GURU News Announcement for week ending May 30, 2025

FORMS

The Non-Employee Travel Reimbursement form has been converted to an Adobe Sign electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training. The PDF form will continue to be available while end-users receive access and training; however, the PDF will be decommissioned at the end of this calendar year (December 31, 2025). Please arrange for access and training before the end of the calendar year.

Fiscal Year-End Close Deadlines

The Year-End Closing Process is a set of timely activities that are necessary to close out the fiscal year. Fiscal Year-End Closing activities begin in May and will be completed in July. Meeting the deadlines noted in each section is crucial. See the 2024-2025 SIMBA Fiscal Year-End Closing Schedule for complete dates and deadlines.

5:00 p.m. Monday, June 2

2024-2025 PRs less than $25,000 for non-catalog items  

• Completely through the departmental approval path and received by Central Procurement.    


• PRs less than $25,000 for non-catalog items received after this time may not be finalized by June 30.

ACCOUNTS RECEIVABLE FISCAL YEAR-END GUIDELINES:

June 26th

• All invoices will need to be entered into SIMBA by 4:00 PM for Fiscal Year 2024-2025.  (Central A/R invoices do not go through workflow - if you have an invoice that is parked, please make sure to have it posted before 4:00 PM!)

June 27th

• All Credit Memos/Reversals will need to be completed/submitted to Central AR by 2:00 PM for processing.

June 29-30th

• SIMBA lockdown-no entries into SIMBA!!

July 1st

• SIMBA automatically switches to Fiscal Year 2025-2026 on July 1st, and all invoices entered will reflect on Fiscal Year 2025-2026. 

July 1st-8th

• If you find you need to enter an invoice for the prior Fiscal Year - SPECIAL PROCESSING MUST BE DONE.  Before making the entry, you MUST reach out to CentralAR@psu.edu before 2:00 PM on July 7th, to ensure proper entry/approval into SIMBA!

July 10th

• All invoices entered will be on the next Fiscal Year - no special entries permitted. 

If you use the “mass upload function” to upload invoices, and have not been contacted directly by Kelly Heaps, please contact CentralAR@psu.edu.

GURU News Announcement for Week Ending May 16, 2025

The following documents have been updated and published on the GURU website:

FORMS:

Property Loss Report - The Property Loss Report is a new form to be completed in the event of a property loss such as fire, water damage, burglary, etc,.

University Guest Presenter Agreement - As previously announced, the University Guest Presenter Agreement has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training (see the Adobe Sign Electronic Form information below). The PDF form will continue to be available while end-users receive access and training; however, the PDF will be decommissioned at the end of fiscal year (June 30th, 2025). Please arrange for access and training before the end of the fiscal year.

MASTER DATA:

The following changes to General Ledger Accounts are effective May 16, 2025:

1. 52632200 - GL has been decommissioned. The General Ledger Account Decommissioned List has been updated to reflect this change. The Procurement Search Tool has also been updated and end-users are to use 52632210 as a replacement for 52632200.


2. 52632210 - name changed and is now to be used in placed of 52632200. This is to allow for burdened F&A for all sponsors. The Procurement Search Tool has also been updated to reflect this change.

FISCAL YEAR-END GUIDELINES:

The Year-End Closing Process is a set of timely activities that are necessary to close out the fiscal year. Fiscal Year-End Closing activities begin in May and will be completed in July. Meeting the deadlines noted in each section is crucial. See the 2024-2025 SIMBA Fiscal Year-End Closing Schedule for complete dates and deadlines.

ACCOUNTS RECEIVABLE FISCAL YEAR-END GUIDELINES:

June 26th

• All invoices will need to be entered into SIMBA by 4:00 PM for Fiscal Year 2024-2025.  (Central A/R invoices do not go through workflow - if you have an invoice that is parked, please make sure to have it posted before 4:00 PM!)

June 27th

• All Credit Memos/Reversals will need to be completed/submitted to Central AR by 2:00 PM for processing.

June 29-30th

• SIMBA lockdown-no entries into SIMBA!!

July 1st

• SIMBA automatically switches to Fiscal Year 2025-2026 on July 1st, and all invoices entered will reflect on Fiscal Year 2025-2026. 

July 1st-8th

• If you find you need to enter an invoice for the prior Fiscal Year - SPECIAL PROCESSING MUST BE DONE.  Before making the entry, you MUST reach out to CentralAR@psu.edu before 2:00 PM on July 7th, to ensure proper entry/approval into SIMBA!

July 10th

• All invoices entered will be on the next Fiscal Year - no special entries permitted. 

If you use the “mass upload function” to upload invoices, and have not been contacted directly by Kelly Heaps, please contact CentralAR@psu.edu.

GURU News Announcement for Week Ending May 9, 2025

The following documents have been updated:

PROCEDURES

Procedure CR2079 Values Added Tax (VAT) Reclamation - This procedure has been placed under review and had been temporarily removed from the GURU website. The VAT Reclamation business process is changing and until the new business process is developed, the collection process has been halted. An announcement will be made when the new business process has been developed.

FORMS:

As previously announced, the University Guest Presenter Agreement has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training (see the Adobe Sign Electronic Form information below). The PDF form will continue to be available while end-users receive access and training; however, the PDF will be decommissioned at the end of fiscal year (June 30th, 2025). Please arrange for access and training before the end of the fiscal year.

The The Non-Employee Information Form has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training (see the Adobe Sign Electronic Form information below). The PDF form will continue to be available until the end of the calendar year 2025 while end-users receive access and training. Please arrange for access and training ASAP.

Uploading PDF forms into SAP Concur

It has been brought to our attention that there is an issue with uploading PDF forms into SAP Concur. The following steps should be followed to create a document that can be uploaded:

1. Click the form download button on the GURU main page


2. Click the download arrow in the upper-right corner of the screen on the form page in GURU


3. Save the document to a location where you will be able to find the document


4. Close all open documents


5. Open the file from the location where you saved it in step 2


6. Complete the form


7. Click the printer icon in the upper right corner
   
   
   
   • Printer = Microsoft Print to PDF
   
   
   • Click Print
   
   
   
   


8. Rename the document and click save


9. Verify the document is not password protected
   
   
   
   • Click Menu in upper left hand corner of the document
   
   
   • Scroll down and select Protection
     
     
     
     • Security properties = no security
     
     
     • Click ok
     
     
     
     
   
   
   • Upload the document into SAP Concur
   
   
   
   

FISCAL YEAR-END GUIDELINES

The Year-End Closing Process is a set of timely activities that are necessary to close out the fiscal year. Fiscal Year-End Closing activities begin in May and will be completed in July. Meeting the deadlines noted in each section is crucial. See the 2024-2025 SIMBA Fiscal Year-End Closing Schedule for complete dates and deadlines.

Effective: May 9, 2025

GURU News Announcement for Week Ending May 2, 2025

The following documents, having been vetted and approved, have been updated and published.

FORMS

Non-Employee Information Form - The Non-Employee Information Form has been converted to an Adobe Sign Electronic Form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training. The form template on the GURU website will continue to be available until the end of the calendar year 2025 while end-users receive access and training. Please arrange for access and training ASAP. The form instruction page has complete details for the Adobe Sign process.

Travel Reimbursement Checklist CONUS and the Travel Reimbursement Checklist OCONUS - These forms have been updated to reflect current business processes. The Travel Reimbursement Checklist Form Instructions have also been updated. The word "SIMBA" has been removed from each of the file names.

Any "saved as favorites" or books need to be refreshed to access the updated forms.

FISCAL YEAR END CLOSE

OUTSTANDING TRAVEL ADVANCES

Sent on behalf of the Office of the Controller

As the end of the academic calendar for the spring semester is quickly approaching, we would like to remind faculty and staff that all outstanding travel advances having a travel end-date occurring before June 30, 2025 must have expense reports submitted in SAP Concur and any unused funds deposited in a University designated bank account as part of the fiscal year-end close process.

The SAP Concur expense report and corresponding Cash Deposit Journal Entries in SIMBA need to be completed. The SAP Concur expense report should be submitted and fully approved by Tuesday, July 8th by 4:30 p.m. The cash should be deposited by June 30th and the Cash Deposit Journal Entry entered in SIMBA and fully approved by Tuesday, July 8th by 4:30 p.m.

Finance Offices are requested to assist faculty members, with outstanding travel advances, process expense reports before they depart for the summer. The SAP Concur systems sends out an automated email bi-weekly to business area Financial Officers with the Accounting Operations Cash Advances Not Reconciled Report attached. This report displays all outstanding travel advances and can be sorted by “Travel End Date.”

Thank you for your invaluable support in ensuring a smooth and efficient fiscal year-end close for the University.

FISCAL YEAR-END GUIDELINES

The Year-End Closing Process is a set of timely activities that are necessary to close out the fiscal year. Fiscal Year-End Closing activities begin in May and will be completed in July. Meeting the deadlines noted in each section is crucial. See the 2024-2025 SIMBA Fiscal Year-End Closing Schedule for complete dates and deadlines.

Effective: May 2, 2025

GURU News Announcement for Week Ending April 25, 2025

The following document has been vetted, approved, and published:

PROCEDURES

RA2066 Program Income (formerly FN2070) has been renumbered to reflect the proper ownership of the procedures. Research Administration updated the document and all revisions were approved by the Senior Vice President for Research.

FISCAL YEAR-END IMPORTANT DATES

See the Procurement Fiscal Year End 2025 Submission Deadlines for the dates/deadlines to follow to ensure a smooth end-of-year closeout.

Effective: 4/25/2025

GURU News Announcement for week ending March 7, 2025

Forms:

The following form revisions have been vetted and approved:

Non-Employee Information Form - the telephone and zip code form fields have been expanded to allow for additional characters. This is to allow for international telephone number formatting and complete zip code information.

Research Participant Cash Payment Exception Form - a general review of this form occurred. 

University Guest Presenter Agreement - The University Guest Presenter Agreement has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training. The PDF form will continue to be available while end-users receive access and training; however, the PDF will be decommissioned at the end of fiscal year (June 30th, 2025). Please arrange for access and training before the end of the fiscal year.

GURU News Announcement for Week Ending January 31st

FORMS

The following Payroll forms have been removed from the GURU website:

• Exemption from Withholding 8235


• Foreign National Information Request Form


• Revenue Procedure Statement 87-8


• Revenue Procedure Statement 87-9


• W9 Attachment Form


• W9 Request for Taxpayer Identification

These paper forms have been replaced with electronic business process as implemented by Payroll. Any questions regarding the business processes should be directed to Payroll

GURU News Announcement for week ending January 10, 2025

The following documents have been revised and approved for use:

Procedures:

FN2032 Processing and Controlling Prenumbered Receipts - the supply of University Park receipt books has been replenished. The price per book has increased to $10.50 per book and the minimum order requirement has been removed. To order University Park receipt books, please follow the instructions as outlined within the procedure.

FORMS:

Group Meal and Meeting Support Form - the Group Meal and Meeting Support Form has been updated to remove all extraneous sigantures in accordance with changed to Policy FN10 Other Business Expenses and Activities.

Effective: January 10, 2025