From the Offices of Controller, Budget, Purchasing and Payroll
We request your assistance in meeting the following deadlines for the financial closing of Fiscal Year 2020-2021 (FY21) on June 30, 2021. Please distribute this information to all concerned individuals.
Date Summary for FY21 Transactions
| Accounts Payable | Invoices and disbursement orders to A/P by 6/23/21 @ 12:00 PM |
| Interdepartmental Charges | Requests to Controller’s Office by 6/22/21 |
| One-Card Transactions | Expense Reports submitted by 6/24/21 @ 4:00 PMExpense Reports approved by 6/28/21 |
| Payroll Reallocations | Fully approved requests to Payroll Office by 6/8/21 |
| Purchase Requisitions | Requisition submitted by 6/24/21Requisition fully approved by 6/28/21 @ 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 23th in order to be charged to FY21 funds. Accounts Payable will remain open through June 29th at 12 p.m. for processing FY21 payments.
Interdepartmental charges
Review all 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 FY21.
Payroll Reallocations
The payroll ending June 12, 2021 is officially the final payroll for FY21. Any payroll reallocations affecting Fund 100 need to be fully approved in the Payroll Office by June 8th for FY21 processing.
One-Card Transactions
All FY21 charges on an individual’s One Card must be submitted via an expense report by June 24, 2021 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, 2021. If an expense report is submitted by June 24, 2021 and approved by June 28, 2021, it will be charged against FY21. Otherwise, it will be charged against FY 2021-2022 (FY22).
Purchase Requisitions
The last day to encumber departmental (Fund 100) funds in FY21 is June 24, 2021.
Requisitions charging Fund 100 departments in FY21 must be fully approved* by 10:00 AM on June 28, 2021. Failure to acquire necessary approvals will result in cancellation of the requisition. The requisition would then need to be re-initiated and encumbered against FY22 budgets.
No requisitions may be initiated between Friday, June 25 and Tuesday, July 6, 2021 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete on Tuesday, July 6th, a campus-wide notice will be sent out stating that requisition activity may begin again for charges against FY22 budgets. Please do not initiate any requisition activity on July 6th 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 FY22 BUDGETS
Travel Authorizations for Only Fund 100
PeopleSoft’s Travel Authorization does not allow encumbering for FY22 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY22 until after July 6, 2021. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY21 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 FY22 budgets before the fiscal year actually begins on July 1, 2021.
Beginning June 14, 2021 managers may encumber against FY22 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2021.
To encumber against FY22 budgets: {Link to instructions with screenshots}
- Go to Maintain Requisitions page
- Within the Header section, change Accounting Date to July 1, 2021
- Click on the Requisition Defaults link
- Within the Schedule section, change Due Date to July 1, 2021 or later
- Within the Distribution section, change Budget Date to July 1, 2021
- Hit ok then finish the requisition as normal