Kansas Department of Administration

Fiscal Year End – the week beginning June 17, 2019

June 26, 2019

Reminders for the week:


  1. Informational Circular 19-A-008 has been published to the Department of Administration's website at: https://www.admin.ks.gov/resources/informational-circulars/informational-circulars---accounting/fy2019---accounting-info-circs
  2. Run queries and clean up outstanding transactions. Refer to the Month End Checklists for suggested queries to identify outstanding transactions: SMART Web > Month End Checklists
  3.  The following items from the Day by Day Summary will occur this week:


June 20

Last PCard transaction file (June 19 posted date) for FY 2019 loaded. Files received from the bank after June 20, 2019 will be held and loaded for FY 2020 after July 1, 2019.


June 21

Agencies can begin to reconcile PCard transactions from the last PCard transaction file loaded for FY 2019.


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


Budget check and Post Regent payroll journals for the Friday, June 28, 2019 on-cycle pay date (last fiscal year 2019 on-cycle).


5:00 PM – FY 2019 GL Encumbrance Request Forms attached to ManageEngine Service Desk ticket by June 21 to be approved and entered in SMART.


June 23

SMART will open to agency users at 1:00 PM if maintenance is complete, or immediately following the completion of maintenance, if after 1:00 PM.


Payroll Services will insert a new row in the SHaRP department budget tables effective dated June 16, 2019, which reflects a budget end date of June 13, 2020 and fiscal year of 2020. Agencies should refrain from entering any rows in the SHaRP department budget table with an effective-date greater than or equal to June 16, 2019 until after the fiscal year 2020 insert has been completed.Further instructions on the entry of FY 2020 rows in the SHaRP department budget tables will be issued in an upcoming payroll informational circular.


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

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