Maryland Courts

A Message from Tammy Sitar

Deputy Director of Budget and Finance and GEARS Project Director

September 1, 2014
August 17, 2014

September 1, 2014

****VERY IMPORTANT****  Accounting Date – With the closing of FY14, all voucher accounting dates should be your current transaction processing date.  There is no acceptable reason to backdate the accounting date to June 30, 2014.  Even if you are processing an older invoice (whether for an encumbered PO or not), your accounting date must be the current date.  If your invoice is for an encumbered PO, only the Appropriation Year (AY) in the voucher distribution lines would be for an earlier AY year.  If it is not applicable to an encumbered PO, then your AY year must be AY2015 as well, regardless of the invoice date/timeframe.

Bank of America Credit Card Fee Invoice / Statement Processing – Bank of America has recently changed their processing of invoices and statements.  They are now sending each account owner their invoice and statement.  (Before they were sending the invoice to AOC and the statement to the field office.)  Each office should now process their credit card fee invoice in the same manner as any other invoice.  Please attach the invoice and statement to the voucher.  If you should have any questions, please contact Accounts Payable staff in the Department of Budget and Finance (DBF).

District Court R2 Report – For District Court users, the R2 report has recently been revised and moved into the production environment.  If you should have any issues with your report numbers, please complete a help desk ticket.

New Report – GL Trial Balance Detail Report – The project team has developed a new custom report.  Please see below for the navigation and an overview of available report parameters. The report will provide the details that support balances in your PCA and accounts (both revenue and expense) and is meant to replace the FMIS reports that were previously distributed by DBF.  While the report can be run at any time for different periods, it is recommended that it be produced and reviewed at least monthly for each of your PCA’s.  As in the past, if you see any details that do not appear to be correct, please contact the Reports and Reconciliation Unit in DBF.

 

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UCS Registers / DiskThe team has had a few questions about the disk process for UCS registers and would like to offer clarification.  It is no longer necessary to transfer UCS data to a disk.  The information flows electronically to GEARS.

***REMINDER*** New GEARS Access Link – Please note the message below that we are repeating. We’ve run some analytics and we still have a good portion of users that are not using the new encrypted link.

The GEARS system must begin using an encryption method for access and this requires a new URL. This change is required so that GEARs is in compliance with the Judiciary’s security and auditing requirements.  This new URL is only a new way to access GEARS.  It is not a new system or different environment.  

Please begin using the new URL noted below to access GEARS.  Please copy the link below and save it in your favorites for on-going use.  If you notice any errors or issues, as always, please issue a help desk ticket and mention that you are using the GEARS SSL link.  
 
Thank you in advance for your support.  If you should have any questions, please contact Theresa Nudell, GEARS Project Manager, 410-260-1030.
 
https://gears.mdcourts.gov/psp/fsprd/?cmd=login&languageCd=ENG

***REMINDER*** Travel Regulations Revised – The State Joint Travel Regulations were amended as of August 1.  This information was distributed by the Judiciary Travel Coordinator, Roxanne McKagan, in an email dated August 15.  Please be sure to share this information with others as needed.  If you should have any questions about the policy, please contact Rocky at 410-260-1407.


August 17, 2014

All:

FY14 Year-End and Purchase Orders - We are winding down our year-end processes and would like to note a few items:

  1.  As you know, this was our first year-end on the new GEARS financial system.  With any new system, there are challenges and we were not an exception to this rule!  The project team and staff from the AOC functional offices, such as Budget and Finance (DBF)  and Procurement (DPCA), will soon be meeting to go over issues encountered and lessons learned to document and hopefully offer improvements to year-end processes.  If you have any feedback or comments about year-end from your perspective, the team would appreciate hearing them.  Please email me with your comments or give me a call.

  2. Purchase Orders from FY14 and earlier that were encumbered by Budget and Finance have been identified and rolled forward in GEARS for use.  The Budget staff sent out individual emails informing Department/Court management of PO’s that were encumbered for their specific areas.  (Contact the Budget unit within DBF if you need this information again.)  At this point, ONLY PO’s identified in these emails should utilize an appropriation year of AY2014 or earlier in the distribution lines of the vouchers.  In addition, the Procurement Department sent out memos to Departments/Courts about open PO’s requesting status updates in June.  If you communicated information back to DPCA, then the requested actions on these PO’s should be completed.  Any PO’s that were not encumbered but you requested to remain open should now be associated with AY2015.  Basically, this means that the PO and related expenses will be applied towards your FY15 Budget.  If you find PO’s with the incorrect year noted, please contact your buyer or management within DPCA for revision before attempting to use the PO.
        
  3. There were many vouchers done against some of the FY2014 or earlier PO’s past our stated ending date for processing vouchers.  This created some issues with our year-end.  For many of these, DBF had to put the voucher on hold and accrue the expense against the PO.  DBF staff will be working to finalize these vouchers now.  If any of these appear in your worklist, please process them quickly.  Any questions, please contact the DBF Accounts Payable staff.

New GEARS Access Link - The GEARS system must begin using an encryption method for access and this requires a new URL. This change is required so that GEARs is in compliance with the Judiciary’s security and auditing requirements.  This new URL is only a new way to access GEARS.  It is not a new system or different environment.  

Please begin using the new URL noted below to access GEARS.  Please copy the link below and save it in your favorites for on-going use.  If you notice any errors or issues, as always, please issue a help desk ticket and mention that you are using the GEARS SSL link.  
 
Thank you in advance for your support.  If you should have any questions, please contact Theresa Nudell, GEARS Project Manager, 410-260-1030.
 
https://gears.mdcourts.gov/psp/fsprd/?cmd=login&languageCd=ENG
 
Travel Regulations Revised – The State Joint Travel Regulations were amended as of August 1.  This information was distributed by the Judiciary Travel Coordinator, Roxanne McKagan, in an email dated August 15.  Please be sure to share this information with others as needed.  If you should have any questions about the policy, please contact Rocky at 410-260-1407.

Thank you,

Tammy Sitar, CPA
Deputy Director
Budget and Finance
GEARS Project Director
tammy.sitar@mdcourts.gov