AFIS Fiscal Year-End 2017 Question & Answer Session May 4, 2017
Joanna Greenaway Statewide Accounting Manager AFIS - Systems Integration and Application, Security & Workflow HRIS LABOR DISTRIBUTION, EMPLOYEE REIMBURSEMENTS
HRIS Labor Distribution (2) Starting April 24 th, any additional accounting elements to be used for HRIS • labor distribution on the first pay cycle must be entered as FY18 using: – A value of ‘HRIS’ or ‘HRLG’ in the Function Type roll-up on the FUNC (Function) table for HRIS Accounting Unit – A value of ‘HRIS’ in the Activity Type roll-up on the ACTV (Activity) table for HRIS Account Category (DTA, EVA only) and HRIS Activity (FOA only) – CAS or CAM documents to set up the structure for Program/Program Period for HRIS Activity and HRIS Account Category – CAS or CAM documents to set up the structure for Program/Program Phase for HRIS Activity (DTA only) – A value of ‘HRS’ in the Location Class roll-up on the LOC (Location table for HRIS Activity (EVA only) 3
HRIS Labor Distribution cont. (2) HRIS will continue updating FY17 elements with the nightly batch cycle • through June 20 th New FY18 AFIS profiles for HRIS labor distribution should be set up no later • than June 14 th First interface of FY18 AFIS Profiles to HRIS will take place on June 16 th to • allow for necessary updates to ETE Account Templates during the weekend of June 17 th – June 18 th Beginning June 21 st , only FY18 AFIS profiles will be interfaced to HRIS; FY17 • elements will no longer be included on the nightly interface The HRIS Subaccount (AFIS BFY) on all active positions (XP02/ZP02) will be • changed from 2017 to 2018 during the weekend of June 24 th – June25 th Agencies can begin entering time records in HRIS for the first payroll of FY18 • beginning on June 26 th First pay date of FY18 is July 6 th • 4
Employee Reimbursement Claims for FY17 (2) • For employee reimbursement claims related to FY17 reverting appropriations, there are two options for processing after June 20 th : − Process in HRIS with the normal payroll cycle and then process an administrative adjustment transfer in AFIS to transfer the charges to the correct Budget Fiscal year (BFY) beginning approximately July 10 th − Input as handwrites in HRIS up until June 29 th 5
Angela Dillard Statewide Accounting Administrator AFIS JUNE CLOSING/13 TH MONTH, YEAR-END PAYMENTS, ENCUMBRANCES, PROCUREAZ, FIXED ASSETS
June Closing & 13 th Month for FY17 (1, 6) • The month of June (Accounting Period 12) will remain open until July 8 th – Allows for clearing bank files and other interfaces with June record dates – Payments for FY17 obligations can still be made in FY17 until July 8 th • There will not be a 13 th month for processing claim (payment) transactions • There will be a 13 th month for processing other transactions, such as intra and inter-agency transfers (IET, ITI/ITA), journal vouchers (JV, JVC), and cost allocation (CA) 7
FY17 Purchasing/Contracting & Payments for FY17 obligations (3, 4) • Procure with intent to receive on or before 6/30/17 • For reverting appropriations, if received after 6/30/17, pay as an administrative adjustment in FY18, using BFY17 if: – Valid expenditure for BFY17 – Contractual liability created on or before 6/30/17 – Sufficient spending authority and cash exists – Approval given by ADOA Director before obligation created • Authority delegated to State Comptroller. Send written requests to the General Accounting Office 8
FY17 Purchasing/Contracting & Payments for FY17 & FY18 obligations (3) PAYMENT PROCESSED CALENDAR DATE BFY FOR CLAIM FY/PERIOD/RECORD IN/DOCUMENT DATE FY = 2017 PROCUREAZ – PRCPZ1 ≤ 6/30/2017 2017 Period ≤ 12 Record Date ≤ 6/30/2017 FY = 2018 PROCUREAZ – PRCPZ1 ≥ 7/1/2017 2017 Period ≥ 1 (Administrative Adjustment) Record Date ≥ 7/1/2017 FY = 2018 PROCUREAZ – PRCPZ1 ≥ 7/1/2017 2018 Period ≥ 1 Record Date ≥ 7/1/2017 FY = 2017 AFIS – GAX ≤ 7/7/2017 2017 Period = 12 Record Date = Current date FY = 2018 AFIS – GAX ≥ 7/7/2017 2017 Period ≥ 1 (Administrative Adjustment) Record Date = Current date FY = 2018 AFIS – GAX ≥ 7/1/2017 2018 Period ≥ 1 Record Date = Current date 9
Capital Project Claims for FY17 (6) • Capital Project claims should be delivered to the ADOA General Services Division, Capital Projects Construction office for review and approval by 2:00 p.m. on June 23 rd – Those not received by the deadline above will be processed on a first- in, first-out basis and not guaranteed to be processed by July 8 th (close of June) – Must be paid as administrative adjustments after July 7 th 10
Encumbrances (1, 4) • Open encumbrances established in FY17 can continue to be used, both for June transactions (through July 7 th ) and for Administrative Adjustment payments beginning July 1 st – These encumbrances will be rolled from FY17 to FY18 on August 4 th . The roll process will increase fund balance for FY17 and decrease fund balance for FY18 • Open encumbrances that are associated with appropriations that have end dates of ≤ 6/30/17 will be lapsed on July 14 th – GAO will be running a list of open pre-encumbrances (RQPZ1) and encumbrances (POPZ1) initiated from ProcureAZ that are associated with appropriations with end dates ≤ 6/30/17. If agencies wish to have these closed out on the ProcureAZ side, they will need to close out manually in ProcureAZ first. There will not be a mass lapse process available in ProcureAZ 11
Administrative Adjustments for FY16 • All administrative adjustments for FY16 must be processed by June 30 th – Those not processed by June 30 th must be submitted as Relief Bill items (ARS § 35-191) to the GAO at gaoafr@azdoa.gov 12
ProcureAZ Documents for FY18 (4) • It was originally anticipated and published in the year-end memo that RQPZ1 and POPZ1 documents related to Type 1 or Type 2 appropriations for FY/BFY18 could be started on May 1st, but not fully processed until appropriations/budgets are loaded in AFIS for BFY18 • Due to errors with processing BFY16 transactions, the roll period in ProcureAZ hasn’t been turned on for FY18 yet 13
Fixed Asset Module (8) • Fixed asset shells must be completed or “unpended” by COB on July 18 th • Refer to FN-AZ-AM-N332 for a current list of outstanding FAS documents • Agencies with assets that are not completed prior to the June and 13 th month depreciation run on July 19 th must submit a full closing package, including a depreciation schedule • Depreciation for June and 13 th month will be run on July 19 th • FN-AZ-AM-N357 report will be available in InfoAdvantage on July 20 th 14
Brian Nguyen Statewide Accounting Manager AFIS - Operations CREDIT CARD CLEARING, DEPOSITS, INVESTMENTS/DIVESTMENTS, P-CARD/CTA, WARRANT CANCELLATIONS, USE TAX
Credit Card Clearing Fund (5) • For those agencies utilizing fund 2600 for credit card activity, this fund should be reconciled by June 30 th • For agencies utilizing another authorized fund for credit card activity with Balance Sheet Account (BSA) 1534-Treasurer’s Credit Card Clearing, this fund should also be reconciled by June 30 th • Contact your agency liaison if your agency would like to change the Credit Card Clearing Fund to another authorized fund 16
Treasurer Deposits/Direct Deposits (5) • Normal deposits (CR documents) for FY17: – Must be at the Treasurer’s Office by 2:00 p.m. on June 30 th – Must be entered with a blank record date • Direct deposits and wire deposits that qualify for FY17 posting: – Must be at the Treasurer’s Office by 2:00 p.m. on July 7 th – Documents processed between 7/3/17-7/7/17 must have FY17 and Accounting Period 13 on the document header. The Record Date on the header must be left blank. The Accounting Period on the individual accounting lines must also be period 13 (this will default if left blank) – Deposits outstanding in the Treasurer’s Office system not claimed by an agency by the July 7 th deadline will be processed as favorable deposit adjustments in FY17 13 th month, if the agency is identifiable. If not identifiable, they will be processed in FY18 17
Treasurer Deposits/Direct Deposits (cont.) (5) • Do not include multiple FY lines on a single CR document • Deposits for FY18: – Continue to leave the Accounting Period on the header and accounting lines blank • For all CR documents during the fiscal year-end cutover, please indicate if the document is for FY17 or FY18 on the top of the printed copy of the CR form that goes to the Treasurer’s Office 18
Investments and Divestments (5) • AFIS investment and divestment processes are automated through the SWEEP table • Be sure to set the minimum required cash balance (BSA 0070) on the SWEEP table • Use BBALS (ITD Balance Sheet Summary), BBALD (ITD Balance Sheet Detail), CBALDQ (Cash Balance Detail) or CBALSQ (Cash Balance Summary) to view cash balances 19
Federal Funds Draw Down (5) • As with all deposits, these should be delivered to the Treasurer’s Office by 2:00 p.m. on June 30 th to be processed as a FY17 transactions • Funds deposited with Bank of America but not yet processed in AFIS may be processed as FY17 transactions until the July 7 th deadline or as favorable deposit adjustments in the 13 th month 20
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