Kansas Department of Administration

Fiscal Year End – the week beginning June 24, 2019

June 26, 2019

Reminders for the week:

 

  • 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
     
  • 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
     
  • Wednesday, June 26, 2019 is the last day for processing FY 2019 business in SMART. SMART online access will not be available to agencies after 6pm Wednesday, June 26, 2019 until 7am Monday, July 1, 2019.
     
  • Agency fiscal staff shall be available for questions from the SMART Team while reviewing transactions on Thursday, June 27, 2019 and Friday, June 28, 2019.
     
  • Agencies can continue to create service desk tickets Thursday, June 27, 2019 and Friday, June 28, 2019. 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 24

Agencies will continue to reconcile PCard transactions.

 

PCard Voucher build process runs.

 

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

 

Process last payroll off-cycle 'A' for fiscal year 2019. Review any outstanding checks and process paycheck reversals prior to June 24, 2019. Any checks issued in this off-cycle will be dated June 28, 2019 and charged to fiscal year 2019. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2020.

Tuesday June 25

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

 

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 28, 2019 off-cycle pay date (last fiscal year 2019 off-cycle).

 

5:00 PM – Final INF02 (Inbound Voucher) for FY 2019 business submitted by 5:00 PM.

Wednesday June 26

 

Last day for processing FY 2019 business in SMART.

 

PCard Voucher build process runs. This will be the last process to include FY 2019 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.

 

· 6:00 PM – Travel Authorizations must be entered 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, 2019 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 – EX transactions must be submitted and fully approved.

 

• 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

Thursday June 27

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.

 

2:30 PM – Pay Cycles run as normal.

 

Nightly Batch will run at 6:00 PM

Friday

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.

 

3:00 PM - Deposits with June 2019 accounting dates not approved will be deleted by the SMART Team.

 

AR Monthly Batch jobs will be run manually after clean-up is complete.

 

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

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