Year End Information

Miscellaneous Information

 

 July 7, 2017  All internal order uploads must be processed with a June 30, 2017 invoice date.
July 21, 2017  All invoices including UPAYs, Library, Bookstore must be in Accounts Payable along with receiving having been performed (where applicable) with a received date of June 30, 2017, or earlier in order to be expensed in FY17 accounting.

Receiving Dates

  • If goods or services were received in June, the receiving date entered in BASIS MUST be a June date.
  • If goods or services were received in July, the receiving date entered in BASIS MUST be a July date.
  • For utilities, the receiving date entered in BASIS should be the ending date of the service.
  • For maintenance or service agreements, the receiving date entered in BASIS should be the beginning date of the agreement.
  • For construction payments, the receiving date entered in BASIS should be the ending date of the service period billed on the invoice.

 

 Accounts Payable

Reimbursements must be split between old year and new year expenses. A reimbursement request for FY 17 expenses must be submitted prior to July 21, 2017 in order  to ensure expensing FY17 accounting.
Regular Invoices  Must be received by Accounts Payable and matched to a receiving entry (if applicable) with a received date of 06/30/17 or earlier by July 20, 2017 in order to ensure expensing in FY 17 accounting.
Library Invoices  Invoices with an invoice date in FY17 must be uploaded into BASIS by July 21, 2017 and disbursed by Accounts Payable to ensure expensing in FY 17 accounting.
Bookstore  FY17 invoices must be uploaded to BASIS and disbursed by July 21, 2017 in order to ensure expensing to FY 17 accounting.
Construction  Must be received by Accounts Payable and matched to a receiving entry with a received date of 06/30/17 or eariier by July 21, 2017  to ensure expensing in FY 17 accounting. Receiving date should be entered to reflect the actual dates of service (i.e., invoice is received July 1 for services through June 30, receiving date should be June 30, 2017)
Utilities Must be received by Accounts Payable by July 20, 2017 in order to post to FY 17 accounting. Receiving date should be entered to reflect the actual dates of service (i.e., invoice is received July 1 for services through June 30, receiving date should be June 30, 2017)
  For additional information regarding Accounts Payable entries, contact your Payment Analyst.

Travel

Claims & Invoices - Must be received by the Travel Office by July 12, 2017 to ensure expensing to FY 17 accounting.
  For additional information regarding Travel entries, contact Donna Carter X5-8414.

Procurement

Invoice Attached Must be submitted to Procurement by June 29, 2017 for FY17 expenses. If multiple invoices are included, they must be split between old year and new year expenses.
Personal Reimbursements Must be submitted to Procurement by June 29, 2017 for FY17 expenses. Must be split between old year and new year expenses.
Regular POs Must be submitted to Procurement by June 16, 2017 to be encumbered for FY17.
Sole Source Must be submitted to Procurement by June 16, 2017 to be encumbered for FY17.
 NOTE: 

Items must be in possession of ordering department by June 30, 2017

For additional information regarding Procurement, contact your Procurement Coordinator.

e-Business

VWR Charges Charges for June 1 through June 30 must be approved by July 11, 2017 at 4:30 p.m. in order to expense in FY17 accounting.
Voyager Charges Charges for June 2 through July 1st must be approved by July 11, 2017 at 4:30 p.m. in order for June charges to expense in  FY17 accounting.

PCards & TCards


There will be 2 cut off dates in June:

Charges for June 18 through July 5 must be approved by July 11, 2017  at 4:30 p.m. in order for June charges to expense in FY17 accounting.

Charges for July 6 through July 18 must be approved by July 21, 2017  at 4:30 p.m.

  For additional information regarding e-business, contact Carol Wade X5-6279.

PMC Solutions

 
Printing Services For additional information regarding Printing, contact Angela Salrin or Melissa Couch X5-2404.
Mail For additional information regarding Mailing, contact Doug Norwood X5-5649 or Penny Bellard X5-5970.
Post Office/Postal Plus For additional information regarding Post Office/Postal Plus, contact Doug Norwood X5-5649 or Penny Bellard X5-5970.
Copy & Ship For additional information regarding Copy & Ship, contact Charli Coats X5-5644 or  Penny Bellard X5-5970.
Departmental Copiers For additional information regarding Departmental Copiers, contact Tiffany Yokey X5-6065 or Penny Bellard X5-5970.

Transit & Parking

Parking Permit The rates and information about renewing your parking permit are available at the Transit and Parking web site.
  For additional information regarding Parking Permit Fees, contact Teena at X5-4666.

Financial Affairs Year End Information