Questions from Departments

[learn_more caption=”1. When are contracts due at DAGS to encumber the funds at the end of the fiscal year?”] The contracts are due at DAGS-Pre-Audit Branch by 4:30 p.m. on June 30. If June 30 falls on a Saturday, the submission deadline is the previous workday. If June 30 falls on a Sunday, the submission deadline is the subsequent workday.[/learn_more] [learn_more caption=”2. When are purchase orders due at DAGS to encumber the funds at the end of the fiscal year?”] If purchase orders are entered on-line, entry should be made by 4:30 p.m. on June 30. If purchase orders are sent to ICSD for data entry, it must be timely submitted in order that ICSD enters the purchase orders by June 30.[/learn_more] [learn_more caption=”3. When is the request for the fiscal year blanket encumbrance due at DAGS?”] The request for the fiscal year blanket encumbrance is due on July 15. If July 15 falls on a Saturday, the submission deadline is the previous workday. If July 15 falls on a Sunday, the submission deadline is the subsequent workday.[/learn_more] [learn_more caption=”4. When are the treasury deposit receipts and journal vouchers due at DAGS to post as of the end of the fiscal year?”] The treasury deposit receipts and journal vouchers are due July 15. If July 15 falls on a Saturday, the submission deadline is the previous workday. If July 15 falls on a Sunday, the submission deadline is the subsequent workday.[/learn_more] [learn_more caption=”5. How long are purchase order encumbrances valid?”] Purchase orders encumbered with State operating appropriations are valid for one year after the appropriation lapse date. Purchase orders encumbered with federal operating appropriations and CIP appropriations are valid for three years after the appropriation lapse date but extensions must be requested annually.[/learn_more] [learn_more caption=”6. Is there a monthly due date for the posting of treasury deposit receipts during the fiscal year?”] No, the TDRs are posted in the month the documents are processed by the Department of Budget and Finance.[/learn_more] [learn_more caption=”7. Is there a monthly due date for the posting of journal vouchers during the fiscal year?”] There is a five calendar day monthly due date and a ten calendar day quarterly due date for journal vouchers to post for the previous month.[/learn_more] [learn_more caption=”8. How long does it take to process a journal voucher and how can I check on its status?”] It generally requires three working days after the day the journal voucher is received at DAGS-UARB to post into the accounting records. Additional days will be needed if the document fails any edits. After the fourth working day, contact the funds control accountant at 586-0636 or 586-0637 to determine the status of the journal voucher.[/learn_more] [learn_more caption=”9. How can I obtain a copy of a journal voucher?”] A copy of the journal voucher is returned to the initiating department and a copy should be requested from the department’s fiscal office.[/learn_more] [learn_more caption=”10. The Inconsistent Data error message appears when reducing a purchase order encumbrance. What can be done to avoid the error message?”] The department should enter the minimum required fields: department code, purchase order number and suffix, and the transaction amount. The transaction is “flagged” with this error code when the object, cost center, project or activity codes being entered are not the same as those entered when the purchase order was originally recorded.[/learn_more] [learn_more caption=”11. Has the check been issued yet?”] Departments should first access the FAMIS Vendor Payment screen (No. 64) to see if the payment has been posted. Departmental staff should only contact DAGS-Clerical Section after allowing DAGS’ Accounting Division 5 to 6 working days after submittal of the SWV.[/learn_more] [learn_more caption=”12. When can I red tag a summary warrant voucher?”] Pages 564.01 and 564.02 of Volume II of the State Accounting Manual contains detailed information on priority vouchers. The need for red tags should be kept to a minimum since payments to vendor and other third party recipients should be on a first in, first out basis. “Red tag” vouchers require immediate processing thereby pushing back SWVS that were timely processed by departments and agencies.[/learn_more] [learn_more caption=”13. How do we inquire if a check is still outstanding since the vendor contacted us that they have not received payment?”] If payment was made within the past three months, departmental staff should review FAMIS’ vendor payment screen to see if the payment is listed. If the payment was made more than six months before the inquiry, the “Checks Outstanding for More Than 180 Days” listing should be reviewed to determine if the check is listed. If the check is outstanding, then a claim for non-receipt should be sent to the vendor for completion and signature by an authorized person. If the check is not outstanding, the department could request a copy of the cashed check and send the copy to the vendor to document that payment was made and check was cashed.[/learn_more] [learn_more caption=”14. Why can’t we process a contract payment to a vendor who has a name change?”] Section 3-125-14(3) of the Hawaii Administrative Rules require that an agreement be made between the vendor and the State documenting the name change and stating that other terms and conditions under the original agreement/contract remains the same. This requirement protects the State’s interest by documenting any change to the original contract.[/learn_more]