Kansas Department of Administration

FY 2016

16-A-001 FY2016 Private Vehicle Mileage (June 26, 2015) (Supersedes 15-A-001)

Informational Circular No: 16-A-001

Supersedes Informational Circular No: 15-A-004
Date of this Informational Circular: July 1, 2015  

Approval:
DeAnn Hill (Original Signature on File)  

Summary:
FY 2016 Private Vehicle Mileage Rates

 

Contact Name Phone Number
Ginnie Schirmer (785) 296-7021
Shelley Harvey (785) 296-2707
Brad Elkins (785) 296-3356
Brandy Wilson (785) 296-6260
Janette Martin (785) 296-2708

As authorized by K.S.A. 75-3203a, the Secretary of Administration has fixed the private vehicle maximum mileage reimbursement rates for FY 2016 at:

57¢ per mile for privately owned automobile

54¢ per mile for privately owned motorcycle

23¢ per mile for moving mileage rate

$1.29 per mile for privately owned airplane (based on air miles rather than highway miles)

 Printable version of 16-A-001

DH:jm

16-A-002 FY 2016 Subsistence Rates (June 26, 2015) (Supersedes 15-A-002)

Informational Circular No. 16-A-002

Supersedes Informational Circular No: 15-A-002
Date of this Informational Circular: July 1, 2015  

Approval:
DeAnn Hill (Original Signature File)

Summary:
FY 2016 Meal Allowance and Lodging Rates

 

Contact Name Phone Number
Ginnie Schirmer (785) 296-7021
Shelley Harvey (785) 296-2707
Brad Elkins (785) 296-3356
Brandy Wilson (785) 296-6260
Janette Martin (785) 296-2708

 

Please see State of Kansas Travel Handbook Section 4100 for information on how meals are reimbursed.

As authorized by K.S.A. 75-3207a, the Secretary of Administration has fixed the rates for FY 2016 at:

July 1, 2015 thru November 12, 2015 (Valid for current SMART version 9.0):

Meal Allowance:

Location Breakfast Lunch Dinner
In-State/border city  $ 9.00 $12.00 $25.00
 Out-of-state, regular  $ 9.00 $12.00 $25.00
 Out-of-state high-cost  $12.00 $16.00 $33.00
 Out-of-state special designated high cost area  $14.00 $19.00 $38.00
 International  $15.00* $21.00* $33.00*

*or actual to either a maximum of $127 per day or the allowable meal expense on the U.S. Department of State website for Foreign Per Diem Rates by Location

International Meal Allowance:
International travelers may use the meal per diem rates for a particular city as established by the U.S. Department of State on their website (http://aoprals.state.gov/web920/per_diem.asp) under the heading Foreign Per Diem Rates by Location.   Locate the country and city and then obtain the meal allowance under the column heading M & IE Rate.

Reduced Meal Allowance:
If the cost of meals is included within the cost of registration fees or other fees and charges paid by the agency or supplied without cost by another party, the meal allowance should be reduced as shown in the table above. 

Same Day Meal Allowance:
The rates as established in accordance with K.A.R. 1-16-18(c)(3) are the same as indicated in the table above.

Lodging Expense Limitation:
In-State/border city $ 83.00
 Out-of-state, regular $ 83.00
 Out-of-state, designated high-cost area $159.00
 Out-of-state, special designated high cost area $178.00
 International Actual
 Conference lodging qualified under K.A.R. 1-16-18a(e) Actual

 

K.S.A. 75-3207a(f) provides that the daily lodging expense limitations established may be exceeded, upon written approval by the agency head or designee, by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred.

These lodging limits continue to be applied to the lodging rate before taxes.  Thus, the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes.

Note that prior to November, 2015, an additional Informational Circular will be issued with rates coinciding with the SMART 9.2 upgrade.

 
Printable version of 16-A-002

 DH:jm

16-A-003 CONUS Implementation Date (September 4, 2015)

Informational Circular No. 16-A-003  

Date of this Informational Circular: September 4, 2015  

Approval:

DeAnn Hill (original signature on file)

Summary:

Implementation Date for CONUS rates for the State of Kansas

 

Contact Name

Phone Number

Email Address

Ginnie Schirmer

(785)296-7021

ginnie.schirmer@da.ks.gov

Shelley Harvey

(785)296-7021

shelley.harvey@da.ks.gov

Brad Elkins

(785) 596-3356

brad.elkins@da.ks.gov

Brandy Wilson

(785) 296-6260

brandy.wilson@da.ks.gov

Chuck Wilson

(785) 296-6033

chuck.wilson@da.ks.gov

Janette Martin

(785) 296-2708

janette.martin@da.ks.gov

 

Per the Secretary of Administration, the State of Kansas will adopt federal standards for per diem rates for travel and expense effective with all travel that occurs on or after January 1, 2016.  The federal rates consist of CONUS (Contiguous United States) established by the General Services Administration, OCONUS (Outside the Contiguous United States) established by the Department of Defense, and Foreign rates established by the U.S. Department of State.

  • CONUS/OCONUS/Foreign rates will be utilized for travel authorizations and expense reports where the travel date is January 1, 2016, or later

  • Agencies should continue to use the current travel rates for all travel that will occur through December 31, 2015

  • Effective at SMART 9.2 go-live on November 13, 2015, existing travel expense types and rates will continue to be available for travel dates through December 31, 2015 and the new expense types and travel rates will be available and effective for travel dates beginning January 1, 2016, or later

  • Beginning November 13, 2015 and thereafter, agencies will be able to enter travel authorizations using the new rates for travel that will occur on or after January 1, 2016

  • A travel event that crosses over the January 1, 2016 effective date for CONUS/OCONUS/Foreign rates, should be split into two separate travel authorizations and expense reports

  • Additional information regarding this change will be communicated in the coming months

 

Printable Version of 16-A-003


DH:jm

16-A-004 Costs for Travel to Attend Funerals (September 25, 2015)
Informational Circular No. 160-a-004
 Effective Date:  Immediately  
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 Approval:  DeAnn Hill 
(original signature on file)
Summary:
Costs for Travel to Attend Funerals

 

This Informational Circular establishes formal policy that agency costs incurred for travel to attend funerals, including reimbursement for the use of private vehicles and the use of state-owned vehicles, generally are not allowed.

The exception is that allowance will be made for incurring agency funeral travel costs incurred as a result of funeral attendance by the agency head, or the agency head’s designee representing the agency in an official capacity.

 

DH:jm

Printable version of 16-A-004

16-A-005 Attachments in SMART (October 9, 2015)
Informational Circular No. 16-A-005
Date of this Informational Circular: November 13, 2015  
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 APPROVAL:  DeAnn Hill
(Original Signature on File)
Summary:
Requirements for attachments in SMART for payments and reimbursements effective with SMART 9.2 upgrade

 

Effective November 13, 2015 the following information will be required regarding payments and reimbursements in the SMART system.

The Agency Audit Services team will no longer accept emailed or paper copies of invoices or other support documents.

For Accounts Payable (AP) vouchers:

  • Invoices for payments are to be attached in SMART to the AP voucher for instances when:
    • The invoice provides useful information that aligns with the referenced contract and notating this information in the payment notes or comments fields exceeds the limitation in those fields.
    • The invoice provides information that is not available in SMART or on the Department of Administration website.

Exception: Note that Agency Audit Services does not require support documents for grant payments to be attached in SMART to the payments.  Grant payment support documents should continue to be maintained at the agency in a file storage method other than SMART.

  • Prior Authorization (PA) forms that require hand-written approval by the Office of Procurement and Contracts, such as revised PA’s, must be attached in SMART to the Purchase Order (PO).  All other PA’s must follow the Office of Procurement and Contract’s policies for attachment in SMART.
  • All copies of contracts or amendments are to be entered in SMART Supplier Contracts and should not be attached in SMART to the PO or the AP voucher.  If an amendment needs to be added to the contract after the contract has been created in SMART Supplier Contracts, agencies should contact the Office of Procurement and Contracts for assistance.

For Travel and Expense (T&E) reports:

  • Documents supporting travel and expense reimbursements are to be attached in SMART to the T&E report. These documents include:
    • Prior authorization for travel not captured by a SMART Travel Authorization.
    • Required receipts which support T&E reimbursements.
    • Conference rate verification.
    • Information that is not available in SMART.

Information regarding attachments in SMART:

  • The recommended limit to the size of the file being attached is 1 MB.
  • Agencies should not attach CAD (Computer Aided Design) files or picture files (examples- .jpg, .tif, .png, or .gif).
  • Excel, Word, scanned .pdf files, or similar files, are appropriate.
  • Multiple attachments are allowed.
  • Avoid attaching documents that do not add value to the transaction.
  • System retention for attachment files is expected to be three years.  This period may be reduced if storage space becomes an issue.
  • Agencies should not rely on SMART as the method for meeting agency record retention policies.

 

 DH:jm

Printable version of 16-A-005

16-A-006 Travel Related Policy Changes (October 12, 2015)
Informational Circular No. 16-A-006
Date of this Informational Circular: October 12, 2015
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 APPROVAL:  DeAnn Hill
(Original Signature on File)
Summary:
Travel Policies Effective with Implementation of Federal Standards for Per Diem Rates

 

As announced in Informational Circular 16-A-003 on September 4, 2015, the State of Kansas will adopt federal standards for per diem rates for travel and expense effective with all travel that occurs on and after January 1, 2016. The following policies are being implemented in conjunction with the adoption of these federal per diem rates and are effective for all travel occurring on and after January 1, 2016:

Subsistence Rates

  • Per Diem rates for the State of Kansas shall consist of the following:
    • Meals and Incidentals Expense (M&IE) rate -
      • Meals – the cost of meals, taxes and tips.
      • Incidentals Expense –all fees and tips to hotel porters, bellhops, doormen, and maids.
    • Lodging rate -
      • Employees may be reimbursed for actual lodging expense incurred, not to exceed this rate. 
      • No allowance for any tips is included with this rate. 
      • Taxes are paid in addition to this lodging rate, as current policy allows, except for foreign travel locations.
      • For foreign travel locations, lodging taxes are included with the lodging rate and are not an additional reimbursement.

Note: Following the federal guidelines with respect to M&IE will avoid any taxability issues.

  • Subsistence rates will consist of a standard per diem rate and non-standard area per diem rates. The standard rate is used except when the travel location is specified as a non-standard area, in which case, the per diem rate for that non-standard area is used.
  • Meal reimbursement will be based on quarter days with the daily reimbursement amount divided equally between quarters. Meal per diem will be provided for the quarters the traveler departs and returns.
  • International travel meal reimbursement will follow the U.S. Department of State M&IE rates, with no allowance for paying a higher amount for actual meal expenses.

Same Day Travel Meal Allowance

  • For employees that qualify for a same-day travel meal allowance, the agency will enter the appropriate amount to be reimbursed based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate.  The meal is to be determined by the agency.  A new expense type “Same Day Travel Meal” has been added to the Travel & Expense module for the meal associated with same day travel. See the Employee Travel Expense Reimbursement Handbook for the guidelines for receiving a meal with same day travel.

Reduced Meal Allowance for Meals Provided at No Cost to the Employee

  • If meals are provided during a given travel day, the agency will reduce the M&IE rate by the amount of the meal that was provided, based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate.  For partial days, the quarter amount is calculated first and then the meal deduction % is applied.
  • If all meals are provided for a day, the reduction to the M&IE rate will be 100% and there will be no allowance for incidentals expense reimbursed to the traveler.

Reduced Subsistence Allowance

  • Reduced subsistence allowance requires approval of the agency head or agency head’s designee, using the form DA-37 Reduced Subsistence Allowance.

Border City Travel – Discontinued

  • Border City Travel Rule and designated cities are discontinued. However, the Department of Administration will consider requests for blanket approval of specific out-of-state travel locations.  The requests will come from the agency head or designee and may be renewed annually.

Expense Reports

  • Expense Reports must be completed unless there are no reimbursable expenses to the traveler (such as mileage, meal per diem, etc.).
  • If travel related expenses include reimbursable expenses to the traveler, all prepaid expenses are required to be added to the expense report.  This includes but is not limited to lodging, transportation rental and fares, fuel charged to a state credit card or account, conference registration and lodging, etc.
  • Expense reports should include M&IE entered for one day at a time rather than for a range of days on one line.

Travel Expense Account Codes

  • The new series of travel account codes, 525510 thru 525590 will be used for all travel occurring on and after January 1, 2016.  Regent institutions will continue to use the existing travel account codes since they do not use the SMART Travel & Expense module.
  • The new account codes, 525510 thru 525590, will be used for all travel locations (in-state, out-of-state and international).  The location entered for an expense report will be used to determine the in-state, out-of-state and international designation which will be provided in SMART reports. The chart below provides the current and new account codes:

     

  SMART 9.0 SMART 9.2
Travel Related Account Code Descriptions In-State Out-of-State International All
Travel & Subsistence 52510 52520 52530 52550
Private Vehicle Miles 525110 525210 525310 525510
Hire of Cars Planes Buses 525120 525220 525320 525520
State Car Exp 525130 525230 525330 525530
Air Rail and Bus Fare 525170 525270 525370 525570
Meals and Lodging 525180 525280 525380 525580
Non-Subsistence 525190 525290 525390 525590

Travel Authorizations

  • Travel authorizations entered beginning November 13, 2015, for travel occurring on and after January 1, 2016, will use the new account codes and rates.

Moving of Employee Personal Effects Account Codes

  • New account code 521500 will be used for moving of employee personal effects for both in-state and out-of-state moves.  This account code will be used for all moves occurring on and after January 1, 2016.  Regent institutions will continue to use the existing account codes for this expense category. The chart below provides the current and new account codes:
  SMART 9.0 SMART 9.2
Moving Account Code Description In-State Out-of-State International All
Moving Employees' Personal Effects 521300 521400   521500

Updates for Subsistence Rates

  • State subsistence rates will be updated on April 1 and October 1 each year and will be effective until the next semi-annual update.  Historical rate information will be maintained in SMART

Rate File, Policy Documents, and Links

  • An electronic file with the CONUS standard rate and non-standard area rates (for the continental United States) will be available at the Office of the Chief Financial Officer, Travel Information for State Employees website at: Travel Information for State Employees.
  • The Employee Travel Expense Reimbursement Handbook is being updated to reflect these policy changes.  See the Employee Travel Expense Reimbursement Handbook for complete travel policy information available at the Office of the Chief Financial Officer, Travel Information for State Employees website at: Travel Information for State Employees
  • The Office of the Chief Financial Officer Policy Manuals are being updated to reflect these policy changes. Policy Manuals are available at the Office of the Chief Financial Officer website at: Policy Manual.
  • Agencies will be notified when the revised Employee Travel Expense Reimbursement Handbook and Policy Manuals, and the CONUS rate file are available on the Department of Administration website.

 DH:jm

Printable version of 16-A-006

16-A-007 Attachments in SMART (October 12, 2015) (Supersedes 16-A-005)
Informational Circular No. 16-A-007 Supersedes:  16-A-005
Date of this Informational Circular: October 12, 2015  
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 APPROVAL:  DeAnn Hill
(Original Signature on File)
Summary:
Requirements for attachments in SMART for payments and reimbursements effective with the SMART 9.2 upgrade

 

Informational Circular (IC) 16-A-005 was issued on October 9, 2015 to address attachments in SMART.  Based on agency feedback and further review, IC 16-A-007 has been issued to supersede IC 16-A-005.

Effective November 13, 2015, the following information will be required for payments and reimbursements in the SMART system over the agency’s delegated audit authority.  Although not required, best practice is for agencies to also follow the guidelines provided below for payments under the agency’s delegated audit authority.

The Agency Audit Services team will no longer accept emailed or paper copies of invoices or other support documents.

For Accounts Payable (AP) vouchers:

  • Invoices for payments are to be attached in SMART to the AP voucher for instances when:
    • The invoice provides useful information that corresponds with the purchasing authority and notating this information in the payment notes or comments fields exceeds the limitation in those fields.  For example, utility payments will require attached invoices unless the specific service date range is entered on the voucher in SMART.
    • The invoice provides information that is not available in SMART or on the Department of Administration website.

Exception: Note that Agency Audit Services does not require support documents for grant payments, refunds, or P-Card payments to be attached in SMART to the payments.  The payment support documents should continue to be maintained at the agency in a file storage method other than SMART.

  • Prior Authorization (PA) forms that require hand-written approval by the Office of Procurement and Contracts, such as revised PA’s, must be attached in SMART to the Purchase Order (PO).  All other PA’s must follow the Office of Procurement and Contract’s policies for attachment in SMART (see Procurement Informational Circular 11-03).
  • All copies of contracts or amendments are to be entered in SMART Supplier Contracts and should not be attached in SMART to the PO or the AP voucher.  If an amendment needs to be added to the contract after the contract has been created in SMART Supplier Contracts, agencies should contact the Office of Procurement and Contracts for assistance.

For Travel and Expense (T&E) reports:

  • Documents supporting travel and expense reimbursements are to be attached in SMART to the T&E report. These documents include:
    • Prior authorization for travel not captured by a SMART Travel Authorization.
    • Required receipts which support T&E reimbursements.
    • Conference rate verification.
    • Information that is not available in SMART.

Information regarding attachments in SMART:

  • The recommended size limit for a file being attached is 1 MB.
  • Agencies should not attach CAD (Computer Aided Design) files or picture files (examples- .jpg, .tif, .png, or .gif).
  • Excel, Word, PDF, or similar files, are appropriate.
  • Multiple attachments are allowed.
  • For vouchers that are interfaced, the agency must attach support documents after the voucher has been created in SMART.
  • Avoid attaching documents that do not add value to the transaction.
  • System retention for attachment files is expected to be 3 years.  This period may be reduced if storage space becomes an issue.
  • Agencies should not rely on SMART as the method for meeting record retention policies.

 DH:jm

Printable version of 16-A-007

16-A-008 Procedures for Filing 2015 Form 1099 Information Returns for non-SMART payments (October 14, 2015)
Informational Circular No. 16-A-008
Supersedes Informational Circular No: 15-A-003
Date of this Informational Circular: Immediately
Contact Name:
Elaine Harris

Ph:
(785) 296-7458

Email:
(elaine.harris@da.ks.gov)

Summary:
Procedures for Filing Calendar Year 2015 Form 1099 Information Returns for non-SMART payments and payments in SMART without the required 1099 information
  • Requirements to report payments where the 1099 data was not recorded in SMART:

There is NO option for the agency to print the forms and have the Office of the Chief Financial Officer report to the IRS.

Policy and procedures:

While most 1099 transactions are recorded in SMART, and require no additional action by state agencies; there are some payments that occur outside of SMART or the information to be reported to the IRS is not in SMART. These transactions result in unique reporting procedures comprised of the following:

To report non-SMART payments for form 1099 purposes the agency must confirm the vendor is in the SMART vendor table with the appropriate 1099 type and class, and ensure that withholding is turned on. If the vendor is not in the vendor table, the agency must add the vendor to SMART including the appropriate 1099 type and class, and turn withholding on. 

Complete the EXCEL template “PS_WTHD_TRAN_TBL_update_template” (link to the Excel document is included at the bottom of this circular) for all non-SMART 1099 reportable payments. The completed template needs to be received by the Office of the Chief Financial Officer by January 13, 2016 to ensure the 1099s are distributed by the January 31, 2016 deadline.

The template has the columns listed below. Do not insert or delete columns or rows. Do not change the formatting. Beginning with line 2 (replacing the sample data), complete one line for each payment (add lines as necessary for additional withholding types/classes). The gray columns are defaults and should not be changed. If 499 lines are not sufficient, copy line 500 down. When completed, attach the EXCEL spreadsheet to a Service Desk ticket with the heading “non-SMART 1099”. Note if you have leading zeros precede them with an apostrophe ‘, i.e. vendor id ‘0000123456.

BUSINESS_UNIT: 5 characters must have leading zeros (your agency number)

WTHD_ENTITY: IRS

WTHD_TYPE: as listed in the vendor table (1099, 1099I, 1099G)

WTHD_JUR_CD: FED

WTHD_CLASS: as listed in the vendor table, with leading zeros.

WTHD_RULE: RULE0

VENDOR_SETID: SOKID

VENDOR_ID: 10 digits with leading zeros, as assigned by SMART.

VNDR_LOC: the vendor location with the appropriate 1099 type and class, usually 001, with leading zeros

ADDRESS_SEQ_NUM: 1

PYMNT_ID: Blank

VNDR_REGIST_ID: SSN or FEIN, 9 digits including leading zeros

PYMNT_DT: date of payment, mm/dd/yyyy format

WTHD_DECL_DATE: Same as date of payment

WTHD_BASIS_AMT: The taxable amount for this 1099 type and class for 2015.

DESCR100: 100 characters of your choice – no punctuation, no special characters 

Training guide for setting up vendors for 1099 reporting and an account code guide:
1099 and Withholding Information Training Guide

IRS guide to each type of 1099, including instructions for each:
IRS Online Instructions for Forms

Page 6 and 7 of the job aid “Create a 1099 Voucher” has Examples of payments by 1099 type and class:
Create a 1099 Voucher Job Aid

SMART withholding codes:
SMART Withholding Codes Job Aid

Excel withholding template:
IC 16-a-008 - PS_WTHD_TRAN_TBL update template

Printable version of 16-A-008

    1. The vendor/client must be in the Statewide Management, Accounting and Reporting Tool (SMART) vendor table.
    2. All reportable payments must be submitted via Service Desk using the EXCEL template referenced below
    3. The Office of the Chief Financial Officer processes the payments submitted via Service Desk using SMART. SMART generates the paper 1099s which are mailed to the vendors. The 1099 information is electronically submitted to the IRS. 
      • Locally administered interest payments of $10 or more are to be reported on IRS Form 1099-INT. These payments typically represent interest paid from trust funds to clients of institutions with the Department for Aging and Disability Services and the Department of Corrections.
      • State Fair premiums are to be reported on Form 1099-MISC.
      • Other payments such as non-employee awards not paid directly to the recipient from SMART.
16-A-009 SMART Upgrade Cutover Plan (October 29, 2015)
Informational Circular No. 16-A-009
Date of this Informational Circular: October 29, 2015
Contact Name:
  1. Sunni Zentner
  2. Kim Fowler
  3. Nancy Haufler
  4. Sarah Tongier
Ph:
  1. (785) 296-7058
  2. (785) 296-0987
  3. (785) 296-5368
  4. (785) 291-0556
Email:
  1. sunni.zentner@da.ks.gov
  2. kim.fowler@da.ks.gov
  3. nancy.haufler@da.ks.gov
  4. sarah.tongier@da.ks.gov
 Approval:   DeAnn Hill
                 (Original Signature on File)
Summary:
SMART upgrade cutover plan including guidelines and timeline for agency staff to follow

 

In preparation for the upgrade to PeopleSoft version 9.2 for SMART, this informational circular has been created to assist agencies with the cutover process.   An attachment is included with a timeline of events and deadlines to assist agency staff in completing necessary tasks prior to and following the upgrade.

 General Items

SMART will be closed to agencies starting Friday, November 6, 2015 through Thursday, November 12, 2015 as the SMART system transitions from PeopleSoft version 9.0 to version 9.2, and from state-owned hardware to a hosted environment.  (The transition will be referred to as the “cutover process” in this circular). SMART will re-open on Friday, November 13, 2015 at 7:00 AM. 

The URL for accessing the system will change with this upgrade.  The new URL can be attained by navigating to the current SMART URL where a new landing page shows the SMART 9.0 URL on the left side of the page and the new SMART 9.2 URL on the right side of the page.  Users should click on the SMART 9.2 URL between October 26 and November 2 to verify that the page can be displayed.  Please note that the page will not display between November 3 and November 10 and users clicking on the URL will receive the “Error 404” message.  On approximately November 11, the URL will be accessible again.  Users must delete their internet browser cache files prior to logging into SMART for the first time on November 13 or after.    

Some users may have issues with the new landing page displaying due to the way the page has been bookmarked in their browser.  To reach the new landing page, bring up the current SMART 9.0 URL and delete all characters to the right of ‘.gov/’ and hit the Enter key.  Any users having difficulty with this can create a ManageEngine Service Desk ticket or contact the Help Desk at 785-368-8000. 


Image displaying removing all characters to the right of .gov/
 

Processing Deadlines
Please see the attached SMART Upgrade Cutover Plan Day by Day Summary for all processing deadlines and other important details regarding the upgrade. 

Interface File Processing
The cutoff for interface files to be processed prior to the upgrade will be 6:00 PM on Wednesday November 4, 2015 for expenditures and 1:00 PM on Thursday November 5, 2015 for deposits.  Files received after the cutoff and by November 8 will be held and processed on the night of November 12, 2015.  Other files received after November 8 will be processed on the night of November 13, 2015. 

Payment Processing
During the period of November 6 to November 12, agencies will not be able to process payments in the accounting system.  No payments can be generated with the exception of wire payments for agencies who have previously established agreements.  Agencies should plan ahead for this time period.  

Agencies may continue to submit SMART check maintenance (reissues and cancels) requests by creating a ManageEngine Service Desk ticket through 10 AM on Thursday, November 5.  The State Treasurer’s website will not be updated during the SMART cutover period; therefore, no check maintenance requests shall be submitted during the cutover period Friday, November 6 to Friday, November 13 because the status of the check will need to be validated once SMART is re-opened and the State Treasurer’s website has been updated. Agencies may begin submitting SMART check maintenance requests by creating a ManageEngine Service Desk ticket on or after Monday, November 16 after the status of the check has been validated. 

For agencies that process wire payments between November 6 and 12, vouchers must be entered in SMART 9.2 for the wire payments by 6:00 PM on November 17, 2015.  Please enter one voucher for each wire payment since the two transactions must match exactly.      

Deposit Processing
For agencies that upload and submit deposits via INF43 and INF44 -- continue to upload and submit deposits via INF43 and INF44 until 1:00 PM on Thursday November 5, 2015. (The INF28 can also continue to be submitted on November 5, 2015, for agencies using pending items). SMART AR Deposit jobs will run according to the regular hourly schedule. If you process INF43 or INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.state.ks.us to notify them of the Business Unit, Deposit ID (if known), and Deposit Total so they can approve the transaction in SMART. STO will perform their normal approval and release at 3:00 PM on Thursday November 5, 2015. 

While SMART is unavailable from November 6 to November 12, agencies should continue to make deposits using the State Treasurer’s Office form: Temporary Deposit Form. Using the Temporary Deposit Form is preferable to holding checks and cash at the agency, and allows users to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached), to the State Treasurer’s Office. 

All deposits that occur between November 6 and 12 must be entered in SMART 9.2 by 2:00 PM on November 16, 2015. Please enter a separate SMART deposit transaction for each deposit made with the State Treasurer’s Office.  One SMART deposit transaction cannot be entered to summarize multiple deposits.     

 Transaction Status for Cutover

It is best practice for transactions to be in a completed state at the time of the cutover.  Please consult the Month End Checklists available on the SMART Web website: http://smartweb.ks.gov/home/month-end-checklists/ to assist with reviewing transactions.  Please resolve all issues in advance so that transactions are in a completed status by 6:00 PM on November 5, 2015.  Agencies should refrain from entering transactions that cannot be completed before the cutover until after SMART 9.2 is available.  More details about specific transactions are listed below: 

Accounts Payable Transactions
Vouchers must be entered, approved, matched, and budget checked by November 5 at 10:00 AM. 

P-Card Transactions
The preferred statuses for P-Card transactions are either Staged or processed all the way through voucher build. SMART will not be loading any P-Card transactions after Monday November 2, and the last P-Card voucher build will run at 8:00 AM on Wednesday November 4. 

Travel and Expense Transactions
In preparation for the upgrade, you must ensure that all expense transactions are either in Pending status (un-submitted) or Paid status (for expense reports and cash advances) or final Approved status (for travel authorizations).  Transactions that are in the approval process are not recoverable for routing to approver queues after the upgrade. Once the upgrade is completed and the system is live, transactions that are in Pending status may be submitted normally. 

Please run the following queries to identify expense transactions that require attention:

Travel Authorizations – Must be in final approved status

  • UNPROCESSED_TRAVEL_AUTHS
  • Navigation: Reporting Tools > Query > Query Viewer > UNPROCESSED_TRAVEL_AUTHS
  • Query results DO NOT include TAs in Closed or Denied status
  • Query DOES include TAs in Approved, Approvals in Process, Pending and Submitted for Approval status
  • TAs with a Valid budget status have encumbered funds
  • TAs with an Error status have a budget error that should be resolved and may or may not have encumbered funds
  • TAs with a Not Chk'd budget status have not yet been budget checked and have not encumbered funds 

Cash Advances – Must be in Pending or Paid status

  • Identify cash advances that are not reconciled
  • Navigation: Travel and Expenses > Manage Accounting > Reconcile Cash Advance
  • Cash advances must be reconciled by 10:00 AM on November 5 

Expense Reports – Must be in Pending or Paid status

  • UNPROCESSED_EXPENSE_REPORTS
  • Navigation: Reporting Tools > Query > Query Viewer > UNPROCESSED_EXPENSE_REPORTS
  • Query results DO NOT include ERs that are in Closed, Denied or Paid status
  • Query results DO include ERs that are in Approved for Payment, Approvals in Process, Pending, Staged, or Submitted for Approval status

General Ledger Journals
General Ledger journals must be entered, edited with a successful budget check, agency approved and submitted into workflow for central approval November 5 at 2:00 PM.

Asset Management Transactions
Agencies are encouraged to have all capital asset transactions dated through November 5 entered into SMART by 6:00 PM on November 5. This includes additions, cost adjustments, transfers, and retirements.


In addition, agencies that use integration to add assets must make sure that all outstanding Interface IDs have been loaded or marked as ‘Replaced’ if applicable. Please use the financial search page (Asset Management > Send/Receive Information > Approve Financial Information > Review) to validate. Note that users can search by Load Status. There should be no interface lines remaining at 6:00 PM on November 5 with the following Load Statuses: Errored, In Process, On Hold, and Pending. If there are any questions regarding Interface ID processing of lines with these statuses, please log a ManageEngine Service Desk ticket requesting assistance as soon as the issue has been identified. 

Workflow

SMART 9.0 utilized AWE (Application Workflow Engine) for Procurement and Travel and Expense.  For SMART 9.2, General Ledger and Accounts Payable modules will move to using AWE instead of Virtual Approver.  

AWE forces the approval hierarchy when there are multiple levels of approvers.  A Level 1 approver must approve before a Level 2 approver can access.  Top Level approvers will not be able to approve a transaction earlier in the workflow stream and approve for all levels.  See the details below for assistance with preparing for this change. 

AP Workflow

Two queries have been created to assist agencies in reviewing the AP Voucher Approval Workflow as we move toward the SMART Upgrade in November.  Agencies should run the query KS_SET_A_B to see users in your agency who are currently Set A or Set B approvers within each Origin Code for which workflow approval is required.  The query KS_APPROVER_AP_V1 will list the users in your agency with the Agency Fiscal Office Approver Role. 

Agencies will need to have a user in the Set A, Set B, and Fiscal Office levels for each of the origin codes for which vouchers are processed through workflow approval or risk vouchers being stuck or misrouted during the approval process.  Please refer to: SMART to make changes to the Set A and Set B approvers.  If you need to make updates to the Agency Fiscal Office Approvers, please submit a security request form in ManageEngine Service Desk to make the necessary changes.  Please note that this does not affect any of the interface vouchers which are submitted as pre-approved.    

In the new AP Voucher workflow effective with the SMART upgrade, higher level approvers will no longer be able to approve vouchers that have not yet been approved by the lower level approvers.  If the fiscal office approvers would like to have flexibility to approve vouchers that are not yet on their worklist, we suggest that the fiscal office approver be added as a Set A and/or Set B approver for each origin code.  

If vouchers become stuck in the approval workflow, agencies will continue to log requests in ManageEngine Service Desk to have the voucher reassigned to an appropriate approval level. 

GL Workflow
The query KS_APPROVER_GL_V1 has been created to assist agencies in reviewing the GL Journal Approval Workflow.  Agencies must have users in all three approval levels (KGL_AGY_APPROVER_L1, KGL_AGY_APPROVER_L2, and KGL_AGY_APPROVER_L3) or Journals will not route correctly through the approval path.  The FOCUS Team has also reviewed the workflow and identified missing roles. Service Desk tickets have been logged in ManageEngine  to update security roles as necessary so that a complete workflow path exists for each agency as we upgrade to 9.2. Higher level approvers will no longer be able to approve Journals that have not yet been approved by approvers at the lower levels unless they are also assigned the lower level roles. 

We urge all agencies to review their Approvers at this time using the above query and request any additional changes by submitting a security form through ManageEngine Service Desk. 

Other Items 

Tree Updates
For agencies that utilize Trees within SMART for reporting purposes, please note that the Tree values from SMART 9.0 were transferred to SMART 9.2 on July 27, 2015. The SMART Team’s GL Analyst has manually updated the Tree values in SMART 9.2 to include values added to SMART 9.0 after that date.  Even though the SMART Team has tried to validate that all Tree values have been added to SMART 9.2, agencies should take the time to verify the Tree values that were added after July 27, 2015. 

Spreadsheet Upload Templates 
New versions of the spreadsheet upload templates must be used with SMART 9.2.  Agencies should take the necessary steps to make sure their agency users have the new versions and discontinue the use of the old versions.  Agencies should submit a request for the new versions of the spreadsheet(s) they utilize to the ManageEngine Service Desk.  There are four new spreadsheet upload templates:

  • Budget Journal Upload (INF24)
  • Journal Upload
  • Deposit Upload (INF43)
  • Voucher Upload (INF50)

 16-A-009 Attachment SMART Upgrade Cutover Day by Day Summary

Printable version of 16-A-009  

16-A-010 Travel Related Policy Changes (October 30, 2015) (Supersedes 16-A-006)
Informational Circular No. 16-A-010
Supersedes Informational Circular No: 16-A-006
Date of this Informational Circular: January 1, 2016
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 Approval:   DeAnn Hill
                  (Original Signature on File)
Summary:
Travel Policies Effective with Implementation of Federal Standards for Per Diem Rates

Informational Circular (IC) 16-A-006 was issued on October 12, 2015 to announce travel policies being implemented in conjunction with the adoption of federal per diem rates (meals and incidentals, and lodging), effective for all travel occurring on and after January 1, 2016.  Based on agency feedback and further review, IC 16-A-010 contains revised policy and supersedes IC 16-A-006. 

The following travel policies are being implemented in conjunction with the adoption of federal per diem rates, effective for all travel occurring on and after January 1, 2016: 

Subsistence Rates (Contiguous United States, Alaska, Hawaii, U.S. Territories and Possessions, and International locations) -

Note: For international travel, the allowance for paying actual meal expenses with receipts is discontinued.

Note: By following federal guidelines with respect to M&IE, the State of Kansas avoids any taxability issues. 

Exception to the Lodging Expense Limitations

Reimbursement for Actual Conference Lodging

Same Day Travel Meal Allowance

Reduced Meal Allowance for Meals Provided at No Cost to the Employee

Reduced Subsistence Allowance

Border City Travel – Discontinued

 Expense Reports

Travel Expense Account Codes

For travel occurring prior to January 1, 2016:

  Existing Account Codes Used in All Modules
Travel Related Account Code Descriptions In-State Out-of-State International
Travel & Subsistence: 52510 52520 52530
Private Vehicle Miles 525110 525210 525310
Hire of Cars Planes Buses 525120 525220 525320
State Car Exp 525130 525230 525330
Air Rail and Bus Fare 525170 525270 525370
Meals and Lodging 525180 525280 525380
Non-Subsistence 525190 525290 525390

 

For travel occurring on and after January 1, 2016:

  Existing Account Codes used in all modules except Travel & Expense New Account Codes used only in the Travel & Expense module
Travel Related Account Code Descriptions In-State Out-of-State International All locations
Travel & Subsistence: 52510 52520 52530 52550
Private Vehicle Miles 525110 525210 525310 525510
Hire of Cars Planes Buses 525120 525220 525320 525520
State Car Exp 525130 525230 525330 525530
Air Rail and Bus Fare 525170 525270 525370 525570
Meals and Lodging 525180 525280 525380 525580
Non-Subsistence 525190 525290 525390 525590


Travel Authorizations

Moving of Employees’ Personal Effects Account Codes

For moves occurring prior to January 1, 2016:
  Existing Account Codes used in all modules
Moving Account Code Description In-State Out-of-State International
Moving Employees’ Personal Effects 521300 521400  

 

For moves occurring on and after January 1, 2016:
  Existing Account Codes used in all modules except Travel & Expense New Account Code used only in the Travel & Expense module
Moving Account Code Description In-State Out-of-State International All Locations
Moving Employees’ Personal Effects 521300 521400   521500

 

Updates for Subsistence Rates

Rate File, Policy Documents, and Links

 

DH:jm

Printable version of 16-A-010

  • Per diem rates for the State of Kansas shall consist of the following:
    • Meals and Incidentals Expense (M&IE) rate -
      • Meals – the cost of meals, taxes and tips.
      • Incidentals Expense –all fees and tips to hotel porters, bellhops, doormen, and maids.
    • Lodging rate -
      • Employees may be reimbursed for actual lodging expense incurred, not to exceed this rate. 
      • No allowance for any tips is included with this rate. 
      • Taxes are paid in addition to this lodging rate.
      • For international travel, payment for actual lodging expenses is allowed and not subject to rate limitations as previously indicated in Informational Circular 16-A-006.  Lodging incidentals, which consist of fees and tips to hotel porters, bellhops, doormen, and maids, are included in the M&IE rate and thus should not be included with actual lodging expense reimbursement.
  • Subsistence rates will consist of a standard per diem rate and non-standard area per diem rates. The standard rate is used except when the travel location is specified as a non-standard area, in which case, the per diem rate for that non-standard area is used. 
  • Meal reimbursement will be based on quarter days with the daily reimbursement amount divided equally between quarters. Meal per diem will be provided for the quarters the traveler departs and returns. 
  • The daily lodging expense limitations may be exceeded, with approval by the agency head or agency head’s designee, by the lesser of either:
    • an additional 50% of the applicable lodging expense limitation; or
    • the actual lodging expense incurred.
  • Agencies may authorize payment or reimbursement for actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%).  The agency head must be provided with conference materials and rates.  These should be maintained with travel documentation.
  • For employees that qualify for a same-day travel meal allowance, the agency will determine the appropriate amount to be reimbursed based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate.  The meal is to be determined by the agency.  A new expense type “Same Day Travel Meal” has been added to the Travel & Expense module for the meal associated with same day travel. See the Employee Travel Expense Reimbursement Handbook for the guidelines for receiving a meal with same day travel.
  • If meals are provided during a given travel day, the agency will reduce the M&IE rate by the amount of the meal that was provided, based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate.  For partial days, the quarter amount is calculated first and then the meal deduction % is applied. 
  • If all meals are provided for a day, the reduction to the M&IE rate will be 100% and there will be no allowance for incidentals expense reimbursed to the traveler.
  • Reduced subsistence allowance requires approval of the agency head or agency head’s designee, using the form DA-37 Reduced Subsistence Allowance.
  • Border City Travel Rule and designated cities are discontinued. However, the Department of Administration will consider requests for blanket approval of specific out-of-state travel locations.  The requests will come from the agency head or designee and may be renewed annually.
  • SMART expense reports must be completed for reimbursable expenses to the traveler (such as mileage, meal per diem, etc.).   It is recommended, but not required, that prepaid expenses be added to the expense report.  This includes, but is not limited to, lodging, transportation rental and fares, fuel charged to a state credit card or account, conference registration and lodging, etc. 
  • SMART expense reports should include M&IE entered for one day at a time rather than for a range of days on one line. 
  • The new series of travel account codes, 525510 through 525590 will be used only in the Travel & Expense module for all travel occurring on and after January 1, 2016.  The existing travel account code series for in-state, out-of-state, and international travel will continue to be used outside of the Travel & Expense module by all agencies. 
  • Within the Travel & Expense module, the new account codes, 525510 through 525590, will be used for all travel locations (in-state, out-of-state and international).  The location entered for an expense report will be used to determine the in-state, out-of-state and international designation which will be provided in SMART reports. The charts below provide the existing and new account codes and appropriate usage: 
  • Beginning November 13, 2015, travel authorizations created for travel occurring on and after January 1, 2016, will use the new account codes, 525510 through 525590, as well as the new travel rates. 
  • New account code 521500 will be used only in the Travel & Expense module for moving of employees’ personal effects occurring on and after January 1, 2016.  The existing account codes for in-state and out-of-state moving of employees’ personal effects will continue to be used outside the Travel & Expense module by all agencies. 
  • Within the Travel & Expense module the new account codes 521500 will be used for both in-state and out-of-state moving of employees’ personal effects.  The location entered for an expense report will be used to determine the in-state and out-of-state designation which will be provided in SMART reports. The charts below provide the existing and new account codes and appropriate usage: 
  • State subsistence rates will be updated on April 1 and October 1 each year and will be effective until the next semi-annual update.  Historical rate information will be maintained in SMART. 
  • An electronic file with the CONUS standard rate and non-standard area rates (for the continental United States) will be available at the Office of the Chief Financial Officer, Travel Information for State Employees website at: Travel Information for State Employees
  • The Employee Travel Expense Reimbursement Handbook is being updated to reflect these policy changes.  See the Employee Travel Expense Reimbursement Handbook for complete travel policy information available at the Office of the Chief Financial Officer, Travel Information for State Employees website at: Travel Information for State Employees
  • The Office of the Chief Financial Officer Policy Manuals are being updated to reflect these policy changes. Policy Manuals are available at the Office of the Chief Financial Officer website at: Policy Manual
  • Agencies will be notified when the revised Employee Travel Expense Reimbursement Handbook and Policy Manuals, and the CONUS rate file are available on the Department of Administration website. 
16-A-011 FY 2016 Subsistence Rates for Travel Occurring on and After January 1, 2016 (November 12, 2015) (Supersedes 16-A-002)
Informational Circular No. 16-A-011
Supersedes Informational Circular No: 16-A-002
Date of this Informational Circular: January 1, 2016
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 Approval:  DeAnn Hill
                (Original Signature on File)
Summary:

FY 2016 Meals and Incidental Expense (M&IE) and Lodging Rates – For Travel Occurring On and After January 1, 2016

 

As authorized by K.S.A. 75-3207a, the Secretary of Administration has fixed subsistence rates for travel occurring on and after January 1, 2016.  The Employee Travel Expense Reimbursement Handbook is being updated to include information regarding subsistence for travel occurring on and after January 1, 2016.  Agencies will be notified when revisions are complete. 

For State of Kansas travel, federal subsistence rates will be followed.  Subsistence rates are based on travel location and travel dates with seasonal rates listed for many locations.  If a specific travel location isn’t listed (or within the location definition), the standard rate, or “other” location rate is used.  The following rates apply to many locations across the contiguous United States (CONUS). 

For CONUS locations, the following standard per diem rates apply for travel occurring on and after January 1, 2016:

M&IE - $51
Lodging - $89

SMART contains the official subsistence rates for CONUS and OCONUS travel locations and will be updated each October 1 and April 1.  International subsistence rates are not loaded into SMART. Employees will obtain Meals and Incidental Expense (M&IE) rates for international travel locations directly from the U.S. Department of State (DOS) website listed below.  For international travel, payment for actual lodging expense is allowed. 

The table below shows the source of the effective rates:

Source of Subsistence Rates -
Contiguous United States (CONUS) -

The U.S. General Services Administration (GSA) maintains the M&IE rates and lodging rates for travel locations in the contiguous United States -
U.S. General Services Administration website:http://www.gsa.gov/portal/content/104877
Outside Contiguous United States (OCONUS):

(Alaska, Hawaii, and U.S. Territories/Possessions) -

The U.S. Department of Defense (DOD) maintains the M&IE rates and lodging rates for travel locations within Alaska, Hawaii and U.S. Territories/Possessions -
U.S. Department of Defense website: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm


International Locations -

The U.S. Department of State (DOS) is the source for M&IE rates only for international travel locations-
U.S. Department of State website:https://aoprals.state.gov/web920/per_diem.asp
For international travel, payment for actual lodging expense is allowed.
Note for using federal websites:

For CONUS and OCONUS travel, if SMART is not accessible, employees may access subsistence rates through the federal websites. However interim federal website updates may occur subsequent to the semi-annual SMART updates each October 1 and April 1. CONUS rates are published on an annual basis but the annual file is updated periodically throughout the year with no interim files published. OCONUS and international rates are updated and published on a monthly basis. Be aware that any interim updates for CONUS or OCONUS locations are not valid until reflected in SMART. For international travel, only the October 1 and April 1 subsistence files should be used to locate the M&IE rates.

If employees utilize the federal websites to find M&IE and lodging rates, those rates should be used as follows:

Rates published October 1 - for travel occurring between October 1 and March 31 of each year.
Rates published April 1 - for travel occurring between April 1 and September 30 of each year.

Exception to Lodging Expense Limitations:

K.S.A. 75-3207a(f) provides that the daily lodging expense limitations established may be exceeded, upon approval by the agency head or designee, by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred. 

These lodging limits continue to be applied to the lodging rate before taxes.  Thus, the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes. 

Conference Lodging qualified under K.A.R. 1-16-18a(e):
Agencies may authorize payment or reimbursement for actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%).  The agency head must be provided with conference materials and rates.  These should be maintained with travel documentation. 

Reduced Meal Allowance:
If the cost of meals is included within the cost of registration fees or other fees and charges paid by the agency or supplied without cost by another party, the daily M&IE rate for the travel location should be reduced based on the percentages listed below.  For partial days, the quarter amount is calculated first and then the deduction percentage is applied. The M&IE deduction percentages are as follows: 

Breakfast - 15%

Lunch - 35%

Dinner - 50%


Same Day Meal Allowance:
Reimbursement for a same day meal, in accordance with K.A.R. 1-16-18(c)(3), is calculated as a percentage of the daily M&IE rate for the travel location, based on the approved meal, as follows: 

Breakfast - 15%

Lunch - 35%

Dinner - 50%

Queries in SMART 9.2 to Obtain M&IE Rates and Lodging Rates:
Queries will be available in SMART 9.2 to obtain CONUS and OCONUS M&IE and lodging locations and rates.  Historical locations and rates from each semi-annual update will be maintained in SMART.

DH:jm

Printable Version of 16-A-011

16-A-012 Approved Out-of-State Travel to Authorized Locations/Areas (November 20, 2015)
Informational Circular No. 16-A-012
Date of this Informational Circular: November 20, 2015


Contact Name:
 
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin

 

Ph:
 
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
 
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. brad.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
Approval:       DeAnn Hill
                    (Original Signature on File) 
 Summary:

Approval for Out-of-State Travel to Locations/Areas Authorized by Agency Head or Designee

 

This informational circular serves to revise a reference to border city travel within Informational Circular 16-A-010 and provide additional out-of-state travel approval guidance.  The section of Informational Circular 16-A-010 entitled “Border City Travel – Discontinued” should be disregarded. 

Current Policy: 

Kansas Statute Annotated (KSA) 75-3208 generally prohibits out-of-state travel, but also includes broad exceptions for each branch of government.  Generally, the agency head is vested with authority to grant written approval for out-of-state travel.

Kansas Administrative Regulation (KAR) 1-16-18 established the border city travel rule for reimbursement of travel expenses incurred by state employees on official business.  Travel to border cities is reimbursed at in-state rates and does not require the specific out-of-state approval vested to the agency head through KSA 75-3208.  Effectively, the border city travel rule has provided a blanket out-of-state travel approval to designated cities/areas. 

Revised Policy Effective January 1, 2016: 

With the recent SMART system upgrade, and the forthcoming adoption of federal travel reimbursement rates, the border city concept is no longer applicable since travel reimbursement rates will be linked directly to the actual travel location.  Proposed amendments are underway to eliminate the border city travel rule from within current KARs. 

Note that on January 1, 2016, Policy Manual (PM) 3,904 Border City Designation – Border City Rule will no longer be effective and will be deleted. 

Note also that revisions to Policy Manual 10,001 Authorized Agency Officials and Approved Out-of-State Travel Locations/Areas and PM 3,817 Agency Travel Approval – Lodging Reimbursement Rates and Out-of-State Travel are being published and will be effective beginning January 1, 2016. 

Absent the formal blanket approval provided through the border city travel rule, best practice is for the agency head to grant written approval of all out-of-state travel on a trip by trip basis under KSA 75-3208.  See the Out-of-State Approval Requirements - Approval Method found in PM 3,817. 

To address concerns expressed by agencies that incur frequent out-of-state travel, under KSA 75-3728 the Department of Administration (DofA) has established an alternative method for out-of-state travel approval to designated locations/areas. 

The DA-115 form has been retitled as “Authorized Agency Officials and Approved Out-of-State Travel Locations/Areas”.  If an agency head chooses to establish an internal agency policy for all travel to approved out-of-state locations/areas, adopting such a policy is to be formalized by completing and submitting a revised DA-115.  The revised form includes a section for an agency to list the approved out-of-state locations/areas.  In order for the agency internal policy to be effective, it must be received by the DofA, Office of the Chief Financial Officer, Agency Audit Services Team and may be emailed to: ARPreaudit@da.ks.gov.  The DA-115 is the source for the DofA to verify agency head or designee approved out-of-state travel locations/areas.  The DofA will not require trip-specific out-of-state travel approval documentation for locations/areas identified on the DA-115. 

If the approved out-of-state travel locations change, a new DA-115 must be completed with all current approved locations/areas listed.  Each form submitted replaces in total the previous form. 

As an internal control review, agency internal policies established under this alternative method and documented on the DA-115 will be reviewed against actual travel locations. 

The revised DA-115 form can be obtained at the DofA Document Center website as follows: Document Center.    

PM 10,001 Authorized Agency Officials and Approved Out-of-State Travel Locations/Areas should be reviewed for additional information on the DA-115 form.

 

DH:jm

Printable version of 16-A-012

16-A-013 Updated FY2016 Private Vehicle Mileage Rates (December 28, 2015) (Supersedes 16-A-001)
Informational Circular No. 16-A-013 Supersedes: 16-A-001

Date of this Informational Circular:

Effective Date:

December 23, 2015

January 1, 2016


Contact Name:
 
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin

 

ph:
 
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708

email:
 
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. bradley.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
Approval:       DeAnn Hill
                    (Original Signature on File) 
 Summary:  Updated FY 2016 Private Vehicle Mileage Rates
 

 

The Internal Revenue Service (IRS) has announced changes in standard mileage rates effective January 1, 2016.  The IRS rate for privately owned automobiles decreases to 54 cents per mile while the moving mileage rate decreases to 19 cents per mile. 


K.S.A. 75-3203a provides that the mileage reimbursement rates shall not exceed the lowest of the following:

  1. the rate allowed by the IRS;
  2. the rate used in preparing the governor’s budget report under K.S.A. 75-3721, and amendments thereto; or
  3. any revision of the rate as specifically directed in appropriation acts of the legislature.


Thus, per the requirements of K.S.A. 75-3203a, the Department of Administration has reduced the rates for mileage reimbursement for the remainder of FY 2016, effective January 1, 2016:

  • 54¢ per mile for privately owned automobile
  • 51¢ per mile for privately owned motorcycle
  • 19¢ per mile for moving mileage rate
  • $1.17 per mile for privately owned airplane (based on air miles rather than highway miles)

DH:jm

Printable version of 16-A-013

16-A-014 Revised FY 2016 Employee Expense Reimbursement Handbook, Travel Summary Trifold and Policy Manuals Effective January 1, 2016 (December 28, 2015)
Informational Circular No. 16-A-014

Date of this Informational Circular:

Effective Date:

December 28, 2015

January 1, 2016


Contact Name:
 
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin

 

ph:
 
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708

email:
 
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. bradley.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
Approval:       DeAnn Hill
                    (Original Signature on File) 

Summary:  Revised FY 2016 Employee Travel Expense Reimbursement Handbook, Travel Summary Tri-fold, and other updated travel related Policy Manuals implementing the change to CONUS Meals and Incidental Expense (M&IE) and Lodging Rates for travel January 1, 2016 and thereafter.
 

 

This Informational Circular is to announce that the Employee Travel Expense Reimbursement Handbook and Employee Travel Expense Reimbursement Summary Tri-fold have been updated to reflect changes to travel subsistence rates effective for travel occurring on and after January 1, 2016.

 

In addition, the following Policy Manuals have been updated to reflect changes to travel policies announced previously and will be effective beginning January 1, 2016:

  • PM 3,903 Employee Travel Expense Reimbursement Handbook
  • PM 3,607 Employee Moving Expense Reimbursement
  • PM 10,754 Prepaid Turnpike Accounts

Note that on January 1, 2016, Policy Manual 3,904 Border City Designation – Border City Rule is no longer effective and will be deleted.

In addition, note that the DA-37 form has been retitled as “Reduced Subsistence Allowance” and will allow an agency to pay an employee a reduced amount for M&IE allowance or lodging expense with prior approval of the agency head or designee.

Procedures for the revised DA-37 can be found in the Employee Travel Expense Reimbursement Handbook.  The revised DA-37 form can be obtained at the DofA Document Center website as follows: http://www.admin.ks.gov/resources/document-center.    

SMART query to obtain CONUS subsistence rates:
A query “KS_EX_CONUS_RATES” is available in SMART 9.2 which provides the effective CONUS and OCONUS travel locations and subsistence rates. SMART will be updated semi-annually with the October 1 and April 1 subsistence rates.

DH:jm

Printable version of 16-A-014

16-A-015 Official Business Location Used For Subsistence Reimbursement (January 29, 2016)
Informational Circular No. 16-A-015
Date: January 29, 2016
Contact Name:
  1. Ginnie Schirmer
  2. Shelley Harvey
  3. Brad Elkins
  4. Brandy Wilson
  5. Chuck Wilson
  6. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-2707
  3. (785) 296-3356
  4. (785) 296-6260
  5. (785) 296-6033
  6. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. shelley.harvey@da.ks.gov
  3. bradley.elkins@da.ks.gov
  4. brandy.wilson@da.ks.gov
  5. chuck.wilson@da.ks.gov
  6. janette.martin@da.ks.gov
 Approval:  DeAnn Hill
(Original Signature on File)
Summary:

Official business location is used for reimbursement of Meals and Incidental Expense (M&IE) and Lodging Rates.

 

This Informational Circular is issued to clarify that, for state employee travel, the subsistence reimbursement rate is determined by the location of the official state business.  The M&IE and lodging rates for the official state business location are used for subsistence reimbursement for the entire trip. This includes travel where lodging may not be available at the official business location.  As a reminder, for travel occurring January 1, 2016 and thereafter, the standard subsistence rate is used unless the travel location is specified as a non-standard area, in which case the subsistence rate for that non-standard area is used.

When travel consists of official state business in several locations, including both a standard rate location and a non-standard area rate location, subsistence rates are adjusted as follows:

  • The subsistence rate changes to the new appropriate rate for the subsequent official business location beginning with the quarter day in which the employee arrives at the subsequent official business location.
  • If there are multiple business locations in the same quarter, the rate for the entire quarter will be based on the last official business location within that quarter.

The Originating Location field should list the employee’s official station or domicile. To ensure the appropriate rates are applied in SMART, the Location field should list the official business location.  This includes subsistence expense lines for travel on the day of return to the official station or domicile.

Agencies are reminded of two exceptions related to subsistence reimbursement limitations:

  • The established daily lodging expense limitations may be exceeded, upon approval by the agency head or designee, by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred.
  • An agency may pay an employee a reduced amount for M&IE allowance or lodging expense with prior approval of the agency head or designee.  The agency should complete form DA-37 Reduced Subsistence Allowance and obtain agency head or designee approval signature and date in advance of the beginning of the date of the travel event.

See the Employee Travel Expense Reimbursement Handbook for additional information: State Employee Travel Center.

 

DH:jm

Printable Version of 16-A-015

16-A-016 Revised Policy Manuals and Forms (April 4, 2016)
Informational Circular No. 16-A-016
Date of this Informational Circular: April 4, 2016
Contact Name:

 

  • Ginnie Schirmer
  • Brandy Wilson
  • Chuck Wilson
  • Janette Martin
Ph:
  • (785) 296-7021
  • (785) 296-6260
  • (785) 296-6033
  • (785) 296-2708

 

Email:

Approval: DeAnn Hill (Original Signature on File)

Summary: Revised Policy Manuals (PM) 3,351, PM 4,272, PM 10,752, PM 10,802, PM 14,002 and Forms DA-152, DA-153 and DA-154

This Informational Circular is to announce that the following Policy Manuals (PM) have been revised and are effective immediately:

  • PM 3,351 Official Hospitality Payment Guidelines
  • PM 4,272  Classification of Funds
  • PM 10,752  Petty Cash Fund Policy
  • PM 10,802  Imprest Fund Policy
  • PM 14,002  Fiscal Year End Closing Including Fiscal Year Determination

In addition, the following forms associated with PM 10,802 Imprest Fund Policy have been revised as well:

  • Form DA-152  Checkbook Record – Imprest Fund
  • Form DA-153  Monthly Imprest Fund Reconciliation
  • Form DA-154  Imprest Fund Application / Maintenance

Agencies should take special note of the more significant policy changes included in PM 10,752 and PM 10,802 as follows:

Two-step process to record expenditures and replenish the fund –
Prior to the 15th day of the following month, agencies must do the following:

  • Replenish their petty cash and imprest funds.
  • Record petty cash and imprest fund expenditures to the appropriate vendors.
  • The expenditures are to be recorded in, and a replenishment voucher drawn from, the budgetary fund(s) from which payments would have been paid if they had not been paid from the petty cash or imprest fund. 
  • Agencies must follow procedures in the following SMART Job Aids -
    • Imprest Fund-Petty Cash Fund – Record Expenditures by Creating a Voucher
    • Imprest Fund-Petty Cash Fund – Replenish Fund by Creating a Voucher.
  • This two-step process is recommended to be followed currently and will be required beginning July 1, 2017.

Fiscal Year End Encumbrance –
For petty cash and imprest fund expenditures not expected to be recorded in SMART by the fiscal year end cutoff for accounts payable vouchers, an encumbrance must be created using the appropriate budget period and funding. 

  • Either a purchase order (PO) or a general ledger encumbrance (GL Encumbrance) is created as appropriate:
    • a purchase order (PO) is created when the vendor is known or when the agency is the vendor (e.g., for a payroll error correction);
    • a general ledger encumbrance (GL Encumbrance) is created for non-vendor specific encumbrances.
  • The fiscal year encumbrance process is recommended for FY 2016 fiscal year end and will be required beginning July 1, 2017.

The revised Policy Manuals can be obtained at the Department of Administration (DofA) website at: http://www.admin.ks.gov/offices/chief-financial-officer/policy-manual.

The revised forms can be obtained at the DofA website at: http://www.admin.ks.gov/resources/document-center.    

The SMART Job Aids referenced in this informational circular can be obtained at the DofA website at: https://smartweb.ks.gov/training/accounts-payable.

Printable version of 16-A-016

DH:jm

16-A-017 Closing of Fiscal Year 2016 and Opening of Fiscal Year 2017 in SMART (April 4, 2016)
Informational Circular No. 16-A-017
Supersedes Informational Circular No: 15-A-006
Date of this Informational Circular: Immediately
Contact Name:
  1. Nancy Haufler  SMART – Statewide Accounting
  2.  Amanda Entress  SHARP – Statewide Payroll
  3.  Lucinda Anstaett  Office of the State Treasurer
Ph:
  1. (785) 296-5368
  2. (785) 296-3887 
  3. (785) 296-4151     
Email:
  1. Nancy.Haufler@da.ks.gov
  2. Amanda.Entress@da.ks.gov
  3. Lucinda@treasurer.ks.gov
 Approval:         Nancy T. Ruoff
                       (Original Signature on File)
Summary:

Schedule of accounting events relevant to the closing of fiscal year 2016 and the opening of fiscal year 2017

 

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.  In order for activity for fiscal year 2016 to be completed by June 30th, the cutoff date for most agency processing will be Monday, June 27, 2016 at 6:00 PM.  

SMART will be closed to agencies from Tuesday, June 28, 2016 through Thursday, June 30, 2016 so the SMART team can review and finalize all outstanding FY 2016 business.  SMART will also be closed on Friday, July 8, 2016 to run the fiscal year 2016 closing processes and verify the fiscal year end journals were completed correctly.

The workload for both your agency and the SMART Team increases greatly during the Fiscal Year end closing period. In order to facilitate successful year end processing, reminders and guidelines for agencies are included below. Please note: to give agencies as much processing time as possible, SMART will be open to agencies on Saturday, June 25, 2016 from 7:00 AM – 6:00 PM. Daytime and nightly batch processes will run. Service Desk and SMART production support will be available. No pay cycles will be run.

It is necessary for agency accounting staff to be available during the day Tuesday, June 28, 2016 through Thursday, June 30, 2016 in case assistance is needed as the SMART Team is preparing the system for closing.

Nightly batch processes will run beginning at midnight the night of Thursday, June 30, 2016. This will allow transactions on interface files for fiscal year 2017 to be entered in SMART. SMART will be open on Friday, July 1, 2016 for fiscal year 2017 activity for all modules at 7:00 AM or as soon as nightly batch has completed.

General Items

The cutoff for interface files into SMART for fiscal year 2016 will be 5:00 PM on Saturday, June 25, 2016 for Expenditures and 5:00 PM on Monday, June 27, 2016 for Deposits.

All FY 2016 transactions must be successfully edited, budget checked, matched, agency approved, dispatched, and submitted into workflow for central approval, as appropriate, by 6:00 PM on Monday, June 27, 2016. After this time, SMART will be closed to all agency users, and the SMART clean-up process will begin on Tuesday, June 28, 2016.

State agencies should be reviewing financial data and processing any necessary corrections before the end of the fiscal year. Please consult the month end checklists available on the SMART website, http://smartweb.ks.gov/home/month-end-checklists/, to assist with this review.  There are additional queries listed in the REFERENCES section at the end of this document that may also be helpful. The SMART Team is actively working to assist agencies in preparation of fiscal year end. Service Desk tickets will be sent to agencies as outstanding or incomplete transactions are found. The transactions identified by the SMART Team will likely be just a subset of the outstanding, incomplete or incorrect transactions agencies will identify between now and the end of the fiscal year.  

General Ledger Encumbrances (non-supplier specific encumbrances) will be used to encumber fiscal year 2016 budget in limited circumstances. The GL-F016 GL Encumbrance Request Form is located on the Department of Administration website at the following link:  http://www.admin.ks.gov/resources/document-center

Complete the GL-F016 GL Encumbrance Request Form and attach it to a Service Desk Ticket by 5:00 PM on Thursday, June 23, 2016. Provide a description of the obligation and the reason the supplier is not known or the Purchase Requisition/Order process is not practical for encumbering budget. Requests will be routed to the Division of the Budget (DoB) for approval.

GL Encumbrance Journals may be keyed by the Office of the Chief Financial Officer staff into SMART prior to receiving DoB approval in order to give each agency the opportunity to review the document and its effects in SMART prior to close.  Agencies will be notified via Service Desk ticket of the Journal ID(s). In the event DoB denies the GL encumbrance, the affected agency will be notified via Service Desk ticket and the document will be deleted from SMART.

Budget Period 2016 expense, encumbrance, and revenue data from SMART Commitment Control Ledger groups (CC_IBARS_E, CC_IBARS_R) will be electronically submitted to the Division of the Budget by Monday, August 1, 2016 for 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 Office of the Chief Financial Officer.  Revisions to SMART processing dates will be sent via email to all users subscribed to the SMART listserv (subscribe at http://www.da.ks.gov/Gov/listserv.htm).  After issuance, SMART Announcements are also posted on the SMART Website at http://smartweb.ks.gov/announcements/impt-announce

Any revisions to payroll processing dates will be issued as a SHARP message to subscribers of the SHARP listserv (subscribe at http://www.da.ks.gov/Gov/listserv.htm).  

Accounts Payable

The final day agencies can enter a voucher in accounts payable for FY 2016 business will be Monday, June 27, 2016.  Here is additional information that will help you with accounts payable:

Please refer to PM 14,002 to help determine the appropriate processing period for each type of account code activity.

For agencies that upload and submit vouchers via INF50 (Voucher Spreadsheet Upload), the final INF50 for FY 2016 business must be submitted by 1:00 PM on Monday, June 27, 2016.

In order for accounts payable transactions to complete for FY 2016, online vouchers must be entered, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016.

Any FY 2016 accounts payable item that cannot be entered into SMART by the cutoff date must be encumbered by using a purchase order.

Interfacing agencies must have their final INF02 (Inbound Voucher) for FY 2016 business submitted by 5:00 PM on Saturday, June 25, 2016.

Interfacing agencies may submit their INF02 files for FY 2017 business in advance with an accounting date on or after July 1, 2016. The files received and processed prior to July 1st will be in voucher build error until FY 2017 is opened. At that time, vouchers will be built and will be eligible for pay cycle once they are matched, budget checked, and approved.

Any voucher that has not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Travel Authorizations 

K.S.A. 75-3208 requires approval for all out-of-state travel. One method of approval is the use of a Travel Authorization. Travel Authorizations are not required, but are recommended as a best practice for all agency travel. Travel Authorizations must be entered prior to the dates of travel.

All in-state and out-of-state travel occurring in FY 2016 must be reimbursed using FY 2016 funds. If an expense report will not be submitted and fully approved by 6:00 PM on Monday, June 27, 2016, a Travel Authorization is required to encumber funds for all travel expenses reimbursable to an employee for travel occurring in FY 2016.

If you need to encumber money for Prepaid expenses that will not be paid by close of FY 2016, you will need to create a purchase order for the prepaid items.

Travel Authorizations for FY 2017 shall not be entered until FY 2017 is open on Friday, July 1, 2016.

Cash Advance

Cash Advances must be reconciled by 6:00 PM on Monday, June 27, 2016.

Expense Reports

Expense Reports chargeable to FY 2016 must be submitted and fully approved in SMART by 6:00 PM on Monday, June 27, 2016.  For any travel that is chargeable to FY 2016 that cannot be processed by the deadline, the agency must process a Travel Authorization. 

Per K.S.A. 75-3201 and as stated in PM 3,903 --Employee Travel Expense Reimbursement Handbook, employees who travel are to submit paperwork for their expenses at least once a month.  

If agency employees have expense reports for travel occurring in FY 2016, and there is no approved travel authorization or GL encumbrance in SMART, the use of the Prior Fiscal Year Claims Process as described in PM 11,966 is required. The Policy Manual can be found here.

Any expense report that has not been fully approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Imprest Funds

Expenditures paid from imprest funds dated on or before June 30, 2016 must be recorded in SMART prior to the deadline for payment voucher submission. For imprest fund expenditures not expected to be recorded in SMART by the fiscal year end cutoff for payment vouchers, a purchase order (PO) or general ledger encumbrance (GL encumbrance) must be created as appropriate using the correct budget period and funding. Prior to July 15, 2016, the agency must replenish the imprest fund and record expenditures to the appropriate suppliers (using the PO or GL encumbrance). The expenditure fiscal year determination contained in PM 14,002 also applies to imprest funds. Refer to PM 10,802 for additional information regarding imprest funds. PM 10,802 can be found here.

Petty Cash Funds

Petty cash procedures are the same as those set forth in the Imprest Funds section above. The expenditure fiscal year determination contained in PM 14,002 also applies to petty cash funds. Refer to PM 10,752 for additional information regarding petty cash funds. PM 10,752 can be found here.

Purchasing

To encumber monies for FY 2016, requisitions must be sourced to purchase orders (POs) and the purchase orders must be approved, budget checked and dispatched by 6:00 PM on Monday, June 27, 2016

If an Agency needs to process a requisition using FY 2017 funds prior to July 1, 2016 the agency should take the following steps:

  • Starting Monday, May 2, 2016 enter the requisition and select the ‘Save & preview approvals’ option.
  • Starting Wednesday, June 1, 2016 submit a Service Desk ticket requesting the budget date on the requisition be changed to a FY 2017 date.
  • Once the budget date has been changed, select the ‘Save & submit’ button on the requisition.

The requisition will source to a PO; however, the PO will not pass budget check until the FY 2017 appropriations budget has been loaded into SMART.

Link to Procurement Informational Circular 16-03, Schedule for Submission of Purchases Requisitions to Close Fiscal Year 2016 and begin Fiscal Year 2017 Procurement Informational Circulars

Purchase orders entered after 6:00 PM on Monday, June 27, 2016 will NOT be back dated to a 2016 Fiscal Year budget date.

Procurement Cards

Agencies are encouraged to reconcile P-Card transactions on a daily basis, especially during the month of June.  Final FY 2016 P-Card transactions will be available for reconciliation on Monday, June 20, 2016.  P-Card transactions must be verified and approved by 6:00 PM on Saturday, June 25, 2016 to be eligible for P-Card voucher build on Monday, June 27, 2016.

The P-Card voucher build process will run each day during the week beginning Monday, June 20, 2016. The final P-Card voucher build process for FY 2016 will run the morning of Monday, June 27, 2016.  In order for P-Card vouchers to complete for FY 2016, they must be approved and successfully budget checked by 6:00 PM on MondayJune 27, 2016.  Any P-Card voucher that has not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Asset Management

All FY 2016 asset transactions must be entered by 6:00 PM on Monday, June 27, 2016. This includes additions, adjustments, transfers, and retirements, as well as updating costs for CIP assets. Please see the AM Month End Checklist (linked at the end of this document) for links to applicable training materials covering these financial transactions.

Note that for new assets being entered in SMART, the Transaction Date will be the In Service Date. The KS_AM_VCHRS_WITH_54XXXX_ACCT query in the HELPFUL QUERIES section of this circular is designed to help identify vouchers processed during a specified timeframe that utilized 54xxxx (capital outlay) account codes. 

For agencies utilizing integration, all outstanding Interface ID’s for FY 2016 must be processed by 6:00 PM on Monday, June 27, 2016. If an asset is acquired by your agency at the end of the fiscal year and the voucher will not be posted by Thursday, June 23, 2016, please enter the asset(s) manually via Express Add. Any remaining FY 2016 Interface IDs after Monday, June 27, 2016 will be deleted by the SMART Team. 

Additional information can be found in the Job Aid under the Assets Month/Year End Reconciliation Section: Asset Management Preparing for Fiscal Year End at http://smartweb.ks.gov/training/asset-management

Project Costing

All billing worksheets where revenue should be recognized in FY 2016 should be approved or written-off and any related deposits completed by 6:00 PM on Monday, June 27, 2016.

It is recommended that all billing worksheets created prior to April 1, 2016 be reviewed and processed by Friday, May 27, 2016.  The KS_PC_BILLING_WORKSHEET query in the HELPFUL QUERIES section of this circular is designed to help identify unprocessed billing worksheets by accounting date.

Accounts Receivable

Fiscal year 2016 deposits must be entered as follows:

Deposits should be entered, agency approved, and budget checked prior to 6:00 PM on Monday, June 27, 2016.

Tuesday, June 28, 2016 through Thursday, June 30, 2016 online entry into SMART will be closed to agencies.

Deposits received Tuesday, June 28 through Thursday, June 30 shall be processed as follows:

Credit card receipts will load into SMART as scheduled at 8:00 AM Tuesday, June 28, 2016 through Thursday, June 30, 2016. See below for instruction on Deposit Adjustments for Credit Card Clearing Funds.

For agencies that upload and submit deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) -- continue to upload and submit FY 2016 deposits via INF43 and INF44 until 1:00 PM on Thursday, June 30, 2016. SMART AR Deposit jobs will run according to the regular hourly schedule.  If you process an INF43 or INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, Deposit ID (if known), and deposit total so they can approve the transaction in SMART.  STO will perform their normal approval and release at 3:00 PM Tuesday, June 28, 2016 through Thursday, June 30, 2016.

For agencies that do not use the INF43 or INF44 processes and need to make a deposit while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds. Using the Temporary Deposit Form is preferable to holding checks and cash at your agency, and allows you to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office.  June 2016 Accounts Receivable will be reopened on Friday, July 1, 2016, and will remain open through Tuesday, July 5, 2016 to allow agencies to enter Deposits in transit with an accounting date of June 30, 2016 using the following instructions: 

“Deposits in transit” are specifically defined as Deposits made with the State Treasurer on Tuesday, June 28, 2016, Wednesday, June 29, 2016 or Thursday, June 30, 2016 using the Temporary Deposit Form.

Agencies will enter deposits, for the “deposits in transit”, using an accounting date of June 30, 2016.  The accounting date of 6/30/2016 must be entered on the Totals tab in addition to being entered on the Payments tab for each deposit line. “Deposits in transit” should be recorded using a revenue account code (4XXXXX).  A “deposit in transit” cannot debit expenditures.

Please be aware that deposits with an accounting date of June 30, 2016 and processed in July 2016 will impact the General Ledger for FY 2017.

Deposits with a June 30, 2016 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 5, 2016, will be deleted by the SMART Team.

Deposit Adjustments for Credit Card Clearing Funds:

Deposit adjustments are required for credit card deposits to recognize the revenue and move the monies out of the credit card clearing funds and into the appropriate funds.

All deposits received prior to June 27, 2016 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered in SMART by 6:00 PM on Monday, June 27, 2016.

The credit card deposits will load into SMART as scheduled at 8:00 AM on Tuesday, June 28, 2016, Wednesday, June 29, 2016 and Thursday, June 30, 2016 when agencies do not have access to SMART.

On Friday, July 1, 2016 and Tuesday, July 5, 2016 the SMART Accounts Receivable module will be reopened to agency users to complete June 2016 (FY16) transactions. Use the instructions below for any remaining prior year deposit adjustments that need to be completed:

  1. Follow SMART job aid “Credit Card/E-Check Deposits – Revenue Only” on how to locate credit card deposits and how to complete the deposit adjustments.
  2. On the deposit adjustment Totals tab, the Accounting Date must be 6/30/2016.
  3. On the deposit adjustment Payments tab, the Accounting Date on each transaction line must be 6/30/2016
  4. The SMART Accounts Payable module for FY16 will be closed by July 1, 2016, preventing the use of expenditure account codes in the deposit adjustment transactions.
    1. To account for credit card fees agencies should do the following:
      1. One deposit adjustment to recognize all revenue in the appropriate fund for fiscal year 2016.
        • If the original deposit adjustment is net of credit card fees that were charged to the agency, then the deposit adjustment must be grossed up to recognize all revenue.  (Example: $95.00 on original deposit + $5.00 credit card fee not recorded on deposit = $100.00 recognized as revenue on deposit adjustment.)
      2. A second deposit adjustment processed in FY17 Accounts Receivable module to recognize any credit card fee expenses
    2. For limited agencies who reduce their expenditures for charges that are passed on to other agencies:
      1. Instead of reducing expenditures, the agency must recognize the revenue by using a revenue account code such as 462110 – Recovery of Current Fiscal Year Expenditures.

Please be aware that deposit adjustments with an accounting date of June 30, 2016 and processed in July 2016 will impact the SMART General Ledger for FY 2017. This may cause reconciling items for agencies between the Accounts Receivable module and the General Ledger module.

Deposit adjustments with a June 30, 2016 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 5, 2016, will be deleted by the SMART Team.

Interfunds

The accounting dates on both the voucher and the deposit must fall within the same fiscal year.

Both sides of the interfund must be successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016.   ALL remaining FY 2016 interfund deposits and interfund vouchers that have not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART team.

GL Journals

In order to affect fiscal year 2016, all GL Journals must be successfully edited, budget checked, agency approved, and submitted into workflow for central approval by 6:00 PM on Monday, June 27, 2016.

Interfacing agencies must have their final INF06 (Inbound GL Journal) for FY 2016 business submitted by 5:00 PM on Saturday, June 25, 2016.

GL Spreadsheet Journals can be uploaded manually until 3:00 PM on Monday, June 27, 2016.  The journals must be edited, budget checked, approved and submitted for central approval by 6:00 PM on Monday, June 27, 2016

Any online, spreadsheet, or interface FY 2016 GL Journals with an accounting date of 6/30/2016 or before, that do not have agency approvals by 6:00 PM on Monday, June 27, 2016, will be considered an abandoned transaction and will be deleted by the SMART team.

Commitment Control

FY 2017 Budget Journals for agencies who use “Track with Budget” must be entered prior to any FY 2017 pre-encumbrance (if applicable), encumbrance, expenditure, or revenue transactions are entered into SMART.  Otherwise the transactions will fail budget check.

System Availability

Normal hours of availability are shown below.

SMART

Monday through Saturday, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Friday.

Sunday, 1:00 PM through Monday, 6:00 PM.  Not all Sundays are open.  Please refer to the SMART Calendar: http://www.smartweb.ks.gov/home/calendar

SMART availability during fiscal year end processing.

Monday, June 20, 2016 through Saturday, June 25, 2016, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Saturday.

Sunday, June 26, 2016, 1:00 PM through Monday, June 27, 2016, 6:00 PM.

SMART Closed Tuesday, June 28, 2016 through Thursday, June 30, 2016.

Friday, July 1, 2016 and Saturday, July 2, 2015, 7:00 AM to 6:00 PM (7:00 AM availability is contingent upon the completion of nightly batch on these days). 

Monday, July 4, 2016, 7:00 AM to 6:00 PM.  SMART daytime and nighttime batch processes will not run.

Tuesday, July 5, 2016 through Thursday, July 7, 7:00 AM to 6:00 PM (normal availability and processing).

SMART Closed Friday, July 8, 2016

Saturday, July 9, 2016, 7:00 AM – SMART resumes normal availability and processing.

Kansas Service Desk

Monday through Friday, 8:00 AM to 5:00 PM.
Saturdays, Sundays, and holidays, not available.
Saturday, June 25, 2016, available 8:00 AM to 5:00 PM for fiscal year end processing. 

SHARP

Monday through Friday, 7:00 AM to 6:00 PM
Saturday, 1:00 PM to 9:00 PM
Sunday, 1:00 PM to 6:00 PM

Accounts Receivable (Deposit) Processing when SMART is closed to users on Friday, July 8, 2016:

SMART will be closed to agency users on Friday, July 8, 2016 to run the fiscal year close processes.  The following process should be followed to make FY 2017 deposits:

The State Treasurer’s Office will have limited access to SMART to allow them to process deposits.

If you are expecting funds to be wired to the State Treasurer on Friday, July 8, 2016, please enter and approve the appropriate deposit in SMART by 6:00 PM on Thursday, July 7, 2016. When the wire transfer arrives at the Treasurer’s Office, they will match the funds to the appropriate deposit transaction, and complete the State Treasurer Approval on the deposit.  This deposit will then be recorded in SMART as usual during the next nightly batch.  

Agencies may continue to upload and submit FY 2017 deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) on Friday, July 8, 2016.  SMART AR Deposit jobs will run at 10:00 AM, Noon and 2:00 PM.  If you process an INF43 or INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, Deposit ID (if known), and deposit total so they can approve the transaction in SMART. 

For agencies that do not use the INF43 or INF44 processes and need to make a deposit while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds. Using the Temporary Deposit Form is preferable to holding checks and cash at your agency, and allows you to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office.  

On Monday, July 11, 2016 (when SMART is again open for business), agencies will need to enter and approve the appropriate “temporary” Deposit.

Credit Card Receipts will load into SMART as scheduled at 8:00 AM on Friday, July 8, 2016. Agencies will be able to enter the appropriate Deposit Adjustments on Monday, July 11, 2016.

Any questions about this process should be addressed to Brenda Linder, (785) 296-4144, or e-mail brenda@treasurer.ks.gov.

REFERENCES

FY 2016 Close Day by Day Summary – Attached

Schedule for Submission of Purchases Requisitions to Close Fiscal Year 2016 and begin Fiscal Year 2017 Procurement Info Circulars

SMART Training Resources -- http://www.smartweb.ks.gov/home, click the Training link

Month-End Checklists:  http://smartweb.ks.gov/home/month-end-checklists/Month End Checklists
            Accounts Receivable Month End Checklist
            AP Month End Checklist (includes Travel and Expense Month End Checklist)
            Asset Management Month End Checklist
            GL Month End Checklist
            PO Month End Checklist

Forms:
Temporary Deposit Form
GL Encumbrance Request Form 

HELPFUL QUERIES: 

Navigation: Reporting Tools>Query>Query Viewer

Travel and Expense

UNPROCESSED_TRAVEL_AUTHS – Users will enter a date range based upon the accounting date of the Travel Authorization.  This will typically be the date the Travel Authorization was created.  The query returns all Travel Authorizations that have not fully processed in the system sorted by TA Status, Travel Date From and Travel Auth ID number.  Note** Travel Authorizations with a valid budget status have encumbered budget.

UNPROCESSED_EXPENSE_REPORTS – Users will enter a date range based upon when the Expense Report was created.  The query returns all unprocessed Expense Reports sorted by Status and Report ID. 

Accounts Payable

UNPROCESSED_VOUCHERS – Users will enter a date range based upon the accounting date of the vouchers.  This will typically be the date the voucher was created.  The query returns all vouchers that have not fully processed in the system sorted by Voucher ID. 

KS_APAR_PENDING_INTRFNDS -This query will show pending Interfunds, both Initiated and Received by your agency, that are tied to a Voucher or Deposit. 

KS_INTRFNDS_APPR_NOT_POSTED - User will enter Business Unit. The query will return results for either side (deposit or voucher) to which your agency is a party, and at least one of the following is true: 1) Voucher is not posted 2) Payment is not posted 3) Deposit is not posted. This query should give you an indication of transaction exceptions that may need further review. Depending on when you run the query, you may have interfunds that were approved in the current day’s activity that have not yet posted in the nightly batch. If the deposit or voucher approval date reflects the current or previous day’s date, you can likely ignore it.  We recommend running it first thing in the morning before new approvals are registered to avoid extraneous results. We recommend running this query at least monthly and more frequently as fiscal year end close approaches.

Additional assistance can be found in the following Job Aid: Voucher will not Process for Payment

Asset Management

KS_AM_VCHRS_WITH_54XXXX_ACCT - This query displays a list of all vouchers within a specified date range with 54XXXX account codes. You should use the Asset Inventory List report in conjunction with this query to make sure all capital assets have been added to SMART.

Project Costing

KS_PC_BILLING_WORKSHEET – This query shows a list of all unprocessed billing worksheets that can be either billed or written off to help get Federal Funds into a positive cash position by year-end.

General Ledger

KS_GL_JOURNALS_BUDGET_ERROR – This query displays any GL Journals in Budget Check error.

KS_GL_JOURNALS_ERRORS – This query will show GL Journals in Edit error and cannot be posted.

Purchasing

KS_PO_NEGATIVE_PO_LINES - This query was designed to identify those POs that have a negative PO line.  Negative PO lines create unauthorized budget.  Agencies must cancel or close any negative PO lines currently in SMART prior to close of business on June 27, 2016.

Job Aid: KS_PO_NEGATIVE_PO_LINES

KS_PO_PCRD_VCHR_DELETED - This query was designed to identify those P-Card vouchers/lines that have been deleted.  Agencies should not delete P-Card vouchers/lines.  The deletion of a P-Card voucher/line does not update the P-Card transaction; consequently, the P-Card transaction retains a voucher ID and voucher line number that no longer exists in SMART.  This gives the appearance that the P-Card transaction has not been paid.

Job Aid:  KS_PO_PCRD_VCHR_DELETED

KS_PO_REQS_OPEN_PNDNG – This query was designed to identify those requisition lines that need to have some action taken by end of day June 27, 2016. 

Job Aid:  KS_PO_REQS_OPEN_PNDNG

FY 2016 Close Day by Day Summary

Printable version of 16-A-017

16-A-018 Revised Policy Manuals and Forms - CORRECTED (Supersedes 16-A-016) (April 11, 2016)
Informational Circular No. 16-A-018
Supersedes Informational Circular No: 16-A-016
Date of this Informational Circular: April 4, 2016
Contact Name:
  1. Ginnie Schirmer
  2. Brandy Wilson
  3. Chuck Wilson
  4. Janette Martin
Ph:
  1. (785) 296-7021
  2. (785) 296-6260
  3. (785) 296-6033
  4. (785) 296-2708
Email:
  1. ginnie.schirmer@da.ks.gov
  2. brandy.wilson@da.ks.gov
  3. chuck.wilson@da.ks.gov
  4. janette.martin@da.ks.gov
 Approval:          DeAnn Hill
                       (Original Signature on File)
Summary:

Revised Policy Manuals (PM) 3,351, PM 4,272, PM 10,752, PM 10,802, PM 14,002 and Forms DA-152, DA-153 and DA-154   - Corrected

 

Informational Circular (IC) 16-A-016 was issued on April 4, 2016 to announce Policy Manuals (PM) and forms that have been revised and are effective immediately.  IC 16-A-018 is issued to correct two dates listed in IC 16-A-016 as follows:

  • Two-step process to record expenditures and replenish imprest and petty cash funds is recommended to be followed currently and will be required beginning July 1, 2016.
  • The Fiscal Year End Encumbrance process for imprest and petty cash funds is recommended for FY 2016 fiscal year end and will be required beginning July 1, 2016.

IC 16-A-016 was issued to announce that the following Policy Manuals have been revised and are effective immediately:

  • PM 3,351 Official Hospitality Payment Guidelines
  • PM 4,272  Classification of Funds
  • PM 10,752  Petty Cash Fund Policy
  • PM 10,802  Imprest Fund Policy
  • PM 14,002  Fiscal Year End Closing Including Fiscal Year Determination

In addition, the following forms associated with PM 10,802 Imprest Fund Policy have been revised as well:

  • Form DA-152  Checkbook Record – Imprest Fund
  • Form DA-153  Monthly Imprest Fund Reconciliation
  • Form DA-154  Imprest Fund Application / Maintenance

Agencies should take special note of the more significant policy changes included in PM 10,752 and PM 10,802 as follows:

Two-step process to record expenditures and replenish the fund –
Prior to the 15th day of the following month, agencies must do the following:

  • Replenish their petty cash and imprest funds.
  • Record petty cash and imprest fund expenditures to the appropriate vendors.
  • The expenditures are to be recorded in, and a replenishment voucher drawn from, the budgetary fund(s) from which payments would have been paid if they had not been paid from the petty cash or imprest fund. 
  • Agencies must follow procedures in the following SMART Job Aids -
    • Imprest Fund-Petty Cash Fund – Record Expenditures by Creating a Voucher
    • Imprest Fund-Petty Cash Fund – Replenish Fund by Creating a Voucher.
  • This two-step process is recommended to be followed currently and will be required beginning July 1, 2016.

Fiscal Year End Encumbrance –

  • For petty cash and imprest fund expenditures not expected to be recorded in SMART by the fiscal year end cutoff for accounts payable vouchers, an encumbrance must be created using the appropriate budget period and funding. 
  • Either a purchase order (PO) or a general ledger encumbrance (GL Encumbrance) is created as appropriate:
    • a purchase order (PO) is created when the vendor is known or when the agency is the vendor (e.g., for a payroll error correction);
    • a general ledger encumbrance (GL Encumbrance) is created for non-vendor specific encumbrances.
  • The fiscal year encumbrance process is recommended for FY 2016 fiscal year end and will be required beginning July 1, 2016.

The revised Policy Manuals can be obtained at the Department of Administration (DofA) website at: http://www.admin.ks.gov/offices/chief-financial-officer/policy-manual.

The revised forms can be obtained at the DofA website at: http://www.admin.ks.gov/resources/document-center.  

The SMART Job Aids referenced in this informational circular can be obtained at the DofA website at: http://smartweb.ks.gov/training/accounts-payable.

 

Printable version of 16-A-018

DH:jm

16-A-019 Closing of Fiscal Year 2016 and Opening of Fiscal Year 2017 in SMART (June 3, 2016)
Informational Circular No. 16-A-019
Supersedes Informational Circular No: 16-A-017
Date of this Informational Circular: Immediately
Contact Name:
  1. Nancy Haufler SMART - Statewide Accounting
  2. Amanda Entress SHARP - Statewide Payroll
  3. Lucinda Anstaett Office of the State Treasurer
Ph:
  1. (785) 296-5368
  2. (785) 296-3887
  3. (785) 296-4151
Email:
  1. nancy.haufler@ks.gov
  2. amanda.entress@ks.gov
  3. lucinda@treasurer.ks.gov
 Approval:         Nancy Ruoff
                      (Original Signature on File)
Summary:

Schedule of accounting events relevant to the closing of fiscal year 2016 and the opening of fiscal year 2017 – Revised

 

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.  In order for activity for fiscal year 2016 to be completed by June 30th, the cutoff date for most agency processing will be Monday, June 27, 2016 at 6:00 PM.  

SMART will be closed to agencies from Tuesday, June 28, 2016 through Thursday, June 30, 2016 so the SMART team can review and finalize all outstanding FY 2016 business.  SMART will also be closed on Friday, July 8, 2016 to run the fiscal year 2016 closing processes and verify the fiscal year end journals were completed correctly.

The workload for both your agency and the SMART Team increases greatly during the Fiscal Year end closing period. In order to facilitate successful year end processing, reminders and guidelines for agencies are included below. Please note: to give agencies as much processing time as possible, SMART will be open to agencies on Saturday, June 25, 2016 from 7:00 AM – 6:00 PM. Daytime and nightly batch processes will run. Service Desk and SMART production support will be available. No pay cycles will be run.

It is necessary for agency accounting staff to be available during the day Tuesday, June 28, 2016 through Thursday, June 30, 2016 in case assistance is needed as the SMART Team is preparing the system for closing.

Nightly batch processes will run beginning at midnight the night of Thursday, June 30, 2016. This will allow transactions on interface files for fiscal year 2017 to be entered in SMART. SMART will be open on Friday, July 1, 2016 for fiscal year 2017 activity for all modules at 7:00 AM or as soon as nightly batch has completed.

General Items

The cutoff for interface files into SMART for fiscal year 2016 will be 5:00 PM on Saturday, June 25, 2016 for Expenditures and 5:00 PM on Monday, June 27, 2016 for Deposits.

All FY 2016 transactions must be successfully edited, budget checked, matched, agency approved, dispatched, and submitted into workflow for central approval, as appropriate, by 6:00 PM on Monday, June 27, 2016. After this time, SMART will be closed to all agency users, and the SMART clean-up process will begin on Tuesday, June 28, 2016.

State agencies should be reviewing financial data and processing any necessary corrections before the end of the fiscal year. Please consult the month end checklists available on the SMART website, http://smartweb.ks.gov/home/month-end-checklists/, to assist with this review.  There are additional queries listed in the REFERENCES section at the end of this document that may also be helpful. The SMART Team is actively working to assist agencies in preparation of fiscal year end. Service Desk tickets will be sent to agencies as outstanding or incomplete transactions are found. The transactions identified by the SMART Team will likely be just a subset of the outstanding, incomplete or incorrect transactions agencies will identify between now and the end of the fiscal year.  

General Ledger Encumbrances (non-supplier specific encumbrances) will be used to encumber fiscal year 2016 budget in limited circumstances. The GL-F016 GL Encumbrance Request Form is located on the Department of Administration website at the following link:  http://www.admin.ks.gov/resources/document-center

Complete the GL-F016 GL Encumbrance Request Form and attach it to a Service Desk Ticket by 5:00 PM on Tuesday, June 14, 2016 for an amount greater than $5,000 using State General Fund.   The deadline is 5:00 PM on Thursday, June 23, 2016 for an amount less than $5,000 using State General Fund and any amount using all other funds. Provide a description of the obligation and the reason the supplier is not known or the Purchase Requisition/Order process is not practical for encumbering budget. Requests will be routed to the Division of the Budget (DoB) for approval.

GL Encumbrance Journals may be keyed by the Office of the Chief Financial Officer staff into SMART prior to receiving DoB approval in order to give each agency the opportunity to review the document and its effects in SMART prior to close.  Agencies will be notified via Service Desk ticket of the Journal ID(s). In the event DoB denies the GL encumbrance, the affected agency will be notified via Service Desk ticket and the document will be deleted from SMART.

Budget Period 2016 expense, encumbrance, and revenue data from SMART Commitment Control Ledger groups (CC_IBARS_E, CC_IBARS_R) will be electronically submitted to the Division of the Budget by Monday, August 1, 2016 for 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 Office of the Chief Financial Officer.  Revisions to SMART processing dates will be sent via email to all users subscribed to the SMART listserv (subscribe at http://www.da.ks.gov/Gov/listserv.htm).  After issuance, SMART Announcements are also posted on the SMART Website at http://smartweb.ks.gov/announcements/impt-announce

Any revisions to payroll processing dates will be issued as a SHARP message to subscribers of the SHARP listserv (subscribe at http://www.da.ks.gov/Gov/listserv.htm).  

Accounts Payable

The final day agencies can enter a voucher in accounts payable for FY 2016 business will be Monday, June 27, 2016.  Here is additional information that will help you with accounts payable:

Please refer to PM 14,002 to help determine the appropriate processing period for each type of account code activity.

For agencies that upload and submit vouchers via INF50 (Voucher Spreadsheet Upload), the final INF50 for FY 2016 business must be submitted by 1:00 PM on Monday, June 27, 2016.

In order for accounts payable transactions to complete for FY 2016, online vouchers must be entered, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016.

Any FY 2016 accounts payable item that cannot be entered into SMART by the cutoff date must be encumbered by using a purchase order.

Interfacing agencies must have their final INF02 (Inbound Voucher) for FY 2016 business submitted by 5:00 PM on Saturday, June 25, 2016.

Interfacing agencies may submit their INF02 files for FY 2017 business in advance with an accounting date on or after July 1, 2016. The files received and processed prior to July 1st will be in voucher build error until FY 2017 is opened. At that time, vouchers will be built and will be eligible for pay cycle once they are matched, budget checked, and approved.

Any voucher that has not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Travel Authorizations 

K.S.A. 75-3208 requires approval for all out-of-state travel. One method of approval is the use of a Travel Authorization. Travel Authorizations are not required, but are recommended as a best practice for all agency travel. Travel Authorizations must be entered prior to the dates of travel.

All in-state and out-of-state travel occurring in FY 2016 must be reimbursed using FY 2016 funds. If an expense report for an amount greater than $5,000 using State General Fund will not be submitted and fully approved by 6:00 PM on Monday, June 27, 2016, a Travel Authorization must be entered by 6:00 PM on Friday, June 17, 2016. If an expense report for an amount less than $5,000 using State General Fund and any amount using all other funds will not be submitted and fully approved by 6:00 PM on Monday, June 27, 2016, a Travel Authorization must be entered by 6:00 PM on Monday, June 27, 2016.

If you need to encumber money for Prepaid expenses that will not be paid by close of FY 2016, you will need to create a purchase order for the prepaid items.

Travel Authorizations for FY 2017 shall not be entered until FY 2017 is open on Friday, July 1, 2016.

Cash Advance

Cash Advances must be reconciled by 6:00 PM on Monday, June 27, 2016.

Expense Reports

Expense Reports chargeable to FY 2016 must be submitted and fully approved in SMART by 6:00 PM on Monday, June 27, 2016.  For any travel that is chargeable to FY 2016 that cannot be processed by the deadline, the agency must process a Travel Authorization. 

Per K.S.A. 75-3201 and as stated in PM 3,903 --Employee Travel Expense Reimbursement Handbook, employees who travel are to submit paperwork for their expenses at least once a month.  

If agency employees have expense reports for travel occurring in FY 2016, and there is no approved travel authorization or GL encumbrance in SMART, the use of the Prior Fiscal Year Claims Process as described in PM 11,966 is required. The Policy Manual can be found here.

Any expense report that has not been fully approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Imprest Funds

Expenditures paid from imprest funds dated on or before June 30, 2016 must be recorded in SMART prior to the deadline for payment voucher submission. For imprest fund expenditures not expected to be recorded in SMART by the fiscal year end cutoff for payment vouchers, a purchase order (PO) or general ledger encumbrance (GL encumbrance) must be created as appropriate using the correct budget period and funding. Prior to July 15, 2016, the agency must replenish the imprest fund and record expenditures to the appropriate suppliers (using the PO or GL encumbrance). The expenditure fiscal year determination contained in PM 14,002 also applies to imprest funds. Refer to PM 10,802 for additional information regarding imprest funds. PM 10,802 can be found here.

Petty Cash Funds

Petty cash procedures are the same as those set forth in the Imprest Funds section above. The expenditure fiscal year determination contained in PM 14,002 also applies to petty cash funds. Refer to PM 10,752 for additional information regarding petty cash funds. PM 10,752 can be found here.

Purchasing

To encumber monies for FY 2016, requisitions must be sourced to purchase orders (POs) and the purchase orders must be approved, budget checked and dispatched by 6:00 PM on Friday, June 17, 2016 for an amount greater than $5,000 using State General Fund and 6:00 PM on Monday, June 27, 2016 for an amount less than $5,000 using State General Fund and any amount using all other funds. 

If an Agency needs to process a requisition using FY 2017 funds prior to July 1, 2016 the agency should take the following steps:

  • Starting Monday, May 2, 2016 enter the requisition and select the ‘Save & preview approvals’ option.
  • Starting Wednesday, June 1, 2016 submit a Service Desk ticket requesting the budget date on the requisition be changed to a FY 2017 date.
  • Once the budget date has been changed, select the ‘Save & submit’ button on the requisition.

The requisition will source to a PO; however, the PO will not pass budget check until the FY 2017 appropriations budget has been loaded into SMART.

Link to Procurement Informational Circular 16-03, Schedule for Submission of Purchases Requisitions to Close Fiscal Year 2016 and begin Fiscal Year 2017 https://admin.ks.gov/offices/procurement-and-contracts/procurement-informational-circulars

Purchase orders entered after 6:00 PM on Monday, June 27, 2016 will NOT be back dated to a 2016 Fiscal Year budget date.

Procurement Cards

Agencies are encouraged to reconcile P-Card transactions on a daily basis, especially during the month of June.  Final FY 2016 P-Card transactions will be available for reconciliation on Monday, June 20, 2016.  P-Card transactions must be verified and approved by 6:00 PM on Saturday, June 25, 2016 to be eligible for P-Card voucher build on Monday, June 27, 2016.

The P-Card voucher build process will run each day during the week beginning Monday, June 20, 2016. The final P-Card voucher build process for FY 2016 will run the morning of Monday, June 27, 2016.  In order for P-Card vouchers to complete for FY 2016, they must be approved and successfully budget checked by 6:00 PM on MondayJune 27, 2016.  Any P-Card voucher that has not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART Team.

Asset Management

All FY 2016 asset transactions must be entered by 6:00 PM on Monday, June 27, 2016. This includes additions, adjustments, transfers, and retirements, as well as updating costs for CIP assets. Please see the AM Month End Checklist (linked at the end of this document) for links to applicable training materials covering these financial transactions.

Note that for new assets being entered in SMART, the Transaction Date will be the In Service Date. The KS_AM_VCHRS_WITH_54XXXX_ACCT query in the HELPFUL QUERIES section of this circular is designed to help identify vouchers processed during a specified timeframe that utilized 54xxxx (capital outlay) account codes. 

For agencies utilizing integration, all outstanding Interface ID’s for FY 2016 must be processed by 6:00 PM on Monday, June 27, 2016. If an asset is acquired by your agency at the end of the fiscal year and the voucher will not be posted by Thursday, June 23, 2016, please enter the asset(s) manually via Express Add. Any remaining FY 2016 Interface IDs after Monday, June 27, 2016 will be deleted by the SMART Team. 

Additional information can be found in the Job Aid under the Assets Month/Year End Reconciliation Section: Asset Management Preparing for Fiscal Year End at http://smartweb.ks.gov/training/asset-management

Project Costing

All billing worksheets where revenue should be recognized in FY 2016 should be approved or written-off and any related deposits completed by 6:00 PM on Monday, June 27, 2016.

It is recommended that all billing worksheets created prior to April 1, 2016 be reviewed and processed by Friday, May 27, 2016.  The KS_PC_BILLING_WORKSHEET query in the HELPFUL QUERIES section of this circular is designed to help identify unprocessed billing worksheets by accounting date.

Accounts Receivable

Fiscal year 2016 deposits must be entered as follows:

Deposits should be entered, agency approved, and budget checked prior to 6:00 PM on Monday, June 27, 2016.

Tuesday, June 28, 2016 through Thursday, June 30, 2016 online entry into SMART will be closed to agencies.

Deposits received Tuesday, June 28 through Thursday, June 30 shall be processed as follows:

Credit card receipts will load into SMART as scheduled at 8:00 AM Tuesday, June 28, 2016 through Thursday, June 30, 2016. See below for instruction on Deposit Adjustments for Credit Card Clearing Funds.

For agencies that upload and submit deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) -- continue to upload and submit FY 2016 deposits via INF43 and INF44 until 1:00 PM on Thursday, June 30, 2016. SMART AR Deposit jobs will run according to the regular hourly schedule.  If you process an INF43 or INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, Deposit ID (if known), and deposit total so they can approve the transaction in SMART.  STO will perform their normal approval and release at 3:00 PM Tuesday, June 28, 2016 through Thursday, June 30, 2016.

For agencies that do not use the INF43 or INF44 processes and need to make a deposit while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds. Using the Temporary Deposit Form is preferable to holding checks and cash at your agency, and allows you to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office.  June 2016 Accounts Receivable will be reopened on Friday, July 1, 2016, and will remain open through Tuesday, July 5, 2016 to allow agencies to enter Deposits in transit with an accounting date of June 30, 2016 using the following instructions: 

“Deposits in transit” are specifically defined as Deposits made with the State Treasurer on Tuesday, June 28, 2016, Wednesday, June 29, 2016 or Thursday, June 30, 2016 using the Temporary Deposit Form.

Agencies will enter deposits, for the “deposits in transit”, using an accounting date of June 30, 2016.  The accounting date of 6/30/2016 must be entered on the Totals tab in addition to being entered on the Payments tab for each deposit line. “Deposits in transit” should be recorded using a revenue account code (4XXXXX).  A “deposit in transit” cannot debit expenditures.

Please be aware that deposits with an accounting date of June 30, 2016 and processed in July 2016 will impact the General Ledger for FY 2017.

Deposits with a June 30, 2016 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 5, 2016, will be deleted by the SMART Team.

Deposit Adjustments for Credit Card Clearing Funds:

Deposit adjustments are required for credit card deposits to recognize the revenue and move the monies out of the credit card clearing funds and into the appropriate funds.

All deposits received prior to June 27, 2016 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered in SMART by 6:00 PM on Monday, June 27, 2016.

The credit card deposits will load into SMART as scheduled at 8:00 AM on Tuesday, June 28, 2016, Wednesday, June 29, 2016 and Thursday, June 30, 2016 when agencies do not have access to SMART.

On Friday, July 1, 2016 and Tuesday, July 5, 2016 the SMART Accounts Receivable module will be reopened to agency users to complete June 2016 (FY16) transactions. Use the instructions below for any remaining prior year deposit adjustments that need to be completed:

  1. Follow SMART job aid “Credit Card/E-Check Deposits – Revenue Only” on how to locate credit card deposits and how to complete the deposit adjustments.
  2. On the deposit adjustment Totals tab, the Accounting Date must be 6/30/2016.
  3. On the deposit adjustment Payments tab, the Accounting Date on each transaction line must be 6/30/2016
  4. The SMART Accounts Payable module for FY16 will be closed by July 1, 2016, preventing the use of expenditure account codes in the deposit adjustment transactions.
    1. To account for credit card fees agencies should do the following:
      1. One deposit adjustment to recognize all revenue in the appropriate fund for fiscal year 2016.
        1. If the original deposit adjustment is net of credit card fees that were charged to the agency, then the deposit adjustment must be grossed up to recognize all revenue.  (Example: $95.00 on original deposit + $5.00 credit card fee not recorded on deposit = $100.00 recognized as revenue on deposit adjustment.)
      2. A second deposit adjustment processed in FY17 Accounts Receivable module to recognize any credit card fee expenses.
    2. For limited agencies who reduce their expenditures for charges that are passed on to other agencies:
      1. Instead of reducing expenditures, the agency must recognize the revenue by using a revenue account code such as 462110 – Recovery of Current Fiscal Year Expenditures.

Please be aware that deposit adjustments with an accounting date of June 30, 2016 and processed in July 2016 will impact the SMART General Ledger for FY 2017. This may cause reconciling items for agencies between the Accounts Receivable module and the General Ledger module.

Deposit adjustments with a June 30, 2016 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 5, 2016, will be deleted by the SMART Team.

Interfunds

The accounting dates on both the voucher and the deposit must fall within the same fiscal year.

Both sides of the interfund must be successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016.   ALL remaining FY 2016 interfund deposits and interfund vouchers that have not been successfully edited, matched, budget checked and approved by 6:00 PM on Monday, June 27, 2016 will be deleted by the SMART team.

GL Journals

In order to affect fiscal year 2016, all GL Journals must be successfully edited, budget checked, agency approved, and submitted into workflow for central approval by 6:00 PM on Monday, June 27, 2016.

Interfacing agencies must have their final INF06 (Inbound GL Journal) for FY 2016 business submitted by 5:00 PM on Saturday, June 25, 2016.

GL Spreadsheet Journals can be uploaded manually until 3:00 PM on Monday, June 27, 2016.  The journals must be edited, budget checked, approved and submitted for central approval by 6:00 PM on Monday, June 27, 2016

Any online, spreadsheet, or interface FY 2016 GL Journals with an accounting date of 6/30/2016 or before, that do not have agency approvals by 6:00 PM on Monday, June 27, 2016, will be considered an abandoned transaction and will be deleted by the SMART team.

Commitment Control

FY 2017 Budget Journals for agencies who use “Track with Budget” must be entered prior to any FY 2017 pre-encumbrance (if applicable), encumbrance, expenditure, or revenue transactions are entered into SMART.  Otherwise the transactions will fail budget check.

System Availability

Normal hours of availability are shown below.

SMART

Monday through Saturday, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Friday.

Sunday, 1:00 PM through Monday, 6:00 PM.  Not all Sundays are open.  Please refer to the SMART Calendar: http://www.smartweb.ks.gov/home/calendar

SMART availability during fiscal year end processing:

Monday, June 20, 2016 through Saturday, June 25, 2016, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Saturday.

Sunday, June 26, 2016, 1:00 PM through Monday, June 27, 2016, 6:00 PM.

SMART Closed Tuesday, June 28, 2016 through Thursday, June 30, 2016.

Friday, July 1, 2016 and Saturday, July 2, 2015, 7:00 AM to 6:00 PM (7:00 AM availability is contingent upon the completion of nightly batch on these days). 

Monday, July 4, 2016, 7:00 AM to 6:00 PM.  SMART daytime and nighttime batch processes will not run.

Tuesday, July 5, 2016 through Thursday, July 7, 7:00 AM to 6:00 PM (normal availability and processing).

SMART Closed Friday, July 8, 2016

Saturday, July 9, 2016, 7:00 AM – SMART resumes normal availability and processing.

Kansas Service Desk

Monday through Friday, 8:00 AM to 5:00 PM.

Saturdays, Sundays, and holidays, not available.

Saturday, June 25, 2016, available 8:00 AM to 5:00 PM for fiscal year end processing. 

SHARP

Monday through Friday, 7:00 AM to 6:00 PM

Saturday, 1:00 PM to 9:00 PM

Sunday, 1:00 PM to 6:00 PM

Accounts Receivable (Deposit) Processing when SMART is closed to users on Friday, July 8, 2016:

SMART will be closed to agency users on Friday, July 8, 2016 to run the fiscal year close processes.  The following process should be followed to make FY 2017 deposits:

The State Treasurer’s Office will have limited access to SMART to allow them to process deposits.

If you are expecting funds to be wired to the State Treasurer on Friday, July 8, 2016, please enter and approve the appropriate deposit in SMART by 6:00 PM on Thursday, July 7, 2016. When the wire transfer arrives at the Treasurer’s Office, they will match the funds to the appropriate deposit transaction, and complete the State Treasurer Approval on the deposit.  This deposit will then be recorded in SMART as usual during the next nightly batch.  

Agencies may continue to upload and submit FY 2017 deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) on Friday, July 8, 2016.  SMART AR Deposit jobs will run at 10:00 AM, Noon and 2:00 PM.  If you process an INF43 or INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, Deposit ID (if known), and deposit total so they can approve the transaction in SMART. 

For agencies that do not use the INF43 or INF44 processes and need to make a deposit while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds. Using the Temporary Deposit Form is preferable to holding checks and cash at your agency, and allows you to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office.  

On Monday, July 11, 2016 (when SMART is again open for business), agencies will need to enter and approve the appropriate “temporary” Deposit.

Credit Card Receipts will load into SMART as scheduled at 8:00 AM on Friday, July 8, 2016. Agencies will be able to enter the appropriate Deposit Adjustments on Monday, July 11, 2016.

Any questions about this process should be addressed to Brenda Linder, (785) 296-4144, or e-mail brenda@treasurer.ks.gov.

REFERENCES

FY 2016 Close Day by Day Summary – Attached

Schedule for Submission of Purchases Requisitions to Close Fiscal Year 2016 and begin Fiscal Year 2017 https://admin.ks.gov/offices/procurement-and-contracts/procurement-informational-circulars

SMART Training Resources -- http://www.smartweb.ks.gov/home, click the Training link

Month-End Checklists:  http://smartweb.ks.gov/home/month-end-checklists/Month End Checklists
             Accounts Receivable Month End Checklist
             AP Month End Checklist (includes Travel and Expense Month End Checklist)
             Asset Management Month End Checklist
             GL Month End Checklist
             PO Month End Checklist

Forms:

Temporary Deposit Form

GL Encumbrance Request Form

HELPFUL QUERIES: 

Navigation: Reporting Tools>Query>Query Viewer

Travel and Expense

UNPROCESSED_TRAVEL_AUTHS – Users will enter a date range based upon the accounting date of the Travel Authorization.  This will typically be the date the Travel Authorization was created.  The query returns all Travel Authorizations that have not fully processed in the system sorted by TA Status, Travel Date From and Travel Auth ID number.  Note** Travel Authorizations with a valid budget status have encumbered budget.

UNPROCESSED_EXPENSE_REPORTS – Users will enter a date range based upon when the Expense Report was created.  The query returns all unprocessed Expense Reports sorted by Status and Report ID. 

Accounts Payable

UNPROCESSED_VOUCHERS – Users will enter a date range based upon the accounting date of the vouchers.  This will typically be the date the voucher was created.  The query returns all vouchers that have not fully processed in the system sorted by Voucher ID. 

KS_APAR_PENDING_INTRFNDS -This query will show pending Interfunds, both Initiated and Received by your agency, that are tied to a Voucher or Deposit. 

KS_INTRFNDS_APPR_NOT_POSTED - User will enter Business Unit. The query will return results for either side (deposit or voucher) to which your agency is a party, and at least one of the following is true: 1) Voucher is not posted 2) Payment is not posted 3) Deposit is not posted. This query should give you an indication of transaction exceptions that may need further review. Depending on when you run the query, you may have interfunds that were approved in the current day’s activity that have not yet posted in the nightly batch. If the deposit or voucher approval date reflects the current or previous day’s date, you can likely ignore it.  We recommend running it first thing in the morning before new approvals are registered to avoid extraneous results. We recommend running this query at least monthly and more frequently as fiscal year end close approaches.

Additional assistance can be found in the following Job Aid: Voucher will not Process for Payment

Asset Management

KS_AM_VCHRS_WITH_54XXXX_ACCT - This query displays a list of all vouchers within a specified date range with 54XXXX account codes. You should use the Asset Inventory List report in conjunction with this query to make sure all capital assets have been added to SMART.

Project Costing

KS_PC_BILLING_WORKSHEET – This query shows a list of all unprocessed billing worksheets that can be either billed or written off to help get Federal Funds into a positive cash position by year-end.

General Ledger

KS_GL_JOURNALS_BUDGET_ERROR – This query displays any GL Journals in Budget Check error.

KS_GL_JOURNALS_ERRORS – This query will show GL Journals in Edit error and cannot be posted.

Purchasing

KS_PO_NEGATIVE_PO_LINES - This query was designed to identify those POs that have a negative PO line.  Negative PO lines create unauthorized budget.  Agencies must cancel or close any negative PO lines currently in SMART prior to close of business on June 27, 2016.

Job Aid: http://smartweb.ks.gov/docs/default-source/po---po---queries/using-the-ks_po_negative_po_lines-query.pdf?sfvrsn=2

KS_PO_PCRD_VCHR_DELETED - This query was designed to identify those P-Card vouchers/lines that have been deleted.  Agencies should not delete P-Card vouchers/lines.  The deletion of a P-Card voucher/line does not update the P-Card transaction; consequently, the P-Card transaction retains a voucher ID and voucher line number that no longer exists in SMART.  This gives the appearance that the P-Card transaction has not been paid.

Job Aid:  http://smartweb.ks.gov/docs/default-source/po---p-cards---queries/using-the-ks_po_pcrd_vchr_deleted-query.pdf?sfvrsn=4

KS_PO_REQS_OPEN_PNDNG – This query was designed to identify those requisition lines that need to have some action taken by end of day June 27, 2016. 

Job Aid:   http://smartweb.ks.gov/docs/default-source/po---reqs---queries/using-the-ks_po_reqs_open_pndng-query.pdf?sfvrsn=6


FY 2016 Close Day by Day Summary Revised

Printable Version of 16-A-019

16-A-020 Capturing Contract Spend Data in SMART
Informational Circular No. 16-A-020
Date of this Informational Circular: June 27, 2016
 Approval:        DeAnn Hill
                      (Original Signature on File)
Summary:

Capturing Contract Spend Data in SMART – Use of SMART Contract ID field is required

See also Office of Procurement and Contracts Informational Circular 16-04

 

Contact

  Name Phone Email
Office of Procurement and Contracts Office (785) 296-2376 N/A
Audit Services Ginnie Schirmer (785) 296-7021 ginnie.schirmer@ks.gov
Brandy Wilson (785) 296-6260 brandy.wilson@ks.gov
Chuck Wilson (785) 296-6033 chuck.wilson@ks.gov
Stacy Cooper (785) 296-3242 stacy.cooper@ks.gov
Lori Knudsen (785) 296-2707 lori.knudsen@ks.gov
Janette Martin (785) 296-2708 janette.martin@ks.gov
SMART: Michelle Dittman (785) 296-8023 michelle.dittman@ks.gov
Shelley Harvey (785) 296-2620 shelley.harvey@ks.gov

 

This informational circular serves to establish a policy for tracking all contract spend in SMART effective July 1, 2016.  Capturing and monitoring the spend levels of goods and services provided through contracts allows the Department of Administration to negotiate contract pricing and lower costs for agency purchases of goods and services.  This includes both statewide and agency specific contracts.

Existing Practices:

Previously, for audit trail purposes, agencies have been advised to enter contract numbers in the Comments field in SMART for purchases under $5,000.  However, this practice has not allowed SMART to capture contract spend for reporting and analysis purposes.  Requiring the use of the SMART Contract ID field will make this possible.

New Policy:

Effective July 1, 2016, all spend from contracts will be tracked through the requisition process with the contract number entered into the SMART Contract ID field. 

Whenever a state contract is used, regardless of the amount, the purchase must begin with a SMART purchase requisition.  The appropriate contract number for the goods and services being purchased, must be entered in the Contract ID field on the purchase requisition.  The purchase requisition will source to a purchase order, and then be pulled into the voucher to systematically record the expenditure on the contract.  Association of the proper contract number allows the amount of the purchase to be captured by SMART and applies the expense to the contract as contract spend.  NOTE: The Contract ID field is not available when bypassing the requisition/purchase order process.  Furthermore, any entry of the contract number into the Comments field on the voucher will be discontinued as it does not allow for SMART to track the contract spend.  

Caution should be used to ensure the correct contract number is entered on the purchase requisition.   Payments may be put on hold or rejected if an incorrect contract number is entered or the contract number is missing.  For purchase requisitions with multiple lines, ensure the appropriate contract number is entered on each line.

This SMART Procurement Work Flow diagram is provided to assist agencies in complying with the new policy requiring the use of the SMART Contract ID field while working through the procurement process.  It may also be accessed directly from the Office of Procurement and Contracts webpage at: Procurement Training.

Note: Universities are statutorily exempt from using the SMART Procurement Module.  Therefore universities will be expected to provide data related to contract spend upon request.

Printable version of 16-A-20

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