Kansas Department of Administration

Fiscal Year End – upcoming deadlines and reminders

June 20, 2022

Reminders for the week:

 

·         Informational Circular 22-A-008 has been published to the Department of Administration's website at: https://admin.ks.gov/offices/accounts-reports/informational-messages-and-circulars/accounting-circulars/fy-2022/22-a-008-schedule-of-accounting-events-relevant-to-the-closing-of-fiscal-year-fy-2022-and-the-open

 

·         Run queries and clean up outstanding transactions. Refer to the Month End Checklists for suggested queries to identify outstanding transactions: https://smartweb.ks.gov/resources/month-end-checklist.   

 

·         The upcoming deadlines and reminders from the Day by Day Summary:

 

Thursday

June 16

5:00 PM – FY 2022 GL Encumbrance request forms for SGF amounts greater than $5,000 must be sent to the Central Responsibilities Team. The form shall be attached to a Kansas Service Desk ticket.

Friday

June 17

7:00 PM – FY 2022 Requisitions greater than $5,000 using SGF must have sourced to a PO and all Purchase Orders must be successfully approved, budget checked, and dispatched.

Friday

June 17

7:00 PM – FY 2022 Travel Authorizations greater than $5,000 using SGF must be entered, fully approved and in valid budget status.

Saturday

June 18

6:00 AM – 6:00 PM – SMART open to all users.

Sunday

June 19

1:00 PM – SMART open to all users.

Monday

June 20

 

JGEN, Budget check and Post SHARP and Regent payroll journals for the Friday, June 24, 2022 on-cycle pay date (last fiscal year 2022 on-cycle).

Tuesday

June 21

 

 

Tuesday

June 21

JGEN, Budget check and Post SHaRP and Regent payroll journals for the Friday, June 24, 2022 off-cycle ‘A’ pay date.

PCard Voucher build process runs. This is an additional run for PCard voucher build.

Agencies reconcile PCard transactions

5:00 PM – FY 2022 GL Encumbrance Request Forms for all non-SGF and SGF encumbrances equal to or less than $5,000 must be sent to the Central Responsibilities Team. The form shall be attached to a Kansas Service Desk ticket.

Wednesday June 22

PCard Voucher build process runs. This is an additional run for PCard voucher build.

Agencies reconcile PCard transactions

 

Thursday

June 23

 

The final PCard voucher build process for FY 2022 will run this morning. This will be the last voucher build process to include FY 2022 funds for PCard transactions that do not have a PO encumbrance tied to it.

Agencies reconcile PCard transactions

 

JGEN, Budget check and Post SHARP and Regent payroll journals for the Monday, June 27, 2022 off-cycle ‘B’ pay date (last fiscal year 2022 off-cycle). 

 

PLEASE NOTE - There will be NO off-cycle ‘C’ processed the night of Monday, June 27, 2022.

Friday

June 24

Last day to load FY 2022 Interface files (excluding AR files). Cutoff for interface files is 6pm.

6:00 PM – Final INF02 (Inbound Voucher) for FY 2022 business submitted by 6:00 PM.

6:00 PM – Final INF06 (Inbound GL Journal) for FY 2022 business submitted by 6:00 PM.

 

SMART will be open to agencies on Saturday, June 25, 2022 until 6 PM and at 1 PM, or as soon as maintenance is complete, on Sunday, June 26, 2022.

 

If you have any questions, please create a Kansas Service Desk ticket.

 

Thank you,

The SMART Team

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