To: Faculty and Staff
From: Allyson Easterwood, Associate Vice President for Finance & Controller
Steve Ballew, Director, Procurement and Contract Services
Date: March 20, 2017
Re: Fiscal Year 2017 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 2017 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 5, 2017. Requisitions for purchase order items that do not require the bid process must be submitted to the Purchasing work list by Friday, June 9, 2017. Requisition entry will be turned off at the end of business Friday, June 9, 2017, and will remain off until 8:00 a.m. Thursday, July 6, 2017. 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 30, 2017, and paperwork for payment to the vendor must be received in Accounts Payable by July 3, 2017. No purchase orders will be processed in the current fiscal year for goods or services to be provided after July 1, 2017.
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 30, 2017, will be included in the current year’s business. All Interdepartmental Invoices to be included in first close reports for fiscal year 2017 business are due to the Controller’s Office by Thursday, July 6, 2017.
All transactions for the month of June will need to be processed by 5 p.m. on Friday, June 30, 2017, 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.
Physical Plant Services
Work orders for Physical Plant services that are completed by June 14, 2017, will be charged in fiscal year 2017. If a work order has been submitted prior to June 14 but the work is incomplete on June 14, 2016, those charges will be billed in fiscal year 2018.
Projects completed by June 16, 2017, will be charged in fiscal year 2017. Print projects must be printed and delivered by June 16, 2017, to be considered complete. If a print project has been started but the work is incomplete on June 16, 2017, charges will be billed in fiscal year 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 2017. Please note that all services performed and goods received in FY17 should be charged to FY17 budgets.
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 2017.
Invoices dated prior to 5/1/17
POs released for payment, invoices approved by department (if required) and returned to Procurement before May 19, 2017
Invoices dated after 5/1/17
POs released for payment, invoices approved by department (if required) and returned to Procurement by June 30, 2017.
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 2017.
Activity prior to 5/1/17
Procurement before May 19, 2017
Activity after 5/1/17
Procurement by June 30, 2017
Petty Cash reimbursement requests should be in Procurement Services no later than June 9, 2017, for processing in fiscal year 2017.
Biweekly timesheets for the pay period ending June 30, 2017, need to be submitted to Payroll on Monday, July 03, 2017. The biweekly payroll ending June 30, 2017, which will be paid July 14, 2017, will be included in fiscal year 2017. Accruals will be made in fiscal year 2017 for ten days, June 17-30, 2017, equal to the total biweekly payroll ending June 30, 2017. Accruals will be made for the summer sessions payroll to approximate 50 percent to be included in fiscal year 2017. Accruals will also be made into fiscal year 2017 for the remaining two months for nine month employees being paid over twelve months.
Travel Vouchers that have met auditing requirements and are received in Procurement Services by the following dates will be processed in FY17.
In Travel Office by
Travel prior to 5/08/17
Travel 5/08/17– 5/31/17
Travel 6/1/17 – 6/13/17
Travel 6/14/17– 6/20/17
June 21, 2017
Travel 6/21/17– 6/30/17
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 email@example.com by Friday, May 5, 2017, to assure that the order is received and charged against the fiscal year 2017 budget and to comply with end-of-year procurement processes. If you have any questions about end-of-year computer purchases, please contact firstname.lastname@example.org
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 2017. 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 2018. If you have any questions about end-of-year MAC charges, please contact ITBilling@usm.edu.
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 30, 2017.
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 30, 2017.
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, 2017. The fiscal year 2018 beginning budget amount should match the remaining spending authority reflected on the May 31, 2017, monthly detail report. After fiscal year 2017 is closed (scheduled for August), beginning budgets will be adjusted to reflect the actual ending balances as of June 30, 2017.
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
- Agustina Pesci, Designated Fund Budgets, 601.266.6755
- Melissa Bastine, Agency Fund Budgets, 601.266.6677
- Cheri Waldrup, Payroll, 601.266.5806
- Melissa Bastine, Cash Deposits, 601.266.6677
- Paige Strickland, Computer and Computer Equip. Purchases, 601.266.6654
The HR/Payroll self-service options currently located in SOAR are as follows:
• Approve Employees Leave Taken
• Assign Approval Proxy
• Assign Employee to Managers
• Monthly Time and Attendance
• View Paycheck (HR)
• View W-2/W-2c Forms (HR)
• W-2/W-2c Consent (HR)
These menu options will be moved to SOARHR and will no longer be available in SOAR effective March 11, 2017.
In order to assist the campus community with this change, a link to the log in page for SOARHR will continue to be located in SOAR under the self-service menu. To log directly into SOARHR, go here https://info.usm.edu/soar/ or type soarhr.usm.edu in your web browser. Log in credentials are the same as they are for SOAR.
SOARFIN users who have attended training to view budget activity may now access monthly detail reports for February 2017 by logging into SOARFIN and following the instructions located on the Controller's website. Please note that budget period equals fiscal year, not calendar year, on the chartfield data entry page. Please enter 2017 as 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 General, Auxiliary, and Designated Fund Codes – 10X10, 12X10, 13X10, and 14XXX: Agustina Pesci, Office of Fiscal Planning and Analysis, at 601.266.6755 or by email Agustina.Pesci@usm.edu.
Questions concerning Restricted Fund Codes – 16XXX: Heather Richey, Office of Research Administration, at 601.266.4119 or by email email@example.com.
Questions concerning USM Gulf Park Fund Codes – XXGXX: Sara Byrd at 228.214.3287 or by email Sara.F.Byrd@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.
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.
Updated training documents on navigating and using Eaglevision can be found at https://www.usm.edu/fiscal-planning-analysis/soarfin-training.
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.