From the Offices of Controller, Budget and Planning, and Purchasing:
We request your assistance as we prepare for the financial closing of Fiscal Year 2018-2019 on June 30, 2019.
You should review all your accounts for any errors, adjustments, or transfers and submit change requests to the Controller’s Office as soon as possible, but no later than June 17, 2019.
VERY IMPORTANT:
If you have any invoices in your possession, they are to be forwarded to Accounts Payable immediately. Do not hold invoices. This is important as we close the year to ensure that all expenses are recorded in the correct fiscal period. If there is a reason why an invoice is not to be paid please note this on the invoice and submit it to Accounts Payable.
Travel Authorizations for Fund 100 only: PeopleSoft’s Travel Authorization does not allow encumbering for FY 2020 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY 2020 until after July 1, 2019. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY 2018-2019 will be charged. (All other funds are okay to submit travel authorizations).
Interdepartmental charges must be received in the Controller’s Office by June 17, 2019 to be included as transactions in FY 2018-2019.
Accounts Payable will remain open through June 28, 2019 at 12 p.m. for processing FY 2018-2019 payments. Any items paid by disbursement order, travel reimbursement, etc. must be received in the Accounts Payable office before 12 p.m. June 21 in order to be charged to FY 2018-2019 funds.
For your information and guidance, the following schedule is provided:
Cutoff for FY 2018-2019:
Interdepartmental charges – June 17, 2019
Accounts Payable —-June 21, 2019 at 12 p.m.
ONE CARD TRANSACTIONS
All FY 2018-2019 charges on an individual’s One Card must be submitted via an expense report by June 24, 2019 at 4:00 pm.***** Please be aware that after this point, you will no longer have the ability to create or modify expense reports until July 1, 2019. If an expense report is submitted by June 24, 2019 and approved by June 28, 2019, it will be charged against FY 2018-2019. Otherwise, it will be charged against FY 2019-2020.
PURCHASE REQUISITIONS
The last day to encumber departmental (Fund 100) funds in FY 2018-2019 is June 21, 2019.
PR’s charging Fund 100 departments in FY 2018-2019 must be fully approved* by 12 p.m. on June 28, 2019. Failure to acquire necessary approvals will result in cancellation of the PR. The PR would then need to be re-initiated and encumbered against FY 2019-2020 budgets.
No purchase requisitions (PR) may be initiated between Friday, June 21 and Friday, June 28, 2019 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete on Monday, July 1st, a campus-wide notice will be sent out stating that PR activity may begin again for charges against FY 2019-2020 budgets. Please do not initiate any PR activity on July 1st until you have received notice that closing is complete.
*Workflow approval by department manager, and if necessary, Purchasing Director (>$5,000) and Chief Financial Officer and President (>$50,000).
PEOPLESOFT FINANCIALS SYSTEM DOWN
Please note that due to the 9.2 upgrade of the PeopleSoft Campus Solutions system, the PeopleSoft Financials system will be down from July 3rdat 4:00PM through July 7th.
ENCUMBERING FY 2019-2020 BUDGETS
There are occasions when it may be necessary for budget managers to prepare purchase requisitions using FY 2019-2020 budgets before the year actually begins on July 1, 2019.
Beginning June 10, 2019 managers may encumber against FY 2019-2020 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2019. In order to do so, the FY 2019-2020 operating department budget must be submitted to the Budget & Planning Office by May 31, 2019.
To encumber against FY 2019-2020 budgets: Link to instructions with screen shots
1. Go to Maintain Requisitions page
2. Within the Header section, change Accounting Date to July 1, 2019
3. Click on the Requisition Defaults link
4. Within the Schedule section, change Due Date to July 1, 2019 or later
5. Within the Distribution section, change Budget Date to July 1, 2019.
6. Hit ok then finish the requisition as normal
Please contact the Controller’s Office with any questions.