Kansas Department of Administration, Office of General Services

Accounts and Reports

INFORMATIONAL CIRCULAR NO. 11-A-008 (revised 6-29-11)

(supersedes 10-a-014)

DATE:	May 5, 2011
SUBJECT:	Closing of Fiscal Year 2011 and Opening of Fiscal Year 2012
EFFECTIVE DATE:	Immediately
A & R CONTACT:	Brett Bauer	(785) 368-8165	(Brett.Bauer@da.ks.gov)
	SMART Systems Team
	Randy Kennedy	(785) 296-4788	(Randy.Kennedy@da.ks.gov)
	Central Responsibilities Team
	Steve Banning	(785) 296-7059	(Steve.Banning@da.ks.gov)
	Payroll Services Section
	Lucinda Anstaett	(785) 296-4151	(Lucinda@treasurer.state.ks.us)
	Office of the State Treasurer
APPROVAL:
SUMMARY:	Schedule of accounting events relevant to the close of fiscal year 2011 and the opening of fiscal year 2012.

This Informational Circular provides the scheduled dates for the closing of fiscal year 2011 and the opening of fiscal year 2012.

K.S.A. 75-3002 establishes the state fiscal year as commencing on the first day of July in each year and closing on the thirtieth day of June of the succeeding year. To allow agencies time to process as much old year business as possible, the old year records normally remain open through the second Monday of July. For fiscal year 2011 closing, the cutoff date will be Wednesday, July 13, 2011, allowing 8 processing days. Between July 1st and July 13th, SMART will process old and new fiscal year business concurrently. FY 2012 appropriations will be interfaced from IBARS and posted in SMART as soon as they are available. FY 2012 appropriations will not be available for expenditure transactions until July 1, 2011.

The revised Policy Manual (PM) 14,002 will be distributed via the SMART listserv. This PM provides additional information for agencies regarding fiscal year closing.

The workload for both your agency and the Division of Accounts and Reports increases greatly during the fiscal year end closing period. We ask that you use the following reminders and guidelines to help facilitate the fiscal year end processing.

SPECIAL ITEMS

Budget Period 2011 expense, encumbrance, and revenue data from SMART Commitment Control Ledger groups (CC_IBARS_E, CC_IBARS_R) will be electronically submitted to the Division of the Budget by August 5th for loading into the IBARS system.

The dates provided in this document that relate to fiscal year closing and opening activities will be revised, as necessary, by the Division of Accounts and Reports. Any revisions to payroll processing dates will be issued as a SHARP message to subscribers of the SHARP listserv. After issuance, SHARP messages are also posted on the SHARP Customer Service Website at http://www.da.ks.gov/SHARP/documents/message.htm. Revisions to SMART processing dates will be sent via email to all users subscribed to the SMART listserv. SMART messages are also posted on the SMART website at http://www.da.ks.gov/smart/messages/messages.html .

SYSTEM AVAILABILITY

Normal hours of availability:

SMART - 7:00 a.m. to 6:00 p.m. Monday through Saturday. SMART will be open to agencies on Monday, July 4th, 7:00 a.m. to 6:00 p.m. Daytime batch processes do not run and no Help Desk or SMART production support is available on Saturdays or holidays. SMART will not be available to agencies July 14 – 16 for online processing. The cutoff for receiving SMART interface files is 5:00 p.m. Monday through Friday.

SHARP - 7:00 a.m. to 6:00 p.m. on Monday through Friday and 1:00 p.m. to 6:00 p.m. on Saturday and Sunday. The cutoff for receiving SHARP interface files is 5:00 p.m.

GENERAL ITEMS

Fiscal year 2011 documents receive a higher processing priority than fiscal year 2012 documents during the concurrent processing period.

The cutoff for interface files into SMART for fiscal year 2011 will be 5:00 p.m. on July 12, 2011. The last day to enter SMART on-line transactions is July 13, 2011. FY 2011 transactions must be successfully edited, budget checked, matched, agency approved, dispatched, and submitted into workflow for central approval, as appropriate, by 6:00 p.m. on July 13, 2011. After that date, SMART will be closed to all agency users, and the SMART closing process will begin on July 16th.

State agencies should review financial data through May and process the necessary corrections in the SMART system before June 30th. Please consult the month end checklists available on the SMART website, http://www.da.ks.gov/smart/Training/CourseMaterials/WBT/resources.html.

During the concurrent processing period, agencies must take special care to ensure that the correct Accounting Date is specified on interface files and online transactions. Transactions that are intended to process against FY 2011 should have Accounting and Budget dates of June 30, 2011.

GL Encumbrances (non-vendor specific) will be used to encumber fiscal year 2011 funds in limited circumstances. ~~Agencies must complete the GL Encumbrance request form and submit it by July 6th to~~ Sunflowergl@da.ks.gov. The Division of Budget will review and approve all requests for FY 2011 GL Encumbrances. A message will be sent via the SMART listserv when the form and instructions are available on the Division of Accounts and Reports website at http://www.da.ks.gov/ar/pm/Forms/Default.htm.

GL Encumbrance Request Form and Process: The GL Encumbrance Request Form is located on Accounts and Reports website at the following link: http://www.da.ks.gov/ar/pm/Forms/GL_F016.xlsx

Complete request form and attach it to a Help Desk Ticket by 5:00 p.m. on 7/6/2011.
Must provide a description of the obligation and the reason the vendor is not known or the Purchase Requisition/Order process is not practical for encumbering funds.
Requests will be routed to the Division of the Budget (DoB) for Approval.
Upon DoB approval, the GL Journals will be created by A&R staff.
Agencies will be notified via the Help Desk of the Journal ID(s) or DoB’s denial.

The scheduled dates for closing fiscal year 2011 and beginning fiscal year 2012 are as follows:

DATE	ITEM
2-May	July period open for Requisitions to accommodate FY 2012 bid events only.
6-May	SMART Budget Structure Update Task - Office Hours by appointment.
9-May	SMART Budget Structure Update Task - Office Hours by appointment.
19-May	ASTRA meeting.
20-May	SMART Budget Structure Update Task Due.
23-May	Deadline to establish FY 2012 ChartFields in SMART for SHaRP integration.
27-May	All interfunds dated prior to April 1, 2011, that are not reciprocated or completed as of close of business will be deleted from SMART on or after May 28.
27-May	All vouchers dated prior to April 1, 2011, that are not fully processed as of close of business will be deleted from SMART on or after May 28.
27-May	All deposits dated prior to April 1, 2011, that are not completed as of close of business will be deleted from SMART on or after May 28.
27-May	All Billing Worksheets created from Customer Contracts prior to April 1, 2011 should be processed for deposit or write-off by close of business. This is a reminder that funds that are allowed to go negative like cost reimbursable grants, for example, cannot end the year in a negative cash position.
27-May	Agencies should review the SMART monthly checklists preparing for May month end and fiscal year end.
1-Jun	SMART sub-modules - AP, AR, BI, EX for July through March are closed.
1-Jun	July period open for Purchase Orders to accommodate FY 2012 leases & prior authorizations. FY 2012 PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART.
1-Jun	July period open for Project Costing to capture any FY 2012 PO related activity.
4-Jun	Run scheduled PO Close Process.
17-Jun	Informational Circular to all agencies regarding fiscal year rate changes in payroll deductions and contributions. The release of the Informational Circular is contingent upon publication of the budget indices for fiscal year 2012 by the Division of the Budget.
20-Jun	Process payroll off-cycle 'A' for Friday June 24, 2011 pay date.
20-Jun	Accounts and Reports, Payroll Services will insert a new row in the SHaRP department budget tables effective dated June 12, 2011 which reflect a budget end date of June 11, 2012 and fiscal year of 2012. Agencies should refrain from entering any rows in the SHaRP department budget table with an effective-date greater than or equal to June 12, 2011 until after the fiscal year 2012 insert has been completed. Further instructions on the entry of FY12 rows in the SHaRP department budget tables will be issued in an upcoming circular.
22-Jun	Process payroll off-cycle 'B' for Monday June 27, 2011 pay date.
22-Jun	Budget check and Post payroll journals for the Friday, June 24th on-cycle pay date (last fiscal year 2011 on-cycle) and for the Friday, June 24th off-cycle pay date.
22-Jun	Last P-Card transaction file (6/21 posted date) for FY 2011 loaded in the nightly batch. Files received from the bank after 6/22 will be held and loaded for FY 2012 beginning on 7/5.
23-Jun	Final FY 2011 P-Card transactions expected to be available for reconciliation in SMART.
24-Jun	Budget check and Post payroll journals for the Monday, June 27th off-cycle pay date.
27-Jun	Last payroll off-cycle 'C' for fiscal year 2011. Review any outstanding checks and process paycheck reversals prior to June 27, 2011. Any checks issued in this off-cycle will be dated June 30, 2011 and charged to fiscal year 2011. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2012.
29-Jun	Budget check and Post payroll journals for the Thursday, June 30th off-cycle pay date.
30-Jun	Final FY 2011 credit card receipts and credit card clearing fund fees and charges via First Data, American Express, and Discover Card are processed by the State Treasurer. All transactions to this date are credited to fiscal year 2011; all transactions after this date are credited to FY 2012.
1-Jul	Updates to payroll position pool definitions for fiscal year 2012 must be entered into SHARP by 6:00 p.m. in order to be reflected in the charges for the on-cycle paychecks dated July 8, 2011 (first on-cycle paychecks charged to fiscal year 2012). Updates should be entered with an effective date of June 12, 2011.
1-Jul	FY 2012 appropriations available for expenditure transaction budget checking when the system opens to agency users at 7:00 a.m.
1-Jul	July period open for Accounts Payable, Accounts Receivable, Asset Management, Billing, General Ledger, and Travel & Expense. Beginning of Concurrent Processing.
4-Jul	SMART open to all users (7:00 a.m. - 6:00 p.m.). No daytime or nightly batch processes will run. No paycycles will be run. No Help Desk or SMART production support will be available.
4-Jul	Last day to reconcile FY 2011 P-Card transactions loaded to date. FY 2011 funds should be encumbered via the Requisition/Purchase Order process for any unreconciled transactions.
5-Jul	First payroll off-cycle for fiscal year 2012. Checks will be dated July 8th.
5-Jul	Last non-Purchase Order FY 2011 P-Card transactions expected to be built to vouchers at 8 am.
5-Jul	Begin loading FY 2012 P-Card transaction files (posted dates 6/22 - 7/2) in the nightly batch. Daily updates resume, thereafter.
6-Jul	Submit FY 2011 GL Encumbrance Request Forms by 5:00 p.m.
8-Jul	Last day to enter FY 2011 Purchase Requisitions and request the budget date be changed to 6/30/2011 via the Help Desk.
12-Jul	Last day to enter FY 2011 Expense Reports and request the budget date be changed to 6/30/2011 via the Help Desk.
12-Jul	Final FY 2011 interface files must be placed on the mainframe by 5:00 p.m. to be processed.
13-Jul	Last day for FY 2011 online processing. PO transactions must be successfully budget checked, approved, and dispatched. BI transactions must be finalized and moved into AR. AR transactions must be successfully budget checked, posted and approved. AP transactions must be edited (error-free), budget checked, matched, in postable or posted status, and all agency approvals complete. EX transactions must be edited, budget checked, and all agency approvals complete. GL Journals must be successfully edited, budget checked, agency approved and submitted into workflow for central approval.
13-Jul	Last day for FY 2011 Asset processing. All capital assets (including CIP) must be entered. Any adjustments, transfers, and retirements must be complete. All outstanding Interface Id's must be loaded. Any unloaded Interface Id's for FY2011 remaining after July 13 will be deleted.
13-Jul	Last day to dispatch FY 2011 Purchase Orders that resulted from PR's entered during concurrent processing.
13-Jul	Final processing of FY 2011 transactions expected. Concurrent Processing ends at 6:00 p.m. All FY 2011 interfunds, vouchers, and deposits that are not fully processed as of the close of business will be deleted beginning on July 14th.
14-Jul	GL encumbrances approved by the Division of the Budget are loaded into SMART.
14-Jul	SMART open to central 24/7 users only for final FY 2011 clean up.
14-Jul	Paycycles will be run as usual beginning at 3:00 p.m.
14-Jul	Agencies may place FY 2012 interface files on the mainframe by 5:00 p.m. for processing in the nightly batch.
14-Jul	Nightly batch will run as usual.
15-Jul	SMART open to central 24/7 users only for final clean up.
15-Jul	Paycycles will be run as usual beginning at 3:00 p.m.
15-Jul	Agencies may place FY 2012 interface files on the mainframe by 5:00 p.m. to be processed.
15-Jul	Nightly batch will run as usual.
15-Jul	Run monthly batch processes and reports.
16-Jul	SMART open to central 24/7 users only.
16-Jul	Run fiscal year close process after nightly batch from 7/15 completes.
17-Jul	SMART open to central 24/7 users only.
17-Jul	Post FY 2011 and prior fiscal year’s lapses and FY 2011 reappropriations.
18-Jul	SMART open to all users (7:00 a.m. - 6:00 p.m.)
18-Jul	All SMART modules open for FY2012, July (period 1) only. All SMART modules, except for Project Costing, are now closed for FY 2011, periods 1 - 12.
5-Aug	Budget period 2011 expense, encumbrance, and revenue data from SMART Commitment Control Ledgers will be submitted to the Division of the Budget for loading into the IBARS system
31-Aug	Form DA-82, Certification of Inventory, due.