Kansas Department of Administration

Fiscal Year End 2022 – upcoming deadlines and reminders

June 21, 2022

Reminders for the week:

 

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

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).  SHARP IS COMPLETED. Regent payroll journals will be posted on Tuesday, June 21, 2022

Tuesday

June 21

 

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

Last PCard transaction file from bank received. File will be loaded for FY 2022 during nightly batch.

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.

To give agencies as much processing time as possible, 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.

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.

Saturday

June 25

SMART will be open to users 6:00 AM – 6:00 PM. 

Sunday

June 26

SMART will be open to users 1:00 PM, or as soon as maintenance is complete.

Monday

June 27

 

  • LAST DAY for Agency Processing
  • Daytime batch processes will run.
  • Kansas Service Desk and SMART Team will be available.
  • Pay cycle and nightly batch processes will run.

• 1:00 PM – Final INF50 voucher spreadsheet uploads must be submitted.

• 3:00 PM – Final GL Journal spreadsheet uploads must be uploaded.

• 4:00 PM – Last hourly batch will run.

• 7:00 PM – Requisitions must have sourced to a PO.

• 7:00 PM – Purchase Orders must be successfully approved, budget checked, and dispatched. This deadline applies to non-SGF POs and SGF POs that are equal to or less than $5,000.

·   7:00 PM – Travel Authorizations must be entered, fully approved and in valid budget status. This deadline applies to non-SGF TAs and SGF TAs that are equal to or less than $5,000.

• 7:00 PM – EX transactions must be created, fully approved and in valid budget status.

• 7:00 PM – BI transactions must be approved and invoiced or written off.

• 7:00 PM – AR entries for negative cash balances for federal funds must be complete.

• 7:00 PM – AR online transactions must be entered, and agency approved. All deposits received through June 27, 2022 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered and approved.

• 7:00 PM – AP transactions must be entered, matched, budget checked and approved. The last hourly batch will run at 4:00 PM. Any AP transaction still in process after 4:00 PM must be manually budget checked, matched, submitted for approval, and then approved to be postable or posted by 7:00 PM.

• 7:00 PM –Interfund transactions - both AR/AP must be edited (error-free), matched and agency approved.

• 7:00 PM – GL Journals must be successfully edited, budget checked, agency approved and submitted into workflow for central approval.

• 7:00 PM – AM transactions must be entered. All capital assets (including CIP) must be entered. Any adjustments, transfers, and retirements must be complete. All outstanding Interface ID's must be loaded.

Nightly Batch will run at 7:00 PM.

Tuesday

June 28

SMART Closed to Agencies.

8:00 AM – 5:00 PM – Agencies shall have accounting staff available for questions.

8:00 AM – Credit card receipts will load into SMART.

INF43 (Excel Deposit Upload), INF44 (Inbound Deposit) or Temporary Deposit Forms may be used for AR deposits.

Agencies will be notified if the Division of the Budget denies a GL Encumbrance.

1:00 PM – Pay Cycles run.

Nightly Batch will run at 7:00 PM.

Wednesday

June 29

SMART Closed to Agencies.

8:00 AM – 5:00 PM – Agencies shall have accounting staff available for questions.

8:00 AM – Credit card receipts will load into SMART.

INF43 (Excel Deposit Upload), INF44 (Inbound Deposit) or Temporary Deposit Forms may be used for AR deposits.

Thursday

June 30

SMART Closed to Agencies.

8:00 AM – Credit card receipts will load into SMART.

11:00 AM – Final INF43 (Excel Deposit Upload), INF44 (Inbound Deposit) or Temporary Deposit Forms must be submitted.

Budget Journals for re-appropriations, lapses, transfers, and appropriations will be posted in SMART.

Friday

July 1

6:00 AM – 7:00 PM – SMART open to all users.

July 2022 (FY 2023, Period 1) open for Accounts Payable, Accounts Receivable, Asset Management, Billing, General Ledger, and Expenses.

June 2022 Accounts Receivable, Billing and Project Costing will be reopened. Deposits in transit must be entered in SMART with an accounting date of 06/30/2022 on the Totals tab and Payments tab.

Deposit adjustments for remaining June deposits into clearing funds, such as for credit card receipts, must be entered in SMART with an accounting date of 06/30/2022 to recognize revenue in the appropriate fund and fiscal year.

PCard transactions that have been held from June 22 through June 30 will be loaded through the nightly batch process.

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

 

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