FY15Closing Process Significant Dates
May22-New Salaryschedules rolled
June 6-Last day to submit Term PCN requests
-Last day to submit Org # requests
June 12 -Last day to submit FY15Budget Revisions
-Last day to submit purchase requisitions (less than $10,000.00)
-Last day to deliver external billing invoices to UAA Accounts Receivable Agencyat UC
June 18 -Last day to submit pettycash reimbursements at UC cashier windows
June 19 -Last day to submitdepartmental pettycash reimbursements to A/P at UC(June 17 to G&C)
-Last day to submit employee reimbursement requests to A/P at UC (5 PM)(June 17 to G&C)
-Last day to submit mileage reimbursement requests to A/P at UC (5 PM) (June 17 to G&C)
-Last day to submit Direct Payment Request Forms to A/P at UC (5PM)(June17 to G&C)
June 24-Last day to submit LaborReallocations for Calendar Year 2014 runs R15 - R26(June 18to G&C) June 26 -Last day to submit LaborReallocations for Calendar Year 2015, runs R01 –R13(June 21 to G&C)
June 30 -HR position budgets are loaded
-Temporaryunrestricted budgets are reversed, permanent budgets are loaded
June 30, 5 pm thru July1, 8 am - No Financial Aid,Registration or Accounts Receivable activityallowed.All cashier sessions must be closed and finalized by6 pm.
June 30 -All departmental deposits must be delivered to cashiers in UC by Noon (Cashiering closes at Noon!)
-Last day to encumber LPO’s
-Last day to obtain BPO call numbers
-Date goods or services must be received or invoiced to be FY15accounts payable
-Banner Web Registration Closed
July4- June (cycle 12) closes
July8-Last day to submit LaborReallocations for calendar year 2015, R11- R14 (atFY15Benefit Rates)(July7 to G&C)
July7- Last dayto submit Journal Vouchers for restricted and match accounts for FY15to G&C July10 - Last dayto submit Journal Vouchers for unrestricted funds for FY15
July19 - General ledger roll (FY16openingbalances generated)
July17 - Encumbrance roll (unrestricted budget created to cover encumbrances)
Other items of importance
1)5:00 PM June 30, 2015 -8:00 AM - July1, 2015 - Noregistration, financialaid disbursement, accounts receivable, cashiering or billing activityallowed. These activities would create transactions which would interfere withthe fiscal year closing process. Please notify all your staff of thisrestriction.It iscritical that such activities do not take place. Cashier sessions mustbe closed so that they can be finalized prior to 6 pm.
2)Personal Holiday- Personal holidays must be taken on or before June 30 (R14 or earlier) or they will be lost.
3)Open Encumbrances - All departments should review and resolve all openencumbrances.You can see them on FGIOENC in Banner.Please liquidate any encumbrances that do not need to be carried forward into FY16.
4)Procard and Departmental Travel Card- Purchases made with University-issued credit cards in the last week of June or the first week of July may not hit in the fiscal year you expect.This is due to the time delay between when you make the purchase and when the data actually arrives at SW and is fed into Banner.SW makes the best assumption possible when each feed arrives butdoes not haveknowledge of exactly when the specific purchases incorporated in any particular feed were actually made.You may wantto consider simply not using the card during this period to avoid any fiscalyear issues.
5)Travel Expense Reports-must be submitted as soon as travelis completed.If a trip has been cancelled, please liquidate the encumbrance. For paper TAs, please liquidate them viaFGAENCB (Training video on UAOnline and documentation onSW FinSys website). For TEM ATs, please release the budget via the traveler’s TEM account (see SW TEM website for TEM documentation on making changes to a travel authorization).
6)FY15Journal Vouchers –See Submission Dates Above.Journal Vouchers need to be submitted with appropriate backup and a legible preparer’s name and phone number.Banner is date driven so FY15Journal Vouchers need a prepared date of6/29/15.Keep in mind we will have two fiscal years running so Journal Vouchers must clearly indicate which yearyou intend to adjust.Rememberyoucan nowemail scanned JVs (WITH backup!) to - same deadline as above. Restricted/match fund JVs can be emailed to .
7)FY15Labor Reallocations -Begin your review immediately of all accounts to determine if corrections are required.Your ability to correct calendar year 2014ends6/24/15. Ability to correct calendar year 2015R1- R10 ends June 26.