Fiscal Year End – Upcoming Deadlines and Reminders
June 13, 2025
Reminders for the week:
- Informational Circular 25-A-009 is available on the Department of Administration's website at: FY 2025 | 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 6/7/2025 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 |
6/13/25 |
5:00 PM – FY 2025 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 2025, REQs for amounts greater than $5,000 using SGF must be sourced to Purchase Orders (POs) and the POs must have a valid budget status and be dispatched 7:00 PM – Travel Authorizations (TAs) for amounts greater than $5,000 using SGF must be agency approved and in valid budget status
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Saturday |
6/14/25 |
SMART open to all users, 6:00 AM – 6:00 PM.
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Sunday |
6/15/25 |
SMART open to all users, 1:00 PM.
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Monday |
6/16/25 |
JGEN, budget check, and post SHaRP and Regent payroll journals for the Friday, June 20, 2025, on-cycle pay date (last fiscal year 2025 on-cycle).
PCard voucher build process runs.
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Tuesday |
6/17/25 |
JGEN SHaRP payroll journals and budget check and post both SHaRP and Regent payroll journals for the Friday, June 20, 2025, off-cycle ‘A’ pay date. Agencies should work payroll budget check and edit errors as soon as possible after the journals have been created. Response timeliness is essential at FYE.
PCard voucher build process runs.
Final FY 2025 PCard transaction files received from bank will be loaded during nightly batch processing and will be available for reconciliation the following day.
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Wednesday |
6/18/25 |
PCard voucher build process runs.
JGEN SHaRP payroll journals and budget check and post both SHaRP and Regent payroll journals for the Monday, June 23, 2025, off-cycle ‘B’ pay date.
Agencies should work payroll budget check and edit errors as soon as possible after the journals have been created. Response timeliness is essential at FYE.
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Thursday |
6/19/25 |
*** Holiday – SMART open to all users, 6:00 AM – 7:00 PM ***
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Friday |
6/20/25 |
Payroll on-cycle and off-cycle 'A' pay date.
PCard voucher build process runs.
Agencies should reconcile PCard transactions.
5:00 PM – FY 2025 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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Saturday |
6/21/25 |
SMART open to all users, 6:00 AM – 6:00 PM.
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Sunday |
6/22/25 |
SMART open to all users, 1:00 PM.
7:00 PM – PCard transactions must be verified and approved to be eligible for PCard voucher build on Monday June 23, 2025.
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The SMART Team
