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Financial Services Announcements
As we head to the end of Fiscal Year 2019 (FY19), your cooperation is requested to ensure that transactions are properly recorded in the correct accounting period. A brief description of the critical deadlines to assist you with your department’s year end closing process follows. Please click here for the printable version of this memo.
Requisitions for FY19 Expenditures
Procurement requisitions (PUR01) for any project where the expenditure must be recorded in FY18 totaling less than $200,000 must be submitted to Financial Services- General Accounting (FSGA) by Monday, May 6, 2019. Requisitions totaling more than $200,000 must be submitted by Friday, April 5, 2019. Please insure that any back-up documentation necessary is expedited to FSGA as requisitions will be held until documentation is received. Adherence to these deadlines will help us to insure that a purchase order is generated by June 30, 2019. Requisitions submitted after May 6th will need to be dated July 1, 2019 or later (both accounting date and requisition date).
Procurements involving complicated proposal submissions from vendors, contracts, lengthy evaluations, or those requiring outside agency approval have a long lead-time. Requisitions of this type should be submitted IMMEDIATELY. It is recommended that you consult with Strategic Sourcing and Acquisition Services as soon as your needs are identified.
A non-procurement requisition (PUR02) for expenditures may be submitted through Tuesday, June 12, 2019. After June 12th, all PUR02 requisitions must be dated July 1, 2018 or later (both accounting date and requisition date) and FSGA will begin approving them beginning July 1st.
Requisitions for FY20 Expenditures
The July 2019 period has been opened in eUMB so you can begin creating requisitions for FY19. PLEASE NOTE: The ACCOUNTING date and the REQUISITION date for all FY20 requisitions must be JULY 1, 2019. These date fields default to the current date in eUMB so they must be manually changed.
410 706 2931
410 706 6025
410 706 1243
410 706 2930
410 706 3429 FAX
410 706 2939 FAX
410 706 2941 FAX
410 706 7429 FAX
FY19 Accounts Payable
For expenses to appear in FY19 as an AP_VOUCHER payment, the invoice must be delivered to FS- Disbursements and it must be received in eUMB (if applicable) by Friday, June 14, 2019.
International wire requests and documentation should be delivered to Monica Honza or Kenyatta Woolridge by 10AM on Tuesday, June 18, 2019.
For State and Auxiliary projects where the invoice is submitted after the deadline but the services or materials were delivered in FY19, an accrual journal entry (source OAP) will be created by Financial Services in eUMB charging an expense in FY19. The amount will be posted (and viewable in Raven) by Friday, July 5, 2019.
FY19 to FY20 Purchase Order (PO) Rollover
The open POs from FY19 will be rolled over to FY20 starting Wednesday, June 26, 2019 and ending Friday, June 28, 2019. During the time of the rollover processing, eUMB departmental users will not be allowed to Add, Update or Approve Requisitions and the related Worklist functions will not be available. Also, during this period Financial Services- Disbursements cannot process any vouchers (payments).
FY19 VISA Procurement Card (PCard) Expenses
The expenses for the PCard transactions appearing on the June 25, 2019 billing statements must be reallocated by Friday, July 5, 2019.
A separate memo will be distributed by FS-Payroll with the details regarding the year end payroll processes. Please note, pay period #20-01 which includes earnings from FY19 will be viewable in Raven on Friday, July 12, 2019.
FY19 Travel Expenses
In order for travel expenses to be charged to FY19 funds, travel expense eforms for employees must have supervisor and fiscal approvals by Friday, June 14, 2019 so that they can be loaded in the last payroll of FY 2019 (PP#19-26). Travel expense eforms for non-employees must have fiscal approvals and hard-copy documentation submitted to Financial Services-Disbursements (FSD) by Friday, June 14, 2019 so they can be paid and recorded in eUMB by the end of the fiscal year.
FY19 Working Fund/Gift Card Requests
For Working Fund check and gift card requests that need to be posted in FY19, you must deliver your request by Friday, June 14, 2019.
FY19 Journal Entries (JEs)
The last day for JEs to be submitted in eUMB for approval is Thursday, June 27, 2019 unless the JE is for a cost transfer to a sponsored project. Fund 18X cost transfer JEs need to be submitted in eUMB by Tuesday, June 25, 2019. If you need to have a journal entry posted in FY19 after June 30th, you must request it via e-mail to Sheri Myers (email@example.com) by Friday, July 5, 2019.
You have until Monday, July 15, 2019 at noon to request a redistribution of the FY19 Cost Sharing expense allocation. An excel spreadsheet with the redistribution request must be sent via e-mail to Sheri Myers (firstname.lastname@example.org).
In order for cash receipts to be posted against revenue or receivables for FY19, the deposit must be submitted to the Cashier’s office (HS/HSL bldg) by 1pm on Friday, June 28, 2019.
Fiscal Year Close
The general ledger will be closed for FY18 on Monday, July 22, 2019. Final closing balances can be viewed in Raven as of Tuesday, July 23, 2019. Reminder- F&A expenses for July will not run until after the fiscal year close.
Summary Schedule of FY19 Year-End Deadlines
Deadline Dates in 2019
(by 5PM unless otherwise noted)
|FY19 PUR01 requisitions involving complicated proposal submissions and/or requiring outside agency approvals, etc. submitted to FS-General Accounting||IMMEDIATELY|
|FY19 PUR01 requisitions totaling more than $200,000 submitted to FS-General Accounting.||Friday, April 5th|
|FY19 PUR01 requisitions totaling less than $200,000 submitted to FS-General Accounting||Monday, May 6th|
|FY19 PUR02 requisitions submitted to FS-General Accounting||Wednesday, June 12th|
|Approved non-employee travel expense eforms and supporting documentation for inclusion as a payment in FY19 submitted to FS-Travel||Friday, June 14th|
|Working Fund checks & gift cards for inclusion as a payment in FY19 submitted to FS-Working Fund||Friday, June 14th|
|Accounts Payable Invoices for inclusion as a payment in FY19 submitted to FS-Accounts Payable||Friday, June 14th|
|Approved employee travel expense eforms for inclusion in the last payroll of FY 2019||Friday, June 14th|
|International wire requests||Tuesday, June 18th by 10AM|
|June 2019 Fund 18X Cost Transfer Journal Entries||Tuesday, June 25th|
|PO Rollover||Wednesday, June 26th through Friday, June 28th|
|June 2019 Journal Entries (all others)||Friday, June 28th by 1PM|
|Deposits submitted to Cashier for inclusion as a receipt in FY18||Friday, June 28th by 1PM|
|June 2019 PCard reallocation||Friday, July 5th|
|FY19 Cost share reallocation corrections||Monday, July 15th by noon|
|FY19 Closing process||Monday, July 22th|
If you have questions concerning these submission dates, please feel free to contact the appropriate person listed below:
|Transaction category||Contact name||Contact extension|
|Disbursements- Accounts Payable||Kenyatta Woolridge||6-2155|
|Disbursements- Travel||Debbie Tatum||6-6527|
|Disbursements- Working Fund||Kenyatta Woolridge||6-2155|
|International Wires||Monica Honza||6-6796|
|Journal Entries- after 6/30||Sheri Myers||6-6025|
|Journal Entries- before 7/1||Bryan Mack||6-2910|
|Procurement Card Reallocation||Kathleen Furey||6-2935|
|Procurement POs||Joe Evans||6-8501|
|Procurement Requisitions||Sheri Myers||6-6025|