afraid to ask for help!
YAMMER
GUS Cloud users.
Yammer
Skype
Business, Purchasing, and Cashiers and Student Accounts Offices.
DO NOT WAIT UNTIL THE DEADLINE! Ask now!
Slide33Contact Information
Barbara Winter (bwinter@pittstate.edu) Ext. 4152
Don
Hartshorn
(
dhartshorn@pittstate.edu
) Ext. 4153
Misty Gorman (
mdgorman@pittstate.edu
) Ext. 4150
Rachel Cameron (
rcameron@pittstate.edu
) Ext.
4448
Amberly
Downs (adowns@pittstate.edu) Ext. 4173Jim Hughes (jhughes@pittstate.edu) Ext. 4154Brad Stefanoni (bstefanoni@pittstate.edu) Ext. 4169Barbara Jemison(bjemison@pittstate.edu) Ext. 4167Christina Davis (cdavis@pittstate.edu) Ext. 4159Teresa Kolarik (tkolarik@pittstate.edu) Ext. 4151Kim Wilson (kimberly.wilson@pittstate.edu) Ext. 4168Lyndy Little (
llittle@pittstate.edu
) Ext. 4161