From: Heyen, Julie
Sent: Monday, July 28, 2008 3:28 PM
To: Carlson, Paul
Subject: 2008 PSL Encumbrance Certification
Follow Up Flag: Follow up
Flag Status: Flagged
Date:
July 28, 2008
To:
All Agencies, Boards and Commissions
From:
Paul Carlson
State Accounting Administrator
Subject:
2008 PSL ENCUMBRANCE CERTIFICATION
In order for agencies to carryover fiscal year ended June
30, 2008 Personal Services Limitation (PSL), they are required to complete the
encumbrance certification process. The Legislature allows for any
remaining appropriation/authority to be re-appropriated automatically in the
middle of the biennium unless specifically excluded; however, PSL must be
encumbered. State Accounting will provide the PSL Mid-Biennial Carryover
Report for agencies to certify via the State Accounting website (http://www.das.state.ne.us/accounting/nis/reports/index.htm).
No hard copies will be sent to agencies.
The PSL Mid-Biennial Carryover Report will be run in draft
form prior to the final certification. This will assist agencies in
determining if the amount being calculated is accurate. If it is not
correct or an agency has not encumbered any transactions, agencies have until
July 31, 2008 to process additional transactions. A final copy of the
July 31, 2008 PSL Mid-Biennial Carryover Report will be posted on the State
Accounting website Monday, August 4, 2008. Agencies should print off a
copy of the pages related to their agency and have the Agency Director sign
that copy. The original signed copy should be returned to State
Accounting by Friday, August 8, 2008. If you have a monthly payroll and
no certification is necessary, you need to send a certified copy of the PSL
Mid-Biennial Carryover Report or you can send an email to Julie Heyen (email
below) stating that no certification is required for your agency. This
email should be copied to your agency director.
Information from the signed Certified PSL Mid-Biennial
Carryover Report will be used by the State Budget Office to increase the
Personal Service Limitation.
Below is the schedule for the PSL Certification Process:
July 21 7-18-08 PSL Mid-Biennial Carryover Report is available for review purposes. This will be posted on the State Accounting website so agencies may review it to determine PSL has been correctly encumbered.
July 21-25
Agencies should run the PSL Encumbrance Detail Report as of 7-21-08 to ensure
it ties outs to PSL Mid-Biennial Carryover Report.
July
28
7-25-08 PSL Mid-Biennial Carryover Report is available for review
purposes. This should agree with the 7-25-08 PSL Encumbrance Detail Report.
August
4 7-31-08 Certified
PSL Mid-Biennial Carryover Report is available. These should agree with
the 7-31-08 PSL Encumbrance Detail Report. Agencies can print their
section of the report from the State Accounting website. If it is
accurate, Agency Directors should sign the report and it should be returned to
Julie Heyen in State Accounting.
August 8
Agency Director signed
copy of Certified PSL Mid-Biennial Carryover Report due to State
Accounting. Certifications received after this date, are not guaranteed
PSL Authorization. Contact Julie Heyen (471.6621) if necessary.
August
29 State Budget PSL
Re-Appropriation.
Payroll transactions are not voucher transactions;
therefore, the Prior Year Obligation Voucher Processing document type (P9) does
not identify these transactions for the certified encumbrance report. A
Manual Encumbrance created as a J9 document in the PB ledger should be
created. Instructions for creating manual encumbrances can be found in
the Budget Training Manuals found on the NIS Home Page.
According to the year-end memo that was sent out to
agencies by the Budget Division of Administrative Services, agencies should
have their Budget Status updated prior to 7-31-08. If this is done
correctly, no PSL re-appropriation data will have to be updated. The
Fiscal Year End (June 30, 2008) Closing Schedule sent out by State Accounting
incorrectly referenced loading PSL re-appropriations data into the Budget
Status. We apologize for any confusion that this may have caused.
A revised version of the Fiscal Year End (June 30, 2008)
Closing Schedule can be found at:
http://www.das.state.ne.us/accounting/nis/Pauls_Correspondence/fy08_ye_closing.htm
If you have any questions, please feel free to contact Julie Heyen at the email or phone number below.
Julie Heyen
Financial Systems & Reports Coordinator
Room 1309 State Capitol
402.471.6621
