Year End Information

Miscellaneous Information

 

 July 10, 2019  All internal order uploads must be processed with a June 30, 2019 invoice date.
July 19, 2019  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, 2019, or earlier in order to be expensed in FY19 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 19 expenses must be submitted prior to July 19, 2019 in order to ensure expensing FY19 accounting.
Regular Invoices  Must be received by Accounts Payable and matched to a receiving entry (if applicable) with a received date of 06/30/19 or earlier by July 19, 2019 in order to ensure expensing in FY 19 accounting.
Library Invoices  Invoices with an invoice date in FY19 must be uploaded into BASIS by July 19, 2019 and disbursed by Accounts Payable to ensure expensing in FY 19 accounting.
Bookstore  FY19 invoices must be uploaded to BASIS and disbursed by July 19, 2019 in order to ensure expensing to FY 19 accounting.
Construction  Must be received by Accounts Payable and matched to a receiving entry with a received date of 06/30/19 or earlier by July 19, 2019 to ensure expensing in FY 19 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, 2019)
Utilities Must be received by Accounts Payable by July 19, 2019 in order to post to FY 19 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, 2019)
  For additional information regarding Accounts Payable entries, contact your Payment Analyst.

Travel

Claims & Invoices - Must be received by the Travel Office by July 8, 2019 to ensure expensing to FY 19 accounting.
  For additional information regarding Travel entries, contact Grace Henderson 575-8414.

Procurement

Invoice Attached Must be submitted in Razorbuy to Procurement by June 26, 2019 for FY19 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 26, 2019 for FY19 expenses. Must be split between old year and new year expenses.
Regular POs Must be submitted to Procurement by June 13, 2019 to be encumbered for FY19.
Sole Source Must be submitted to Procurement by June 13, 2019 to be encumbered for FY19.
 NOTE: 

Items must be in possession of ordering department by June 30, 2019

For additional information regarding Procurement, contact your Procurement Coordinator.

eProcurement

Voyager Charges Charges for June 2 through July 1st must be approved by July 9, 2019 at 4:30 p.m. in order for June charges to expense in  FY19 accounting.

PCards & TCards


There will be 2 cut off dates in July:

Charges for June 20 through July 5 must be approved by July 10, 2019  at 4:30 p.m. in order for June charges to expense in FY19 accounting.

Charges for July 6 through July 16 must be approved by July 22, 2019  at 4:30 p.m.

 

For additional information regarding PCard, contact Brette Hughes 575-6279.

For additional information regarding TCard, contact Grace Henderson 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 or Penny Bellard 575-5970.
Post Office/Postal Plus For additional information regarding Post Office/Postal Plus, contact Doug Norwood 575-5649 or Penny Bellard 575-5970.
Copy & Ship For additional information regarding Copy & Ship, contact Charli Coats 575-5644 or  Penny Bellard 575-5970.
Campus Managed Print formerly Departmental Copiers For additional information regarding Departmental Copiers, contact Tiffany Yokey 575-6065 or Penny Bellard 575-5970.

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

There will be an additional $40 charge for each permit purchased by departments for employees.

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

Financial Affairs Year End Information