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Year-End Departmental Dates for Fiscal 2013

I do it all in my department find me everything - ALL

AREA

DESCRIPTION

DATE

TIME

COMMENT

ETF

Last Day to order for ETF purchases SE Awards through Cavalier Computers

Sun 3-31

Close of business

For any department purchases made on a PTAO/ETF Award (the award begins with a SE), the cutoff date to order from Cavalier Computers will be Sunday March 31st at the close of business day.

ETF

Last day Cavalier Computers can put through a cost transfer to a departmental SE Award for ETF purchases

Tue 4-30

Close of business

Last day Cavalier Computers can put through a cost transfer for departmental SE awards for ETF purchases. Purchase must be received and signed for by the department in order to be billed. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY 13

Fri 5-31

5:00 PM

Printing jobs must be delivered and copies must be made for billing to occur in FY 13. Print jobs delivered and copies made in June 2013 will be billed in FY 14.

Cavalier Computers

Last day where received orders will be billed in FY 13 for grants G or Z

Thur 6-6

Close of business

Purchase must be received and signed for by the department in order to be billed in FY13. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

Cavalier Computers

Last day where received orders will be billed in FY 13+B1 for all non-grant awards (not G or Z)

Thur 6-13

Close of business

Bookstore

Last day for puchases to be billed in FY 13

Thur 6-13

Close of business

Purchases must be made at the Bookstore (includes Central Grounds, TJs Locker at AFC, Courts and Commerce at the Law School and Darden Exchange) to be included in FY 13 billings.

Purchase

Foreign/Wire Web Form

Mon 6-17

12:00 Noon

All valid, AP approved wire request received by this cutoff will be processed this fiscal year.

Purchase

PO Invoice Cutoff

Tue 6-18

12:00 Noon

All valid PO invoices received in Accounts Payable by 12:00 Noon on this date will be processed with this year's funds. Departments MUST ensure the PO is complete and approved.

ISP

Last day for catered events to be billed in FY 13

Tue 6-18

5:00 PM

Catered events held on or before June 18th will be billed in FY 13. Events after June 18th will be billed in FY 14.

Student

SIS process final stipend payments

Wed 6-19

5:00 PM

SIS will process final student stipend file for the fiscal year.

Purchase

Payment Voucher Cutoff

Wed 6-19

5:00 PM

All Payment Vouchers MUST be complete and approved. This includes any requiring adjustments or resubmits to Accounts Payable. Departments will not be able to approve or submit any system Payment Vouchers after this cutoff. See note below.*

Purchase

Original documentation for Travel and Petty Cash

Thur 6-20

12:00 Noon

Original documentation MUST be received in Accounts Payable by 12:00 Noon this day. Please be sure and include all original receipts. Only complete and approved transactions will be processed this fiscal year.

Purchase

Invoice Correction/Action

Thur 6-20

12:00 Noon

All Invoice Correction/Action web request forms MUST be received in Accounts Payable by this cutoff.

Payroll

Final Bi-weekly payroll posted

Thur 6-20

8:00 AM

Final biweekly payroll will process on June 19th and appear on reports the morning of June 20th

ISP

Last day for hand key batches that use revenue or recovery in the batch (isp)

Thur 6-20

5:00 PM

Last day to hand key batches that use revenue or recovery in the batch. Even if you do not think of yourself as an isp this is the indication that you are charging others to recover for past expenditures on your PTAO. If batch rejected there is no recourse in fiscal year.

ISP

Last day for internal service provider uploaded batches

Fri 6-21

5:00 PM

Last day for internal service providers to upload batches. If batch rejected there is no recourse in fiscal year.

Budget

ICOM Deadline

Fri 6-21

5:00 PM

Installment Modification and GL Budget Modification Cutoff awards managed by Budget Office (SA, SE, SG, SR, SS, LA, LC, LG, LO, LS, DI, EI, FI)

Student

Final SIS AP Feed

Fri 6-21

5:00 PM

Final student refunds from AP system for fiscal year.

Student

Last day for SIS Feed Departmental Aid

Fri 6-21

5:00 PM

Final feed from SIS for departmental aid.

Purchase

Electronic Invoices

Fri 6-21

5:00 PM

Valid electronic invoices received by this date will be processed in this Fiscal Year.

Purchase

Receiver Cutoff

Fri 6-21

5:00 PM

System receivers entered by this date, that have an approved, corresponding invoice, that was received by the June 18 cutoff, will be processed this fiscal year.

Purchase

P-CARD Charges

Fri 6-21

5:00 PM

The May 2013 P-CARD statement will be processed in June prior to year end. The June P-CARD statement charges will not be processed until July 2013. Any P-CARD charges that the vendor has not submitted to Card Provider by May 15, 2013, will not be processed until next Fiscal Year. Could be earlier this is last possible date.

Management

ODS Updated for departments to begin balancing their PTAO Budgets/cash

Mon 6-24

8:00 AM

ODS will be updated with all activity that will hit your PTAO in the current fiscal year unless you initiate a cost transfer

Budget

Budget Reports Available

Tue 6-25

8:00 AM

Budget reports (NOT BBA) versus and Budget Reconciliation Reports available (SA, SE, SG, SR, SS, LA, LC, LG, LO, LS, DI, EI, FI)

Payroll

LD Adjustment cut off for G and Z Awards

Tue 6-25

5:00 PM

Last day for LD Adjustments that impact a G or Z award.

Depositor

Last Day Cashier deposits for FY13 credit

Wed 6-26

4:00 PM

Deposits made through the Cashier's Office must be received by 4:00 to be recorded in current fiscal year

Cost Transfer

Cost transfer cut off for batches not revenue/recovery in nature

Wed 6-26

5:00 PM

Cost transfers submitted by 5 pm will be reviewed in current fiscal year. If batch rejected there is no recourse in fiscal year.

Payroll

LD Adjustment cut off for all awards except G and Z which had an earlier cutoff of Tuesday

Wed 6-26

5:00 PM

LD Adjustment cut off for all awards except G and Z which had an earlier cutoff of Tuesday.

Purchase

Payment Voucher attachments for checks

Thur 6-27

12:00 Noon

Any supporting documentation required to be mailed with a check, MUST be received in Accounts Payable by this cutoff. Checks will not be processed until this paperwork is received.

Cost Transfer

Cost Transfers released

Thur 6-27

5:00 PM

All cost transfers that do are not recovery or revenue in nature will be released or returned to rework status.

Student

Final SIS GL Feed

Thur 6-27

5:00 PM

Final feed of SIS GL Activity to Oracle.

Depositor

Cashier's Office Open

Thur 6-27

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY 2014.

Depositor

Cashier's Office Open

Fri 6-28

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY 2014.

Purchase

Marketplace Orders

Fri 6-28

5:00 PM

PO's can still be entered and processed as usual until 5:00 on June 28. HOWEVER, Only invoices received by the invoice cutoff June 18, and matched to an approved PO by June 21 will be processed in this fiscal year.

General Ledger

General Ledger Journal Cut Off

Fri 6-28

4:00 PM

GL Journals must be submitted and through departmental workflow by 4 pm. If journal is rejected or caught in departmental workflow there is no guarantee of recourse in current fiscal year. In some cases ADJ-1 period may be able to be utilized.

Depositor

Departmental Bank and Credit card activity

Fri 6-28

Activity will post in the ADJ1-13 to your clearing projects if bank provides deposit with a date on or before June 30th. Credit cards in particular have variablity of when the bank actually credits the University account.

Management

Oracle down for year end processing

Sat 6-29 & Sun 6-30

System will be down for year end balancing and closing activities.


* The Actions…1 button will be removed from the Payment Voucher screen at the end of the business day, 6-19 (5:00 pm). Departments can continue to enter transactions using the Payment Voucher screen, but will not be able to approve until next fiscal year.

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I am the budget person in my department - BUDGET

I purchase items for my department - PROCUREMENT

AREA

DESCRIPTION

DATE

TIME

COMMENT

Purchase

Foreign/Wire Web Form

Mon 6-17

12:00 Noon

All valid, AP approved wire request received by this cutoff will be processed this fiscal year.

Purchase

PO Invoice Cutoff

Tue 6-18

12:00 Noon

All valid PO invoices received in Accounts Payable by 12:00 Noon on this date will be processed with this year's funds. Departments MUST ensure the PO is complete and approved.

Purchase

Payment Voucher Cutoff

Wed 6-19

5:00 PM

Purchase

Original documentation for Travel and Petty Cash

Thur 6-20

12:00 Noon

Purchase

Invoice Correction/Action

Thur 6-20

12:00 Noon

All Invoice Correction/Action web request forms MUST be received in Accounts Payable by this cutoff.

Purchase

Electronic Invoices

Fri 6-21

5:00 PM

Valid electronic invoices received by this date will be processed in this Fiscal Year.

Purchase

Receiver Cutoff

Fri 6-21

5:00 PM

System receivers entered by this date, that have an approved, corresponding invoice, that was received by the June 18 cutoff, will be processed this fiscal year.

Purchase

P-CARD Charges

Fri 6-21

5:00 PM

Purchase

Payment Voucher attachments for checks

Thur 6-27

12:00 Noon

Any supporting documentation required to be mailed with a check, MUST be received in Accounts Payable by this cutoff. Checks will not be processed until this paperwork is received.

Purchase

Marketplace Orders

Fri 6-28

5:00 PM

* The Actions…1 button will be removed from the Payment Voucher screen at the end of the business day, 6-19 (5:00 pm). Departments can continue to enter transactions using the Payment Voucher screen, but will not be able to approve until next fiscal year.

Download a Schedule

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I deal with student charges and revenue through SIS - SIS

AREA

DESCRIPTION

DATE

TIME

COMMENT

Student

SIS process final stipend payments

Wed 6-19

5:00 PM

SIS will process final student stipend file for the fiscal year.

Student

Final SIS AP Feed

Fri 6-21

5:00 PM

Final student refunds from AP system for fiscal year.

Student

Last day for SIS Feed Departmental Aid

Fri 6-21

5:00 PM

Final feed from SIS for departmental aid.

Student

Final SIS GL Feed

Thur 6-27

5:00 PM

Final feed of SIS GL Activity to Oracle.

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XLS version
PDF version

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I bill using REVENUE or RECOVERY expenditure types - ISP

AREA

DESCRIPTION

DATE

TIME

COMMENT

ETF

Last Day to order for ETF purchases SE Awards through Cavalier Computers

Sun 3-31

Close of business

For any department purchases made on a PTAO/ETF Award (the award begins with a SE), the cutoff date to order from Cavalier Computers will be Sunday March 31st at the close of business day.

ETF

Last day Cavalier Computers can put through a cost transfer to a departmental SE Award for ETF purchases

Tue 4-30

Close of business

Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY 13

Fri 5-31

5:00 PM

Printing jobs must be delivered and copies must be made for billing to occur in FY 13. Print jobs delivered and copies made in June 2013 will be billed in FY 14.

Cavalier Computers

Last day where received orders will be billed in FY 13 for grants G or Z

Thur 6-6

Close of business

Bookstore

Last day for puchases to be billed in FY 13

Thur 6-13

Close of business

Purchases must be made at the Bookstore (includes Central Grounds, TJs Locker at AFC, Courts and Commerce at the Law School and Darden Exchange) to be included in FY 13 billings.

Cavalier Computers

Last day where received orders will be billed in FY 13+B1 for all non-grant awards (not G or Z)

Thur 6-13

Close of business

ISP

Last day for catered events to be billed in FY 13

Tue 6-18

5:00 PM

Catered events held on or before June 18th will be billed in FY 13. Events after June 18th will be billed in FY 14.

ISP

Last day for hand key batches that use revenue or recovery in the batch (isp)

Thur 6-20

5:00 PM

ISP

Last day for internal service provider uploaded batches

Fri 6-21

5:00 PM

Last day for internal service providers to upload batches. If batch rejected there is no recourse in fiscal year.

Download a Schedule

XLS version
PDF version

CLOSE

I buy from internal service providers - ISP

AREA

DESCRIPTION

DATE

TIME

COMMENT

ETF

Last Day to order for ETF purchases SE Awards through Cavalier Computers

Sun 3-31

Close of business

For any department purchases made on a PTAO/ETF Award (the award begins with a SE), the cutoff date to order from Cavalier Computers will be Sunday March 31st at the close of business day.

ETF

Last day Cavalier Computers can put through a cost transfer to a departmental SE Award for ETF purchases

Tue 4-30

Close of business

Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY 13

Fri 5-31

5:00 PM

Printing jobs must be delivered and copies must be made for billing to occur in FY 13. Print jobs delivered and copies made in June 2013 will be billed in FY 14.

Cavalier Computers

Last day where received orders will be billed in FY 13 for grants G or Z

Thur 6-6

Close of business

Bookstore

Last day for puchases to be billed in FY 13

Thur 6-13

Close of business

Purchases must be made at the Bookstore (includes Central Grounds, TJs Locker at AFC, Courts and Commerce at the Law School and Darden Exchange) to be included in FY 13 billings.

Cavalier Computers

Last day where received orders will be billed in FY 13+B1 for all non-grant awards (not G or Z)

Thur 6-13

Close of business

ISP

Last day for catered events to be billed in FY 13

Tue 6-18

5:00 PM

Catered events held on or before June 18th will be billed in FY 13. Events after June 18th will be billed in FY 14.

ISP

Last day for hand key batches that use revenue or recovery in the batch (isp)

Thur 6-20

5:00 PM

ISP

Last day for internal service provider uploaded batches

Fri 6-21

5:00 PM

Last day for internal service providers to upload batches. If batch rejected there is no recourse in fiscal year.

Download a Schedule

XLS version
PDF version

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I balance my accounts at year end with cost transfers - COST TRANSFERS

AREA

DESCRIPTION

DATE

TIME

COMMENT

ISP

Last day for hand key batches that use revenue or recovery in the batch (isp)

Thur 6-20

5:00 PM

Cost Transfer

Cost transfer cut off for batches not revenue/recovery in nature

Wed 6-26

5:00 PM

Cost transfers submitted by 5 pm will be reviewed in current fiscal year. If batch rejected there is no recourse in fiscal year.

Cost Transfer

Cost Transfers released

Thur 6-27

5:00 PM

All cost transfers that do are not recovery or revenue in nature will be released or returned to rework status.

Download a Schedule

XLS version
PDF version

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I do GL Transactions Transfers, Adjustments, Deposits - GL

I make deposits directly at the bank, through credit cards or at Cashiers Office - CASHIER-DEPOSITOR

AREA

DESCRIPTION

DATE

TIME

COMMENT

Depositor

Last Day Cashier deposits for FY13 credit

Wed 6-26

4:00 PM

Deposits made through the Cashier's Office must be received by 4:00 to be recorded in current fiscal year

Depositor

Cashier's Office Open

Thur 6-27

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY 2014

Depositor

Cashier's Office Open

Fri 6-28

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY 2014

Depositor

Departmental Bank and Credit card activity

Fri 6-28

Download a Schedule

XLS version
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I do our payroll actions - PAYROLL

AREA

DESCRIPTION

DATE

TIME

COMMENT

Payroll

Final Bi-weekly payroll posted

Thur 6-20

8:00 AM

Final biweekly payroll will process on June 19th and appear on reports the morning of June 20th

Payroll

LD Adjustment cut off for G and Z Awards

Tue 6-25

5:00 PM

Last day for LD Adjustments that impact a G or Z award.

Payroll

LD Adjustment cut off for all awards except G and Z which had an earlier cutoff of Tuesday

Wed 6-26

5:00 PM

LD Adjustment cut off for all awards except G and Z which had an earlier cutoff of Tuesday.

Download a Schedule

XLS version
PDF version

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Year-End Departmental Dates for Fiscal 2013

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