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Meet this highly-skilled KSU alum, people-person and artist, Student Accounts Manager Cathleen Kiss
Get to know the ASaP Wunderkind, KSU alum and musician, Meal Plan Manager Rob Nolen
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On a Lighter Note...
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Financial Database Consolidation
...and what it means to you.
by Karen Gardner
The majority of the University System of Georgia institutions are subject to a consolidation of their financial databases into one, effective July 1. There should be little impact felt by the campus as a whole, but there is one aspect that we wanted to bring to your attention.
- Due to the prior year (FY09) activities that always occur during the first two weeks of July and the schedule of the conversion of our financial database into the Statewide consolidated database, there will be no checks processed against prior year purchase orders from July 1 until the week of July 13.
- After June 30, continue to send us your approved Purchase Order-related invoices, and we will process them up to the point of actually creating a check. We will not be able to take that final step until after the consolidation is complete the weekend of July 11-12. This delay only applies to invoices for prior year purchase orders (FY09 and earlier).
- To avoid this delay, please be sure that any approved invoices are in Accounts Payable no later than June 29. Otherwise, it will be at least two weeks before the vendor receives payment.
To summarize:
We will be processing FY10 expenses beginning July 1 by paying invoices (submitted via FY10 AGS) and travel expense statements for travel that occurs after July 1. In other words, business as usual.
HOWEVER...
Any approved FY09 invoices received after June 29 will not be paid until the week of July 13.
Hmmm, you may be asking these questions...
Question:
I have an invoice dated July 1 against a purchase order issued on June 1. If I approve the invoice on July 2, and notify Accounts Payable that it is ok to pay, when will the vendor receive payment?
Answer:
This invoice will be paid AFTER the consolidation is complete. The earliest this payment will be processed and mailed is July 13. Allow an extra day or two due to the high volume of payments to process, and another day or two for mail delivery.
Question:
I receive a scanned invoice dated July 6 for an item not ordered by purchase order. What do I do with that?
Answer:
Create an FY10 AGS request per the instructions included with the scanned invoice in the email sent by Accounts Payable. This FY10 expense will be paid upon receipt.
Question:
I have a trip that ends June 30. The funds are encumbered. I will create a paper travel expense statement, and submit it for approval. When can I expect to be reimbursed?
Answer:
This FY09 expense will be paid after the consolidation is complete. Your check will be mailed to you the week of July 13.
Question:
I have a trip scheduled for July 1-3. I will create a paper travel expense statement upon my return. When can I expect to be reimbursed?
Answer:
Your reimbursement will be processed immediately upon receipt and review of your expense statement. You will receive an email notification that the expense statement has been received. The notification will state that your reimbursement will be processed within five business days.
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