Preparing for
THE BIG “CLOSE”
FY 2012 YEAR END
YEAR-END CHECKLIST!!

CHECK BUDGETS!!!!


SPEND $$$$
CLEAN UP OLD
ENCUMBRANCES

DO IT NOW!!!!
SEPTEMBER 28TH

Cash receipts in by 2:00 pm

Accounts Payable paperwork by
Noon

Completed travel by Noon

PO’s ≥ $25.01 will roll to FY
2013 – BUT!!

No Change Orders to old PO’s
September 28th

Bye-bye PO’s ≤ $25.00!

Bye-bye encumbrances!

Bye-bye unprocessed req’s!

Bye-bye Self Service!
ROLLED PO’S

If PO > $25.01, it rolls to next
years budget
 BUT the budget does NOT
roll with it.
 Rolled PO’s use next year’s
budget!!
Those Crazy Accruals &
Year-End Prepays

We must use budget in the year
goods are received

Accruals = get the goods
before we pay (uses this year’s
budget)

Prepays = pay before we get it
(uses next year’s budget)
“ACCRUAL” – uses this
year’s budget

FY 2012 BUDGET
72010-Accrual $100
_________________
Total FY 2012 $100

FY 2013 BUDGET
72010-Reverse (100)
72010-Payment 100
_________________
Total FY 2013
$0
You received item by 9/30 but
no invoice?
THAT’S ACCRUAL





Send signed receiving copy to
AP (now don’t lie!!)
You’ll see - “FY12 Accrual” in
transaction history
You’ll see –”Reversal” in
October
Paid when invoice is received
Only effect on FY12 budget is if
invoice > PO
Prepays – uses next year
budget

FY 2012 Budget
71010 - DV/PO $100
71010 - Prepay (100)
_________________
FY 2012 Total
$0

FY 2013 Budget
71010 – Prepay $100
_________________
FY 2013 Total $100
Year-end Prepay
Requirements

Conference registrations

Memberships

Sometimes other travel issues

Must have original invoice + 1
copy
Current FY2012 Purchases

Through Sept. 14th – normal

After Sept. 14th – only “NonRoutine” purchases

Must be approved by Mr.
Carlson
FY 2013 Purchases
Through Sept. 14th – enter req in
Banner and change
transaction date to Oct. 1,
2012
 After Sept. 14th –
 Complete paper req form
 Budget manager must sign
 Forward to Purchasing

Paper Requisition Form


Show FY13 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 $$$
Traveling Sept. 28 -30th?

Email dbonds@jsu.edu with
estimated amount for
ACCRUAL!
Other Issues
Da-da-da-dum!
PURCHASING
purchasing @jsu.edu

W-9’s – no vendor # without one –
it’s an IRS requirement.

E-verify affidavit – only required
for FEIN – not SSN

“See Attached List” – only for
more than 5 lines; what list is for
(office, lab, instructional?)

Meal Request forms – required
1 week prior to event
Amendments/Change Orders

Original only – no faxes

No amendment to avoid closing

Must have line detail – which
line are you amending? Fill out
the entire form!
Professional Services
Contract

Must have Disclosure Form if
more than $5,000

Must be sent with contract
PAYROLL - $$$$$

Student Employees
~University Aid - budgeted
~Work Study – approved by FA
~Graduate Assistants – Graduate Studies

Send the little Darlings to HR
Student
Payroll


BA Form #56 or Students won’t
get paid
Student PR: they must sign
timesheets or new form to certify
hours
Use this form


JACKSONVILLE STATE UNIVERSITY
Jacksonville, Alabama


MEMO TO:
Payroll Office


FROM: _________________


SUBJECT: Student Payroll – Certification of Hours Worked




_____________________________________ will not be here after _________________
because ________________________________________________________________.
Therefore, he/she will not be able to sign the student payroll time sheet. This memo is to certify that he/she
worked __________ hours from ___________________ through ____________________. These hours will
be recorded on the time sheet when it is received. Attach memo to time sheet and return to payroll office by
due date.



_________________________________
Supervisor
Date



_________________________________
Student
Date
Let’s Talk…..





FTMVEND – case sensitive
Direct Deposit for Employee
travel/other reimbursements
FGIENCD – one-stop
encumbrance shop
View Document – USE IT!!!!
Bids sent electronically now
???QUESTIONS???