We request your assistance in meeting the following deadlines for the financial closing of Fiscal Year 2021-2022 (FY22) on June 30, 2022. Please distribute this information to all concerned individuals.
Date Summary for FY22 Transactions
| Accounts Payable | Invoices and disbursement orders to A/P by 6/24/22 @ 12:00 PM |
| Interdepartmental Charges | Requests to Controller’s Office by 6/22/22 |
| One-Card Transactions | Expense Reports submitted by 6/24/22 @ 4:00 PM Expense Reports approved by 6/27/22 |
| Payroll Reallocations | Fully approved requests to Payroll Office by 6/8/22 No FWS (2176) between 6/12/22 and 7/9/22 |
| Purchase Requisitions | Requisition submitted by 6/24/22 Requisition fully approved by 6/28/22 @ 10:00 AM |
**Requisitions to Encumber FY23 funds can be submitted beginning June 13, 2022 (more information below).
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 FY22 funds. Accounts Payable will remain open through June 29th at 12 p.m. for processing FY22 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 FY22.
Payroll
The payroll ending June 11, 2022 is officially the final payroll for FY22. Any payroll reallocations affecting Fund 100 need to be fully approved in the Payroll Office by June 8th for FY22 processing.
There will be no Federal Work Study (2176) spending allowed between June 12, 2022 and July 9, 2022. All undergraduate student wages will be charged to account 2175 during this time.
One-Card Transactions
All FY22 charges on an individual’s One Card must be submitted via an expense report by June 24, 2022 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, 2022. If an expense report is submitted by June 24, 2022 and approved by June 28, 2022, it will be charged against FY22. Otherwise, it will be charged against FY 2022-2023 (FY23).
Purchase Requisitions
The last day to encumber departmental (Fund 100) funds in FY22 is June 24, 2022 at 4:00pm.
Requisitions charging Fund 100 departments in FY22 must be fully approved* by 10:00 AM on June 28, 2022. Failure to acquire necessary approvals will result in cancellation of the requisition. The requisition would then need to be re-initiated and encumbered against FY23 budgets.
No requisitions may be initiated between Monday, June 27 and Friday, July 1, 2022 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete on Friday, July 1st, a campus-wide notice will be sent out stating that requisition activity may begin again for charges against FY23 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 FY23 BUDGETS
Travel Authorizations for Only Fund 100
PeopleSoft’s Travel Authorization does not allow encumbering for FY23 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY23 until after July 5, 2022. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY22 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 FY23 budgets before the fiscal year actually begins on July 1, 2022.
Beginning June 13, 2022 managers may encumber against FY23 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2022.
To encumber against FY23 budgets: {Link to instructions with screenshots}
- Go to Maintain Requisitions page
- Within the Header section, change Accounting Date to July 1, 2022
- Click on the Requisition Defaults link
- Within the Schedule section, change Due Date to July 1, 2022 or later
- Within the Distribution section, change Budget Date to July 1, 2022
- Hit ok then finish the requisition as normal