Message from Tammy Sitar
I would like to provide notification of workflow changes that will be migrated into the GEARS system very soon (probably next week).
- Express Purchase Order Approvals – This notice does not apply to District Court (DC), as their threshold for procurement approval is set at a lower amount and will remain in place. For everyone else, the current procurement policy authorizes courts and departments to procure up to $2,500 without approval from the AOC Department of Procurement, Contracts and Grants Administration (DPCGA). This change simply modifies the current online GEARS approval process for Express Purchase Orders to align with the existing policy. In doing so, the GEARS team will be removing the current system requirement for local court/department approval for those Express PO’s under the $2,500 threshold. For any Express PO > $2,500, the PO will route to the same local approver based on your PCA which exist currently for vouchers and then it will route to DPCGA for approval.
The quantity of these PO’s > $2,500 requiring approval should be low and should really only be related to the listing of Judiciary blanket PO’s/state contracts in which Express PO’s are required. In most cases, the orders are not going to be over the $2,500 threshold. If not associated with a state blanket PO or contract as found on the list, then the user must initiate the procurement process with an eProcurement requisition, not an Express PO.
- General Ledger Journal Entry (GLJE) Approvals – This notice does not apply to the local District Court staff, as the journal entry functionality is not initiated by these users, but would apply to District Court Headquarters (DCHQ), as well as all others. For everyone, but local DC staff, this change will modify the GEARS approval process for GLJE’s to now require GEARS online approval, before completion of the journal process. For all GLJE’s, the journal will route to the same local approver based on your PCA which exist currently for vouchers and then it will route to DBF for approval.
- Commitment Control Budget Journal Approvals – This notice only applies to DCHQ and DBF staff, as they are the only users performing this function. This change will modify the GEARS approval process for budget journals to now require GEARS online approval, before completion of the journal process. All manually entered budget journals will route to the DBF Unit Director of Budget, as well as the DBF Director and Deputy Director, for approval before completion of the journal process. Once approved, the journal will then need to be posted.
All existing Tip Sheets, FAQ’s, and flowcharts will be revised and published for assistance. An additional notice will be sent when these changes are completed.Please be sure to contact the help desk if you should have any questions, issues or if you believe the notices for approval should route to a different person.
Tammy Sitar, CPA
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD 21401