Kansas Department of Administration

Fiscal Year End – the week of June 21, 2021

June 22, 2021

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 25, 2021 is the last business day for processing FY 2021 business in SMART. To give agencies as much processing time as possible, SMART will be open to agencies on Saturday, June 26, 2021 and Sunday, June 27, 2021. SMART online access will not be available to agencies after 6pm Sunday June 27, 2021 until 6am Thursday July 1, 2021.
  • As a reminder, even though users have SMART access until 6pm on Sunday June 27, 2021, 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 28, 2021 through Wednesday June 30, 2021.
  • Agencies can continue to create service desk tickets Monday June 28, 2021 through Wednesday June 30, 2021. 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 21

Budget check and Post SHARP and Regent payroll journals for the Friday, June 26, 2021 on-cycle pay date (last fiscal year 2021 on-cycle).

Budget check and Post SHaRP and Regent payroll journals for the Friday, June 26, 2021 off-cycle pay date.

Tuesday
June 22

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

5:00 PM – FY 2021 GL Encumbrance Request Forms for all non-SGF encumbrances and SGF encumbrances equal to or less than $5,000 must be attached to a ManageEngine Service Desk ticket.

Wednesday June 23

The final FY 2021 PCard transaction file is available to be reconciled. Files received from the bank after June 22, 2021 will be held and loaded for FY 2022 after July 1, 2021. 

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

Thursday
June 24

Final PCard reconciliation - 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, 2021 off-cycle pay date (last fiscal year 2021 off-cycle).

6:00 PM – Final INF02 (Inbound Voucher) for FY 2021 business submitted by 6:00 PM.

6:00 PM – Final INF06 (Inbound GL Journal) for FY 2021 business submitted by 6:00 PM.

 

Friday
June 25

The last business day for agency processing. To give agencies as much processing time as possible, SMART will be open to agencies on Saturday, June 26, 2021 and Sunday, June 27, 2021.

The final PCard voucher build process for FY 2021 will run this morning. This will be the last voucher build process to include FY 2021 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.

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

 

Saturday
June 26
SMART will be open to users 7:00 AM – 6:00 PM. 
  • Daytime batch processes will run
  • ManageEngine Service Desk and SMART Team will NOT be available
  • No pay cycle and no nightly batch.
Sunday
June 27
 
Last day for processing FY 2021 business in SMART.
  • Open to users 1:00 PM – 6:00 PM
  • Daytime batch processes will run
  • ManageEngine Service Desk and SMART Team will be available
  • No pay cycle
  • Nightly batch processes will run

• 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, 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.

• 6:00 PM – EX transactions must be created, fully approved and in valid budget status.

• 6:00 PM – BI transactions must be approved and invoiced or written off.

• 6:00 PM – AR entries for negative cash balances for federal funds must be complete.

• 6:00 PM – AR online transactions must be entered, and agency approved. All deposits received prior to June 26, 2021 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 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 6:00 PM.

• 6:00 PM –Interfund transactions - both AR/AP must be edited (error-free), matched and agency 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 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 6:00 PM.

 

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

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