From the Offices of Controller, Budget, and Purchasing
We request your assistance in meeting the following deadlines for the financial closing of Fiscal Year 2019-2020 (FY20) on June 30, 2020. Please distribute this information to all concerned individuals.
Date Summary for FY20 Transactions
| Accounts Payable | Invoices and disbursement orders to A/P by 6/24/20 @ 12:00 PM |
| Interdepartmental Charges / Reallocations | Requests to Controller’s Office by 6/22/20 |
| One-Card Transactions | Expense Reports submitted by 6/24/20 @ 4:00 PMExpense Reports approved by 6/26/20 |
| Purchase Requisitions | Requisition submitted by 6/24/20Requisition fully approved by 6/29/20 @ 10:00 AM |
Accounts Payable
If you have any invoices in your possession, please forward them to Accounts Payable immediately. Do not hold invoices. It is important 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.
Any items paid by disbursement order, travel reimbursement, etc. must be received in the Accounts Payable office before 12:00 PM on June 24th in order to be charged to FY20 funds. Accounts Payable will remain open through June 30th at 12 p.m. for processing FY20 payments.
Interdepartmental charges
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 22nd to be included as transactions in FY20.
One-Card Transactions
All FY20 charges on an individual’s One Card must be submitted via an expense report by June 24, 2020 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, 2020. If an expense report is submitted by June 24, 2020 and approved by June 26, 2020, it will be charged against FY20. Otherwise, it will be charged against FY 2020-2021 (FY21).
Purchase Requisitions
The last day to encumber departmental (Fund 100) funds in FY20 is June 24, 2020.
Requisitions charging Fund 100 departments in FY20 must be fully approved* by 10:00 AM on June 29, 2020. Failure to acquire necessary approvals will result in cancellation of the requisition. The requisition would then need to be re-initiated and encumbered against FY21 budgets.
No requisitions may be initiated between Thursday, June 25 and Wednesday, July 1, 2020 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete on Wednesday, July 1st, a campus-wide notice will be sent out stating that requisition activity may begin again for charges against FY21 budgets. Please do not initiate any requisition 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).
ENCUMBERING FY21 BUDGETS
Travel Authorizations for Only Fund 100
PeopleSoft’s Travel Authorization does not allow encumbering for FY21 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY21 until after July 1, 2020. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY20 will be charged. (All other funds are okay to submit travel authorizations).
Purchase Requisitions for Only Fund 100
There are occasions when it may be necessary for budget managers to prepare purchase requisitions using FY21 budgets before the fiscal year actually begins on July 1, 2020.
Beginning June 10, 2020 managers may encumber against FY21 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2020.
To encumber against FY21 budgets: {Link to instructions with screenshots}
- Go to Maintain Requisitions page
- Within the Header section, change Accounting Date to July 1, 2020
- Click on the Requisition Defaults link
- Within the Schedule section, change Due Date to July 1, 2020 or later
- Within the Distribution section, change Budget Date to July 1, 2020
- Hit ok then finish the requisition as normal