Central New Mexico
Community College
FY16 Year-End/FY17 Beginning
Training
April 2016
Agenda
FY16 & FY17 Budget Update
Changes to Fiscal Year End PR Processing
Entering FY16/FY17 Purchase Requests in
Banner
PO Update – Single PO
P-Card Update
AP Processing
Links/Reference
Questions
4/4/2016
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FY16 Budget Update
FY16 revenues were lower than budgeted,
and expenditures were reduced accordingly.
FY17 operating budgets were developed
based on
– College’s strategic priorities,
– Fall 2015 budget meetings, and
– FY16 actual and estimated expenditure levels.
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FY17 Budget Update
By May 2, Budget Office staff will send each
department/program:
– Summary of FY17 operating budget and
– Initial FY18 budget deadlines
FY17 budgets will be loaded in Banner
May 2, 2016
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Changes to FY16 Yearend PR Processing
NO Paper PRs!
FY16 Online PR’s must be approved by
June 24, 2016
– Goods/Services must be received by 6/30/16
After June 24 – FY16 PR’s will be
emergency only
– Contact Purchasing PRIOR to entering in
Banner
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FY17 Purchase Requests
Blanket Orders will not continue into FY17
New PRs/POs will be issued
– Must close by 6/30/2017
For subscriptions, memberships, etc. items
– Enter the ending date of item as the delivery
date to track via ARGOS report
Must enter 7/1/16 as the transaction date
– Incorrect dates may result in NSF issues
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Entering Year-End PRs
Entering Purchase Requisitions into the
system for year end :
– For the current fiscal year FY16 budget (until
June 30th)
• Deadline to enter June 24, 2016
– For the FY17 (next fiscal year) budget
(beginning July 1st)
• Can begin to enter on May 2, 2016 for FY17
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PR’s for FY16 Budget
Do NOT
change the
transaction
date -leave
it on the
date you
are
entering
the PR.
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PR’s for FY16 Budget
In the
Document
Text Field –
enter “FY16
Budget” or
“Current FY”
to alert the
Pre-audit /
Buyer
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PR’s for FY17 Budget
For PR’s that
will use FY17
Budget Enter July 1,
2016 in the
Transaction
Date field
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PR’s for FY17 Budget
In the
Document
Text Field –
enter “FY17
Budget” or
“Next FY” to
alert the
Pre-audit /
Buyer
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PO Update – Single PO
NO Paper!
Electronic delivery of PO’s to departments,
vendors, S&R, etc.
Effective with PO’s for FY17 (7/1/2016)
PO’s will no longer have watermark
Buyer will be listed in the document text
The authorized signature printed at the
bottom of the PO
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4/4/2016
13
P-Card Update
Complete rewrite of IS-1814
Source (IS-1814) Update has been
approved by Executive Team
Use P-Cards for transactions normally on
a DPO
– If cannot use P-Card, must enter online PR
Year-end use with Operational Funds
– Goods/services received by 6/30/16
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Key Changes in P-Card
Transaction limit increased $2,000 to $3,000
Monthly card limit set in conjunction with
control agents/budget limits
Allows for use of items previously on DPO’s
– i.e.: Services (tax allowed on services only)
Cards to be kept on campus when not in
use
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Key Changes in P-Cards
Allows purchasing of items without getting
purchasing approvals – i.e.: conference
registrations or I-pads, etc.
– Departments must still comply with other CNM
policies such as travel or ITS Approvals
Contains lists of restricted and prohibited
items
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Key Changes in P-Cards
NO Paper Approval/Receipts!
– Requires P-Card holder to upload receipts and
backup into BOA system
• Update Cost Account Info as necessary
– Requires Control Agents to approve via BOA
System
– Target implementation date 7/1/2016
Strengthened compliance and ramifications
for violations
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AP Year-End Processing
The following criteria must be met for an
invoice to be charged to the FY16 budget:
– Merchandise/services must be received on or
before Thursday, June 30th regardless of invoice
date
– All documentation (i.e. DPO’s, invoices and
receiving reports) must be received in the
Business Office prior to July 21, 2016
– Departments much approve Invoices in OnBase
by July 21, 2016
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AP Year-End Processing
AP staff will review all invoices and receiving
reports to ensure payment in the proper FY.
Payment can only occur if Accounts Payable
has all the required documents including:
1. Approved invoice via OnBase (please indicate
receiving date in the comments field)
2. Matching receiving report if required
3. Purchase order or DPO
4. Purchase order revision, if necessary
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Links/Reference
http://www.cnm.edu/depts/budget
http://www.cnm.edu/depts/purchasing
http://www.cnm.edu/depts/business-office
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Questions?
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