Purpose

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).

Client Payments (Allowance/Reimbursement)

• The beginning date of the payment determines which fiscal year the expenditure should be in.
• The beginning date cannot be prior to the date the payment is done.
• If the payment is done outside of the authorization dates, the authorization dates need to be adjusted to include the date of payment.

Case Services - Goods

• The date authorized determines which fiscal year the payment should be in (e.g. authorization frozen June 20, payment done in July is a prior FY document (P9)).

  • Gas is goods.
  • Bus ticket is a good.

Case Services-Services

• Dates of service determine FY (majority of days prior to July 1=P9; majority of days are after July 1=PV)

  • Bus ride is a service.
  • Taxi ride is a service.
  • Reports/records is a service.
  • Car repair is a service.

Operating Expense

• QE2 determines whether the invoice is a prior fiscal year payment or a current fiscal year payment by the beginning and ending dates put in QUEST. It is important that the beginning and ending dates accurately reflect the dates on the invoice.

  • 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.

Purchases

• Fiscal year is determined by the date the DPA was created.
• DPA’s created June 30 or before are considered prior year expenditures, even if paid after July 1.
• DPA’s created after July 1 are considered current year expenditures.

Expense Documents

• Travel expenses for two different state fiscal years cannot be combined on the same expense document.
• Expenses for travel occurring prior to June 30 each year should be entered on one expense document.
• Expenses for travel occurring after July 1 each year must be on a separate expense document.