M E M O R A N D U M
TO:Deans, Associate Deans, Directors, Chairpersons, Office Managers,
and Departmental Secretaries
FROM:Devany Groves, Chief Budget Officer
Shawn CorriganAsmuth, Director, Procurement Services
Valerie Stevenson, University Controller
RE:Close Out Procedures
Fiscal Year Ending June 30, 2018
DATE:April18, 2018
This announcement of fiscal year-end deadlines for close out procedures is being circulated in order that we may provide you with as much planning time as possible in our continuing effort to provide better customer service. Strict compliance is required to avoid any last minute processing problems. Unless specified below, the deadlines apply to all University funding sources: Educational and General (E&G), local funds, auxiliaries, and Contract and Grant (C&G) accounts ending on or before June 30.
We are again offering training workshops on the year-end close out procedures. The workshops will be conducted as scheduled by your divisional budget officers in May. Please watch Osprey Update for more information on the training classes.
This memorandum reflects University-widedeadlines. Please notethat Divisional Budget Officers may set earlier deadlines for their areas.
Should you have a specific question, please direct your inquiry to the appropriate department:
Office of Planning & Budget 2502
Controller’s Office:
General Accounting2497
Payroll2715
Travel2713
Accounts Payable2713
P-Card Coordinator1738
Procurement Services 2730
Administration & Finance2136
ORSP2455
Academic Affairs2711
Student Affairs3983
UDAE5250
President’s Office2571
A link to this memorandum can be found on the Budget, Controller’s, and Procurement Services websites. In addition, a reminder of each deadline will be shared at FOCUS Group meetings and posted on the “Osprey Update” seven to ten days prior to each date.
Begin now to review all outstanding encumbrances and OPS employee commitments to ensure that sufficient balances are available to cover anticipated payments through June 30, 2018.
Friday, March 30
Invitation to Negotiate (ITN)
Friday, April 27
Requests for Proposal (RFP)
Friday, May 25
Invitations to Bid (ITB)
Monday, June11
Inter-departmental telephone billings (June equipment and May long distance) will be recharged through the June invoices as of June 11. June long distance will be charged next fiscal year.
Friday, June15
Last day to submit FY18Requisitions and Contracts/Agreements thru iContractsto be guaranteed processing before Fiscal Year-End (for services to be rendered by June 30; all appropriate documentation must be present)
Payroll transactions for the pay period ending June 15shall be approved by Monday, June 18at 10:00 a.m. for paychecks dated June 22. Following the completion of the payroll process on June 19, time sheets will not be available until positions roll to new fiscal year which should be on Thursday, June 21.
The June 22payroll (for both Salaried and OPS employees) will include 10 days that will be charged to FY18. The July 6payroll will include amounts for 6/16-6/29that will be charged toFY18, which for most departments will mean 10 days. Please ensure that you have sufficient budget to cover these expenditures in FY18 since this last payroll of the fiscal year will be fully expended in FY18. No split days occur this year.
Monday, June 18
First day to submit FY19 Requisitions (R19xxxx; change transaction date to July 1 or later)
Friday, June 22
Last day to submit Change Orders for FY18Purchase order increases or iContract addendums (change orders to decrease/liquidate PO’s can continue to be processed)
Monday, June 25
First day that FY19 Purchase Orders can be issued by Procurement Services.
While there is no actual cutoff date for P-card purchases, all FY18 charges should be completed by June 25. If these charges hit SunTrust Bank/VISA by June 30, they will probably be charged to FY18.
Charges incurred between June 26 and June 30 can impact the current fiscal year, or FY19 depending on when the charges hit SunTrust Bank/VISA.
Wednesday, June 27
Final day to submit check requisitions to UNF Foundation, since their last check run for FY18 will be Thursday, June 28.
Friday, June29
Final day to deposit refunds collected for reimbursement of current year’s expenditures. This includes reimbursements made from Foundation accounts or travel expenses.
Departments that process their own transmittals MUST have departmental deposits submitted by 3 pm. All other departments MUST have their deposits and transmittals /backup on the Q: Drive by 2 pm for the Cashier’s Office to process. Any deposits submitted after this date will post on FY19.
All inventories should be completed and documentation should be sent to the Controller’s Office.
Tuesday, July 3
This is the final day for Business Services and Physical Facilities to submit inter-departmental recharges for duplicating, convenience copying, postage, building service, etc. for FY18. The transaction date for these recharges needs to be changed to June 30, 2018for it to post in FY18. Campus Departments should contact the department initiating the recharge if there are any questions.
Thursday, July5
All late timesheets and on-demand for FY18must be submitted to payroll at 10 am to assure processing against the FY18budget.
Friday, July6
Last day to submit direct pay requests online to the Controller’s Office. Direct pay requests that are submitted after the deadline will be charged against the FY19 budget.
All invoices against encumbrances and direct pay requests online must be received in the Controller’s Office to ensure processing against your current year’s budget. All encumbered purchase orders against general revenue funds (funds 110000 and 111000) will roll committed to the next fiscal year if the invoice is not processed by the deadline. The related committed encumbrance must be fully expended by September 28, 2018or the expense will be charged against your FY19budget.
Standing orders (V18xxxxxor Cxxxxxx) against general revenue funds will be committed and remain open until July 31 to allow for processing of invoices dated before July 1. Invoices dated July 1 or after must be processed against a FY19standing order encumbrance.
All FY18expenditures that are NSF will be processed against your current FY18 budget. Each Division will be responsible for clearing negative balances by transferring budget or deleting encumbrances.
Any correcting Journal Transfers must be submitted to General Accounting by July 6.
Last day to submit and approve P-card expense reports in Concur for FY18 P-card transactions.
Last day to submit and approve travel expense reports in Concur for travel ended in FY18.
Monday, July9
This is the final day for Treasury to process interest allocation for FY18. The transaction date for the allocation needs to be changed to June 30, 2018 for it to post in FY18.
Friday, July 13
First day to submit P-Card expense reports in Concur for FY19 P-Card transactions.
First day to submit Travel expense reports in Concur for travel occurring in FY19.
Tuesday, July 31
Any outstanding balances on standing orders effective through June 30, 2018 will be liquidated.
Friday, September 28
Last day to make payments on FY18 PO’s encumbered on Gen Rev and/or Carry Forward funds
Monday, October 1
All uncleared committed FY18 PO’s will be closed
Reminders- Procurement Services
Purchase Orders and iContracts transactions where a PO is to be issued can only be completed if the vendor is registered to do business with UNF as evidenced by a Banner Vendor number. Failure to insure that a vendor is registered may prevent Procurement Services from being able to fulfil your Department’s needs.
Transactions received after the deadlines as established above will be addressed on a time-available basis and may be returned unfulfilled.
If you are unsure which type bid action will be required to accomplish your needs, please contact the Buyer that handles that commodity. A listing of Buyer commodity assignments can be found at:
A listing of contracts currently in place with their expiration dates denoted can be found at: