March 4, 2019

Preparation for 2018-19 Fiscal Year End Processing

Preparation for 2018-19 Fiscal Year End Processing
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The following chart includes instructions to agencies for timely processing of 2018-19 FYE transactions:

Service Line

Fiscal Year End Activities

Accounts Payable
  • Submit transactions by March 15, 2019.
  • Resolve budget errors, PSP errors, and match exceptions by March 26, 2019.
  • Enter receipts in SFS within one business day of receipt of goods or services on
  • purchases that require receiving.
  • Indicate “Fiscal Year End” on emails to the BSC.
  • Use “Ok to Pay - lapsing” when you approve invoices in FileNet.
  • Respond promptly to invoices in FileNet Agency Review.
Travel & Expense
  • Submit transactions to the BSC by March 15, 2019.
  • Process expense reports and travel authorizations before March 15, 2019.
  • Remind Travelers to submit expense reports within 10 days of travel event.
  • Remind Supervisors to review and approve Expense Reports timely.
  • Resubmit in April any Expense Reports and Travel Authorizations that were unapproved or unposted in March, which was subsequently denied by the year-end process.
Credit Card Administration
  • Ensure P-Card transactions for the March 6, 2019 billing period are reconciled and approved in SFS by March 15, 2019.
  • Review P-Card default coding report in early March and return to the BSC by early April to ensure cardholder charges are coded to the correct chartfield combinations.
Purchasing
  • Submit transaction to the BSC by March 25, 2019.
  • Designate Change Notice requests as “Fiscal Year End” for the request type.
  • Resolve budget exceptions on requisitions and purchase orders.
  • Adjust PSP methods where spending is over planned amounts.
  • Review POs to ensure there is adequate funding to pay invoices.
  • Review agency “aging” report to resolve outstanding issues for purchase orders.