AFIS Fiscal Year-End 2017 Question & Answer Session Year-End 2017... · AFIS Fiscal Year-End 2017 Question…

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  • AFIS Fiscal Year-End 2017 Question & Answer SessionMay 4, 2017

  • HRIS LABOR DISTRIBUTION, EMPLOYEE REIMBURSEMENTS

    Joanna GreenawayStatewide Accounting ManagerAFIS - Systems Integration and Application, Security & Workflow

  • HRIS Labor Distribution (2) Starting April 24th, any additional accounting elements to be used for HRIS

    labor distribution on the first pay cycle must be entered as FY18 using:

    A value of HRIS or HRLG in the Function Type roll-up on the FUNC (Function) table for HRIS Accounting Unit

    A value of HRIS in the Activity Type roll-up on the ACTV (Activity) table for HRIS Account Category (DTA, EVA only) and HRIS Activity (FOA only)

    CAS or CAM documents to set up the structure for Program/Program Period for HRIS Activity and HRIS Account Category

    CAS or CAM documents to set up the structure for Program/Program Phase for HRIS Activity (DTA only)

    A value of HRS in the Location Class roll-up on the LOC (Location table for HRIS Activity (EVA only)

    3

  • HRIS Labor Distribution cont. (2) HRIS will continue updating FY17 elements with the nightly batch cycle

    through June 20th

    New FY18 AFIS profiles for HRIS labor distribution should be set up no later than June 14th

    First interface of FY18 AFIS Profiles to HRIS will take place on June 16th to allow for necessary updates to ETE Account Templates during the weekend of June 17th June 18th

    Beginning June 21st, only FY18 AFIS profiles will be interfaced to HRIS; FY17 elements will no longer be included on the nightly interface

    The HRIS Subaccount (AFIS BFY) on all active positions (XP02/ZP02) will be changed from 2017 to 2018 during the weekend of June 24th June25th

    Agencies can begin entering time records in HRIS for the first payroll of FY18 beginning on June 26th

    First pay date of FY18 is July 6th

    4

  • Employee Reimbursement Claims for FY17 (2)

    For employee reimbursement claims related to FY17 reverting appropriations, there are two options for processing after June 20th: Process in HRIS with the normal payroll cycle and then

    process an administrative adjustment transfer in AFIS to transfer the charges to the correct Budget Fiscal year (BFY) beginning approximately July 10th

    Input as handwrites in HRIS up until June 29th

    5

  • JUNE CLOSING/13TH MONTH, YEAR-END PAYMENTS, ENCUMBRANCES,

    PROCUREAZ, FIXED ASSETS

    Angela DillardStatewide Accounting AdministratorAFIS

  • June Closing & 13th Month for FY17 (1, 6)

    The month of June (Accounting Period 12) will remain open until July 8th Allows for clearing bank files and other interfaces with June record dates Payments for FY17 obligations can still be made in FY17 until July 8th

    There will not be a 13th month for processing claim (payment) transactions

    There will be a 13th month for processing other transactions, such as intra and inter-agency transfers (IET, ITI/ITA), journal vouchers (JV, JVC), and cost allocation (CA)

    7

  • FY17 Purchasing/Contracting & Payments for FY17 obligations (3, 4)

    Procure with intent to receive on or before 6/30/17 For reverting appropriations, if received after 6/30/17, pay as

    an administrative adjustment in FY18, using BFY17 if: Valid expenditure for BFY17

    Contractual liability created on or before 6/30/17

    Sufficient spending authority and cash exists

    Approval given by ADOA Director before obligation created

    Authority delegated to State Comptroller. Send written requests to the General Accounting Office

    8

  • FY17 Purchasing/Contracting & Payments for FY17 & FY18 obligations (3)

    PAYMENT PROCESSED IN/DOCUMENT

    CALENDAR DATE BFY FOR CLAIM FY/PERIOD/RECORD DATE

    PROCUREAZ PRCPZ1 6/30/2017 2017FY = 2017

    Period 12Record Date 6/30/2017

    PROCUREAZ PRCPZ1 7/1/2017 2017(Administrative Adjustment)

    FY = 2018Period 1

    Record Date 7/1/2017

    PROCUREAZ PRCPZ1 7/1/2017 2018FY = 2018Period 1

    Record Date 7/1/2017

    AFIS GAX 7/7/2017 2017FY = 2017

    Period = 12Record Date = Current date

    AFIS GAX 7/7/2017 2017(Administrative Adjustment)

    FY = 2018Period 1

    Record Date = Current date

    AFIS GAX 7/1/2017 2018FY = 2018Period 1

    Record Date = Current date

    9

  • Capital Project Claims for FY17 (6)

    Capital Project claims should be delivered to the ADOA General Services Division, Capital Projects Construction office for review and approval by 2:00 p.m. on June 23rd

    Those not received by the deadline above will be processed on a first-in, first-out basis and not guaranteed to be processed by July 8th (close of June)

    Must be paid as administrative adjustments after July 7th

    10

  • Encumbrances (1, 4)

    Open encumbrances established in FY17 can continue to be used, both for June transactions (through July 7th) and for Administrative Adjustment payments beginning July 1st These encumbrances will be rolled from FY17 to FY18 on August 4th.

    The roll process will increase fund balance for FY17 and decrease fund balance for FY18

    Open encumbrances that are associated with appropriations that have end dates of 6/30/17 will be lapsed on July 14th GAO will be running a list of open pre-encumbrances (RQPZ1) and

    encumbrances (POPZ1) initiated from ProcureAZ that are associated with appropriations with end dates 6/30/17. If agencies wish to have these closed out on the ProcureAZ side, they will need to close out manually in ProcureAZ first. There will not be a mass lapse process available in ProcureAZ

    11

  • Administrative Adjustments for FY16

    All administrative adjustments for FY16 must be processed by June 30th

    Those not processed by June 30th must be submitted as Relief Bill items (ARS 35-191) to the GAO at gaoafr@azdoa.gov

    12

    mailto:gaoafr@azdoa.gov

  • ProcureAZ Documents for FY18 (4)

    It was originally anticipated and published in the year-end memo that RQPZ1 and POPZ1 documents related to Type 1 or Type 2 appropriations for FY/BFY18 could be started on May 1st, but not fully processed until appropriations/budgets are loaded in AFIS for BFY18

    Due to errors with processing BFY16 transactions, the roll period in ProcureAZ hasnt been turned on for FY18 yet

    13

  • Fixed Asset Module (8) Fixed asset shells must be completed or unpended by

    COB on July 18th

    Refer to FN-AZ-AM-N332 for a current list of outstanding FAS documents

    Agencies with assets that are not completed prior to the June and 13th month depreciation run on July 19th must submit a full closing package, including a depreciation schedule

    Depreciation for June and 13th month will be run on July 19th

    FN-AZ-AM-N357 report will be available in InfoAdvantageon July 20th

    14

  • CREDIT CARD CLEARING, DEPOSITS, INVESTMENTS/DIVESTMENTS, P-CARD/CTA,

    WARRANT CANCELLATIONS, USE TAX

    Brian NguyenStatewide Accounting ManagerAFIS - Operations

  • Credit Card Clearing Fund (5)

    For those agencies utilizing fund 2600 for credit card activity, this fund should be reconciled by June 30th

    For agencies utilizing another authorized fund for credit card activity with Balance Sheet Account (BSA) 1534-Treasurers Credit Card Clearing, this fund should also be reconciled by June 30th

    Contact your agency liaison if your agency would like to change the Credit Card Clearing Fund to another authorized fund

    16

  • Treasurer Deposits/Direct Deposits (5) Normal deposits (CR documents) for FY17:

    Must be at the Treasurers Office by 2:00 p.m. on June 30th

    Must be entered with a blank record date

    Direct deposits and wire deposits that qualify for FY17 posting: Must be at the Treasurers Office by 2:00 p.m. on July 7th

    Documents processed between 7/3/17-7/7/17 must have FY17 and Accounting Period 13 on the document header. The Record Date on the header must be left blank. The Accounting Period on the individual accounting lines must also be period 13 (this will default if left blank)

    Deposits outstanding in the Treasurers Office system not claimed by an agency by the July 7th deadline will be processed as favorable deposit adjustments in FY17 13th month, if the agency is identifiable. If not identifiable, they will be processed in FY18

    17

  • Treasurer Deposits/Direct Deposits (cont.) (5)

    Do not include multiple FY lines on a single CR document Deposits for FY18:

    Continue to leave the Accounting Period on the header and accounting lines blank

    For all CR documents during the fiscal year-end cutover, please indicate if the document is for FY17 or FY18 on the top of the printed copy of the CR form that goes to the Treasurers Office

    18

  • Investments and Divestments (5) AFIS investment and divestment processes are automated

    through the SWEEP table

    Be sure to set the minimum required cash balance (BSA 0070) on the SWEEP table

    Use BBALS (ITD Balance Sheet Summary), BBALD (ITD Balance Sheet Detail), CBALDQ (Cash Balance Detail) or CBALSQ (Cash Balance Summary) to view cash balances

    19

  • Federal Funds Draw Down (5)

    As with all deposits, these should be delivered to the Treasurers Office by 2:00 p.m. on June 30th to be processed as a FY17 transactions

    Funds deposited with Bank of America but not yet processed in AFIS may be processed as FY17 transactions until the July 7th deadline or as favorable deposit adjustments in the 13thmonth

    20

  • Cash Balance (6)

    Cash balances in AFIS are tracked on inception