Year End Information

Miscellaneous Information

 

 July 10, 2018  All internal order uploads must be processed with a June 30, 2018 invoice date.
July 20, 2018  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, 2018, or earlier in order to be expensed in FY18 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 18 expenses must be submitted prior to July 20, 2018 in order to ensure expensing FY18 accounting.
Regular Invoices  Must be received by Accounts Payable and matched to a receiving entry (if applicable) with a received date of 06/30/18 or earlier by July 20, 2018 in order to ensure expensing in FY 18 accounting.
Library Invoices  Invoices with an invoice date in FY18 must be uploaded into BASIS by July 20, 2018 and disbursed by Accounts Payable to ensure expensing in FY 18 accounting.
Bookstore  FY18 invoices must be uploaded to BASIS and disbursed by July 20, 2018 in order to ensure expensing to FY 18 accounting.
Construction  Must be received by Accounts Payable and matched to a receiving entry with a received date of 06/30/18 or eariier by July 20, 2018  to ensure expensing in FY 18 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, 2018)
Utilities Must be received by Accounts Payable by July 19, 2018 in order to post to FY 18 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, 2018)
  For additional information regarding Accounts Payable entries, contact your Payment Analyst.

Travel

Claims & Invoices - Must be received by the Travel Office by July 9, 2018 to ensure expensing to FY 18 accounting.
  For additional information regarding Travel entries, contact Donna Carter X5-8414.

Procurement

Invoice Attached Must be submitted to Procurement by June 29, 2018 for FY18 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, 2018 for FY18 expenses. Must be split between old year and new year expenses.
Regular POs Must be submitted to Procurement by June 14, 2018 to be encumbered for FY18.
Sole Source Must be submitted to Procurement by June 14, 2018 to be encumbered for FY18.
 NOTE: 

Items must be in possession of ordering department by June 30, 2018

For additional information regarding Procurement, contact your Procurement Coordinator.

eProcurement

VWR Charges Charges for June 1 through June 30 must be approved by July 9, 2018 at 4:30 p.m. in order to expense in FY18 accounting.
Voyager Charges Charges for June 2 through July 1st must be approved by July 9, 2018 at 4:30 p.m. in order for June charges to expense in  FY18 accounting.

PCards & TCards


There will be 2 cut off dates in July:

Charges for June 18 through July 13 must be approved by July 19, 2018  at 4:30 p.m. in order for June charges to expense in FY18 accounting.

Charges for July 14 through July 19 must be approved by July 24, 2018  at 4:30 p.m.

  For additional information regarding e-business, contact Brette Hughes 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 Information available at the Transit and Parking web site.  Permit rates located at:  

https://vcfa.uark.edu/policies/fayetteville/avcb/3200.php

  For additional information regarding Parking Permit Fees, contact Teena at X5-4666.

Financial Affairs Year End Information