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Year-End Deadlines & Instructions

2018-2019 Fiscal Year-End Deadlines & Instructions

As we approach the end of the fiscal year, it is necessary to 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, 2019).  To do so, it is necessary to establish the following deadlines related to budgetary control:

Fiscal year-end deadlines

Wednesday, April 3, 2019

Last day to submit requisitions funded by Operating Fund (1000 Fund).  Requisitions processed after April 3, 2019 requiring formal bidding (requiring a 21-day advertising period) may be issued a Purchase Order in FY 2020

Friday, April 5, 2019

Requests for travel, special meals, and invited guests expenditures that will be completed prior to July 1, 2019 and funded with Operating Funds (Fund 1000) must be received by Purchasing

Monday, April 15, 2019

Remaining balance of Standing Orders Funded with Operating Funds (Fund 1000) will be canceled

Wednesday, May 1, 2019

Last Day Purchases/Travel expenditures made via LaCarte cards will be allowed to be charged to your Operating Funds (FUnd 1000) (including the Deans’ Enhancement departments)

Friday, May 31, 2019

Last day to submit requisitions funded by Deans’ Enhancement accounts

Saturday, June 1, 2019

Lacarte Cards will be INACTIVATED to facilitate the fiscal year-end closing process

Saturday, June 15, 2019

All remaining balances on Standing Orders funded with other funds will be canceled

Sunday, June 30, 2019

Last day to receive goods and services to fund with FY 2019 funds

Friday, July 5, 2019

Receiving Reports must be submitted to Accounts Payable

Saturday, July 6, 2019

All Lacarte Cards will be reactivated following the yearend close

Monday, July 15, 2019

Lacarte Card logs for the July 5th statement due

Requisitions and Purchase Orders

Requisitions for goods and services funded with Operating Funds (Fund 1000) for the 2018-2019 fiscal year must be submitted in Banner by Wednesday, April 3, 2019 except for the Deans’ Enhancement accounts, which must be submitted in Banner by May 31, 2019.  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. 

Please remember that goods and services purchased with any funds must be received by June 30, 2019 to be paid from 2018-2019 Fiscal Year Funds.  Receiving Reports must be submitted to Accounts Payable by July 5, 2019 for payment to be made from 2018-2019 funds. 

For Operating Funds, please review your existing requisitions and purchase orders where funds are committed to FY 2019 to determine if goods and services will be received by June 30, 2019.  For instructions on how to check your encumbrances, please see instructions.  If a purchase order has not been issued, please recall the requisition and reenter as FY 2020 with a transaction date of July 1, 2019

If a Standing Order is allocated to Operating Funds (Fund 1000), the remaining balance of the Standing Order will be canceled as of April 15, 2019.    For other funds, the Standing Order will not be canceled until June 15, 2019.  To adjust a balance or change the funding source, please prepare a  Purchase Order Change Request (PUR-114) and submit to Purchasing. 

Requests to Travel, Special Meals, Invited Guests

Requests for approval to Travel, Special Meals, and Invited Guests expenditures must be submitted to Purchasing if they are to be funded with Operating Funds (Fund 1000) by April 5, 2019 except for the Deans’ Enhancement accounts, which must be received by May 31, 2019.  Travel requests 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.

Requests for Reimbursement and receipts for all Travel/Special Meals/Invited Guests Expenditures funded with 2018-2019 funds must be submitted to Purchasing within 15 days of the completion of the travel/special meal/invited guests’ expenditures.

Lacarte Charges

Purchases/Travel expenditures made via LaCarte cards will be allowed to be charged to your Operating Funds (Fund 1000) (including the Deans’ Enhancement departments) through May 1, 2019. Charges made thereafter WILL NOT be allowed to be charged to Operating Funds (1000 Fund).

Lacarte Cards will be INACTIVATED on June 1, 2019 to facilitate the fiscal year-end closing process with the exception of approved travel in June.   If the traveler has not received an approved travel request prior to June 1, 2019 for travel during the month of June, please contact Kassie Clark (2-6250) in the LaCarte/Travel Office.   All Lacarte Cards will be reactivated following the yearend close approximately July 6, 2019.  Lacarte Card logs for the July 5th statement will be due on July 15, 2019 with no exceptions.  If a LaCarte log is not submitted timely, the charges will be reimbursed via the Traveler’s payroll.

2019-2020 Funding

Requisitions for goods and services funded with 2019-2020 Operating Funds (Fund 1000) must be entered in Banner with a July 1, 2019 transaction date and can be entered anytime.  If the transaction date is entered prior to July 1, 2019, the system will assume that funding is for 2018-2019 and will be disapproved in the approval process if Operating Funds (Fund 1000) are used after April 3, 2019.  If the requisition is submitted with incorrect dates, it will be necessary to recall the requisition, revise the transaction date to 7/01/2019.  Banner will require the deletion of all items and the necessity to reenter the items.

Requisitions processed after April 3, 2019 requiring formal bidding (requiring a 21-day advertising period) may require the Purchase Order to be issued for FY 2020.  It is important to notify the Purchasing Office if the funding must be charged in FY 2019.

Any exceptions to the processes above, please email Marie Frank for approval. 

Contacts for Questions or More Information

Lark Chartier (General Purchasing) 482-6239
Celena Tilbury (Professional Services) 482-9051
Josie Mariano (Lacarte) 482-6243
Kassie Clark (Travel) 482-6250
Kristi Montet (Banner) 482-5201
Marie C Frank (Exemptions) 482-2148