Announcements

Fiscal Year 2018 Year-End Procedures

To:  Faculty and Staff

From:  Cheri Waldrup, Interim Controller
            Steve Ballew, Director, Procurement and Contract Services

Date:   April 12, 2018
Re:      Fiscal Year 2018 Year-End Procedures

Please share this memorandum with members of your staff who need to be aware of these processing and transaction deadlines to ensure the specific dates are known and potential problems are avoided.

To help the University achieve a timely closing, this memorandum contains important information regarding processing requirements and deadlines that apply to the University’s fiscal year 2018 accounting closing. All due dates are as of close of business on the day indicated. 

Requisitions and Purchase Orders 

Requisitions for purchase order items that require bids must be submitted to the Purchasing work list by Friday, May 4, 2018. Requisitions for purchase order items that do not require the bid process must be submitted to the Purchasing work list by Friday, June 8, 2018. Requisition entry will be turned off at the end of business Friday, June 8, 2018, and will remain off until 8:00 a.m. Tuesday, July 10, 2018. To assure that a requisition is charged against the current year budget, requisitions must be received in the Purchasing work list by the above dates, goods and services must be received by June 29, 2018, and paperwork for payment to the vendor must be received in Accounts Payable by July 2, 2018. No purchase orders will be processed in the current fiscal year for goods or services to be provided after July 1, 2018.

Outstanding Purchase Orders

Purchase Orders that are outstanding at year-end will be rolled over to the next fiscal year using the same budget string These purchase orders will be charged against next year’s budget.

Purchases on Campus/Interdepartmental Invoices

Purchases made from the Bookstore, Food Services, Copy Center, Central Stores and Science Storeroom through June 29, 2018, will be included in the current year’s business.  All Interdepartmental Invoices to be included in first close reports for fiscal year 2018 business are due to the Controller’s Office by Friday, July 6, 2018.

Procurement Cards 

All transactions for the month of June will need to be processed by 5 p.m. on Tuesday, July 3, 2018, as the P-card system will be closed at 5 p.m.  Procurement card users should have all receipts uploaded, accounting strings assigned, and budget approval by this time.  July’s transactions will not be loaded in the system until July 10, 2018.

Physical Plant Services

Work orders for Physical Plant services that are completed by June 12, 2018, will be charged in fiscal year 2018.  If a work order has been submitted prior to June 12 but the work is incomplete on June 12, 2018, those charges will be billed in fiscal year 2019.

University Communications

Projects completed by June 15, 2018, will be charged in fiscal year 2018. Print projects must be printed and delivered by June 15, 2018, to be considered complete. If a print project has been started but the work is incomplete on June 15, 2018, charges will be billed in fiscal year 2019.

 

Accounts Payable (Invoices from POs)

All documents supporting payments to vendors that have met auditing requirements and are received in Procurement Services by the following dates will be processed in fiscal year 2018.  

Invoices dated prior to 4/30/18

POs released for payment, invoices approved by department  (if required) and returned to Procurement before May 15, 2018

Invoices dated after 4/30/18

POs released for payment, invoices approved by department (if required) and returned to Procurement by June 29, 2018.

It is the department’s responsibility to make sure that Accounts Payable has invoices for all POs for services performed or goods received in fiscal year 2018.   Please note that all services performed and goods received in FY18 should be charged to FY18 budgets.

Accounts Payable (Remittance Vouchers and Employee Reimbursement Vouchers)

All Remittance Vouchers and Employee Reimbursement Vouchers that have met auditing requirements and are received in Procurement Services by the following dates will be processed in fiscal year 2018.

Activity prior to 4/30/18

Procurement before May 15, 2018

Activity after 4/30/18

Procurement by June 29, 2018

Petty Cash
Petty Cash reimbursement requests should be in Procurement Services no later than June 8, 2018, for processing in fiscal year 2018.

Payroll 
Biweekly timesheets for the pay period ending June 29, 2018, need to be approved by Tuesday, July 03, 2018. The biweekly payroll ending June 29, 2018, which will be paid July 13, 2018, will be included in fiscal year 2018. Accruals will be made in fiscal year 2018 equal to the total biweekly payroll beginning June 16 and ending June 29, 2018. Accruals will be made for the summer sessions payroll to approximate 50 percent to be included in fiscal year 2018. Accruals will also be made into fiscal year 2018 for the remaining two months for nine month employees being paid over twelve months.

Travel Reimbursements
Travel Vouchers that have met auditing requirements and are received in Procurement Services by the following dates will be processed in FY18. 

Travel Dates

In Travel Office by

Travel prior to 5/07/18

May18, 2018

Travel 5/07/18– 5/31/18

June 6, 2018

Travel 6/1/18 – 6/12/18

June13, 2018

Travel 6/13/18– 6/19/18

June 20, 2018

Travel 6/20/18– 6/29/18

July 2, 2018

Travel vouchers that are submitted after these due dates will be posted against next year’s budget.

 

Computer and Computer Equipment Purchases
Requests for all computers and computer accessories should be submitted to computer.orders@usm.edu by Friday, May 4, to assure that the order is received and charged against the fiscal year 2018 budget and to comply with end-of-year procurement processes. If you have any questions about end-of-year computer purchases, please contact computer.orders@usm.edu

Technology Move/Add/Change (MAC) Requests

Work orders for Technology Move/Add/Change services that are completed by June 15, will be charged in fiscal year 2018. If a work order has been submitted prior to June 15 but the work is incomplete on June 15, those charges will be billed in fiscal year 2019. If you have any questions about end-of-year MAC charges, please contact ITBilling@usm.edu.

Cash Deposits
All cash and checks on hand in the departments are to be deposited with the University Cashier in Business Services no later than noon on June 29, 2018.

All grant related checks on hand in the departments are to be delivered to the Office of Research Administration no later than noon on June 29, 2018.

Designated Fund Budgets
Fiscal year 2018 beginning budgets for designated and agency funds will be loaded into SOARFIN using the remaining spending authority balance as of May 31, 2018.  The fiscal year 2019 beginning budget amount should match the remaining spending authority reflected on the May 31, 2018, monthly detail report.  After fiscal year 2018 is closed (scheduled for August), beginning budgets will be adjusted to reflect the actual ending balances as of June 30, 2018. 

If you have any questions regarding these year-end closing procedures, please contact the following individuals:                                                                              

  • Steve Ballew, Purchasing, 601.266.4131
  • Sheila Sims, Accounts Payable, 601.266.5668
  • Rayonne Grant, Travel, 601.266.4131
  • Shana Riles, Physical Plant, 601.266.6752
  • Lynn McCarver, University Communications, 601.266.4491
  • Brenda McPhail, Designated Fund Budgets, 601.266.4091 
  • Melissa Bastine, Agency Fund Budgets, 601.266.6677
  • Andrea Phillips, Payroll, 601.266.4101
  • Melissa Bastine, Cash Deposits, 601.266.6677
  • Paige Strickland, Computer and Computer Equip. Purchases, 601.266.6654

 

MDRs for May 2018 (Budget Year 2018) are Available 

SOARFIN users who have attended training to view budget activity may now access monthly detail reports for May 2018 by logging into SOARFIN and following the instructions located on the Controller's website. Please note that budget period equals the fiscal year, not the calendar year, on the chart field data entry page. Please enter 2018 as a budget period.

Listed below are points of contact. These individuals may answer some of your questions, but some questions may be directed to other employees.

Questions concerning retrieving and viewing the monthly detail report or the departmental deposit report, including any SOARFIN training issues: Melissa Bastine, Controller's Office, at 601.266.6677 or by email Melissa.Bastine@usm.edu.

Questions concerning Hattiesburg or Gulf Park General, Auxiliary, and Designated Fund Codes - 10X10, 12X10, 13X10, and 14XXX: Office of Fiscal Planning and Analysis at 601.266.6755 or by email at budgets@usm.edu.

Questions concerning Restricted Fund Codes - 16XXX: Heather Richey, Office of Research Administration, at 601.266.4119 or by email Heather.Richey@usm.edu.

Questions concerning USM Gulf Coast Research Lab Fund Codes - XXLXX: Kelly Rooney at 228.872.4230 or by email Kelly.Rooney@usm.edu.

Questions concerning Agency Fund Codes - 50XXX: Melissa Bastine, Controller's Office, at 601.266.6677 or by email Melissa.Bastine@usm.edu.

Non-Exempt Employees

Check out our updated tools and resources for non-exempt employees: https://www.usm.edu/controller/non-exempt-employees.

USM EagleVision View-Only

The navigation for Eaglevision is now Main Menu > USM Procedures > USM Eaglevision View-Only

EagleVision is a tool in SoarFin used to review budget string information including budget name, fund code, department ID, program code, project ID, signature authorities, and box number.

As a result of the elimination of HR Department numbers, the Office of the Controller made slight changes to the EagleVision page. The page has a new path and name, and also has a new look. The chart field values contained in budget strings (fund code, department, program code, and/or project ID) should be used in the search criteria rather than HR Department numbers. Please continue to change the search criteria field from “begins” to “contains” when searching by signature authority name or empl ID.

For designated funds only, use all zeros for the program code or leave the field blank in the search field. The program code assigned to designated fund budgets to be used on all revenue/expense transactions is located in the bottom-right corner of the search results page.

 

Electronic W-2s Offered
The Office of the Controller, Payroll, would like to remind employees of the electronic option for W-2s.

To take advantage of this option, employees need to access SOAR and consent to receive their W-2 form electronically. Upon signing into SOAR, go to Self Service>USM HR/Payroll Self Service>W-2/W-2-c Consent and click on the link. Once you check to indicate your consent and click submit, you will be asked to enter your SOAR password and click continue. An email will then be sent to the email address on file in SOAR that the submission was successful. Should you decide to withdraw consent, the same steps apply as above to withdraw consent.

Employees have the ability to view and print their W-2 form on demand through SOAR. Upon signing into SOAR, go to Self-Service>USM HR/Payroll Self Service>View W-2/W-2c Forms and click on the link Year End Form for the applicable year and print.

For those employees who do not have regular access to a computer, but who want to sign up to receive electronic W-2s, several locations across campus provide access to SOAR. These locations include:

  • McLemore Hall, third-floor lobby, view only, no print option 
  • Cook Library 
  • Physical Plant, Administration 
  • Where you normally view/print your paycheck data. 

If you have consented to electronic W-2 and are unable to access your W-2 to print, you can contact Payroll at 601.266.4084 or send an email to Payroll@usm.edu requesting one be printed for you. You will still have a consent status until you withdraw it through SOAR as outlined above.

NOTE: Any new consent or withdrawal of consent entered after January 8, 2017, will be in effect beginning for the 2017 tax year.