Maryland Courts

July 5, 2015

All:

This is the sixth 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. 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.

PROCEDURE TO PAY:

  1. VOUCHER CLEANUP: Please review your vouchers to ensure that they have been approved and contact your approver as needed to request required actions.
    1. All FY15 vouchers must be in a full complete finished status at year-end. DBF will be monitoring and reviewing vouchers but it is important that the courts/departments review their vouchers as well. This can be done through the Voucher Activity Inquiry page. Details about this functionality can be found under the Tip Sheet section of the GEARS site. Please review vouchers in different statuses, such as budget statuses that are in “Error” or “Not Checked”, approvals that are “Pending” or “Denied”, and match statuses with “Exceptions.” Again, vouchers with these statuses need review and in most cases, need further action. If it is determined that a voucher is no longer needed, please notify Brittanie Collier via email with the details and requested action. If you need any assistance in processing vouchers, please contact the Help Desk x1114 or DBF staff.
  2. NON-GEARS INVOICES: Please submit the below items as currently done by Monday, July 6:
    1. All FY15 local jurisdiction reimbursement requests through June 30 for jurors, masters should be submitted to DBF and interpreters should be submitted to Access to Justice.
    2. Original employee expense account forms for tuition reimbursements through June 30 should be submitted to the Education Division.
    3. Please submit all inter-agency invoices normally processed by DBF.
    4. All other invoices not processed by users in GEARS should be sent to DBF.
  3. GEARS INVOICES AND EXPENSE REIMBURSEMENTS: Please process all FY15 invoices in GEARS by Tuesday, July 14. (This includes travel expense reimbursement requests.)
    1. FY15 Invoices received before July 14 - Invoices applicable to FY15 can be processed through Tuesday, July 14. Between July 1 and July 14, please be sure to use a June 30 accounting date on all FY15 vouchers and ensure AY2015 (or earlier encumbrance year) is referenced in the voucher distribution lines. Additionally, please make sure that the budget date in the distribution line is June 30 as well. Initially, the budget date will default in as a July date to match the default accounting date prior to changing it to June 30. Once you change the accounting date to June 30 and then enter your speed chart in the distribution line, the budget date will change to June 30 as well. However, if the accounting date is subsequently changed after completing your distribution line, the budget date will not align and you are not able to change it. The two options are: 1. Delete the distribution line and reenter it to align the dates correctly or contact DBF to correct the budget date. Before saving the voucher, please double-check all dates.
    2. All FY16 invoices should be held for processing until after Tuesday, July 14. On Wednesday, July 15, the FY16 accounting periods will be open and available for use in the Accounts Payable module of the system. Please be sure to have your FY16 PO’s completed and ready for use before attempting to voucher any related invoices.
    3. FY15 Invoices received after July 14 – These invoices will need to be processed against your FY16 budget (unless an encumbrance or accrual). The accounting date used must be after July 1 (it should default to the current date) and the distribution lines should contain AY2016 (or the appropriate encumbrance/accrual AY year).
    4. After July 14, all invoices needing to be vouchered against encumbered AY2015 purchase orders should be held until notification is given by DBF to proceed. (See C-2-e above.)
  4. REQUISIION AND EXPRESS PO PROCESS: As we have notified in previous communications, beginning with FY16 (July 1), the GEARS team has restructured the catalogs within the Procure to Pay (PTP) area. It is important for those staff that enter Requisitions and Express PO’s to read the attached Catalog Restructuring Enhancement document. In addition, we have revised the Tip Sheets for Creating an eProcurement Requisition and Creating an Express Purchase Order. Both documents can be found in the Tip Sheet section of the GEARS site and are dated 6.8.15. If you should have any questions, please contact the Help Desk.
  5. Express PO page is still “read-only”: To minimize possible confusion and the potential for errors, the Express PO page is still in read only access for requestors. When vouchering for FY15 is complete, the page will be made active again. If you have any FY15 invoices pending that require an Express PO, they should be held until FY16 invoicing is open and processed then with an Express PO and will be posted against your AY16 budget.
  6. Contract Listing – The Department of Procurement is currently working on the FY16 contract listing. As soon as it is completed, it will be posted on the GEARS site.

GENERAL LEDGER:

  1. JOURNAL ENTRIES: Please complete all journal entries and submit to DBF by Thursday, July 9.
    1. GEARS USERS: Please complete any FY15 journal entries in GEARS. For any FY15 journal entries done between July 1 and July 9 please ensure that the journal date is manually changed on the first screen of entry to June 30, 2015 to reflect the correct appropriation year. (It normally defaults to a current date, which would be incorrect for these entries and cause errors.)
    2. NON-GEARS USERS: Please send all remaining adjustments to DBF for processing.

ORDER TO CASH:

  1. MISCELLANEOUS REVENUE ITEMS DUE THIS WEEK:

    Tuesday, July 7Order to Cash
    (OTC)
    All FY15 Revenue refunds should be recorded in GEARS. All non-GEARS users should have paper revenue refund requests submitted to DBF.
    Tuesday, July 7Order to Cash
    (OTC)
    Send all remaining OTC adjustments, such as appeals and agency return of funds to DBF.
    Tuesday, July 7Order to Cash
    (OTC)
    Send Nonresident MD withholding report for June 2015 and Litigant (Escrow) Bank account information to DBF.
    Friday, July 10Order to Cash
    (OTC)
    Accounts Receivable Summaries for the month of June and year-end compilation reports are due to DBF.

QUESTIONS:

  • Have you processed all of your deposits through June 30 in GEARS or submitted them to DBF as applicable to your court?
  • Have you processed your EOM local through May 2015?
  • Have you reviewed the GEARS voucher activity inquiry page to ensure your vouchers have been approved and budget checked?
  • Have you monitored your PO’s and Requisitions requesting closures of applicable documents?
  • Have you entered your required FY16 requisitions?

 

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