Office of Financial Management News
Money Measures is a publication of the Office of the Associate Vice President for Operations. The newsletter provides the latest financial and related business operations news to our University constituents.
Owl Trek News
Owl Trek News is a publication of the Office of Finance and Accounting (OFA) Travel Team. Our goal is to communicate timely news and information specifically related to travel for Concur end-users.
P-Card Corner is a publication of Office of Procurement and Contracting (OPC). This quarterly newsletter is sent via email to KSU P-Card users to communicate timely news and information specifically related to P-Card use.
OFM Systems Notifications
11/12/2015 PeopleSoft Financials/ePro Maintenance Begins 5 PM 11/13/2015
Posted 11/06/2015 - 7:08am by firstname.lastname@example.org
Beginning Friday 11/13/2015 at 5 pm through Tuesday 11/17/2015 Tuesday at 7 am PeopleSoft Financials v9.2 annual Oracle maintenance will be performed by USG/ITS in Athens. PeopleSoft and ePro will not be accessible during this time and end-users should log out of the system Friday 11/13/2015 by 5 pm. This extended maintenance window is required to provide important system updates.
USG/ITS recommends that all PeopleSoft/ePro end-users clear their Temporary Internet Files (browser cache)
11/12/2015 SAS® Reports Available during PeopleSoft Maintenance
The SAS® Comprehensive Financial Reports (CFR) and Position Management Reports managed by the Office of Enterprise Information Management & Institutional Research (OEIM&IR) are available during the PeopleSoft downtime with data updated through Thursday night, November 12th. The next scheduled refresh will run Tuesday night, November 17th.
04/19/2016 OPC New KSU (Agency) Contract and Preferred Suppliers for Promotional Products
Review the OPC Purchasing Promotional Items webpage for the suppliers that are the preferred sources(s) for promotional products as contracted with KSU under the new Agency Contract #ES-RFQ-54300-861. The web page also provides additional information on KSU requirements for purchasing promotional items:
03/02/2016 KSU Memorandum on Non-Compliance of KSU's Procure-to-Pay (P2P) Processes
To view the full memorandum select the link below:
02/29/2016 FY16 Year-End Deadlines Updated
As a friendly reminder, the Office of Financial Management (OFM) is encouraging all departments to take time to review updates to the FY16 Year End Deadlines.
Deadlines have been changed from 06/08/2016 to 06/07/2016 for the following items:
•Fully approved e-Pro Requisition with specifications/requirements and any supporting back-up documentation valued at $24,999 or less.
•All purchases from State, BOR, or Agency contracts, and items classified as exempt with Fully Approved e-Pro Requisitions.
Notes have been added to the Travel section, including:
•Travel Expense Reports (fully approved) for trip end date 06/16/16 through 06/30/16 are to be submitted by 06/30/16. Every attempt will be made to expense the travel in the current year FY16, however, based upon the date the travel expense report is fully approved, this cannot be guaranteed. Travelers within these trip dates are advised to submit their Travel Expense Reports as soon as possible. Please contact the Travel Team if you have any specific questions regarding travel within these trip dates.
Plan your purchase and transaction requirements accordingly to allow sufficient time for processing your requests. These expenditure cut-off dates are provided to assist with managing resources effectively through the end of the fiscal year (06/30/2016).
The ePro module utilizes the PeopleSoft “year-end cut-off role” in order to ensure that all eligible requisitions are sourced to purchase orders by June 30th. This role will inhibit a Requester’s ability to create ePro requisitions from 06/08/2016 through 06/30/2016.
Additionally, the KSU P-Card will be temporarily suspended between Thursday 06/16/2016 and Thursday 06/30/2016 in order to meet year-end close requirements. P-Card transactions and usage for FY17 will resume on 07/01/2016.
OFM urges departments to check the OFM News and Year End Information and Deadlines web pages regularly at:
02/26/2016 OPC Statewide Purchase Orders Policy
Just as a reminder, the state of Georgia’s State Accounting Office (SAO) requires the University to issue a purchase order in advance for the purchase of goods and services greater than $2,500.
Exceptions to this SAO Policy include several pay categories including (e.g., intergovernmental agreements, membership dues and/or subscriptions, postage and handling, payroll and benefit payments, registration fees, travel expense reimbursements, utilities and P-Card purchases, etc.).
The State Accounting Office Policy on purchase orders can be found at:
Please contact your OPC Buyer Parner if you have any questions. The buyer partner list is on the OPC website at:
02/16/2016 OPC Staples (Statewide Contract) Price Increase
Effective Monday 02/22/2016, Staples will be changing prices on most of their items, including a 2% price increase for core items in the General Office Supplies and the New Toner categories, and a 1% price increase for the core items in the Paper category.
In order to prevent order delays, all Staples orders must be received by the supplier no later than Friday 02/19/2016. Any carts addressed to Staples in the GeorgiaFIRST Marketplace must be generated to a requisition in PeopleSoft, sourced to a purchase order, and then sent to Staples prior to the close of business on Friday 02/19/2016.
02/16/2016 OFA Summer Revenue Split
Since FY11, the University has been required to split all summer revenue between fiscal years (both premium and regular programs), as is required by the state audit department. This allows the University to recognize the revenue when it is earned. This split is based upon the number of days in the summer term that occur in the current fiscal year versus the following fiscal year. The summer split is reviewed each year, usually in January, when summer schedules have been finalized by Enrollment Services.
For summer 2016, there a 10-week session has been added, which impacts the percentage of the split. Based upon the current term dates, 62% of summer revenues will be earned in FY16, with the remaining 38% earned in FY17. Summer Faculty pay is also recorded when earned. June's payroll will be recorded in FY16 and July's payroll recorded in FY17.
02/09/2016 OBP Budget Amendment Process Changes
Due to feedback we have received from our customers, the Office of Budget and Planning (OBP) is implementing the following changes to the budget amendment process for Fiscal Year (FY) 16 and FY17.
Beginning on 04/01/2016, OBP will no longer process permanent budget amendments for the remainder of FY16. Please have all FY16 permanent budget amendments submitted to OBP no later than 03/25/2016. OBP will continue to process FY16 temporary budget amendments based on the OBP Budget Calendar at:
If a new position is created after 04/01/2016, departments and/or busines managers should submit a temporary budget amendment to cover any FY16 expenses, along with a permanent budget amendment to cover the full salary amount for FY17.
Processing for FY17 budget amendments, both permanent and temporary, begins 07/05/2016.
We recommend departments and/or business managers use discretion when submitting FY17 budget amendments before seeing the finalized FY17 budgets, to avoid errors and duplications.
Please contact Brittany Bailey in the OBP at 470.578.6618 with any questions or concerns.
02/09/2016 OFA Travel Concur Support / Internet Explorer
Concur recently announced that it will discontinue support for Internet Explorer (IE) 8 and IE9 web browsers beginning 02/12/2016. Microsoft has already ended support for these browsers. If you are still accessing Concur through IE8 or IE9 please upgrade to IE11, which was released to campus Windows computers on 01/29/2016 as part of the University Information Technololgy Services (UITS) monthly Windows updates. To receive the update, you are required to restart your PC on or after 01/29/2016. Campus Mac computers will not receive this release.
Users will enjoy a faster web experience with Concur as well as the latest enhancements and features that Concur releases with IE11.
To determine which IE browser you have:
1. Open up IE.
2. Select Question Mark icon on the far right of the menu bar.
3. Select About Internet Explore from the short-cut menu and the version of IE will display.
If you need further technical assistance with IE please contact the UITS service desk at 470.578.6999 or at:
01/05/2016 OFA Mileage Rate Change for 2016
Mileage Rate Change for 2016
The State Accounting Office has announced a reduction in the mileage reimbursement rates for the use of personal vehicles for 2016 at:
Effective January 1, 2016, the Tier 1 rate for personal car mileage reimbursement is $0.54 per mile. Mileage rates are subject to change by the State Accounting Office notification.
For further assistance on mileage rates or any travel related questions please email the travel inbox at:
Employee Changes / Additions
• None at this time
OBP• None at this time
OERM• None at this time
• Jaimie Ward, Interim Assistant Controller
• None at this time