We request your assistance in meeting the following deadlines for the financial closing of Fiscal Year 2022-2023 (FY23) on June 30, 2023. Please distribute this information to all concerned individuals.
Date Summary for FY23 Transactions
| Accounts Payable | Invoices and disbursement orders to A/P by 6/23/23 @ 12:00 PM |
| Interdepartmental Charges | Requests to Controller’s Office by 6/21/23 |
| One-Card Transactions | Expense Reports submitted by 6/23/23 @ 4:00 PM Expense Reports approved by 6/28/23 |
| Cost Transfers (Payroll Reallocations) | Fully approved requests to SRS by 6/16/23. ***NOTE: Change in where Payroll Reallocation requests are to be submitted |
| Purchase Requisitions | Requisition submitted by 6/24/22 Requisition fully approved by 6/28/22 @ 10:00 AM |
**Requisitions to Encumber FY24 funds can be submitted beginning June 14, 2023 (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 23rd in order to be charged to FY23 funds. Accounts Payable will remain open through June 28th at 12 p.m. for processing FY23 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 21st to be included as transactions in FY23.
Payroll
The payroll ending June 24, 2023 is officially the final payroll for FY23.
Cost Transfers
Any cost transfers (payroll reallocations) need to be fully approved and submitted to SRS by June 16th for FY23 processing.
One-Card Transactions
All FY23 charges on an individual’s One Card must be submitted via an expense report by June 23, 2023 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, 2023. If an expense report is submitted by June 23, 2023 and approved by June 28, 2023, it will be charged against FY23. Otherwise, it will be charged against FY 2023-2024 (FY24).
Purchase Requisitions
The last day to encumber departmental (Fund 100) funds in FY23 is June 23, 2023 at 4:00pm.
Requisitions charging Fund 100 departments in FY23 must be fully approved* by 10:00 AM on June 28, 2023. Failure to acquire necessary approvals will result in cancellation of the requisition. The requisition would then need to be re-initiated and encumbered against FY24 budgets.
No requisitions may be initiated between Wednesday, June 28 and Friday, June 30, 2023 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete on Friday, June 30th, a campus-wide notice will be sent out stating that requisition activity may begin again for charges against FY24 budgets. Please do not initiate any requisition activity on June 30th 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 FY24 BUDGETS
Travel Authorizations for Only Fund 100
PeopleSoft’s Travel Authorization does not allow encumbering for FY24 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY24 until after July 6, 2023. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY23 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 FY24 budgets before the fiscal year actually begins on July 1, 2023.
Beginning June 14, 2023 managers may encumber against FY24 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2023.
To encumber against FY24 budgets: [For instructions and screen shots, download the PDF below]
- Go to Maintain Requisitions page
- Within the Header section, change Accounting Date to July 1, 2023
- Click on the Requisition Defaults link
- Within the Schedule section, change Due Date to July 1, 2023 or later
- Within the Distribution section, change Budget Date to July 1, 2023
- Hit ok then finish the requisition as normal