TYPE OF PURCHASE AMOUNT DEADLINE DATE TIME

Transcription

1

2 PURCHASING The schedules for Purchasing allow for proper processing of requests, while accommodating other deadlines imposed from external sources. Please pay special attention to the time constraints involving the use of State funds subject to lapse, especially the requirement for requisitions and sole sources to be reviewed by State Purchasing. Funds subject to lapse should be committed at year end with a purchase order, but only if the purchase is for valid goods or services. Funds should not be committed in order to hold funds for the next fiscal year. If an FY2018 PO charged to lapsing funds is carried forward into FY2019 and subsequently found to be invalid, the balance of the PO will be surplused to the state once the PO is closed. Also, if the invoice amount for an FY2018 carry forward PO is lower than the encumbrance amount when the PO is paid, the balance of the PO will be surplused to the state once the PO is closed. These funds will not be available for use by the department or the Institute in either scenario. As an FYI, the Institute s lapsing fund codes are identified below. Resident Instruction - State Appropriations (10010), Tuition and Fees (10500), State Other General (10600), Unexpended Plant (50080) Georgia Tech Research Institute GTRI State (11041) Enterprise Innovation Institute EI 2 State (11025) Your assistance in meeting these critical deadlines is greatly appreciated. Any requisitions received after the deadline dates will be cancelled and will not be processed. All back up documentation (such as approved campus technology requests, sole source justification, quote, specifications, etc.), should be attached to the BuzzMart requisitions prior to submission to a Procurement Officer. If the contract officer does not receive the documents in a timely manner, the requisition will be returned. To help us serve you better, please do not submit/approve a requisition if you do not have all the required backup documentation ready to forward to the contract officer. Please adhere to the purchasing deadlines below: TYPE OF PURCHASE AMOUNT DEADLINE DATE TIME Processed by Contract Officers Items requiring formal bidding $25,000 or greater Monday, April 2, pm Items requiring informal bidding $10,000 or greater Friday, April 27, pm Items requiring sole source justification approval from the State ($500,000 or greater) $500,000 or greater Friday, April 27, pm Items requiring sole source documentation (not subject to the deadline above) $10,000 or greater Friday, May 18, pm Any Commodity/Service on a State or GT Contract $10,000 or greater Friday, June 1, pm Items not requiring bids but require Purchasing review $2,500 - $9,999 Friday, June 8, pm Not Processed by Contract Officers Change Request Forms to update PO s due Any Amount Friday, June 15, pm Last day to create & approve a small dollar REQ s $2,499 or less Tuesday, June 19, pm Open Encumbrance Reports for closures only to FY17 or FY18 Monday, June 25, 2018 Noon All FY2017 Prior Year PO s with balances of $500 or less will be closed (excluding PY construction PO s) Monday, June 25, pm Deadline for departments to Close FY17 Sponsored PY PO s and Sub-agreements & Rekey into FY18 Monday, June 25, pm Depts can key in new Requisitions for Sponsored PY PO s & Sub-agreements closed in FY18 but not rekeyed Monday, July 2, pm Page 2 of 9

3 If any unit anticipates difficulty meeting the deadlines listed or if there is some question about which commodities belong in a particular category, please contact the purchasing helpdesk via (purchasing.ask@business.gatech.edu) or Ajay Patel, Director of Purchasing, via at (ajay.patel@business.gatech.edu). PURCHASING CHANGE REQUEST FORM Please use the Purchasing Change Request form in BuzzMart to request changes to a Purchase Order. Change Request Forms must be submitted and approved by Friday, June 15, Please contact procurement.help@business.gatech.edu with any questions. Requests for changes to contract orders cannot be processed except for closure or cancellation. VENDOR PROFILE FORMS The deadline for payees to submit new e-vendor Profile Request Forms for FY2018 BuzzMart Requisitions is Tuesday, June 12, Any requisitions that do not have an established vendor will be returned. BUZZMART AVAILABILITY BuzzMart will be closed from 5pm Tuesday, June 26, 2018 until 7am on Monday, July 2, 2018 to facilitate year-end close. OPEN ENCUMBRANCES Campus users should run the Open Encumbrance Report (GTPOR262) throughout the month of June 2018 to review and evaluate current year (FY2018) and prior year (FY2017) open encumbrances. If goods or services have been received and no additional invoices are anticipated, PO s should be closed promptly. This will help to ensure invalid PO s will not be carried forward into FY2019. Campus users should submit the Open Encumbrance Report for closures only to Business Services by NOON on Monday, June 25, No changes will be accepted for FY2017 or FY2018 after this deadline. Open encumbrance changes received after this deadline will be processed after July 1, 2018 and will be posted to the ledger with a transaction date of July 1, 2018 or later. Open Encumbrance questions should be forwarded to procurement.help@business.gatech.edu. PRIOR YEAR (FY2017) PURCHASE ORDERS All FY2017 Sponsored Prior Year Purchase Orders and Sub-agreements will be closed on June 29 th. Prior to Monday, June 25, 2018, departments can close the FY2017 PY PO s and sub-agreements and rekey those orders into FY2018. This will ensure the encumbrance balance is included on Institute ledgers as of June 30, If departments miss the window of opportunity to rekey sponsored PY PO s and sub-agreements in FY2018, they can key in a new requisition for these items beginning Monday, July 2, Prior Year PO s should be further managed using the Summary Prior Year PO Report (718) and/or the Prior Year Expense Ledger (306). Campus users should ensure expenses for prior year PO s are posted to the prior year (FY2017) to prevent funds from unnecessarily lapsing to the state. If expenses were inadvertently paid in the current year (FY2018) via Accounts Payable or PCard, a Prior Budget Reference Journal Entry (JE) form may be submitted to the Controller s Office to correct the transaction. The prior year PO must be paid in full and the encumbrance must be closed by Procurement and Business Services prior to the journal entry being processed. The prior budget reference JE form can be found on the Controller s Office website via the following web address: Questions related to this process should be sent to gl.ask@business.gatech.edu. The deadline for submitting the prior budget reference journal entry form is Friday, June 15, Page 3 of 9

4 FISCAL YEAR 2019 REQUISITIONS/PURCHASE ORDERS Fiscal Year 2019 requisitions cannot be entered in BuzzMart until Monday, July 2, While no FY2019 orders can be placed prior to July 1, 2018, bids may be secured and held over for processing. Departments requiring bids should contact the Contract Officer responsible for the commodity they wish to purchase. A list of Contract Officers by commodity is available on the Procurement and Business Services website ( FY2019 purchase orders entered in BuzzMart from Monday, July 2, 2018 through Wednesday, July 11, 2018 will be available on financial reports and in the data warehouse on Thursday, July 12, PROCUREMENT CARD TRANSACTIONS PCard transactions in the Concur system remain in that system for accounting redistribution for 10 calendar days. After 10 calendar days, those transactions are posted to the ledger. Any subsequent accounting changes in the Concur system will not carry forward and post to the general ledger. The Campus PCard (CPC) Journal Entry should be used to make successive accounting changes. The following deadlines apply for PCard transactions: Transactions with a Posted Date of Monday, June 18, 2018 and Prior Concur PCard data with a transaction posted date of Monday, June 18, 2018 will post to the ledger by 10am every 10 calendar days through Friday, June 29, Subsequent accounting changes to these transactions in Concur will not carry forward and post to the ledger. The Campus PCard (CPC) Redistribution Journal Entry process can be used to redistribute these transactions through Friday, June 29, 2018 at 6pm. Transactions with a Posted Date between Tuesday, June 19, 2018 and Wednesday, June 27, 2018 Concur PCard data with transaction posted dates between Tuesday, June 19, 2018 and Wednesday, June 27, 2018 will all post to the ledger the morning of Friday, June 29, Any accounting changes made after Thursday June 28th in Concur will not carry forward to the ledger. The Campus PCard (CPC) Redistribution Journal Entry process can be used to redistribute these charges 11am until 6pm on Friday, June 29, Transactions with a Posted Date between Thursday, June 28, 2018 and Saturday, June 30, 2018 Concur PCard data with transaction posted dates between Thursday, June 28, 2018 and Saturday, June 30, 2018 will post to the ledger on Thursday, July 12, 2018 after the Financial System opens for FY2019. The CPC Redistribution Journal Entry process can be used to redistribute PCard transactions posted in FY2018 until 6pm on Friday, June 29, Please forward all PCard related questions to pcard.ask@business.gatech.edu. ACCOUNTS PAYABLE The deadline to submit approved invoices and all other AP Payment Request Forms (includes epayments, recurring payments, honorariums, wires, and student payment requests) for processing prior to June 30, 2018 is Wednesday, June 13, 2018 at NOON. Departments may continue to submit payment requests after this deadline; however they may not be processed until FY2019, depending on year-end volume constraints. Vendor invoice entry is prioritized to enter the oldest invoices first. Payment requests must be properly approved, include supporting documentation, and have a sufficient encumbrance balance, where required, in order to ensure payments are processed promptly to meet the year end deadliness. The final AP payment run and wire transfer for all invoices is Tuesday, June 26, 2018 at 5pm. All invoices with an In Process status (Match Exceptions) that are past the scheduled due date must be reviewed and action taken prior to close-out. Most match exceptions require that a receipt be entered in BuzzMart and a force match action taken to resolve the match exception. Other match exceptions occur Page 4 of 9

5 due to pricing or quantity discrepancies. In cases where the receipt cannot be entered or payment is disputed, a comment must be entered in BuzzMart that documents the status. The deadline to approve all voucher exceptions and invoice match exceptions in BuzzMart and to enter appropriate receipts for goods and services $3,000 and above is Monday, June 25, 2018 by 5pm. If any unit anticipates difficulty meeting the deadline or needs assistance with fiscal year end processes, please contact ap.ask@business.gatech.edu or Abbie Coker, Director of Accounts Payable and Travel, at abbie.coker@business.gatech.edu. Urgent payment and correction requests submitted after the deadline require approval from Abbie Coker, Director of Accounts Payable and Travel to ensure expedited processing. Although payments made after June 30 th will not be available on FY2019 ledgers until Thursday, July 12, 2018, ACH, EFT and check payments will be processed daily beginning Monday, July 2, ACCOUNTS PAYABLE LIABILITY ACCRUAL All unpaid invoices dated June 30, 2018 and prior will be accrued for inclusion in the FY2018 Annual Financial Report. Invoices in Image/WebNow All invoices in the work queue that can be approved should be approved and routed to the PAY queue. All invoices that are valid, but unable to be approved, may remain in the work queue and Accounts Payable will run a query to capture these invoices for accrual. Paper Invoices All Paper Invoices must be accrued as well. If these invoices can be approved for payment, scan and these invoices to apinvoices@gatech.edu (one invoice per ). Indicate the BuzzMart PO number on the face of the invoice or in the subject line of the . If these invoices cannot be immediately approved, please scan and them to apinvoices@gatech.edu as well. Indicate your department name and department number and they will be routed to the appropriate ImageNow work queue to be approved at a later date. PRE-PAID EXPENSES Expenses for FY2019 that must be paid prior to Friday, June 29, 2018 will be processed as pre-paid expenses by Accounts Payable and will be posted to FY2019 ledgers after July 1, Please provide a valid FY2019 project ID at the time of payment request and note PRE-PAID EXPENSE on the Payment Request Form, Employee Payment Request Form or invoice. Examples include registration and airfare that must be paid in June for travel on or after July 1, TRAVEL The deadline to submit all approved expense travel expense reports is June 13, 2018 at NOON. Airline transactions included in the Friday, June 15, 2018 Travel Inc./AirPlus invoice will be paid against FY2018 funds. Airline transactions submitted after this date will be paid against FY2019 funds. Airfare for FY2019 travel dates using state funds can be booked in FY2018, but will be posted to a pre-paid expense account and will be transferred as a FY2019 expense after July 12, Closeout is a peak processing time and volume will be heavy; however, the employee reimbursements will be processed in the order submitted (first in, first out) continually through the closeout period. Department administrators should log into the Travel and Expenses (T&E) system and view any expense reports in the pending status, by clicking on the View Expense Report tab and entering the department number and Report Status of Pending. Any reports in the pending status are awaiting action by the traveler. Page 5 of 9

6 Travelers need to log into the T&E system, take the oath and click on submit to move an expense report out of the pending status. Travel reimbursements will be processed through Tuesday, June 26, 2018 at 5pm. Having an approved expense report in the system by 5pm does not guarantee fiscal year 2018 reimbursement. All required receipts and documentation must be submitted. The department must send an with the expense report number to prior to the final processing date/time for any special travel circumstances or special travel processing requests. Every effort will be made to process these special requests for fiscal year 2018, but volume and timing constraints limit the number of expedited expense reports that can be processed. BIWEEKLY PAYROLL Biweekly PSFs for the pay period ending Wednesday, June 6, 2018 are due in Human Resources Information processing (HRIP) by 5pm Friday, June 1, Late or revised time documents that departments cannot enter are due in Payroll on Monday, June 4, 2018 by 5pm. Time reporting for this pay period must be completed on Friday, June 8, 2018 by Noon. The biweekly staff and student pay date is Friday, June 15, Biweekly PSFs for the pay period ending Wednesday, June 20, 2018 are due in HRIP by 5pm Friday, June 15, This is the last complete biweekly pay period for FY2018 and it is entirely chargeable to FY2018. Late or revised time documents that departments cannot enter are due in Payroll on Monday, June 18, 2018 by 5pm. Time reporting for this pay period must be completed on Friday, June 22, 2018 by Noon. The biweekly staff and student pay date is Friday, June 29, Biweekly PSFs for pay period ending Wednesday, July 4, 2018 are due in HRIP by 5pm on Friday, June 29, Late or revised time documents that departments cannot enter are due in Payroll on Monday, July 2, 2018 by 5pm. Time reporting for this pay period must be completed on Friday, July 6, 2018 by Noon. The biweekly staff and student pay date is Friday, July 13, Final biweekly off-cycle check requests for FY2018 are due in Payroll by Noon on Wednesday, June 27, Requests after this date will be processed for payment from FY2019 funds. The biweekly pay period ending Wednesday, July 4, 2018 contains 7 working days for June that are chargeable to FY2018 even though the payments to employees will not occur until FY2019. Based on encumbrance estimates in the Salary Planning and Distribution (SPD) system, the Institute will accrue and expense 7 working days of salaries and fringe benefits for regular biweekly employees in FY2018. Campus users will see these expenses posted to the ledger by Thursday, June 28, Biweekly wages for student and temporary staff, which are immaterial to the Institute as a whole, will be posted entirely in FY2019. MONTHLY PAYROLL Monthly PSFs are due in HRIP by Wednesday, June 13, Final monthly off-cycle check requests for FY2018 are due in Payroll by Monday, June 25, 2018 by NOON. Requests after this date will be processed for payment from FY2019 funds. SUMMER SCHOOL APPOINTMENTS The summer pay panels in the HR system opened on Thursday, January 4, 2018 to capture salary information for regular faculty working summer semester. The deadline to enter summer pay information for the May pay date is Wednesday, May 23, Instructions for panel use and generating the report are available in the Summer Pay Tutorial. Users can also contact Payroll at or pay.ask@ohr.gatech.edu. PSFs for non-faculty (Graduate Students, Post Docs, etc.) summer semester appointments are due on Wednesday, May 16, Page 6 of 9

7 BUDGET OFFICE DEADLINES The onebudget system will be open for the final FY2018 Budget Amendment on Tuesday, June 5, Final budget amendments must be received in the Budget Office by 5pm on Monday, June 11, These dates are tentative and any changes will be communicated to campus users by the Budget Office. Carry forward requests for General Operations (Gen Ops) funds must be submitted to the Budget Office by 5pm on Monday, April 16, Units must submit revisions to Gen Ops carry forward requests to the Budget Office by 5pm on Thursday, May 31, The deadline to submit a carry forward request for Departmental Sales and Services (DSS) funds is 5pm on Friday, June 29, DSS/SERVICE CENTER CHARGES The dates listed below should be followed by Institute service centers for posting year-end transactions. DEPARTMENT DEADLINE DATE TIME CoS Small Jobs Machine Shop Friday, May 25, pm Mass Spec Facility Friday, May 25, pm Nuclear Magnetic Resonance (NMR) Facility Friday, May 25, pm Focused Ion Beam (FIB) Center Friday, June 1, pm Facilities Friday, June 8, pm OHR Training Friday, June 8, pm Parking Office Friday, June 8, pm Printing and Copying Services (PCS) Tuesday, June 12, pm Glass Shop Friday, June 15, pm Telecommunications Thursday, June 21, pm BuzzCard Friday, June 29, pm Engineered Biosystems Building (EBB) and IBB Core Friday, June 29, pm Georgia Tech Research Institute (GTRI) Machine Shop Friday, June 29, pm Georgia Tech Research Institute (GTRI) Services to RI units Friday, June 29, pm Post Office Friday, June 29, pm BURSAR AND TREASURY SERVICES DEADLINES Petty Cash replenishment requests for FY2018 are due to the Office of Bursar and Treasury Services (Bursar s Office) by Friday, June 8, Cash receipts for FY2018 are due by Thursday, June 28, 2018 at 4pm. SPONSORED PROJECT BUDGET REVISIONS All budget revisions must be submitted to Grants and Contracts Accounting by Friday, June 29, 2018 at 5pm. Page 7 of 9

8 SALARY PLANNING & DISTRIBUTION (SPD) Over 90 Day SPD redistributions to externally funded sponsored projects must be received in the Grants and Contracts SPD Center by Friday, June 15, All other written salary distribution changes must be received by Thursday, June 28, 2018 at 5pm. On line users may process SPD changes through Friday, June 29, 2018 at 5pm. FISCAL YEAR-END CLOSING REVIEW CHECKLIST The Fiscal Year-End Closing Review Checklist was implemented to help ensure the integrity of the Institute s year-end close process and resulting financial statements. The checklist helps to confirm yearend tasks and communicate situations that could result in a financial weakness or an audit issue. The FY2018 Fiscal Year-End Closing Review Checklist form will be distributed first to College-level and other primary unit Finance Officers. Completed and signed forms are due to GT Financial Services by Tuesday, July 10, 2018 at 5pm. Questions regarding the checklist should be submitted via to fy.review@gatech.edu. ANNUAL STATEMENTS OF REASONABLENESS OF SALARY CHARGES Annual Statements of Reasonableness (ASR) of Salary Charges will be prepared based on the June 30, 2018 salary distribution information and will be available electronically by Noon on Thursday, July 5, All ASR s (either electronic or manual) must be certified online or completed and returned to Grants and Contracts Accounting by 5pm on Friday, August 31, Early ASR s for FY2018 employees terminating Spring Semester can be completed and returned to Grants and Contracts by Monday, April 23, In order to certify early, the unit must do the following: (1) Provide a list of employees terminating in May; (2) Process the termination Personal Services Form (PSF); and (3) Ensure the final salary distribution is correct. This action must be confirmed by the employee as no first-hand knowledge confirmations will be accepted. JOURNAL ENTRIES/COST TRANSFERS The dates listed below should be followed by campus users for submitting year-end journal entries and cost transfers. TYPE OF ENTRY DEADLINE DATE TIME Processed by Controller s Office (Current and Prior Year) Friday, June 15, pm Written Cost Transfer Requests over 90 days Friday, June 15, pm PCard Redistributions via Concur Thursday, June 28, pm Sponsored Project Budget Revisions Friday, June 29, pm Written Cost Transfer Requests < 90 days Friday, June 29, pm Electronic Cost Transfers (ECT) JE s entered and submitted 5pm Friday, June 29, 2018 (Type A and B) Service Center (SVC) Journal Entries Friday, June 29, pm Campus PCard (CPC) Redistributions Friday, June 29, pm Campus Service Unit (CSU) entered and sent Friday, June 29, pm Service Center (SVC) Journal Entries (GTPE Only) Friday, July 6, pm Page 8 of 9

9 FISCAL YEAR CLOSE/OPEN SCHEDULE The dates listed below have been established for final FY2018 year close processing and for FY2019 year open processing. FY2018 YEAR CLOSE/FY2019 YEAR OPEN DATE TIME Georgia Tech Professional Education (GTPE) Close Friday, July 6, pm Georgia Tech Research Institute (GTRI) Close Saturday, July 7, pm Grants and Contracts Accounting Close Sunday, July 8, pm Budget Office Close Monday, July 9, pm Controller s Office Close Monday, July 9, pm Final Closing Processes (PSoft FIN Down, BuzzMart Open) Tuesday, July 10, 2018 All Day Final Closing Processes (PSoft FIN Down, BuzzMart Open) Wednesday, July 11, am - 5pm Accumulated FY2019 Transactions (except PCard) Posted to Ledger & Data Warehouse (PSoft FIN Down, BuzzMart Open) Wednesday, July 11, pm - until Financial System Open for FY2019 Thursday, July 12, am Accumulated FY2019 Transactions available on Financial 7am Thursday, July 12, 2018 Reports and the Data Warehouse (except PCard) Accumulated FY2019 PCard Transactions posted to the ledger Thursday, July 12, pm SPD Open for FY2019 Friday, July 13, am Your assistance and cooperation in meeting the established deadlines is greatly appreciated. If you have any questions or need additional information, please contact the appropriate business office department as indicated in this memorandum. cc: Dr. G.P. Bud Peterson Mr. Steve Swant Mr. Paul Strouts Financial Council Administrative Network Campus Financial Managers and Administrators Page 9 of 9