Maryland Courts

June 25, 2015

All:

This is the fourth of a series of weekly year-end email reminders.  It is important that you read this information to ensure a smooth year-end process.  In addition, please be sure to review the FY15 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.

The upcoming important deadlines and processing reminders are highlighted below:

Child Support Grant:

Thursday, July 2

Order to Cash (OTC)

Cooperative Reimbursement Agreement Reports (Child Support Allocations and Employee Time Reports) are due via email to the Family Division.

 

Order to Cash:

  1. Deposits – There are many courts that are not current in processing their daily deposits through GEARS.  Remember, the state requires that all deposits be processed within two days.  Please work to ensure that all of your deposits through June 30 are processed by July 1.

Saturday, June 27 and Sunday, June 28

Order to Cash (OTC)

GEARS Users – Recommended weekend for courts to “catch-up” and process any outstanding deposits.

 

Wednesday, July 1

Order to Cash (OTC)

Process the June 30 deposit.  It should have an accounting date of 6/30.

 

  1. Credit Cards – The below is applicable only to the specified counties.

Thursday, June 25 – Tuesday, June 30

Order to Cash (OTC)

Anne Arundel (Circuit and District), Prince George’s and Montgomery Counties should send daily credit card totals to DBF.

 

  1. Adjustments – Please ensure that all pending adjustments, such as bad checks, CCU, P&P, are completed by June 30.  Any that are not finished by June 30 will need to be processed with July dates (invoice and accounting dates) and will not be reflected in June EOM local disbursements.

Tuesday, June 30

Order to Cash (OTC)

Ensure all FY15 local adjustments, such as bad checks, CCU, P&P, are completed in GEARS.

 

Tuesday, June 30

Order to Cash (OTC)

Non-GEARS users should send all remaining FY15 revenue adjustments via email to DBF.

 

Procure to Pay:

  1. Express PO’s – We are past the deadline for entering Express PO’s.  As such and to minimize potential PO and voucher issues, we have modified the access to this GEARS page to “display” only for all users, except the Department of Procurement.  No further AY15 Express PO’s can be created or dispatched by end-users.  However, they can still be approved if this step is remaining and they should still be utilized in vouchers as the process requires.  If you have any approved Express PO’s that have not been dispatched before we removed your access, please contact me at 410-260-1419.  At this point, any remaining invoices requiring Express PO’s will need to be held and processed as an AY16 invoice.  The access will be opened back up when AY16 invoices can be processed, which is estimated to be on July 15. 

Friday, June 19

PTP – Purchasing

Complete all ordering and Express PO’s for FY15 to allow for receipt and voucher entry by July 14.

 

  1. Purchasing Card – Please note the end date for the June P-Card statement.  Any p-card charges between June 26 and June 30 will be on the July statement and will be processed as an AY16 expense.

Thursday, June 25

Purchasing Card

This is the cycle end date for the final P-card statement.

 

  1. Vouchers – Please continue to review your vouchers using the Voucher Activity Page.  DBF has found many vouchers that have not been budget checked, not submitted for 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.

  1. AY16 Invoice Processing – Please adhere to the below requirement for AY16 invoices and refunds.

Wednesday, July 1

PTP – Accounts Payable and Order to Cash (OTC)

All FY16 invoice and revenue refund processing should be held until Wednesday, July 15.

 

  1. Encumbrances – Please review the list of open encumbrances emailed to your respective court/department Administrative Official on June 8.  We need your input as to whether the encumbrance is still required.  Please contact Laurie Dominquez, 410-260-1409, with any specific questions or any other member of the DBF Budget Unit.

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 Sitar, CPA
Maryland Judiciary
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD  21401
410-260-1419
410-260-1290 Fax
tammy.sitar@mdcourts.gov