Fiscal Year End 2014 Processing in SMART & Questions from ASTRA Registration 1.

Fiscal Year End 2014 Processing in SMART

&Questions from ASTRA Registration

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Topics:• Review year end resources.• Review questions and answers that were

submitted to the SMART Team through the ASTRA registration process.

• Other helpful items.

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• Concurrent processing was eliminated for fiscal year end 2013.– Informational Circular 13-A-005– Explained the reasons for the elimination of

concurrent processing.– https://admin.ks.gov/resources/informational-circulars/

informational-circulars---accounting/fy2013---accounting-info-circs

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Resources to assist agencies with fiscal year end include:

• Policy Manual 14,002 – Fiscal Year Closing of Obligations– This PM established guidelines on fiscal year

closing and the determination of fiscal year for particular items.

– http://da.ks.gov/ar/pm/pm14002.htm

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• Informational Circular 14-a-006– Explains the procedures for fiscal year end close 2014

and the opening of fiscal year 2015.– Includes useful day-by-day summary as a reference tool.– Includes references to helpful queries and job aids.– Includes month-end checklists for accounts payable,

accounts receivable, asset management, general ledger, and purchasing.

– Within the informational circular, go to the References section to find the Word version of the circular.

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• Fiscal Year End Processing is also the Module of the Month for June on the SMART website.– This power point will be added to the SMART

website. – An FAQ document will be added in June that

includes new questions that are received in the next couple of weeks.

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• Office of Procurement and Contracts also published an informational document that includes the fiscal year end cutoffs for purchasing. A link to this document is included in the Informational Circular 14-a-006 in the References section.

• http://www.admin.ks.gov/offices/procurement-and-contracts/procurement-informational-circulars

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Fiscal Year End Questions

• These questions were submitted through the ASTRA registration process.

• If you still have questions at the end of this presentation, please submit them to the SMART Team through the Service Desk (also known as ManageEngine).

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General Questions about Fiscal Year End• We received many general questions about the deadlines and

processing schedule for year end. • Please see Informational Circular 14-a-006 for all of the

deadlines. Generally speaking, the last day to transact in SMART for fiscal year 2014 will be Thursday, June 26th. The system will be unavailable to users Friday, June 27th, through Monday, June 30th, and will open Tuesday, July 1st, for fiscal year 2015 business.

• The SMART Team has been initiating Service Desk Tickets for outstanding transactions that must be resolved prior to fiscal year end. Please review and respond to these tickets as soon as possible.

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• Please note that it would be extremely helpful if agency accounting staff would be available during the day on Friday, June 27th, and Monday, June 30th, in case assistance is needed as the SMART Team is preparing the system for closing.

• The Accounts Receivable module is treated differently to accommodate receipts received through the end of the day on June 30th. See the circular for those details.

• SMART will not be available on Friday, July 11th, through Sunday, July 13th. This is when the general ledger closing entries are generated and processed. SMART will then resume fiscal year 2015 processing on Monday, July 14th.

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• Q1: What is the reason for closing SMART from June 27-30? Will we be able to submit our corrections to someone at SMART to enter them during this time?

• A1: The reason for closing from June 27-30 is so that all fiscal year 2014 transactions can be finalized and fiscal year 2015 can be open for processing on July 1. Corrections will not be accepted during this time frame. Agencies must be finished with all processing including corrections at 6 pm on June 26.

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• Q2: What has changed since last year? There have been many emails, and training updates, but it is hard for agencies with small staff to read and absorb all of it.

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• A2: The fiscal year end informational circular gives all of the details that will allow you to get through year end processing. This strategy may help you: – Read through the narrative portion of the circular and

highlight or note the items that apply to your agency. – Use the month-end checklists and queries, referenced in

the circular, early and often to identify and resolve problem transactions.

– Keep the Day by Day Summary close at hand and review it often during June to stay on top of the deadlines.

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Accounts Payable Questions

• Q3: How can an agency encumber for purchases from a vendor that is unknown at year end?

• A3: It would be appropriate to submit a GL Encumbrance Request Form through a Service Desk ticket by 5 pm on June 24th. Please see the informational circular for further instructions.

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• Q4: How soon will OITS have their June bills sent to agencies?

• A4: OITS is planning to expedite their billing for June, but an exact date has not been announced.

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• Q5: What are the cut-off dates for processing FY14 vouchers?

• A5: Vouchers must be entered, approved, matched and budget checked, in postable or posted status, by 6 pm on Thursday, June 26, 2014.

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Travel Expense Question

• Q6: Is it permissible for an airline ticket to be purchased using a PCard in fiscal year 2014 when the travel does not occur until fiscal year 2015?

• A6: Yes, this is covered in the Policy Manual 14,002 in the section for credit card and PCard transactions. All PCard transactions charged prior to the cutoff for the June billing cycle are treated as fiscal year 2014 business. This policy allows agencies to purchase travel tickets in advance and at a lower cost than would otherwise be available right before the travel date.

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Accounts Receivable and Deposit Questions

• Q7: When do direct deposits from outside vendors need to be to the State Treasurer’s Office; when does an ACH need to be entered for the State Treasurer’s Office to give the agency FY14 credit?

• A7: Agencies will not have access to SMART beginning June 27th so any deposits for ACH money expected June 27 thru June 30 should be completed and agency approved in SMART prior to 6 pm on Thursday June 26th.

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• Q8: Will it be acceptable to process deposit adjustments in July for merchant deposits received into credit card clearing funds June 27 and June 30?

• A8: Agencies will be able to process deposit adjustments in July for deposits received into credit card clearing funds June 27 and June 30. Per the year end circular, the adjustments will need to be entered on either Tuesday, July 1 or Wednesday, July 2. These deposit adjustments will hit fiscal year 2015 in the general ledger, but need to have an Accounting Date of 6/30/14 so they can be identified as FY2014 transactions.

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• Q9: For credit card fees that are processed on receipt journals, when will these be processed at year end?

• A9: Credit card fees are charged in the first week of the month. So journals processed the first week of July will hit the GL in the new month, and should be charged to fiscal year 2015.

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Purchasing Questions

• Q10: I work with procurement for my agency. What should I be looking at as we get closer to fiscal year end?

• A10: Here are the items you should be working on to have your agency ready for fiscal year end:

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• Requisitions: – As of May 6, 2014, there were 999 outstanding requisition

lines. Historically this is the area that we have the most transactions to resolve after the agencies no longer have access. We encourage agencies to start reviewing these transactions sooner rather than later.

– Query: KS_PO_REQS_OPEN_PNDNG– Job Aid: Home > Training > Purchasing > Requisitions >

Reqs – Queries > Using the KS_PO_REQS_OPEN_PNDNG Query. [http://smartweb.ks.gov/docs/default-source/po---reqs---queries/using-the-ks_po_reqs_open_pndng-query.pdf?sfvrsn=8]

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• Deleted PCard Voucher / Voucher lines– As of May 6, 2014, there were 411 PCard transactions that have a

voucher or voucher line that no longer exists in SMART.– If a PCard Voucher or Voucher Line is deleted the PCard transaction is

not updated. The result is PCard transactions will show a voucher number and voucher line number that no longer exists in SMART. The PCard transactions may or may not have actually been paid.

– Query: KS_PO_PCRD_VCHR_DELETED– Job Aid: Home > Training > Purchasing > Procurement Cards > P-Cards

– Queries > Using the KS_PO_PCRD_VCHR_DELETED Query– Page three of the job aid covers how to resolve this issue. The SMART

Team has to intervene in this case but information is required from the agency before the SMART Team can take action.

– The SMART Team has initiated Service Desk tickets for these. Please respond to those services desk tickets ASAP.

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• Q11: What are the pertinent deadlines for fiscal and purchasing?

• A11: – Last PCard transactions to be loaded into SMART for this fiscal year

will have a Post Date of June 20th. PCard transactions should be available for reconciliation on June 22nd.

– All FY 2014 PCard transactions must be reconciled and approved by 6 pm on June 25th. This allows for the PCard voucher build process to run that evening and gives agencies the day of June 26th to approve the PCard vouchers.

– We recommend that you reconcile and approve PCard transactions as early as possible.

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– The agency will need to generate a requisition / PO to encumber monies for PCard transactions that cannot be reconciled OR have not been loaded because it has a June date but was posted to UMB’s site after June 20th.

– All FY 2014 Requisitions must be sourced to POs and all FY 2014 POs must be Approved, Budget Checked, and Dispatched by 6 pm on June 26th.

– All outstanding issues should be resolved by 6 pm on June 26th.

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• Q12: What is the correct procedure for reconciling CREDITS on PCards?

• A12: PCard credit transactions should be reconciled like any other PCard transaction. Due to the limited time in which credits can be requested, agencies should contact UMB and/or vendors as soon as possible. Page 103 of the PCard Training Guide, http://smartweb.ks.gov/docs/default-source/po---p-cards---training-guide/procurement-cards-training-guide---01-14-14.pdf?sfvrsn=2, gives specific instructions for processing disputes and/or incorrect charges. On the SMART website, choosing Training Purchasing Procurement Cards PCards Training Guide.

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Other General Questions

•Q13: Occasionally the SMART staff has received questions or comments about the layout of on-line pages in the system. Users have requested for a button to be moved or for fields to be re-arranged on particular pages.•A13: Generally we try to limit modifications made to the system in order for the application of bundles, fixes, and upgrades to go smoother and at a lower cost. It is expensive to track and re-apply modifications. Modifications to the system should be limited to circumstances where a regulation, law, or statute requires the system to process in a way that is different from the delivered code. Cosmetic changes really should be avoided under industry best practices.

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• Q14: How should agencies train staff since there is no classroom training for PCard reconciliation?

• A14: – A comprehensive training guide was created and posted to the SMART

website in January of this year. This training guide covers all aspects of the PCard process in SMART from maintenance of the PCard holder profiles to reconciling PCards and the PCard voucher build process. New employees will not need to know all of the topics covered in the training guide but we recommend reviewing the entire content and then focusing on the areas that specifically address what the employee will be using.

– The PCard program is administered by the Office of Procurement and Contracts. There is additional information about the Procurement Cards program on their web site at: http://www.admin.ks.gov/offices/procurement-and-contracts/procurement-card-program

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• Q15: Is there a Tutorial available on SMART reports and how to access?

• A15: There is a Web Based Training Course called “Introduction to Reporting in SMART” currently available on the SMART website at: http://www.smartweb.ks.gov/home/reporting. The page also contains several job aids for how to open specific report file types, how to schedule queries and reports, etc. Finally, it also has the Catalog of SMART Reports, Queries and Inquiries which contains a listing of available reports and queries and where to find them in SMART.

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Other SMART Items to Note

•Escheatment (formerly known as the Outlawed Warrant process)– There was a law change effective July 1, 2013, which

eliminated the Cancelled Warrant Payment Fund and directed all uncashed checks to be turned over to the Unclaimed Property Division of the State Treasurer’s Office, unless directed otherwise by statute.

– We have asked for agencies to review all of their payments where the check remains outstanding and take the appropriate action beginning with the oldest checks in SMART, then working forward.

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– As noted in Informational Circular 14-a-005, agencies have 3 options for handling an outstanding check:• Do nothing. If it has been determined the payment is due to the

vendor and such payment remains outstanding, the check will be escheated and transferred to unclaimed property. The vendor then has the right to claim such outstanding payment from the Unclaimed Property Division of the Kansas State Treasurer.

• Request for cancel. If it has been determined the payment is not due to the vendor, the agency is responsible for requesting the payment be canceled.

• Request for reissue. If it has been determined the payment was lost and the vendor address has been verified, the agency may request the payment be reissued.

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Commitment Control and General Ledger Balances at Fiscal Year End

•There was a request from agencies to have year end balances made available to them. This has been referred to as a “snapshot” of year end balances. •The solution we found was to copy the commitment control and general ledger balance tables at year end. Queries were created to pull information from those tables. •Fiscal year end 2013 was the first year this was available.•Announcements were released about these queries last summer.

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• Here is a list of the queries available for year end 2013 using the snapshot tables:– KS_GL_ACTUALS_EXP_BY_FUND_BU_FY13– KS_GL_ACTUALS_REV_FUND_BU_FY13– KS_KK_2013_BUDGET_JRNLS– KS_KK_CASH_BAL_DETAIL_FY13– KS_KK_EXPENSE_DETAIL_FY13– KS_KK_EXP_ENC_DETAIL_FY13– KS_KK_LEDGER_FY13– KS_KK_PROJECT_FY13

• Due to the large volume of data in the tables being used for these queries, it is best to use the schedule query option when running these.

• Please see the SMART Reporting Catalog for further descriptions of the queries above. The KK tab on the Reporting Catalog will show a link to a job aid for these queries if one is available.

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• We plan to create the same set of queries for fiscal year 2014.• The queries that pull from commitment control balances will

be available to agencies on July 2nd.• The queries that pull from the general ledger balances will be

available to agencies on July 15th.• We will send out a SMART announcement at the time these

queries are available.

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• System Performance and Availability – Approximately 100 processes were identified for potential

performance improvements and about 80% of those have been completed now.

– We hope you have noticed our nightly batch processes complete without running beyond 7 am. Most evenings, the nightly batch is completed before 1 am.

– On-line processes were also identified and included in this effort.

– We hope most of you have noticed faster response times as you work in the system during the day.

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– SMART is more stable now and we don’t anticipate any down time during the workday as we head into fiscal year end.

– For the month of June, we will expand the hours of availability so that the system opens at 6 am on weekdays.

– User hours on Tuesday through Friday will be 6 am to 6 pm. – Monday hours are 12 am to 6 pm.– Daytime batch processing will remain on the current schedule.– Hours for support staff will remain the same:

• Service Desk phone line – 8 am to 5 pm

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• Thank you in advance for actively preparing your agency for a smooth year end close.

• Again, questions should be directed to the Service Desk. Any questions received in the next few weeks will be included on a Year End FAQ document and posted on the SMART web site at the beginning of June.

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