Fiscal Year End

These deadlines apply to all University accounts. Although grant accounts are subject to the deadlines below, it is recognized that certain grants may be multi-year or have a fiscal year which does not coincide with the University's fiscal year. However, year-end audit requirements mandate that the University report all of its activity, including grants, on a June 30 basis.

	April 3	FY09 Purchase Requisitions for items requiring bidding (> $3,000) must be entered and all on-line approvals completed.
	June 12	FY09 Purchase Requisitions for items on state contract and items not requiring bidding (< $3,000) due in Purchasing.
	June 15	FY09 Cutoff date to place a Special Order at Southeast Bookstore.
	June 24	FY09 Supply Orders due in Central Receiving.
		FY09 Cutoff date for departmental charges at Southeast Bookstore.
	June 26	FY09 Purchase Requisitions for payment enclosed orders must be entered, all on-line approvals completed, and all backup documentation due in Purchasing.
	June 29	No new requisitions can be entered.
	June 30	FY09 Deposits due with Cashiers by 12:00 noon.
		Unapproved FY09 requisitions will be cancelled.
		No new requisitions can be entered.
	July 2	New requisitions can be entered when system becomes available.
		Labor Redistributions up to BW13 and MN105 are due to Payroll
	July 9	Invoices, Direct Pay items and Expense Reports on grants must be submitted to the Grant Accountants for approval for goods and services received prior to July 1, 2009.
		All FY09 requisitions and backup for Payment Enclosed orders must be received in Purchasing.
		All unapproved FY09 requisitions will be cancelled.
		No new FY09 requisitions can be entered.
	July 13	Invoices and Direct Pay Items due in Accounts Payable, for goods or services received prior to July 1, 2009
		Expense Reports due in Accounts Payable, for travel prior to July 1, 2009.
		Forms to close or cancel FY09 Purchase Orders prior to encumbrance roll due in Accounts Payable.
		Last day for internal billing departments to enter FY09 charges (phone, supplies, etc)
	July 16	Labor redistributions up to BW15, MN106 and SM6 are due to Payroll.
	July 17	Interdepartmental Transfers due in Controller's Office, for business prior to July 1, 2009, including grants.
	July 31	All budget deficits must be cleaned up.
	August 5	Open FY09 purchase orders and travel advances will be rolled to FY10.

As we approach the end of the fiscal year, it is imperative that departments transfer funds to cover all budget deficits. The Budget Office monitors budgets and distributes to all Deans and Vice Presidents deficit letters detailing indexes with deficits. Departments should monitor their budgets on-line using Banner Self-Service and begin making the appropriate transfers now. If budget transfers for FY09 need to be completed after June 30, the Transaction Date must be changed to 30-JUN-2009.

As we approach the end of the fiscal year, now is a good time to be aware of the status of any open Purchase Orders and General Encumbrances (Cash Advances).

Please follow the steps below to get a list of the encumbrances that remain open in your budget. Review this list for any purchase orders that may need to be closed or cancelled and any cash advance general encumbrances that an Expense Report has not been received in Accounts Payable. Attention to these items will permit a smooth transfer from budget fiscal year 2009 to budget fiscal year 2010.

Also, remember that payments cannot be issued against purchase orders, which require a receiver, until a receiver document has been entered.

Thank you for your attention to these items. If you have any questions or concerns please contact Accounts Payable at ext. 2055.

Open Purchase Orders & Outstanding Cash Advances by Index or Fund/Organization

It is important for all departments to stay up to date on any Purchase Orders or Cash Advances that remain open on their Index(s). It is a good practice to run this Query on a monthly basis and review any open encumbrances.

On August 1, any remaining balance on an open FY09 Purchase Order or Travel Encumbrance will be rolled to the new fiscal year. Budget dollars equivalent to the encumbrance will also be carried forward. These entries will show on the FY10 Budget Report and Encumbrance Query in the original FOAPAL but will not have the original document number.

Requisitions for FY09 (payment enclosed orders) may still be entered in Banner after June 30.
However, requisitions for FY09 cannot be entered after July 8.
If entering an FY09 requisition on or after July 1 the following date entries must be made.

Requisitions for FY10 may be entered in Banner starting June 22.
If entering an FY10 requisition prior to July 1, the following date entries must be made.

Grant contracts ending June 30, 2009 must have all funds expended by June 30 and to qualify for Agency reimbursement. Invoices for June 30,2009 grants must be paid by July 15 to be included on final invoices.

Please complete the following tasks, if applicable, to ensure proper closeout of your grant.

Submit direct pays, payment vouchers & direct pay requests for grant approval. Submit final narrative reports as required by grant contract.


Controller	Budget	Purchasing	Accounts Payable