Year End Closing Payments Issues

1
Year End Closing Payments Issues

• Fiscal Year 2008

2
Inactive Vendor Number

• Vendor No. inactivated for document carried in
  Stars document file
• Tops Contact Contact General Services
  Purchasing
• and have the vendor no. changed on the contract.
  When you have the contract changed, call Cora Lee
  Daugherty in Accounts and she will change the
  vendor no. on the payment. (741-0520)

3
Inactive Vendor Number

• Non-Tops Contract
• Contact Deborah Woodall in Division of Accounts
  for instructions (741-6509)

4
Inactive Vendor Number

• Purchase Order
• The Division of Accounts will generally activate
  the vendor nightly and allow the payment to
  process. The vendor no. will be inactivated the
  next morning.

5
Liquidated Encumbrance

• Purchase Order Balance is Zero
• TOPS Contract Balance is Zero
• FA Service Contract balance is Zero

6
Payment Process For Liquidated P/O

• Key the payment information as usual in TOPS
• Write liquidated P/O across invoice
• Write Liquidated P/O in Change Information
  section of DV batch sheet.
• Pay in FY 09
• FA Accounts will fix the payment

7
Payment Process For Liquidated Contract

• The FA Policy 6 provides instructions
• See Complete instructions on Internet Web Page
  (www.state.tn.us/finance/act/policy6.pdf)
• Contract had sufficient balance when liquidated
• Goods and services received in contract period

8
Policy 6 Payment Requirements For Liquidated
Contract

• Complete Policy 6 Late Contract Payment Request.
  Contract Information and approvals.
• Payment 10,000 or Less Approval by Dept Head
  and Fiscal Officer
• Payment gt10,000 but lt 100,000 add FA Comm.
  through Budget approval
• Payment gt 100,000 add Comptroller of Treas.
  all other state officials on orig. Ct.

9
Contract Payments Outside Scope of Policy 6

• Services rendered after contract ended
• Contract ended, contract balance is zero, but
  services rendered in contract period
• Agency wants to extend term or balance of the
  contract after it ended.
• Goods purchased without authority and outside
  scope of purchasing regulations

10
Contract Payments Outside Scope of Policy 6

• Require
• New contract
• Contract amendment
• Purchase authority
• The Office of Contract Review must approve based
  on circumstances for services or
• General Services Purchasing must approve for
  commodities.

11
Payments Against Accrued Liabilities

• A/L will be reversed in Fiscal Yr. 09 as a credit
  to expenditures.
• Payments will be paid as 09 transactions with
  normal TC 126, 100, 102, 103
• The net effect of A/L expenditure in FY09 is
  zero
• The process is simplified, no special TCs or
  tracking invoices

12
Payments Against Accrued Liabilities

• If A/L is underestimated, the underestimate will
  be recorded against FFY09 no special action by
  agency
• Any A/L overestimates for funds 11, 21, and 25,
  will be monitored for budgetary impact.

13
TOPS Payment Issues

• All P/O in TOPS for 2008 set to print by June 30.

14
Year-end Payment Processing Quick Reference

• After July 1, 08 limited use of FY 08
• Payment of temporary travel advances

15
Old DV Batches on STARS

• Review the old batches and
• If payments are valid, send to Accounts for
  processing or
• If not valid Agency delete or send an email to
  Accounts to delete when batch is marked complete

16
Duplicate Payments

• Financial Data Access System (FDAS) Report
• is available to all agencies to help identify
  duplicate payments (Tonya Vanterpool is the
  contact in Accounts.)