JULY 2002 INFO-NEWS 

INFO-MATIC MONTHLY NEWSLETTER

NEW ATTENDANCE YEAR

Prior to initiating the new attendance year in Info-Staff, make sure you print the Absence Verification Summary for all employees and also your Absence Reason Code table. Verify your combination and carryover codes to be sure the attendance information will be carried over properly.To initiate the new attendance year, select #4- System Maintenance then select option #3- System Utilities.Choose option #1- Initiate the New Attendance Year.Be sure to input “03” for the new attendance year.Since you have already verified your codes, simply press F3 on the combination code screen.This will take you to the carryover screen.

NOTE: Using the printout of your absence reason code table verify your carryover codes.  The number under Reason Code #1 will have the remaining days carried over into the number under Reason Code #2. Using the example below: Personal is #30 and Sick is #25.  This will move remaining personal days into accumulated sick in the 2002-2003 attendance year.

                         Reason    Reason

                         Code: 1    Code: 2

Carry Code: 1      30    -->   25

Once you have verified this screen, press F3 and the new year will be initiated. You are now ready to start posting absences in the new year. 

NEW FINANCIAL YEAR IN INFO-PAY

If you print employee attendance on your payroll checks, remember to change the new financial year to 03 in Info-Pay. From the System Maintenance menu, select System Parameters. Change the Financial Year End Date to 03 on screen #1.

SALARIES REMAINING REPORT

Once you have entered all your salaries for the 2002-2003 fiscal year you should print the Salaries Remaining Report in Info-Pay to determine if all contractual employees are being paid the correct amount.From the Reports/Displays menu, select #3 Employee Reports, and option #7 Salaries Remaining Report. The Salaries Remaining Report will show the final pay and any adjustment necessary to complete the actual salary. The final pay adjustment should be between 0.00 and 0.26 for bi-weekly payrolls

INSTALLATION OF INFO-WEB

We will be installing our new WEB based product in the Newburgh City School district in August. This program will give the district the capability of entering purchase order requisitions from 22 buildings using the WEB. The requisitions can then be approved with up to 3 levels of electronic authorization.Users can also access their budget status report.Info-Web uses all of the user security created in Info-Admin. 

ST-3 UPDATE

There will be an update in July for Info-Fund/DOS and Info-Fund/Windows for the new ST-3 export file

CARRYOVER ENCUMBRANCES

Carryover encumbrances are to be performed only once a fiscal year. The carryover option will encumber all outstanding purchase orders from the old year to the new year and also increase the appropriation amount for every account code in the expenditure ledger. The program will also debit 521 Encumbrances and 599 Appropriated Surplus and credit 960 Appropriations and 910 Fund Balance in the general ledger. A different fund balance account code can be used. Enter July 1, 2002 as the posting date.

MANUAL CARRYOVER ENCUMBRANCE

To manually carryover encumbrances, you need to place the purchase order in an open encumbrance schedule. When the schedule is closed, the program will debit 521 Encumbrances and credit 821 Reserve for Encumbrances. To increase the budget you need to do a Journal Entry. Debit 599 Appropriated Surplus and credit 960 Appropriations for the total of the carryovers by fund. Enter the carryover amount for every budget code in column 1 (budget). Lastly, journalize the transfer of the Reserve for Encumbrance to Fund Balance by debiting 821 and crediting 910 or the appropriate fund balance account.

TURN OFF OLD YEAR FOR POSTING

Once you have completed all of your closing entries in the old fiscal year, you can turn it off so that you do not accidentally post transactions to it. This still leaves the old year open for accessing information. Info-Fund/DOS can access two years and Info-Fund/WINDOWS can access five years of information.