Kansas Department of Administration

10-a-014 - Closing of Fiscal Year 2010 and Opening of Fiscal Year 2011 (April 28, 2010) (Supersedes 09-A-005)

INFORMATIONAL CIRCULAR NO. 10-A-014 (supersedes 09-a-005)
DATE: April 30 , 2010
SUBJECT: Closing of Fiscal Year 2010 and Opening of Fiscal Year 2011
EFFECTIVE DATE: Immediately
CONTACT:

Roger Basinger

(785) 296-8083

(Roger.Basinger@da.ks.gov)

  Central Accounting Services Section    
  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: Image of approval signature.
SUMMARY: Schedule of accounting events relevant to the close of fiscal year 2010 in STARS,
the implementation of the new SMART system, and the opening of fiscal year
2011 in SMART

 

This Informational Circular provides the scheduled dates for the closing of fiscal year 2010 and beginning fiscal year 2011. Additional information concerning fiscal year end closing, DA-107 (preferred) and DA-118 List of Outstanding Obligations instructions is contained in the Division of Accounts and Reports Policy and Procedures Manual filing nos. 14,002 and 14,003 (also see Informational Circulars 10-A-009 and 10-A-011) . The Policy and Procedural Manual is located at http://da.ks.gov/ar/ppm/ppm01001.htm Other web resources available for fiscal year end processing information can be found at http://da.ks.gov/ar/yearend/default.htm.

K.S.A. 75-3002 establishes the state fiscal year as commencing of the first day of July in each year and closing on the thirtieth day of June of the succeeding year. To allow state agencies time to process as much old year business as possible, the old year records normally remain open through the second Monday of July (PPM no. 14,002). However, the SMART implementation will require the cutoff date for fiscal year 2010 to be Tuesday, July 6th. From July 1st through July 6th, the Statewide Accounting and Reporting System (STARS) will only process fiscal year 2010 business; all fiscal year 2011 transactions will be processed in the new SMART system.

Fiscal year 2011 appropriation transactions will be loaded via interface from IBARS to SMART prior to July 1, 2010, with expenditure transactions in SMART ready to commence on July 1, 2010.

The workload for both your agency and the Division of Accounts and Reports is greatly increased during the final STARS fiscal year end closing and the opening of the new fiscal year with the SMART implemetation. We ask that you use the following reminders and guidelines to help facilitate the fiscal year end processing.

SPECIAL ITEMS

Budget Worksheet data from STARS will be electronically submitted to the Division of the Budget by August 6th for converting to SMART values and then 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 encumbrances or other processing dates will be issued as a SHARP message to subscribers of the SHARP list serve. 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 STARS processing dates will be sent via email to all users.

SYSTEM AVAILABILITY

Normal hours of availability:

STARS - 7:00 a.m. to 6:00 p.m. Monday through Friday; 24 hours on holidays and Saturdays, unless a special STARS cycle is requested; Sundays from 1:00 p.m. through Monday, unless otherwise noted on the STARS News screen. STARS will not be available to agencies after July 6th.

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.

SOKI3+ system - available 24 hours a day except for a maintenance period between 6:00 p.m. and 7:00 p.m. daily. SOKI3+ system will not be available to agencies after July 6th.

SMART – 7:00 a.m. to 6:00 p.m. Monday through Friday, weekend availability will be announced.

GENERAL ITEMS

Fiscal year 2010 documents receive a higher processing priority than fiscal year 2011 document during the concurrent processing period.

The cutoff for dataset transactions into STARS for fiscal year 2010 will be at 12:00 noon on June 29, 2010. The last day to enter STARS on-line transactions is July 6, 2010, with 12:00 noon being the cutoff time for payment vouchers, and 6:00 p.m. being the cutoff time for DA118s and DA107s. After that date, STARS will be closed to all agency users, and the closing of the STARS system will begin on July 9th.

STARS transactions characterized as emergency payments requiring immediate attention during this time should be batched separately and sent to the attention of Randy Kennedy, Division of Accounts and Reports, Central Accounting Services Section, 900 SW Jackson, Room 351-S, Topeka, Kansas.

State agencies should review the May monthly reports and process the necessary corrections through the SOKI3+ journal voucher system before June 30th.

Transactions for fiscal year 2010 will be processed in STARS. Transactions for fiscal year 2011 will be processed in SMART.


STARS ITEMS

During the concurrent processing period, STARS batch sheets for fiscal year 2010 transactions should have an effective date of ‘06/30/10’ and BFY of 2010. Although it is preferred that the batch date be ‘6/30/10’, any batch date can be used to avoid using duplicate batch numbers for the same batch date as long as the effective date is ‘6/30/10’ and the BFY is 2010.

Final STARS cash balances will be recorded in SMART on July 18th. In order to allow agencies to process transactions beginning July 1st in SMART, cash balances will be recorded, and those balances will be adjusted at a later time to reflect the STARS closing cash balances.

SOKI3+ITEMS

During the concurrent processing period, only fiscal year 2010 documents may be processed in the SOKI3+ system; fiscal year 2011 transactions will be processed in the SMART system.

Tuesday, July 6, 2010, will be the last day for fiscal year 2010 transactions to be loaded into the SOKI3+ system. After July 6, 2010, agencies should not enter any transactions into the SOKI3+ system.

The scheduled dates for closing fiscal year 2010 and beginning fiscal year 2011 are as follows:

DATE ITEM
March 8 Agencies may begin entering on-line DA-107 and DA-118 transactions.
June 1 Annual review of housing, food service and other employee maintenance rates (DA-171).
June 4 Last day for agencies to add vendors directly toSTARS. Effective June 5th, agencies must submit TM21s and or W-9s to Central Accounting Services to have vendors added to the STARS system.
June 7 ConvertSTARSVendor Table toSMART. Begin dual maintenance ofSTARSandSMARTVendor Tables. See Informational Circular 10-A-013.
June 8 LoadSMARTchartfield values. Begin dual maintenance ofSTARSandSMARTchartfield tables.
June 10 Manual entry of Merchant IDS in SMART by State Treasurer’s Office. Begin dual maintenance of Merchant ID data.
June 14

Preliminary fiscal year 2011 Central Chart of Accounts is available to agencies on the Accounts and Reports website http://da.ks.gov/ar/genacct/CoA/Default.htm. The release of the Chart of Accounts is contingent upon a fiscal year 2011 budget being passed in a timely manner.

June 16 Agencies begin manual conversion of projects, grants and contracts.
June 16 Last day for agencies to send asset conversion files forSMART.
June 18 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 2011 by the Division of the Budget.
June 19 Begin Employee full publish fromSHaRPtoSMART.
June 21 Load appropriations budget fromIBARStoSMART.
June 21 Accounts and Reports, Payroll Services will insert a new row in theSHaRPdepartment budget tables effective dated June 13, 2010 which reflect a budget end date of June 11, 2011 and fiscal year of 2011. Agencies should refrain from entering any rows in theSHaRPdepartment budget table with an effective-date greater than or equal to June 13, 2010 until after the fiscal year 2011 insert has been completed
June 21 Process payroll off-cycle for Friday June 25, 2010 pay date.
June 21 Load agency operating and project budgets toSMARTby project staff.
June 22 Process payroll encumbrances for Friday, June 25th on-cycle pay date (last fiscal year 2010 on-cycle), and payroll accounting transactions created for true EFT reversals and cancelled checks from the June 21st off-cycle with check date June 25, 2010.
June 23 Last payroll off-cycle for fiscal year 2010. Review any outstanding checks and process paycheck reversals prior to June 23, 2010. Any checks issued in this off-cycle will be dated June 28, 2010 and charged to fiscal year 2010. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2011.
June 24 Process payroll accounting transactions created for true EFT reversals and cancelled checks and encumbrances from the June 23rd off-cycle.
June 25 Liquidate payroll encumbrances for the Monday, June 21st off-cycle check date of June 25th, and the on-cycle pay date of June 25th.
June 28 First payroll off-cycle for fiscal year 2011. Checks will be dated July 1st.
June 29 Process payroll accounting transactions created for true EFT reversals and cancelled checks from the June 28th off-cycle with check date of July 1st.
June 29 Electronic transmission of fiscal year 2010 expenditure and encumbrance datasets to BDAS must occur by 12:00 noon. Supporting batched documents must be received in Central Accounting Services Section by 5:00 p.m.
June 29 Central Accounting Services Section accepts final expenditure, and DA-118 and DA-107 encumbrance batches by dataset from agencies for fiscal year 2010 until 5:00 p.m. No firm encumbrances are allowed.
June 30 Convert unredeemed warrants from Treasurer’s system toSMART.
June 30 Load Setoff debtor file toSMART.
July 1 SMARTsystem live.
July 1 Fiscal year 2011 transactions accepted for processing; beginning of concurrent processing, Fiscal year 2010 transactions inSTARSand fiscal year 2011 transactions inSMART.
July 1 SOKI3+system transactions for fiscal year 2010 only. Fiscal Year 2011 transactions inSMART.
July 1 Liquidate payroll encumbrances for the June 28th off-cycle with check date of July 1st.
July 1 Final fiscal year 2010 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 First Data, American Express and Discover Card transactions to this date are credited to fiscal year 2010. All First Data, American Express and Discover Card transactions after this date are credited to fiscal year 2011.
July 1 Updates to payroll position pool definitions for fiscal year 2011 must be entered intoSHARPby 6:00 p.m. in order to be reflected in the charges for the on-cycle paychecks dated July 9, 2010 (first on-cycle paychecks charged to fiscal year 2011). Updates should be entered with an effective date of June 14, 2011.
July 2 DA-35 electronic files (prior period funding Payroll adjustments) must be received by 5:00 p.m.
July 6 End dual maintenance of Vendor Tables, chartfields, and Merchant ID data.
July 6 SOKI3+ receipt documents, journal vouchers, and interfund voucher for fiscal year 2010 must be entered by 2:00 p.m. for final fiscal year 2010 transactions. This is the last dateSOKI3+ will be open to agencies. After this date, theSOKI3+system will no longer be used.
July 6 Agencies enteringSTARSpayment vouchers on-line (not dataset) must have final documents for fiscal year 2010 entered by 12:00 noon.
July 6 Agencies entering payment vouchers on-line (not datasets) inSTARSwith a June effective date must have paper documents into the Central Accounting Services Section by 12:00 noon to avoid transactions being deleted fromSTARS. Vouchers processed under delegated audit authority should be released by the agency by 12:00 noon.
July 6 Final fiscal year 2010SOKI3+uploaded to STARS.
July 6 Agencies may enter DA-118s and DA-107s online (not dataset) until 5:00 p.m. No firm encumbrances are allowed.
July 6 Agencies entering DA-118s and DA-107s on-line (not dataset) must have paper documents delivered to the Central Accounting Services Section by 6:00 p.m. to avoid transactions being deleted fromSTARS.
July 6 Final processing of June 2010 transactions expected.
July 7-8 STARS will be open to Central Accounting Services staff only for final clean-up.
July 9 Begin year end closing cycles and processing for monthly and annual reports and statements, processing of closing and opening entries and preparation of opening and closing transactions reports. (STARS available to Central Accounting Services staff only between closing cycles).
July 12 June 2010 monthlySTARSreports expected to be mailed to agencies.
July 13 Fiscal year 2010STARSclosing reports expected to be mailed to agencies.
July 16 Convert open encumbrances fromSTARStoSMART, load supporting appropriation budgets.
July16-18 AdjustSMARTbeginning cash balances with finalSTARScash balances.
July 19 First day to enter voucher against prior year encumbrances inSMART.
August 31 Forms DA-82, Certification of Inventory and DA-87, Annual Capital Asset Reporting and updates to the Master List of Real Property are due in Accounts and Reports.
 

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