Year End Information

Miscellaneous Information

June 28, 2016 All invoices (UPAYs, Library, Bookstore) must be in Accounts Payable with a Received date of June 30, 2016, or earlier in order to be processed in FY16 accounting with a June check date.
July 6, 2016 All internal order uploads are processed with a June 30, 2016 expense date.
 July 21, 2016 All invoices (UPAYs, Library, Bookstore) must be in Accounts Payable with a Received date of June 30, 2016, or earlier in order to be processed in FY16 accounting
July 21, 2016 All receiving entries for FY16 must be entered
July 25, 2016 FY16 accounting closes

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.

 

Contact Accounts Payable 575-2551 for more information
 

June Expenses entered
prior
to July 1, 2016

June Expenses entered
on or after
July 1, 2016

UPAY Invoice or Service Date Receiving Date to be Entered Invoice or Service Date Receiving Date to be Entered
Petty Cash 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Reimbursements must be split between old year and new year expenses. A reimbursement request for June expenses must be submitted prior to July 21, 2016 in order to be posted in the correct accounting period.
Overnight Services 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Services such as Federal Express, Airborne, etc. will possibly contain expenses from both June and July on the same invoice. Enter the LAST date of service as the receiving date.
Reimbursements 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Reimbursements should be dated according to when the initial transaction took place. If the initial expense was incurred in June, the entry should have a June receiving date entered. Reimbursements must be split between old year and new year expenses. 

Accounts Payable

Regular Invoices 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Must be received by Accounts Payable by July 20, 2016 in order to post to June accounting.
Library Invoices 6/30/2016 N/A 6/30/2016 N/A
Must be uploaded into BASIS by July 20, 2016 in order to post to June accounting.
Bookstore 6/30/2016 N/A 6/30/2016 N/A
Must be uploaded into BASIS by July 20, 2016 in order to post to June accounting.
Construction 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Must be received by Accounts Payable by July 20, 2016 in order to post to June 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, 2016)
Utilities 6/30/2016 6/30/2016 6/30/2016 6/30/2016
Must be received by Accounts Payable by July 20, 2016 in order to post to June 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, 2016)
  For additional information regarding Accounts Payable entries, contact your payer.

Travel

Claims & Invoices N/A N/A N/A N/A
Must be entered by the Travel Office by July 12, 2016 in order to post to June accounting.
  For additional information regarding Travel entries, contact Donna Carter X5-8414.

Purchasing

Invoice Attached Must be received in Purchasing by July 8, 2016 for FY16 expenses. If multiple invoices are included, they must be split between old year and new year expenses.
Personal Reimbursements Must be received in Purchasing by July 8, 2016 for FY16 expenses. Must be split between old year and new year expenses.
Regular POs Must be received in Purchasing by June 24, 2016 to be encumbered for FY16.
Formal Bids Must be received in Purchasing by May 6, 2016 to be encumbered for FY16.
Fax Quotes Must be received in Purchasing by May 27, 2016 to be encumbered for FY16.
Sole Source Must be received in Purchasing by June 17, 2016 to be encumbered for FY16.
  For additional information regarding Purchasing, contact your Procurement Coordinator.
E-Business
VWR Charges Charges must be distributed by July 08, 2016 in order to post to June accounting.
Voyager Charges Charges must be distributed by July 11, 2016 in order to post to June accounting.

PCards

Visa  Card 
Sam's MasterCard
T-Card

Charges loaded to BASIS from 6/17/16 - 7/1/16 must be approved in BASIS by July 08, 2016 in order to post to June accounting.

*PLEASE NOTE: PCard charges made between June 28th- 30th may not come into the system in time to post to June accounting. This is dependent on the vendors and when the product ships.

  For additional information regarding e-business, P-Cards contact Heather Frankenberger X5-6279 T-Cards contact Donna Carter X5-8414.

PMC Solutions

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

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 Toni at X5-4666.

Financial Affairs Year End Information