Kansas Department of Administration

20-A-014 Closing of Fiscal Year 2020 and Opening Fiscal Year 2021 in SMART - REVISED (April 29, 2020)

Informational Circular No.


Supersedes Informational Circular No:


Effective Date:



Jocelyn Gunter (Original Signature on File)


Contact Name:




Nancy Haufler

SMART - Statewide Accounting

(785) 296-5368


Amanda Entress

SHARP - Statewide Payroll

(785) 296-3887


Shauna Wake

Office of the State Treasurer

(785) 296-4160


Summary: Schedule of accounting events relevant to the closing of Fiscal Year (FY) 2020 and the opening of Fiscal Year (FY) 2021

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.  For fiscal year 2020 activity to be completed by June 30th, the cutoff date for most agency processing will be Friday, June 26, 2020 at 6:00 PM.  

SMART will be closed to agencies from Saturday, June 27, 2020 through Tuesday, June 30, 2020, and again the morning of Wednesday, July 8, 2020.

New deadlines have been added for encumbrances using the State General Fund.   This includes all purchase requisitions over $5,000 that require prior authorization, purchase orders over $5,000, GL encumbrances over $5,000, and travel authorizations over $5,000. 

For purchase requisitions over $5,000 that require prior authorization by the Office of Procurement and Contracts, email the Prior Authorization Request Form and supporting documentation to your Division of the Budget analyst before entering in SMART.  DOB will reply with an acknowledgement which should be included in the documentation entered in SMART.  Agencies are strongly advised not to “split” transactions by generating multiple entries for the same transaction in order to avoid the $5,000 limit. 

Deadline changes as a result of this message appear in red font within this informational circular and day by day summary.  Sections with changes include: Requisitions/Purchase Orders, Travel Authorizations, and GL Encumbrances.

See attachments:

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