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Announcements from Business & Finance


Year-end Close-out Dates for FY2015

Mar 24, 2015, 12:16 pm - Becky Smith

TO:  Vice Presidents, Deans, and Department Heads

FROM: Cam Reagin, Assistant VP for Business and Finance

Reminder on Purchasing Limits (subject to deadlines below):
• $.01 - $2,499.99  -  P-card or check request
• $2,500 - $24,999.99  -  Purchase requisition/Purchase order required; bid not required  (Note: P-card can be used from $2,500 - $4,999.99)
• $25,000 and up  -  Bid process or sole source justification required if not on statewide contract

In order to close-out the FY2015 financial records to meet Georgia State Purchasing/Expenditure requirements, the following cut-off dates have been approved:

May 19 – cutoff for initiating bids for purchases over $25,000.00 not on a statewide contract.

June 1 – cutoff for p-card purchases charged to FY15 budgets.  Purchases made with the p-card after this date will be recorded against FY16 budgets.

June 8 – cutoff submitting requisitions for purchases up to $24,999.99 charged to FY 15 budgets or purchases of any amount from any statewide contract.

June 15 – cutoff for submission of travel and expense reimbursements charged to FY15 budget.  All travel for FY15 must be processed by this date in order to be charged to the FY15 budget.  There is no encumbering of travel money. 

State of Georgia Travel Regulations mandate that requests for travel reimbursement must be submitted within 60 days of return from trip.

June 15 – last day to submit check requests for vendor payments for FY 15 (excludes utilities, bookstore, and catering.  Call accounting to discuss exceptions).

Any additional budget transfers, amendments or adjustments for FY15 must be submitted to the Budget Office by June 8th.

If you have any questions please contact Daphne Burch at 42647 or at daphne.burch@armstrong.edu.

Thank you.

 

Reminder:  PeopleSoft Upgrade

Mar 17, 2015, 11:21 am - Becky Smith

The University System of Georgia will be upgrading the PeopleSoft system at the end of March 2015. 

The timeline for this upgrade is as follows:

March 17, 2015 by 5pm: Access to the PeopleSoft Expenses module for users wishing to enter expense reports, travel authorizations and requisitions will be removed.

March 24, 2015 by 5 pm: Access to the PeopleSoft Expenses module for ALL users (including approvers and the Business Office) will be removed.

At this time, the entire PeopleSoft Financials system will be taken down for upgrade. No accounting activity (checks, reports, etc.) will take place until the system is restored.

March 31, 2015 8 am: Access to the upgraded PeopleSoft begins (this is contingent upon a successful upgrade)

Notifications will go out if there are any changes in the dates.

In order to complete this upgrade, there are several tasks which must be completed to prepare for the upgrade.  End users for expenses and requisitions must have all reports entered into the system before the cutoff date of March 17th.  Approvers should approve all items in their worklist before the close of business on March 24th.

PLEASE NOTE - All travel authorizations, expense reports, and requisitions must be in an approved status prior to the cutoff date, or they will have to be submitted again after the upgrade so that it may enter the workflow process again.

As with any complicated upgrade there is always the possibility of problems and delays.  In order to limit or eliminate problems specific to our campus it is critically important that we make every effort to have as many of these items processed for payment (expenses) or turned into purchase orders (requisitions) before the cutoff date.  Between now and March 24th, please be sure to do the following:

Expense Reimbursement Requests:

*Be sure all receipts are sent to Daphne Burch

*Cancel or delete any unneeded travel authorizations or expense reports

*Approvers - be sure to process all reports that are in your worklists

Requisitions:

*Approvers - verify that all requisitions have been approved

If you have any problems or questions, please feel free to contact Daphne Burch (daphne.burch@armstrong.edu – 42647) or Debra Bittner (debra.bittner@armstrong.edu  – 42907) in the Procurement Office.

Thank you.

 

PeopleSoft Upgrade

Mar 10, 2015, 10:24 am - Becky Smith

The University System of Georgia will be upgrading the PeopleSoft system at the end of March 2015.

The timeline for this upgrade is as follows:
March 17, 2015 by 5pm: Access to the PeopleSoft Expenses module for users wishing to enter expense reports, travel authorizations and requisitions will be removed.
March 24, 2015 by 5 pm: Access to the PeopleSoft Expenses module for ALL users (including approvers and the Business Office) will be removed.
March 31, 2015 8 am: Access to the upgraded PeopleSoft begins (this is contingent upon a successful upgrade)

Notifications will go out if there are any changes in the dates.

In order to complete this upgrade, there are several tasks which must be completed to prepare for the upgrade.  End users for expenses and requisitions must have all reports entered into the system before the cutoff date of March 17th.  Approvers should approve all items in their worklist before the close of business on March 24th.

PLEASE NOTE - For expenses, if a travel authorization or expense report is not in an approved status prior to the cutoff date, it will revert back to a pending status and have to be submitted again after the upgrade so that it may enter the workflow process and be approved.  The same is true for requisitions; they must be in an approved status or they will revert back to an open status and will have to be submitted again after the upgrade so that they may enter the workflow process again.

As with any complicated upgrade there is always the possibility of problems and delays.  Our best solution will be to have as many of these items processed for payment (expenses) or turned into purchase orders (requisitions) as soon as possible.  Between now and March 24th, please be sure to do the following:

Expense Reimbursement Requests:
• Be sure all receipts are sent to Daphne Burch
• Cancel or delete any unneeded travel authorizations or expense reports
• Approvers - be sure to process all reports that are in your worklists

Requisitions:
• Approvers - verify that all requisitions have been approved

If you have any problems or questions, please feel free to contact Daphne Burch (daphne.burch@armstrong.edu – 42647) or Debra Bittner (debra.bittner@armstrong.edu  – 42907) in the Procurement Office.

 

New Bursar

Feb 19, 2015, 12:56 pm - Becky Smith

I am pleased to announce that Ms. Yolinda German has accepted the position of Bursar for Business and Finance, effective February 16, 2015.  Ms. German comes to us from the Savannah College of Art and Design where she served as the Bursar/Director of Student Accounts for the past ten years.  She holds a Bachelor's of Business Administration in Accounting degree from Georgia Southern University, and a Masters of Business Administration degree from Ashford University.  Please join me in welcoming Ms. German to Armstrong.

I would like to extend my thanks and appreciation to Ms. Jessica Weaver who served as Interim Bursar for the past few months.  She did an outstanding job and we appreciate her good service to Armstrong.

Chris Corrigan
Vice President for Business and Finance

 

Travel and Expense Training Class

Jan 14, 2015, 05:29 pm - Becky Smith

A Travel and Expense Training Class will be held on Thursday, January 29, 2015 from 9:00 - 10:30 am.

The class will be taught by Daphne Burch, the Armstrong Purchasing Manager, and will include travel policies and procedures.  It will also include instructions for creating a travel authorization and an expense report in PeopleSoft.

If you are interested in attending this class, please contact Daphne Burch at daphne.burch@armstrong.edu or 344-2647.

Thank you.