2019-2020 Fiscal Year-End Deadlines & Instructions
As we approach the end of the fiscal year (Tuesday, June 30) and we look to the future financial responsibilities during this challenging time, please review your budget, purchase orders and the pre-approvals on your dashboard in Chrome River for those encumbrances that are open or partially paid for expenses.
If there is an encumbrance for a pre-approval in Chrome River where the Expense Reports are completed and advances are completely reconciled, please “Expire” the balance of the pre-approval so the funds can be unencumbered. It is important not to expire prior to the full approval and export of the Expense Reports associated with the pre-approval.
For Purchase Orders, please cancel or alter any Purchase Orders where the goods or services will not be expended. Also, avoid the use of Operating Funds (fund 1000) for the purchase of goods and services for the remaining portion of the fiscal year (June 30) if possible.
To assist in being able to meet year-end deadlines, it is necessary to establish the following related to budgetary control.
Fiscal year-end deadlines
Monday, May 4
Last day to submit requisitions funded by Operating fund (1000 fund) and complete approvals in Banner by May 10, 2020. Requisitions processed after May 4, 2020, requiring formal bidding (requiring a 21-day advertising period) may be issued a Purchase Order in FY 2021.
Friday, May 8
If travel restrictions have been lifted, Pre-approval Requests for travel, special meals, and invited guest’s expenditures that will be completed prior to July 1, 2020, and funded with Operating Funds (Fund 1000) must be completed in Chrome River.
Sunday, May 10
Last day for Purchasing to process approved requisitions funded by Operating Funds (Fund 1000).
Friday, May 15
Remaining balance of Standing Orders funded with Operating Funds (Fund 1000) will be cancelled.
Friday, June 5
Last day to submit requisitions funded by Deans’ Enhancement accounts except for purchases that require bidding; all Expense Reports must be completed and fully approved in Chrome River for purchases charged to Operating Funds (Fund 1000) and Dean’s Enhancement Funds.
Monday, June 22
All remaining balances on Standing Orders funded with other funds will be cancelled; all alterations submitted to Purchasing to cancel balances of Purchase Orders funded in FY 2020.
Tuesday, June 30
Last day to receive goods and services to be funded with FY 2020 funds.
Monday, July 6
Receiving Reports with final invoices must be submitted to Accounts Payable via email at email@example.com.
Wednesday, July 15
Last day to submit each cardholder’s signed bank statement and LaCarte report to Purchasing for statements up to and including July 5; Chrome River Expense Reports for Funds other than Operating Funds (Fund 1000) must be submitted fully approved for General Expenses/Travel/Special Meals/Invited Guest Expenditures completed by June 30.
Monday, July 27, 2020
Un-reconciled charges on LaCarte cards will be allocated to the cardholder.
Requisitions and Purchase Orders
Requisitions for goods and services funded with Operating Funds (Fund 1000)
Requisitions for goods and services funded with Operating Funds (Fund 1000) for the 2019-2020 fiscal year must be entered in Banner by Monday, May 4, except for the Deans’ Enhancement accounts, which must be submitted in Banner by June 5, 2020.
Other purchases funded by General Restricted Funds, Grant Funds, and Auxiliary Funds
Other purchases funded by General Restricted Funds, Grant Funds, and Auxiliary Funds will continue to follow normal procedures subject to the availability of funds in the requesting department and are subject to the fiscal year of the receipt of the purchase.
Note regarding goods and services purchased with any funds
Please remember that goods and services purchased with any funds must be received by June 30, 2020, to be paid from 2019-2020 Fiscal Year Funds. Receiving Reports must be submitted to Accounts Payable at firstname.lastname@example.org by July 6, 2020, for payment to be made from 2019-2020 funds.
For Operating Funds, please review your existing requisitions and purchase orders where funds are committed to FY 2020 to determine if goods and services will be received by June 30. View instructions on how to check your encumbrances. If a purchase order has not been issued, please recall the requisition and reenter it as FY 2021 with a transaction date of July 1. View instructions for changing the fiscal year on a requisition.
If a Standing Order is allocated to Operating Funds (Fund 1000), the remaining balance of the Standing Order will be canceled as of May 15. If there is a pending invoice to be paid after this date, please notify the Office of Purchasing so an amount can be left for payment to be made. For other funds, the Standing Order will be not be canceled until June 22. To adjust a balance or change the funding source, please prepare a Purchase Order Change Request (PUR-114) and submit for approval by following the posted electronic submission guidelines on the Purchasing Website.
Pre-approval Requests to Travel, Special Meals, Invited Guests Paid with FY 2020 Funds
Pre-approval requests to be funded with Operating Funds
Pre-approval Requests to travel, special meals, and invited guests' expenditures must be completed in Chrome River Travel and Expense module if they are to be funded with Operating Funds (Fund 1000) and Dean’s Enhancement Accounts by June 5.
Pre-approval requests to be funded by General Restricted funds, Grant funds, and Auxiliary funds
Pre-approval for travel, special meals and invited guests funded by General Restricted funds, Grant funds, and Auxiliary funds will continue to follow normal procedures subject to the availability of funds in the requesting department and charged to the Fiscal Year in which it occurs.
Expense Reports in Chrome River
Expense Reports in Chrome River for ALL travel/special meals/invited guests expenditures' funded with 2019-2020 funds must be submitted to Purchasing within 30 days of the completion of the travel/special meal/invited guests’ expenditures but no later than July 15, 2020. On July 27, 2020, LaCarte card charges not approved for reconciliation will be allocated to the cardholder and deducted from their payroll.
Lacarte Card Charges
General purchases/travel/special meal/invited guest expenditures made via LaCarte cards will be allowed to be charged to your Operating Funds (Fund 1000) (including the Deans' Enhancement departments) through June 5, 2020. Charges made thereafter WILL NOT be allowed to be charged to Operating Funds (Fund 1000).
Signed bank statements and Lacarte Transaction Reports for the July 5 statement (and all other prior months) must be received by Purchasing by July 15, 2020, with no exceptions. If signed documents are not submitted by July 15, the cardholder’s LaCarte card will be inactivated for noncompliance of LaCarte regulations.
Requisitions for goods and services funded with 2020-2021 Operating Funds (1000 Fund) must be entered in Banner with a July 1, 2020, transaction date and can be entered anytime. If the transaction date is entered prior to July 1, the system will assume that funding is for 2019-2020. If the requisition is submitted with incorrect dates, it will be necessary to recall the requisition, revise the transaction date to "7/01/2020". Banner will require the deletion of all items and the necessity to reenter the items.
Requisitions processed after May 4, requiring formal bidding (requiring a 21-day advertising period) may require the Purchase Order to be issued for FY 2021 if items cannot be delivered prior to June 30. It is important to notify the Office of Purchasing if the funding must be charged in FY 2020.
For any exceptions to the processes above, please email Marie Frank for review and approval at email@example.com.
Contacts for Questions or More Information
- Purchasing and professional services, Celena Tilbury, firstname.lastname@example.org
- Lacarte cards, Josie Mariano, email@example.com
- Bids, renewals, construction, Roxanne Formeller, firstname.lastname@example.org
- Travel, Kassie Clark, Kassie.email@example.com
- Special meals, Phyllis Crochet, Phyllis.firstname.lastname@example.org
- General LaCarte card questions, Mary Borel, email@example.com
- Banner and professional services, Kristi Montet, firstname.lastname@example.org
- Exemptions, Marie C. Frank, email@example.com
- General purchasing questions, firstname.lastname@example.org
Purchasing staff can also be contacted through Microsoft Teams.