Kansas Department of Administration

Fiscal Year End – the week beginning June 22, 2020

June 22, 2020

Reminders for the week:

 

  • 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
  • Friday June 26, 2020 is the last day for processing FY 2020 business in SMART. SMART online access will not be available to agencies after 8pm Friday June 26, 2020 until 6am Wednesday July 1, 2020.
  • As a reminder, even though users have SMART access until 8pm on Friday June 26, 2020, the last hourly batch will run at 4pm. Processing shall be planned accordingly.
  • Agency fiscal staff shall be available for questions from the SMART Team while reviewing transactions on Monday June 29, 2020 and Tuesday June 30, 2020.
  • Agencies can continue to create service desk tickets Monday June 29, 2020 and Tuesday June 30, 2020. SMART is closed to online access, but ManageEngine Service Desk will be open.
  • The following items from the Day by Day Summary will occur this week:

Monday

June 22

Agencies can reconcile PCard transactions from the last PCard transaction file loaded for FY 2020.

 

PCard Voucher build process runs.

 

Budget check and Post SHARP payroll journals for the Friday, June 26, 2020 on-cycle pay date (last fiscal year 2020 on-cycle).

 

5:00 PM – FY 2020 GL Encumbrance Request Forms attached to ManageEngine Service Desk ticket by June 22 to be approved and entered in SMART. This deadline applies to all non-SGF encumbrances and SGF encumbrances equal to or less than $5,000.

Tuesday

June 23

Agencies will continue to reconcile PCard transactions.

 

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

 

Budget check and Post SHaRP and Regent payroll journals for the Friday, June 26, 2020 off-cycle pay date.

Wednesday June 24

Agencies will continue to reconcile PCard transactions.

 

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

 

Process last payroll off-cycle 'B' for fiscal year 2020. Review any outstanding checks and process paycheck reversals prior to June 24, 2020. Any checks issued in this off-cycle will be dated June 29, 2020 and charged to fiscal year 2020. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2021.

Thursday June 25

Agencies will continue to reconcile PCard transactions. No PCard reconciliation shall take place after 6:00 PM.

 

PCard Voucher build process runs.

 

Budget check and Post SHARP and Regent payroll journals for the Monday, June 29, 2020 off-cycle pay date (last fiscal year 2020 off-cycle).

 

5:00 PM – Final INF02 (Inbound Voucher) for FY 2020 business submitted by 5:00 PM.

Friday

June 26

 

Last day for processing FY 2020 business in SMART.

 

PCard Voucher build process runs. This will be the last process to include FY 2020 funds for PCard transactions that do not have a PO encumbrance tied to it.

 

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

 

· 2:30 PM – Pay Cycles run as normal.

 

· 3:00 PM – Final GL Journal spreadsheet uploads must be submitted.

 

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

 

• 6:00 PM – Requisitions must have sourced to a PO.

 

• 6:00 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.

 

· 6:00 PM – Travel Authorizations must be entered and fully approved.

This deadline applies to non-SGF TAs and SGF TAs that are equal to or less than $5,000.

 

• 6:00 PM – EX transactions must be submitted and fully approved.

 

• 6:00 PM – BI transactions must be finalized and moved into AR.

 

• 6:00 PM – AR online transactions must be entered, and agency approved.All deposits received prior to June 26, 2020 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered and approved.

 

• 6:00 PM – AP transactions must be 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 6:00 PM.

 

• 6:00 PM – AR/AP Interfund transactions must be edited (error-free), matched, in postable or posted status, and all agency approvals complete.

 

• 6:00 PM – GL Journals must be successfully edited, budget checked, agency approved and submitted into workflow for central approval.

 

· 6:00 PM – AM transactions must be complete. 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 6:00 PM 8:00 PM.

Saturday

June 27

SMART Closed to Agencies.

Sunday

June 28

SMART Closed to Agencies.

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

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