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AG AGEND NDA Fiscal Y Year 2 2017 17 C Closing ng S Schedul dule R e Reminde nders Open E n Encum umbr branc nces es Ac Accoun unts P Payable & e & Travel el Upd Updates Contracted S Ser ervices F s FS-03 Fo Form Total C Contr tract M t Manager Ques estions ns
FY 2017 Y 2017 C Closi sing g Sche hedule Mater erials Managem emen ent & & Logi gisti tics er · Phone: Univer ersity D Distr tribution C Center e: 5 5-229 2294 RECEIPT O OF GOODS / / SE SERVICES S (Su Submit it w within in 3 3 work rkin ing d days o of deliv ivery ry) Go Goods R ds Rec ecei eipts No later than 5:00 PM on No Notifi ficati tion Thursday, August 31
FY 2017 Y 2017 C Closi sing g Sche hedule Purchasing O g Office 527 · Phone: J.C. C. Kella llam 527 e: 5 5-252 2521 PURCHASE SE R REQUISITI TIONS NS & & PURCHAS ASE ORDERS RS (SAP AP & TS TSUS M S MAR ARKETPL TPLACE) Last D t Day to to A Approve F e FY 2017 2017 By 12:00 PM on Requisitions Friday, August 18 Last D Day f y for or F FY 2017 2017 By 12:00 PM on Modificati tions/Cancel ellati tions Friday, August 18 First D Day f y for or F FY 2018 2018 Monday, August 21 Creati ting/Approving g Requisitions o or Funds C Commitm tments ts
FY 2017 Y 2017 C Closi sing g Sche hedule Purchasing O g Office 527 · Phone: J.C. C. Kella llam 527 e: 5 5-252 2521 PURCHASI SING NG C CARD Transacti tions p posted to to t the e Friday, August 25 Citibank P-Card rds afte ter Augu gust t 25 w 25 will be automatic ical ally c ly char arged t to o the F e FY Y 2018 2018 budget.
FY 2017 Y 2017 C Closi sing g Sche hedule Technology gy R Resources es ( (ITAC) 262 · Phone: MCS 262 e: 5 5-4822 822 INFOR ORMATION ON T TEC ECHNOL OLOG OGY P PURCHASES Last D t Day to to P Purchase: e: By 5:00 PM on Co Compu puters, , Co Computer P r Part rts, , Friday, August 11 Printer ers, Softw tware, e, a and Telep ephones es Req equests r rec eceived a after A August t 11 wi will be h e hel eld u until F FY 18 18 funds are a e available, a and, per er u university ty p policy, d del elivery wi will be e del elayed u until o on o or a aft fter S Sep eptember 1, 2017.
FY 2017 Y 2017 C Closi sing g Sche hedule Accounts P Paya ayable 564 · Phone: J.C. C. Kella llam 564 e: 5 5-277 2775 VEN ENDOR I INVOICES a and PAYMEN ENT R REQUESTS, i including g CONTRACTED ED SER ERVIC ICES, VE VENDOR U UPLOADS, a and e e-NPO NPOs Last D t Day to to S Submit 2017 I Invoices es By 5:00 PM on Monday, August 21 Last D t Day to to S Submit 2017 V Vendor Uploads By 5:00 PM on Monday, August 21 Last D Day t to U Use a e an FY 2 Y 2017 Fund o on e e-NPO NPOs Transactions must be approved and posted by Thursday, August 31. First D Day t to Use a e an FY 2 Y 2018 F Fund o on e e-NPOs Os Friday, September 1
FY 2017 Y 2017 C Closi sing g Sche hedule Tr Travel 564 · Phone: J.C. C. Kella llam 564 e: 5 5-277 2775 TRAVEL REQUESTS, S, FUND NDS C S COMMITM TMENTS ( S (FC), ), & & REIMB MBURSEME MENTS Last D t Day to to C Close F e FY 2017 2017 Tr Travel Tuesday, August 1 Reques ests ts/Funds C Commitmen ents: Tr Trips Complete eted i in Septe tember er-June Last D Day t to C Create F te FY 2017 2017 Tr Travel Friday, August 18 Reques ests ts/Funds C Commitmen ents ( (Not applicable f for G Grants ts a as they are n e not f t fiscal yea ear d dep ependent) t) TRAVELT LTracks Expen ense R e Reports ts Due 30 days after the trip end date
FY FY 2017 2017 Cl Clos osing S Schedule Tr Travel 564 · Phone: J.C. C. Kella llam 564 e: 5 5-277 2775 TRAVEL REQUESTS, S, FUND NDS C S COMMITM TMENTS ( S (FC), & R REIMB MBURSEME MENTS Last D t Day to to S Submit FY 2 2017 T Travel el Transactions must be approved and Reimbursem emen ents via ia e-NPO PO posted by Thursday, August 31 Last D t Day to to C Close F e FY 2 2017 T Travel R Reques ests ts/Funds Friday, Commi mmitments: Trip ips C Com omple leted in in July-Augu gust September 22 Create F e FY 2 2018 T Travel R Reques ests ts Available Now First D t Day to to Create e 2018 T Travel el F FC (2018 F Funds) Monday, August 21
FY FY 2017 2017 Cl Clos osing S Schedule Studen ent B Busines ess S Services es 188 · Phone: J.C. C. Kella llam 188 e: 5 5-641 6412 CASH D DEPOSI SITS / TS / STUDENT NT ACCOU OUNTS R RECEI EIVABLE LE Departmen ental D Dep eposits By 4:00 PM on (Cashier er’s W Window) w) Friday, September 1
FY FY 2017 2017 Cl Clos osing S Schedule Finan ancial ial Reporting & & Analy alysis is 549 · Phone: J.C. C. Kella llam 549 e: 5 5-254 2541 e-ID IDTs ( (EX EXPENSE C COR ORRECTIO IONS, INTER ERDEP EPARTMEN ENTAL L TRAN ANSF SFERS, a and I INTE NTERNAL AL S SPO PONSO SORSH SHIPS PS) FY 2 2017 C Correc ecti tions: Septem ember er-July Monday, August 14 FY 2 2017 C Correc ecti tions: Augu gust 1 1-31, 1, Must be approved by 2017 2017 a and any o other F FY 2017 2017 T Transfers Account Managers by or S Sponsorships 5:00 PM on August 29, or will be entered in FY 2018
ZOPEN_ N_ENC NCUMBRANC NCE Close o e out P Purchase O e Order ers u using t g the ZOPEN EN_EN ENCUMBRANCE T E T-code. e. Ref efer er to S o Slid lide 24 24 from the J June 21, 21, 2017 2017 meeting: g: BOBCATBuyers P Presen entations
Accounts ts P Payable & e & Travel el U Updates es
Travel el U Updates es Get et T Travel E Expens pense e Report orts in for trips w s which h h have e been been complet eted. ed. Need t to close o e out trips s and e nd encumbr branc nces es. • Use T-Code ZOPEN_ENCUMBRANCE and select the Travel GL numbers in the commitment fields. (Refer to Slide 22 from the June 21, 2017 meeting: BOBCATBuyers Presentations) • This listing includes TRAVELTracks, Fund Commitments, and Travel Purchase Orders. • Use the e-NPO Monitor Report for all e-NPOs including Travel. Travel f for new ew FY can b be created ed using ng 2 2018 f 18 funds. ds. New Travel Policies a s and nd P Procedu edures o es on n the he Travel w web ebsi site. e. • Travel Policies & Procedures
Travel el U Updates es TRA RAVEL EX EXPENSE REP REPORT P PAST D DUE N NOTIF IFIC ICATIO IONS No No c change – expe pense se r repo eports ha s have a always been due 30 s been due 30 days a after t the t trip e end d date. We e are a e at t the f he fina nal s step eps f for an e n effec ective da e date o of Sept ptember ber 1 1 to launch t unch this p process s – ma may i imp mplement i in stages be s before then hen. S . SAP AP will sen end a aut utomatic em email notific icatio ions t to the T Travele ler a r and Travel A l Assis istant o on Day 3 31 that t the e expense r report i is past d due. If no not compl pleted ed, t , then hen es escalation o occur urs: s: • Day 45, the Supervisor will be copied on the email. • Day 52, the next level will be copied on the email. • Day 60 and up will generate a report for the Cabinet Officer of those that are still past due. No email will be sent. Note t that w when t this g goes l live, t those w who are p past d due m may rec ecei eive t thei heir r rem eminder no notice a e at t the s he same t e time a e as sup uper erviso sors, e s, etc.
Accounts ts P Payable Y e Yea ear End T Tips AP P MON ONITOR R REPO PORTS – Review t to clea ear be before y e yea ear end. end. • e-NPO Documents T-code = ZNOPO2 • e-IDT Documents T-code = ZIDT2 Get et e e-NPOs i s in n no now (Aug Aug 31 dea 31 deadline f e for 201 2017). • If not approved through the workflow and to AP by August 29, the document may not be posted by August 31. • If not posted, AP will have to delete and you will have to re- enter with an FY 2018 fund. Cost C Correc ections s – rev eview y your B Budg dget t to Actua uals a s and g d get et the c corrections i ns in. If not a appr proved by ed by your A Account Manager b by Aug August 29, 29, will ha have t e to del delete t the he do docum ument and r d recrea eate i in FY 2018 a 18 and u d use e 2018 f 018 funds ds. • Remember, when the last Account Manager approves, the cost correction will post. This is different than the e-NPO approval/posting process.
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