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Office of the Controller

Announcements

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 SOARHR and consent to receive their W-2 form electronically. Upon signing into SOARHR, navigate 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 SOARHR password and click continue. An email will then be sent to the email address on file in SOARHR 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 SOARHR. Upon signing into SOARHR, 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 SOARHR. These locations include:

  • McLemore Hall, third-floor HR office, view only, no print option available
  • 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 PayrollFREEMississippi requesting one be printed for you. You will still have a consent status until you withdraw it through SOARHR as outlined above.

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

To:  Faculty and Staff

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

Date:   March 13, 2019
Re:      Fiscal Year 2019 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 2019 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 3, 2019. Requisitions for purchase order items that do not require the bid process must be submitted to the Purchasing work list by Friday, June 7, 2019. Requisition entry will be turned off at the end of business Friday, June 7, 2019, and will remain off until 8:00 a.m. Tuesday, July 9, 2019. 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 28, 2019, and paperwork for payment to the vendor must be received in Accounts Payable by July 1, 2019. No purchase orders will be processed in the current fiscal year for goods or services to be provided after July 1, 2019.

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 28, 2019, will be included in the current year’s business.  All Interdepartmental Invoices to be included in first close reports for fiscal year 2019 business are due to the Controller’s Office by Friday, July 5, 2019.

Procurement Cards 

All transactions for the month of June will need to be processed by 5 p.m. on Wednesday, July 3, 2019, 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 12, 2019.

Physical Plant Services

Work orders for Physical Plant services that are completed by June 11, 2019, will be charged in fiscal year 2019.  If a work order has been submitted prior to June 11 but the work is incomplete on June 11, 2019, those charges will be billed in fiscal year 2020.

University Communications

Projects completed by June 14, 2019, will be charged in fiscal year 2019. Print projects must be printed and delivered by June 14, 2019, to be considered complete. If a print project has been started but the work is incomplete on June 14, 2019, charges will be billed in fiscal year 2020.

 

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 2019.  

Invoices dated prior to 4/30/19

POs released for payment, invoices approved by department  (if required) and returned to Procurement before May 15, 2019

Invoices dated after 4/30/19

POs released for payment, invoices approved by department (if required) and returned to Procurement by July 1, 2019.

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 2019.   Please note that all services performed, and goods received in FY19 should be charged to FY19 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 2019.

Activity prior to 4/30/19

Procurement before May 15, 2019

Activity after 4/30/19

Procurement by July 1, 2019

Petty Cash
Petty Cash reimbursement requests should be in Procurement Services no later than June 7, 2019, for processing in fiscal year 2019.

Payroll 
Biweekly timesheets for the pay period ending June 28, 2019, need to be approved by Tuesday, July 02, 2019. The biweekly payroll ending June 28, 2019, which will be paid July 12, 2019, will be included in fiscal year 2019. Accruals will be made in fiscal year 2019 equal to the total biweekly payroll beginning June 15 and ending June 28, 2019. Accruals will be made for the summer sessions payroll to approximate 50 percent to be included in fiscal year 2019. Accruals will also be made into fiscal year 2019 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 FY19. 

Travel Dates

In Travel Office by

Travel prior to 5/06/19

May 17, 2019

Travel 5/06/19– 5/30/19

June 5, 2019

Travel 5/31/19 – 6/11/19

June12, 2019

Travel 6/12/19– 6/18/19

June 19, 2019

Travel 6/19/19– 6/28/19

July 1, 2019

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.ordersFREEMississippi by Friday, May 3, to assure that the order is received and charged against the fiscal year 2019 budget and to comply with end-of-year procurement processes. If you have any questions about end-of-year computer purchases, please contact computer.ordersFREEMississippi.

Technology Move/Add/Change (MAC) Requests

Work orders for Technology Move/Add/Change services that are completed by June 14, will be charged in fiscal year 2019. 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 2020. If you have any questions about end-of-year MAC charges, please contact ITBillingFREEMississippi.

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 28, 2019.

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 28, 2019.

Designated Fund Budgets
Fiscal year 2020 beginning budgets for designated and agency funds will be loaded into SOARFIN using the remaining spending authority balance as of May 31, 2019.  The fiscal year 2020 beginning budget amount should match the remaining spending authority reflected on the May 31, 2019 monthly detail report.  After fiscal year 2019 is closed (scheduled for August), beginning budgets will be adjusted to reflect the actual ending balances as of June 30, 2019. 

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
  • Jo Berry, Travel, 601.266.4038
  • Shana Riles, Physical Plant, 601.266.6752
  • Brenda McPhail, Designated Fund Budgets, 601.266.4091 
  • Andrea Phillips, Agency Fund Budgets, 601.266.4101
  • Peggy McArthur, Payroll, 601.266.6625
  • Paige Strickland, Computer and Computer Equip. Purchases, 601.266.6654

Contact Us

Office of the Controller
Bond Hall 230
118 College Drive #5143
Hattiesburg, MS 39406

Hattiesburg Campus

Campus Map

Email
controllersofficeFREEMississippi

Phone
601.266.4084