Business and Finance: Year-End Processing
Activities and Deadlines:
Process FY 22 purchase requisitions that require sealed bidding ($75,000 or more)
- Tuesday, May 3, 2022
Submit budget revisions for travel and supplies for FY 22 to Budget and Finance
- Friday, May 27, 2022
Process FY 22 purchase requisitions that do not require sealed bidding (less than $75,000)
- Wednesday, June 01, 2022
Last day to place FY22 order in eBucs
- Wednesday, June 01, 2022
New year purchase requisitions can be entered into eBucs (FY 22 budgets are available)
- Beginning Wednesday, June 15, 2022
Last day to request a student balance of aid check disbursement
- Wednesday, June 15, 2022
All petty cash and new loan activity ends
- Monday, June 20, 2022
Last day, FY 22 Procard Transactions. Depends on vendor card processing.
- Monday, June 27, 2022
June 30th timesheets must be entered by 10:00 a.m.
- Wednesday, June 29, 2022
All funds on hand must be deposited with the cashiers in Financial Services before 11:00 a.m.
- Thursday, June 30, 2022
Last day for approved Fiscal Year Salary Allocations and Extra Compensation forms for FY 2022
- Friday, July 1, 2022
New FY 23 purchase orders are released to suppliers by Procurement
- Wednesday, July 6, 2022
All Account/Notes Receivable information must be submitted to Office of Financial Services.
- Thursday, July 7, 2022
All FY 22 blanket purchases ordered are cancelled by Accounts Payable
- Thursday, July 7, 2022
Last day for any financial corrections and approved budget revisions
- Monday, July 18, 2022
Requisitions for Current Year Purchase Orders:
The last day to place orders (create requisitions) in eBucs, the electronic purchasing system, using 2021-2022 funds is June 1, 2022. This includes university, grant and foundation accounts. Requisitions placed in eBucs by June 1, 2022 will be processed into purchase orders no later than June 30, 2022.
Requisitions that require sealed bids for products and services $75,000 or more must be entered and approved in eBucs no later than May 3, 2022.
Between June 2, 2022 and June 14, 2022 no orders can be placed in eBucs.
Beginning June 15, orders for the new 2022-2023 fiscal year can be entered into eBucs, as the new fiscal year funds will be loaded into Banner. However, the 2022-2023 purchase orders will be held in a special electronic folder until July 5. On July 5, late in the afternoon, all the completed purchase orders will then be released electronically to the suppliers. Do not contact suppliers to check on these orders as the supplier will not have received the order until July 5.
Procards: It can take several days for Procard charges to post to your Procard account. Purchases made using the Procard for non-eBucs orders should be made early enough to assure they process through the vendor and are available on the US Bank system.
Receipts for Goods and Services: Departments should continue to create receipts in eBucs for goods and services received. There is no suspension for the receipting process.
Reimbursement Requests, Advertisements and Copy Paper Requests: The following forms will continue to be available for processing in eBucs beyond June 1. Requests submitted on these forms after the dates listed below may be paid from FY 22-23 funds.
- Reimbursement Requests = June 30, 11:30 am
- Business Meals
- Travel Claim
- Team/Group Travel
- Study Abroad Travel
- Food Events for May – July = June 30, 11:30 am
- Food Order Non-Sodexo
- Sodexo Custom Orders
- Sodexo Punch-Out
- Direct Billed Rental Vehicles (Enterprise) = June 30, 11:30 am
- Advertising = June 30, 11:30 am
- Copy Paper Request = June 22, 2022 at 4:00 pm
Review Open Encumbrances: Each department should review purchase order encumbrances in Banner Self-Service against their accounts for items that should be unencumbered. (Ex. Blanket orders against which no additional orders will be placed, remaining items on the PO that have been canceled by the company, invoice was less than the PO amount and remaining encumbrance needs to be canceled, etc.). Send a memo or email to Accounts Payable, email@example.com to request encumbrance removals for purchase orders. Only send notification to cancel a purchase order AFTER FINAL PAYMENT against the PO has been completed in Banner.
Invoices and Reimbursable Receipts for goods or services received prior to June 30th will be charged to the current FY 22 budget. Any reimbursable invoices or receipts for goods or services received after July 1st will be charged to the new FY 23.
Any questions regarding the year-end purchasing process can be addressed to Procurement, ext. 96112.
- All Petty Cash activity ends for fiscal year 2022 on June 20th. All Petty Cash funds will be called and counted prior to June 30th and are subject to re-count by Internal Audit or State Audit.
- All new loan (Perkins, SGA, short-term loans, etc) activity for fiscal year 2021 will be stopped on June 20th.
- The last day to request a student balance of aid check disbursement for fiscal year 2021 is June 17th.
- All June 30th timesheets must be entered by 10:00 a.m. on Wednesday, June 29th.
- All funds on hand must be deposited with the cashiers in the Office of Financial Services before 11:00 a.m. on Thursday, June 30th.
FYSA and Extra Compensation Forms:
- All approved Fiscal Year Salary Allocations forms for fiscal year 2022 (retroactive changes for the fiscal year 2022) must be received in the Office of Financial Services by 4:30 p.m. on July 1st.
- All approval processes must be completed for extra compensation and the form must be received in the Human Resources Office before 4:30 p.m. on July 1st for inclusion in fiscal year 2022.
GoldLink and e-Print:
Preliminary financial reports for June are available on GoldLink and Banner e-Print beginning July 8th. Departments are responsible for reviewing reports on GoldLInk or e-Print. Last day for corrections to charges after reviewing the preliminary financial information is Monday July, 18th. These changes must be received in the Office of Financial Services by 4:30 p.m.
All miscellaneous Accounts Receivable invoicing for fiscal year 2022 stops on Wednesday, July 6th. All requests and accounts/notes receivable information should be received by Todd Waterman in the Office of Financial Services before 4:30 p.m. The accounts/notes receivable information should be listed in TBR format showing aging, accrued interest, deferred, etc., which has been provided to each department routinely recording accounts receivable.
Last day for approved budget revisions to be received in the Budget Office is Monday, July 18th. The reviewing official will identify the source for which the reduction will be made.
Any questions regarding the year-end processes can be addressed to the Office of Financial Services, ext. 94275 or the Budget Office, ext. 94383.