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DATE June 30, 2011
Module Travel
Subject Hot Topic! IMPORTANT YEAR-END INFORMATION related to FY2011 Travel entered on or after July 1, 2011
IMPORTANT YEAR-END INFORMATION related to FY2011 Travel entered on or after July 1, 2011 – Please share with staff responsible for entering or approving expense reports

When processing Expense Reports that should charge to FY2011 on or after July 1, 2011, agencies will continue to enter and process expense reports without making any adjustments to dates.

Following is the process that the SMART team will follow for FY2011 Expense Reports created on or after July 1, 2011:

• The hourly and nightly Expense Report budget checking process will not be run during the month of July.
• The SMART team will identify Expense Reports with FY2011 Expense Dates that have a FY2012 accounting date.
• The SMART team will set the accounting date on the expense reports identified above to 06/30/2011.
• The SMART team will run the Expense Report budget check process every day at approximately 1:00 PM.
• Expense reports submitted after 12:00 noon each day will not be budget checked and/or processed until the next business day.

End result: Expense reports entered on or after July 1, 2011 that have Expense dates of 6/30/2011 or prior will have the accounting date set to 06/30/2011.

Agency staff should not run budget checking on any expense reports during this time period. If you have a particular expense report that needs budget checked immediately, please submit a help desk ticket to accounts payable, subject “Expense Report Budget Checking”. This should not affect processing or budget checking for Travel Authorizations for FY 2012.

SMART Team

 

 

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