Fiscal Year End – Upcoming Deadlines and Reminders
June 21, 2024
Reminders for the week:
- Run queries and clean up outstanding transactions. Refer to the Month End Checklists for suggested queries to identify outstanding transactions: Month End Checklist | smartweb.ks.gov
- Agencies are to review and release encumbrances for Purchase Orders, Travel Authorizations, and GL Encumbrances that are more than 3 years old or submit a GL_017A Open Encumbrance Extension Request to the agency budget analyst within the Division of Budget for consideration.
- Off-Cycle C Payroll for Pay Period End 6/8/2024 has been cancelled.
- The upcoming deadlines and reminders from the Day-by-Day Summary for the next week:
|
Day of Week |
Date |
Task – Relevant Information including Deadlines |
|
Friday |
June 21 |
Payroll on-cycle and off-cycle 'A' pay date.
PCard voucher build process runs, this is an additional run for PCard voucher build.
Agencies should reconcile PCard transactions.
|
|
Saturday |
June 22 |
SMART open to all users, 6:00 AM – 6:00 PM.
|
|
Sunday |
June 23 |
SMART open to all users, 1:00 PM.
7:00 PM – PCard transactions much be verified and approved to be eligible for PCard voucher build on Monday June 24, 2024.
|
|
Monday |
June 24 |
Payroll off-cycle 'B' pay date.
PCard voucher build process runs.
Agencies should reconcile PCard transactions.
7:00 PM – FY 2024 Interface files (excluding AR files) must be loaded.
7:00 PM – Final INF02 Inbound Voucher for FY 2024 business must be loaded.
7:00 PM – Final INF06 Inbound GL Journal for FY 2024 business must be loaded. |
|
Tuesday |
June 25 |
*** Last day for agency processing in SMART ***
Daily batch processing, paycycle, and nightly batch processing will run. Kansas Service Desk and SMART Team will be available.
8:00 AM – The final PCard voucher build will run. This will be the last voucher build to include FY 2024 funds for PCard transactions that do not have a PO encumbrance.
1:00 PM – Final INF50 Voucher spreadsheets must be uploaded.
2:00 PM – Due to the reciprocal nature of interfunds, all initiating (I) interfunds must be created to allow the reciprocating (R) agency time to complete the interfund by 7:00 PM.
3:00 PM – Final GL Journal spreadsheet must be uploaded.
4:00 PM – Last hourly batch processing will run. Any transaction needing budget checked thereafter must have the budget check process run manually.
7:00 PM – GL Journals must be successfully edited, budget checked, agency approved, and submitted into workflow for central approval.
7:00 PM – To encumber monies for FY 2024, REQs for an amount less than $5,000 using SGF and any amount using all other funds must be sourced to POs and the POs must be approved, budget checked, and dispatched.
7:00 PM – All negative PO lines must be canceled or closed.
7:00 PM – For PCard vouchers to complete for FY 2024, they must be successfully edited, budget checked, and approved.
7:00 PM – AP transactions must be successfully edited, matched, budget checked, and agency approved to be postable or posted.
7:00 PM – TAs less than $5,000 and TAs greater than $5,000 not using SGF, must be entered, agency approved, and in valid budget status.
7:00 PM – Expense Reports must be agency approved and in valid budget status.
7:00 PM – Interfund transactions - Both AR/AP must be successfully edited, matched, and agency approved.
7:00 PM – AR entries for negative cash balances for federal funds must be complete.
7:00 PM – AR online transactions must be entered, and agency approved. All deposits received through June 24, 2024, that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered and agency approved.
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 IDs must be loaded.
7:00 PM – BI transactions must be agency approved and invoiced or written off.
7:00 PM – Nightly batch processing will run.
|
|
Wednesday |
June 26 |
*** SMART closed to agency users ***
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.
8:00 AM – 5:00 PM – Agencies should have accounting staff available for questions.
8:00 AM – Credit card receipts load into SMART.
1:00 PM – Paycycles will run.
2:00 PM – STO will approve and release INF43 and INF44 deposits.
7:00 PM – Nightly batch processing will run.
|
|
Thursday |
June 27 |
*** SMART closed to agency users ***
INF43 Excel Deposit Upload, INF44 Inbound Deposit, or Temporary Deposit forms may be used for AR deposits.
8:00 AM – 5:00 PM – Agencies should have accounting staff available for questions.
8:00 AM – Credit card receipts load into SMART.
2:00 PM – STO will approve and release INF43 and INF44 deposits.
7:00 PM – Nightly batch processing will run.
|
|
Friday |
June 28 |
*** SMART closed to agency users ***
8:00 AM – Credit card receipts load into SMART.
10:00 AM – Final INF43 Excel Deposit Upload or INF44 Inbound Deposit must be uploaded (agencies will notify STO if they do INF43 or INF44). Temporary Deposit forms must be submitted to STO. |
|
Saturday |
June 29 |
*** SMART closed to agency users *** |
|
Sunday |
June 30 |
*** SMART closed to agency users ***
Budget Journals for re-appropriations, lapses, transfers, and appropriations will be posted in SMART.
|
The SMART Team
