Categorized In: Operations - NIS Information
Approved Date: October 02, 2018
Owner: Cathy Callaway
The state fiscal year runs July 1 – June 30 each year.
Payments for goods or services from a prior fiscal year that are entered into NIS after July 1 need to be reflected in the system as a prior year expenditure (P9).
- Gas is goods.
- Bus ticket is a good.
- Bus ride is a service.
- Taxi ride is a service.
- Reports/records is a service.
- Car repair is a service.
- If the dates of service (begin/end dates) are in June, it is a prior year purchase (P9).
- If the dates of service cross fiscal years (e.g. June 15 to July 14):
- If separates costs can be determined from the invoice (e.g. invoice reflects June rent amount and July rent amount):
- create two separate invoices in QUEST (one for June rent and one for July rent).
- Put both invoices on the same transmittal and send in with the invoice.
- If separate costs cannot be determined from the invoice (e.g. water bill for June 15 to July 14):
- Create one invoice in QUEST for the entire amount
- Put in the beginning date (June 15) and ending date (July 14)
- QE2 will calculate the number of days in each fiscal year and determine whether there are more days of service before June 30 (prior fiscal year expenditure (P9)) or after July 1 current fiscal year expenditure (PV))
- IBT’s cannot be split into two invoices. Use the majority rule.