Fiscal Year End
2013
Revised
Closing Procedures
• UKANS
• Procurement Website in procedures section
• http://www.procurement.ku.edu/fiscal-year-endpolicies
• KURES
• RGS Website in forms/policies section
• http://research.ku.edu/travel_expense_reports
Deadlines
FY 2013 Deadlines
Business
Unit
UKANS
UKANS &
KURES
Date
May 24
June 7
UKANS
June 7
UKANS
June 14
UKANS
June 14
Time
Subject Matter
12:00 p.m. RFP for any dollar amount
FY 2013 payroll adjustments and
12:00 p.m.
retroactive funding adjustments
All budget transfers that must be
5:00 p.m. processed by the Budget Office
for FY 2013
Internal budget transfers
5:00 p.m.
processed by depts.
June cycle date for P-card
transactions.
Dates in red are revised
Topic
Purchasing
Payroll
Budget Office
Budget Office
P-card
Deadlines
FY 2013 Deadlines
Business
Unit
Date
UKANS &
KURES
June 19
UKANS
June 19
UKANS
June 19
Time
Subject Matter
No additional KUPPS transactions
can be submitted into workflow.
12:00 p.m.
Transactions already in workflow
can be moved through.
Cancellation of warrants,
12:00 p.m. accounting changes or journal
entries (org., fund, etc.)
Dept. deposits due in drop-box in
either Strong Hall or Carruth
5:00 p.m. O’Leary. Deposits are still
accepted after this, but will be FY
2014.
Dates in red are revised
Topic
Purchasing &
Payments
Payments
Deposits
Deadlines
FY 2013 Deadlines
Business
Unit
Date
Time
UKANS
June 19
12:00 p.m.
Subject Matter
All AP transactions must be
approved by the department and
received by UKANS for
processing. This includes check
requisitions, SOV, travel, and all
payment types.
Payments
Travel expense reports must be
approved by the department.
Any expense report received
after the deadline will not be
approved centrally until FY 2014
processing begins in July.
Dates in red are revised
Topic
Deadlines
FY 2013 Deadlines
Business
Unit
UKANS
Date
June 20
Time
Subject Matter
Statement deadline for all P-card
transactions. All transactions
5:00 p.m.
must be reconciled and approved
by the department by this time.
Dates in red are revised
Topic
P-card
Deadlines
FY 2013 Deadlines
Business
Unit
KURES
Date
Time
June 26
12:00 p.m.
Subject Matter
All AP transactions must be
approved by the department and
received by KURES for
processing. This includes check
requisitions, p-card, SOV, travel,
and all payment types.
Topic
Payments
Travel expense reports must be
approved by the department.
Any expense report received
after the deadline will not be
approved centrally until FY 2014
processing begins in July.
Deadlines
FY 2013 Deadlines
Business
Unit
Date
KURES
June 26
KURES
June 28
Time
Subject Matter
FY13 PO closures, adjustments
12:00 p.m.
and entry
Dept. deposits due in Accounting
12:00 p.m.
Services for KURES
Topic
Purchasing
Deposits
KUPPS
• June 19 12:00 p.m.
• Entry access stopped
• No orders placed into workflow
• Emergency
• Order direct
• Use P-card
Travel
• Expense reports
• No provision for central entry as in past years
• Not locked out of system
• Dept. approved before deadline
• Otherwise will wait until FY 2014 activity begins in July
• Travel authorizations
• Depts. may enter and approve throughout yearend processing
Procurement Card
• Regardless of when purchased, if on June
statement will be FY 2013
• July statement will be FY 2014
• All P-card transactions must be reconciled and
approved by the dept. by June 19.
• Pending and approved transactions viewed at
www.commercialcardcenter.com
Purchase Orders
• Generated automatically by KUPPS
• Reflected as a commitment in DEMIS
• Reporting
• Balances—Use query
DEPT_PO_BALANCE_BY_DEPT
• Activity—PO activity report in DEMIS
Carry Forward Balances
• Based on “cash” basis
• Internal carry forward processes not changing
• Questions regarding carry forward of specific
funds
• Contact unit’s Dean’s Office or Vice Provost Office
Reminders
• Meet deadlines
• Combined UKANS and KURES list on May 3
Hawkfin and dddc-l distribution
• No transactions entered after deadlines
• System access will be restricted based on
transaction types
• Notices will be sent via Hawkfin when FY 2014
entries can begin in early July
Contact information
UKANS Contact Information
Topic
Budget Office
Payables
Payments

P-card

Vouchers

Check Requests

SOV

Travel
Purchasing Services

Purchasing Requests

Purchasing Requisitions

Other
FACC

Accounting Changes

Cash Transactions
Payroll
Other Matters
Name
Telephone
Email
Mary Ann Richey
Aimee Garcia
Mike Lewis
Your Payables Contact:
Patti Anderson
Linda Bruce
Mindy Dusil
Nancy Jost
Angela Lenahan
Chris Kramps
Lily Yu
Rechelle Wustefeld
4-3137
4-5964
4-5938
marichey@ku.edu
aimeeg@ku.edu
malewis@ku.edu
4-5942
4-4988
4-5935
4-4924
4-5936
4-5939
4-5940
4-5941
patti6@ku.edu
lkbruce@ku.edu
mdusil@ku.edu
n381j358@ku.edu
alenahan@ku.edu
ckramps@ku.edu
lilyyu@ku.edu
rwustefeld@ku.edu
Carla Swoyer
Ephrom Marks
Rick Beattie
John Mulvihill
Wendy Reese
Peggy Nichols
Payroll Services
Karen Banning
Katrina Yoakum
Barry Swanson
Richard McKinney
4-5972
4-5811
4-5971
4-5946
4-5943
4-5953
4-4385
4-5977
4-3261
4-5978
4-3136
cswoyer@ku.edu
emarks@ku.edu
rbeattie@ku.edu
jmulv03@ku.edu
wreese@ku.edu
pnichols@ku.edu
payroll@ku.edu
kbanning@ku.edu
kyoakum@ku.edu
bswanson@ku.edu
rlm@ku.edu
Contact information
KURES Contact Information
Topic
Name
Telephone
Email
Budget
Debbie Mitra
4-6801
dmitra@ku.edu
Deposits
Annie Rajaei
Karen Schaller
4-7449
4-4702
annieadh@ku.edu
kschaller@ku.edu
Linda Kerr
Kathy Jansen
4-5976
4-3063
lkerr@ku.edu
kjansen@ku.edu
John Luther
Brenda Barski
Lisa LaBlanc-Willis
Kim Ray
Teresa Reiter
Karen Schaller
Jenni Stinnett
4-7427
4-7780
4-7235
4-7464
4-6143
4-4702
4-7297
j529l322@ku.ed
b362b771@ku.edu
llablanc@ku.edu
kray@ku.edu
t542r266@ku.edu
kschaller@ku.edu
jstinnet@ku.edu
Michelle Ginavan Hayes
Connie Jordan
4-7688
4-7730
mginavan@ku.edu
cjordan10@ku.edu
Linda Sadler
John Luther
4-7239
4-7427
lmsadler@ku.edu
j529l322@ku.edu
Purchasing Services

Purchasing Requests

PO Vouchers

P-card
Accounting Services

Vouchers

Travel

Payments
Post-Award Services
Payroll
Other Matters