Payments

To process an expense for fiscal year 2007-08, create a payment request by Thursday, July 3, at 3:00 p.m. 

To include a payment request in preliminary closing, approve the request in the system and send the cover sheet with supporting documentation to Disbursement Review and Tax (DR&T).  DR&T must receive this on or before Monday, July 7, at 10:00 a.m.

To include a payment request in final closing, approve the request in the system and send the cover sheet with supporting documentation to DR&T.  DR&T must receive this on or before Thursday, July 10, at 5:00 p.m. 

Payment requests received after these dates must be processed as July payments.

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Expense Accruals

  ACCESS JEMS

If you cannot create a payment request by Thursday, July 3, at 3:00 p.m., you should process an accrual.  The following procedure has been established for accruals:

• Process a stand-alone JEMS (journal entry management system) entry.

1. Debit the accounts for expenses that should be accrued.
2. Credit account G05-1037 with object code 1310 for the total of the accrued expenses.
3. Provide supporting details, including the payee and the date the goods/services were received.

• Please take note of the following restrictions:

1. Do not process other types of transactions on this JEMS journal
2. Do not accrue APPS transactions until after the preliminary closing
3. Do not accrue expenses on state appropriations (fund 44X), federal appropriations (fund 45X), or grant and contract accounts (fund 470, 471, or 473)
4. This process is only available for the year-end closing period

• Please also note the following deadlines:
  
  • Accruals for the preliminary closing period: Thursday, July 3, by 3:00 P.M.
  • Accruals for the final closing period: Monday, July 14, by 3:00 P.M.

To avoid posting of actual expenses in addition to accrued expenses, the Division of Financial Affairs (DFA) will reverse all journals posted to G05-1037 in July 2008. 

When payment requests for accrued items are processed between July 4-14, the word "ACCRUAL" should be included as part of the business purpose.  Please make certain that these payment requests have a fiscal year 2007-08 process date. Following these procedures will help prevent duplicate expenditures in the current fiscal year.

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If you have taken delivery of a capital asset on or before June 30, the receipt must be entered into the APPS system, so that the liability for the payment can be accrued. You should follow this procedure even if the item will be placed in service in the new year.

 ACCESS APPS

In mid-June, the Office for Supply Management Services will distribute a "Receipt Accrual Detail Report."  An automatic accrual reference number - "ACRU (FY)", followed by two numbers - for an APPS accrual will be calculated for standard purchase orders under the following conditions:

1. The receipt is entered into APPS by Thursday, July 3
2. No invoice has been entered into APPS, or the purchase order is in "mismatch" status

The "Receipt Accrual Detail Report" will be available for you to pick up at the Office for Supply Management Services on Monday, July 7.  As you review this report, you should determine if there are APPS transactions that should have been accrued.  If there are, you may submit manual accruals. 

 Note: The manual accrual process may only be used for APPS transactions AFTER preliminary closing.

Blanket order transactions will not be automatically accrued.  If you enter blanket order receivers by July 3, at 4:00 p.m., they will go to "pay" status and should appear on your preliminary statements.

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After you have reviewed your preliminary closing statements, you may process additional manual accruals on "stand-alone" JEMS journal vouchers.  (See procedures under the Payments  section above.)

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