Fiscal Year End: Upcoming Deadlines & Reminders FY2024
June 14, 2024
Reminders for the week:
- Informational Circular 24-A-010 is available on the Department of Administration's website at: FY 2024 | Informational Messages and Circulars | Kansas Department of Administration
- Run queries and clean up outstanding transactions. Refer to the Month End Checklists for suggested queries to identify outstanding transactions: Month End Checklist | smartweb.ks.gov
- 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:
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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.
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Saturday |
June 15 |
SMART open to all users, 6:00 AM – 6:00 PM.
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Sunday |
June 16 |
SMART open to all users, 1:00 PM.
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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.
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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.
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Wednesday |
June 19 |
*** Holiday – SMART open to all users, 6:00 AM – 7:00 PM ***
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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.
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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.
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Saturday |
June 22 |
SMART open to all users, 6:00 AM – 6:00 PM. |
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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.
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The SMART Team
