FYE 2023 Day by Day Calendar information
June 23, 2023
The Day by Day calendar for the FINAL week of 2023 FY End processing:
|
Day |
Date |
Tasks |
|
Saturday |
June 24 |
6:00 AM – 6:00 PM – SMART open to all users. |
|
Sunday |
June 25 |
1:00 PM – SMART open to all users. |
|
Monday |
June 26 |
The FINAL PCard voucher build process for FY 2023 will run this morning. This will be the last voucher build process to include FY 2023 funds for PCard transactions that do not have a PO encumbrance tied to it. |
|
Monday |
June 26 |
LAST DAY to load FY 2023 Interface files (excluding AR files). Cutoff for interface files is 6pm. |
|
Monday |
June 26 |
6:00 PM – Final INF02 Inbound Voucher for FY 2023 business submitted by 6:00 PM. |
|
Monday |
June 26 |
6:00 PM – Final INF06 Inbound GL Journal for FY 2023 business submitted by 6:00 PM. |
|
Monday |
June 26 |
Payroll Off-cycle 'B' pay date. |
|
Tuesday |
June 27 |
LAST DAY for Agency Processing |
|
Tuesday |
June 27 |
Daytime batch processes will run. |
|
Tuesday |
June 27 |
Kansas Service Desk and SMART Team will be available. |
|
Tuesday |
June 27 |
1:00 PM – Final INF50 voucher spreadsheet uploads must be submitted by 1:00 PM. These vouchers must be edited, budget checked, matched (if needed) and agency approved by 7:00 PM |
|
Tuesday |
June 27 |
3:00 PM – Final GL Journal spreadsheet must be uploaded by 3:00 PM. These journals must be edited, budget checked, and agency approved by 7:00 PM |
|
Tuesday |
June 27 |
4:00 PM – Last hourly batch will run. Any transaction needing budget checked after 4:00 PM must have the budget check process run manually. |
|
Tuesday |
June 27 |
Pay cycle and nightly batch processes will run. |
|
Tuesday |
June 27 |
7:00 PM – FY 2023 Requisitions must have sourced to a PO. |
|
Tuesday |
June 27 |
7:00 PM – FY 2023 Purchase Orders must be approved, budget checked, and dispatched. This deadline applies to non-SGF POs and SGF POs that are less than $5,000. |
|
Tuesday |
June 27 |
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 less than $5,000. |
|
Tuesday |
June 27 |
7:00 PM – EX transactions must be created, fully approved and in valid budget status. |
|
Tuesday |
June 27 |
7:00 PM – BI transactions must be approved and invoiced or written off. |
|
Tuesday |
June 27 |
7:00 PM – AR entries for negative federal fund cash balances must be complete. |
|
Tuesday |
June 27 |
7:00 PM – AR online transactions must be entered, and agency approved. All deposits received through June 27, 2023 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered and approved today. |
|
Tuesday |
June 27 |
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. |
|
Tuesday |
June 27 |
7:00 PM –Interfund transactions - both AR/AP must be edited (error-free), matched and agency approved. Budget checking and post are done during nightly batch. |
|
Tuesday |
June 27 |
7:00 PM – GL Journals must be edited, budget checked, agency approved and submitted into workflow for central approval. |
|
Tuesday |
June 27 |
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. |
|
Tuesday |
June 27 |
Nightly Batch will run at 7:00 PM. |
|
Wednesday |
June 28 |
SMART Closed to Agencies. |
|
Wednesday |
June 28 |
8:00 AM – 5:00 PM – Agencies shall have accounting staff available for questions. |
|
Wednesday |
June 28 |
8:00 AM – Credit card receipts will load into SMART. |
|
Wednesday |
June 28 |
INF43 Excel Deposit Upload, INF44 Inbound Deposit or Temporary Deposit forms may be used for AR deposits. |
|
Wednesday |
June 28 |
Agencies will be notified if the Division of the Budget denies a GL Encumbrance. |
|
Wednesday |
June 28 |
1:00 PM – Pay Cycles run. |
|
Wednesday |
June 28 |
Nightly Batch will run at 7:00 PM. |
|
Thursday |
June 29 |
SMART Closed to Agencies. |
|
Thursday |
June 29 |
8:00 AM – 5:00 PM – Agencies shall have accounting staff available for questions. |
|
Thursday |
June 29 |
8:00 AM – Credit card receipts will load into SMART. |
|
Thursday |
June 29 |
INF43 Excel Deposit Upload, INF44 Inbound Deposit or Temporary Deposit Forms may be used for AR deposits. |
|
Thursday |
June 29 |
Nightly Batch will run at 7:00 PM. |
|
Friday |
June 30 |
SMART Closed to Agencies. |
|
Friday |
June 30 |
8:00 AM – Credit card receipts will load into SMART. |
|
Friday |
June 30 |
11:00 AM – Final INF43 Excel Deposit Upload, INF44 Inbound Deposit or Temporary Deposit forms must be submitted no later than 11:00 AM. |
|
Friday |
June 30 |
Budget Journals for re-appropriations, lapses, transfers, and appropriations will be posted in SMART. |
|
Saturday |
July 1 |
SMART Closed to Agencies |
|
Saturday |
July 1 |
Nightly batch will run. |
|
Sunday |
July 2 |
SMART open to all users at 1:00 PM - 11:59 PM |
|
Sunday |
July 2 |
June 2023 (FY 2023, Period 12) accounting period will be reopened for Accounts Receivable, Billing and Project Costing. Deposits in transit must be entered in SMART with an accounting date of 06/30/2023 on the Totals tab and Payments tab. |
|
Sunday |
July 2 |
July 2023 (FY 2024, Period 1) accounting period open for Accounts Payable, Accounts Receivable, Asset Management, Billing, General Ledger, and Expenses. |
|
Sunday |
July 2 |
FY 2024 Requisitions, for contracts that have been previously approved in SMART (for example, multiyear contracts, including leases) should be entered in SMART on or after July 2, 2023. |
|
Monday |
July 3 |
12:00 AM – 7:00 PM – SMART open to all users. |
|
Monday |
July 3 |
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 06/30/2023 to recognize revenue in the appropriate fund and fiscal year. |
|
Monday |
July 3 |
PCard transactions that have been held from June 21st through June 30th will start to be loaded through the nightly batch process. |
|
Tuesday |
July 4 |
HOLIDAY - SMART open to all users 6:00 AM - 7:00 PM. No paycycles or nighttime batches run. |
|
Wednesday |
July 5 |
6:00 AM - 7:00 PM – SMART open to all users |
|
Wednesday |
July 5 |
7:00 PM - Last day June 2023 Accounts Receivable, Billing and Project Costing will be open in SMART. Deposits in transit and Deposit Adjustments must be entered in SMART with an accounting of 06/30/2023 on the Totals tab and Payments tab |
|
Wednesday |
July 5 |
June 2023 accounting period for Accounts Receivable, Billing and Project Costing will be closed after nightly batch. |
|
Thursday |
July 6 |
6:00 AM – 7:00 PM – SMART open to all users. |
|
Friday |
July 7 |
SMART closed to agency users 6:00 AM – 10:00 AM for final FY 2023 close processing. A SMART announcement will be sent when the system is opened to agency users. |
|
Friday |
July 7 |
SMART Team will run FY Close. Year-end close (YEC) journals will be created to carry forward Asset, Liability, and Equity Account balances. |
|
Friday |
July 7 |
Credit Card receipts will run at 8:00 AM. |
|
Friday |
July 7 |
SMART AR Deposit jobs will run at 10:00 AM, noon, and 2:00 PM to load transactions for State Treasurer's approval. |
|
Friday |
July 7 |
10:00 AM Agencies can begin to write off receivables and/or record deposits for year-end AR entries to bring FY ending balances >= $0. |
|
Friday |
July 7 |
Pay cycles will be run as usual beginning at 2:00 PM. |
|
Friday |
July 7 |
Nightly batch will run as usual beginning at 7:00 PM. |
