Recognizing the end of state fiscal year 2023 is approaching, DORS is providing instructions regarding the year-end closing process and important dates.
Requisitions
Requisitions not awarded by June 30, 2023 will be canceled or transferred to FY 2024.
Action:
The MSDE Procurement Office will review open requisitions, contact requisitioners, and proceed with cancellation or transfer.
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June 3, 2023 – Less than $10,000.
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June 30, 2023 – Either canceled and re-established with Appropriation Year 24 or awarded to a purchase order.
Encumbrances
Fiscal Administrators and program-based fiscal staff should now begin to review all open encumbrances and should complete review by June 27, 2023.
Object 01 (regular salaries) and sub-objects 0213, 0214, and 0220 (contractual salaries) will not be encumbered and will be canceled at year-end.
Objects 03 (communications), 04 (travel), 06 (utilities), 07 (automobiles), 09 (supplies), and 13 (fixed charges) also will not remain encumbered in fiscal year 2023. The balances of the encumbrances for these objects can be rolled into 2024, however they will not be automatically rolled without email notification to the Office of Fiscal Operations and Accountability.
FMIS Purchase Orders charging Expense Objects 02, 08, 10, 11, 12 & 14 will remain encumbered.
All other Purchase Orders will be canceled or transferred to FY 2024 when instructed by MSDE.
Action:
Now and through early July, evaluate open Purchase Orders and take one of these actions:
Note: Transferring is an immediate decrease to the available 2024 budget. Open Purchase Orders are captured on the DAFRD100 report available to FMIS users.
AWARE™ Authorizations
FY 2024 Vendor and Recurring authorizations must be drafted and issued on July 3, 2023 and after to properly align FY 2024 budgets, PCAs, and funds. Authorizations in "Draft" status will be canceled during the overnight June 29 interface to achieve this proper alignment.
No new authorizations are to be created after June 24, 2023. Authorizations may resume on Monday, July 3, 2023.
Action:
- Draft new Vendor and Recurring authorizations on or after July 3, 2023.
Reminder: the 2024 Recurring Schedule is in
RSM 3, Attachment 1100-1, Recurring Payment Schedule.
- Final M&T week is June 8th. Accounting will release all M&Ts June 9th & 12th.
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OBVS, WTC & Field Offices: Please send M&T information to Accounting by June 8th so that it can be released.
Expense Reports
Follow normal procedures for submission.
- Continue using PCA ending in 3 for all expense report activities through September 30, 2023.
- Begin using PCA ending in 4 for all expense report activities occurring in October 2023.
Grant Payments
Staff involved with grant execution or performance should secure current invoices from recipients as soon as possible. This is especially important on those grants bearing state funds. The same urgency applies to amendments.
- The last day to enter grant awards into the NOGA System will be June 30th.
- Fiscal Year 2024 grants may be entered in the NOGA System starting June 15th.
- All Fiscal Year 2024 grants should indicate July 1, 2023 as the effective date.
Action:
- Review grant records or activity with
Vince Carter to identify needed action and make contact with recipients.
- Create amendments and forward to
Vince Carter by June 23.
Credit Cards
Credit Card Activity Logs need to be received in a timely manner to allow for the capture of expenses in the current year.
Action:
- All credit card packets for the month of May need to be completed, approved, and forwarded to Accounting no later than Friday, June 9, 2023.
- All credit card packets for the month of June 2023 need to be completed and forwarded to Accounting no later than Monday July 10th.
- Continue using PCA ending in 3 for all credit card activity through September 30, 2023.
- Begin using PCA ending in 4 for all credit card activities occurring in October 2023.
Receipts
- Checks must be received in Accounting by June 26th so that the receipts can be deposited by Wednesday, June 28th to allow bank scan/deposit and recording (FMIS & AWARE™) in the current year. This applies to MBEP collections, third party collections, AWARE™ vendor refunds and other receipts.
- Fiscal will address electronic payments and interagency revenue transfers.
- Any receipts that are received after the deadline will be deposited Monday, July 3rd.
Action:
- Forward all checks daily to Fiscal to ensure recording in FY 2023.
Important Dates – FMIS Availability
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July 1, 2023: R*STARS will not be available.
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July 2, 2023: After rollover has been completed, R*STARS will be available on July 2nd and the nightly batch cycle will run.
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July 3 & 4, 2023: R*STARS will be available on July 3rd and 4th but there will be no nightly batch cycle.
INQUIRIES:
Attachment:
