Maryland Courts

Message from Tammy Sitar

June 20, 2016

All:

This email is part of a series of year-end email reminders. It is critical that you read this information to stay up to date in requirements and possible changes to ensure a smooth year-end process. Please be sure to also review the full FY16 year-end memo and checklist on a regular basis to ensure that you are in compliance with all required items. Both documents can be found on the GEARS site for further details.

Please review the below information and note the upcoming important deadlines and processing reminders:

A. Ongoing review of open purchasing documents and vouchers. Procurement has been steadily closing requested PO’s and is now sending close notifications back to the requestor.

Friday, June 24 PTP – Purchasing On-going review and monitoring of open requisitions and purchase orders.
Friday, June 24 PTP – Purchasing On-going review and monitoring of voucher statuses utilizing the voucher activity page.

B. Please review your vouchers using the Voucher Activity Page. DBF has found many vouchers that have not been budget checked, not submitted for approval, pending approval, or have an associated match exception. These issues keep the voucher in a pending status and DBF is not able to process the voucher any further. Additional guidance for using the voucher activity page can be found on the GEARS site. To avoid running into match exceptions on vouchers, we recommend that you run a PO Buydown report to check availability on PO lines before completing a voucher linked to the PO. These issues are frequently happening on copier invoices. Please notify Procurement or Budget and Finance if you run into an exception to receive assistance.

C. Timely creation of required AY17 requisitions – Time is of the essence in completing any remaining required requisitions in order to have AY17 Purchase Orders ready on time.

D. It is important that the processing of daily deposits is kept current as we get close to the end of the year. The weekend of June 25th-26th would be a good time to complete any catch-up work as needed.

E. The deadline for Express PO’s was this past Friday, June 17th. Please be sure that all Express PO’s required for your office orders or other items have been completed.

Friday, June 17 PTP – Purchasing Complete all ordering and Express PO’s for FY16 to allow for receipt and voucher entry by July 14.

F. Budget and Finance has encountered problems in previous year-ends with Post Office box rentals.  These invoices are due June 30 and the Post Office is not very forgiving if they are not paid by this date.  They will often close the boxes and refuse mail delivery.  To prevent any issues, please process these invoices as soon as they are received and give a quick call to AP staff or do an email to judiciary.finance.accounts.payable.unit@mdcourts.gov to let our staff know.

As always, please feel free to contact me or the help desk if you should have any questions or need further assistance.

Thank you.

Tammy