Kansas Department of Administration

Fiscal Year End: Upcoming Deadlines & Reminders FY2024

June 14, 2024

Reminders for the week:

  • Agencies are to review and release encumbrances for Purchase Orders, Travel Authorizations, and GL Encumbrances that are more than 3 years old or submit a GL_017A Open Encumbrance Extension Request to the agency budget analyst within the Division of Budget for consideration.
  • Off-Cycle C Payroll for Pay Period End 6/8/2024 has been cancelled.
  • The upcoming deadlines and reminders from the Day-by-Day Summary for the next week:

Day of Week

Date

Task – Relevant Information including Deadlines

Friday

June 14

 

5:00 PM – FY 2024 GL Encumbrance Request forms for State General Fund (SGF) amounts greater than $5,000 using SGF must be sent to the Central Responsibilities Team. The form should be attached to a Kansas Service Desk ticket.

 

7:00 PM – To encumber monies for FY 2024, REQs for an amount equal or greater than $5,000 using SGF must be sourced to Purchase Orders (POs) and the POs must be approved, budget checked, and dispatched.

 

7:00 PM – Travel Authorizations (TAs) greater than $5,000 using SGF must be agency approved and in valid budget status.

 

Saturday

June 15

 

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

 

Sunday

June 16

 

SMART open to all users, 1:00 PM.

 

Monday

June 17

 

JGEN, budget check, and post SHaRP and Regent payroll journals for the Friday, June 21, 2024, on-cycle pay date (last fiscal year 2024 on-cycle).

 

PCard voucher build process runs.

 

Tuesday

June 18

 

JGEN, budget check, and post SHaRP and Regent payroll journals for the Friday, June 21, 2024, off-cycle ‘A’ pay date.

 

PCard voucher build process runs.

 

Final FY 2024 PCard transaction files received from bank will be loaded during nightly batch processing and will be available for reconciliation.

 

Wednesday

June 19

 

*** Holiday – SMART open to all users, 6:00 AM – 7:00 PM ***

 

Thursday

June 20

 

JGEN, budget check, and post SHaRP and Regent payroll journals for the Monday, June 24, 2024, off-cycle ‘B’ pay date.

 

PCard voucher build process runs.

 

Agencies should reconcile PCard transactions.

 

5:00 PM – FY 2024 GL Encumbrance Request forms for all encumbrances equal to or less than $5,000 using SGF or any amount using all other funds must be sent to the Central Responsibilities Team. The form should be attached to a Kansas Service Desk ticket.

 

Friday

June 21

 

Payroll on-cycle and off-cycle 'A' pay date.

 

PCard voucher build process runs, this is an additional run for PCard voucher build.

 

Agencies should reconcile PCard transactions.

 

Saturday

June 22

 

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

Sunday

June 23

 

SMART open to all users, 1:00 PM.

 

7:00 PM – PCard transactions much be verified and approved to be eligible for PCard voucher build on Monday June 24, 2024. 

 

 

The SMART Team

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