Year End Information

Important  Information

 

Please note: Below are the critical dates for Fiscal Year 2020 Year-End close. While the FY 2020 year-end closing schedule and deadlines are generally the same as in the prior year there are changes due to the July 2020 implementation of Workday. Please review the following information regarding June 2020 dates carefully. Transactions to be included in FY 2020 accounting must be done in BASIS/ RazorBuy. All July transactions should be held until July 7th when you can start entering them into Workday. Questions regarding the fiscal year-end closing requirements should be directed to the identified staff.
 NOTICE:  To ensure proper recording of expenditures, P-Cards, T-Cards and Fuel Cards should not be used for purchases during the dates of June 26 – June 30, 2020.
May 30 and 31 2020  BASIS is Locked to all End-Users
June 1, 2020  BASIS and RazorBuy reopens to all End-Users
July 7, 2020  Workday Launch for All Campus Users
July 9, 2020  All internal order uploads must be processed with a June 30, 2020 invoice date.
July 17, 2020  All invoices including UPAYs, Library, must be in Accounts Payable along with receiving having been performed (where applicable) with a received date of June 30, 2020, or earlier in order to be expensed in FY20 accounting.
July 31, 2020  RazorBuy Decommissioned

Receiving Dates

  • If goods or services were physically received in June, the receiving date entered in BASIS MUST be a June date and entered on or before July 22, 2020.
  • If goods or services were physically received in July, the receiving date entered in Workday 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

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Reimbursements Must be split between old year and new year expenses. A reimbursement request for FY20 expenses must be submitted in RazorBuy/Basis on or before July 17, 2020 in order to ensure expensing FY20 accounting.
Regular Invoices Must be received by Accounts Payable and matched to a receiving entry (if applicable) with a received date of 06/30/20 or earlier by July 17, 2020 in order to ensure expensing in FY20 accounting.
Library Invoices  Invoices with an invoice date in FY20 must be uploaded into BASIS by July 17, 2020 and disbursed by Accounts Payable to ensure expensing in FY20 accounting.
Construction Must be received by Accounts Payable and matched to a receiving entry with a received date of 06/30/20 or earlier by July 17, 2020 to ensure expensing in FY20 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, 2020).
Utilities Must be received by Accounts Payable by July 17, 2020 in order to post to FY20 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, 2020).
  For additional information regarding Accounts Payable entries, contact your Payment Analyst.

Travel

Claims & Invoices Must be received by the Travel Office by July 6, 2020 to ensure expensing to FY20 accounting.  All FY21 travel  must be entered in Workday starting July 7,2020.
  For additional information regarding Travel entries, contact Greg Holiman 575-8414.

Procurement

Invoice Attached Must be submitted in RazorBuy and be approved in BASIS and to Procurement by July 13, 2020 for FY20 expenses. Dependent upon RazorBuy System.
Personal Reimbursements Must be submitted in RazorBuy and be approved in BASIS and to Procurement by July 13, 2020 for FY20 expenses. Dependent upon RazorBuy System.
Regular POs Must be submitted to Procurement by June 15, 2020 to be encumbered for FY20. Dependent upon RazorBuy System.
Sole Source Must be submitted to Procurement by June 15, 2020 to be encumbered for FY20. Dependent upon RazorBuy System.
Change Orders Must be submitted in BASIS with completed approvals and to Procurement by June 26, 2020 for FY20 expenses.
 NOTE: 

Items must be in possession of ordering department by June 30, 2020. All FY20 transactions should processed in RazorBuy/BASIS. All July (FY21) transactions will be entered and processed in Workday starting Tuesday, July 7.

For additional information regarding Procurement, contact your Procurement Coordinator

eProcurement

NOTICE:  To ensure proper recording of expenditures, P-Cards, T-Cards and Fuel Cards should not be used for purchases during the dates of June 26 – June 30, 2020.
Voyager Charges Charges for June 2 through July 1st must be approved by July 9, 2020 at 4:30 p.m. in order for June charges to expense in  FY20 accounting.

PCards & TCards


There will be 2 cut off dates in July:

Charges for June 18 through June 30 must be approved by July 14, 2020  at 4:30 p.m. in order for June charges to expense in FY20 accounting.   These charges to be approved in BASIS.  NOTE:  Date may change due to Workday.

Charges for July 1 through July 22 must be verified by July 30, 2020  at 4:30 p.m.   These charges to be verified in Workday.

All FY20 receipts will continue to be emailed to tcdocs and pcdocs emails.

All FY21 receipts will be uploaded in Workday and should not be
sent via email.

 

For additional information regarding PCard, contact Alice Shattuck 575-6279.

For additional information regarding TCard, contact Greg Holiman 575-8414.

PMC Solutions

 
Printing Services For additional information regarding Printing, contact Angela Salrin or Melissa Couch 575-2404.
Mail For additional information regarding Mailing, contact Doug Norwood 575-5649.
Post Office/Postal Plus For additional information regarding Post Office/Postal Plus, contact Doug Norwood 575-5649.
Copy & Ship For additional information regarding Copy & Ship, contact Doug Norwood 575-5649.

Transit & Parking

Parking Permit Parking Permit Information available at the Transit and Parking web site, https://parking.uark.edu. Permit rates located at:
https://vcfa.uark.edu/policies/fayetteville/avcb/3200.php

For additional information regarding Parking Permit Fees, call Carla at 575-4666.

Financial Affairs Year End Information