2019 Year-End Deadlines and Processes

MAY

Orders using FY 2019 funding requiring a bid or Request for Proposal (RFP) to be performed by Purchasing must be submitted to Purchasing to ensure completion by the end of the year.

FY 2020-funded orders needing to be in place Sept. 1, 2019 and requiring a bid or RFP to be performed by Purchasing must be submitted to Purchasing for processing.

JULY

Renewal orders based on current FY 2019 orders must be submitted to Purchasing by July 9, 2019 to ensure processing and completion by the end of the year. (Examples: space and equipment rentals/leases, maintenance and service contracts, and multiyear bid awards for commodities.)

Encumbrances on educational and general (E&G) funds (funds that start with a 10) only roll one year. The encumbrance should be expended by the second year; otherwise, the encumbrances will be systematically closed July 31, 2019.

E&G encumbrances that rolled from FY 2018 to FY 2019 will not roll to FY 2020. If there is a legitimate business need to reestablish or keep an encumbrance open, contact Purchasing.

AUGUST

Electronic Personnel Action Forms (EPAFs) must be applied by August 18 to run on MN9 payroll.

Employee one-time payments (EOPs) for monthly employees must be fully approved by Aug. 18 for payment to post against FY19 funds.

Budget will release payroll encumbrances after the semimonthly 16 payroll has posted.

Non-catalog TechBuy orders using FY 2019 funding and not requiring bids must be submitted to Purchasing by Aug. 23, 2019 to ensure completion by the end of the year.

Purchasing card (PCard) purchases for FY 2019 should be completed Aug. 27, 2019 to ensure posting by Sept. 1, 2019.

Requests for increases or releases of prior year encumbrances are due to Purchasing.

Punch-out and catalog TechBuy orders using FY 2019 funding must be submitted to the vendor by Aug. 30, 2019 to ensure completion by year end.

All purchase orders for FY 2019 must be completed, approved, and posted to Banner by close of business (5 p.m. MST). Any orders not completed by Aug. 30, 2019 will be posted in September against FY 2020 funding.

Travel applications to be applied against FY 2019 funds must be entered by 4:30 p.m. (MST).

Labor redistributions (LRDs) must be submitted by Aug. 31 to post against FY19 funds.

SEPTEMBER

All FY 2020 orders must have an accounting date of Sept. 1, 2019 or later.

No TechBuy punch-out orders using FY 2020 funding may be entered or submitted before this day.

EOPS for semimonthly employees must be fully approved by Sept. 1 for payment to post against FY19 funds.

Citi PCard statement close date is Sept. 3, 2019. Transactions will not be viewable until Sept. 5, 2019. Charges on Sept. 1, 2019 statements will be applied to FY 2019.

FY 2019 cash receipts must be submitted through the Cash Receipts System and approved by intermediate approvers.

FY 2019 Non-Contract Revenue Accrual Invoice Forms (INs) are due to Accounting Services. The IN is available online:

• Invoice Form (IN)

FY 2019 consumable supplies/goods for resale inventory counts as of Aug. 31, 2019 are due to Accounting Services. The Inventory Form is available online:

• Inventory Form for Consumable Supplies Goods for Resale

FY 2019 holding accounts and unidentified wire claims are due to Accounting Services. The Holding Account Report is available online:

• Reports

Questions regarding fund balances for FY 2019 transaction details are due to Accounting Services.

FY 2019 contract revenue accruals must be entered into the Contracting/Accounts Receivable System.

FY 2019 FiTS transactions (cost transfers (CTs), interdepartmental vouchers (IVs), internal purchase funding transfers (IPFTs), and revenue transfers (RTs)) must be entered and approved by department approvers.

PCard allocations should be made throughout August as purchases are made. All allocations must be completed by noon (MST).

FY 2019 travel vouchers and required documentation are due to the Travel Office.

FY 2019 invoices and receiving reports are due to Payment Services.

The August 2019 accounting period (12 FY 2019) in Banner will close at the end of the day Sept. 10, 2019. An accrual period for FY 2019 will remain open for a period of time after that date. Any entries made during the accrual period will require approval from Accounting Services.

The FY 2019 roll to FY 2020 will take place Sept. 11, 2019. All financial systems will be closed to transaction processing from Tuesday evening through Thursday morning. Cognos will be available for reports and will reflect August balances.

Budget will roll positions to FY 2020 Approved Status and encumber salaries for FY 2020.

Questions regarding fund balances for FY 2019 transaction details included in Cognos reports after August close are due Sept. 12, 2019. Deficits will be covered from backup FOPs Sept. 13, 2019, unless alternate FOP information is received by Sept. 12, 2019.

FY 2019 funding deficits will be covered from backup FOPs Sept. 13, 2019.