Important Fiscal Year-End (FY18) Deadlines N/A N/A N/A N/A N/A N/A N/A

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1 Important Fiscal Year-End (FY18) Deadlines Last day for departments to submit Purchase Requisitions May 2 nd Last day for departments to submit fully approved Purchase Requisitions to Purchasing to ensure the order is placed, delivered and paid in FY18. Last day for departmental review of account setups and attributes May 4 th Departments should review their accounts for any changes that need to be made. Begin dual updating of maintenance tables May 7 th All Sub Object Codes and Project Codes will need to be maintained in both FY18 and FY19. Budget Organization Changes (Reorganization/Dept. Title/Account Remapping) May 18 th Deadline for approved reorganization/ department title/account remapping changes to Budget Office. Purchase Order Amendments May 18 th Last day for departments to submit fully approved amendments to Purchasing to assure the amendment is processed in FY18. Campus training on Accounts Receivable, Inventory, Unearned Revenue, Prepaid Expenses and Deposits May 22 nd 1 st of 2 available dates for campus training for A/R, Inventory, Unearned Revenue, Prepaid Expenses and Deposits, 2pm-3pm, Rincon Room, Student Union Memorial Center. Change expiration dates for accounts May 31 st Last day to update account expiration dates in KFS to extend an account into the new FY for purposes of payroll funding. Transactions to update account expiration dates must show final in KFS by June 2nd. Account expiration changes made after this date will require account changes to funding in UAccess Employee as well. 1

2 Request for Budget Change (RBC) FY19 June 4 th FY19 RBCs will be available for creating budget transfers and budget revisions for the new year. Campus training on Accounts Receivable, Inventory, Unearned Revenue, Prepaid Expenses and Deposits June 5 th 2 nd date for campus training for A/R, Inventory, Unearned Revenue, Prepaid Expenses and Deposits, 10am-11am, Rincon Room, Student Union Memorial Center. Request for Budget Change (RBC) Perm Budget June 15 th Deadline for FY18 permanent budget transfers and revisions (to affect FY19 Original Budget). Disbursement Voucher Vendors (PVEN) June 15 th Deadline for creating new DV vendors for FY18 payments to ensure DVs are fully approved and can be created by June 20 th. Transfer of Funds (TFs) for Endowments June 15 th Last day to submit TFs to guarantee they will be processed for FY18. Time is needed to move funds to/from the bank in the final cash movement for FY18. Disbursement Vouchers (DV) Deadline June 20 th Deadline for submitting DV Cover sheets and supporting documentation for Disbursement Vouchers. Documentation must be received in FSO/Operations by 2:00 pm June 20 th to ensure approval and payment in FY18 (Period 12). Request for Budget Change (RBC) Temp Budget June 22 nd June 25 th Deadline for FY18 temporary budget transfers and revisions (FY18 temp budget transfers and budget revisions will be processed on a case-bycase basis). 2

3 Asset Retirement and Transfers June 26 th June 27 th Last day for campus to turn in retirements and transfers to Property Management for FY18. API payment files June 26 th June 27 th Deadline for API Units to submit files for FY18 is June 26 th. API Units may begin submitting FY19 files on. Cash Receipts Departmental deposits for FY18 must be received in the Bursar's Office by 3:00 P.M. on June 29 th to ensure sufficient processing time. If you have any questions, please contact Maria Miranda at Last Payroll encumbrance load for FY18 Last full Payroll encumbrance load for FY18. This encumbrance load will post to Period 12. Encumbrances will not post again until they are zero d out on July 11 th for FY18. Service Billings and Interdepartmental Billings Service Billings and Interdepartmental Billings must be fully approved by in order to post to FY18. SBs & IBs will post to Period 12. Deadline for DV Approval by AP/Travel Last day for Accounts Payable/Travel to approve Disbursement Vouchers to expense in FY18. All DV coversheets & supporting documentation must be submitted by June 20 th to be fully approved. DVs will post to Period 12. Interim FY18 Period 12 close (Preliminary Interim close) Interim FY18 Period 12 close for regular transaction processing. Items (including Payroll) may continue to post to Period 12 until Final Period 12 close on July 16 th. 3

4 Auto-Disapprove GEC/TF/SET/DI/CR documents All enroute GEC/TF/SET/DI/CR documents will be disapproved. Starting June 30th, users must submit Year-End versions of these documents for them to be included in FY18. Purchase Order Invoices All invoices and documentation for FY18 must be received in Accounts Payable by noon on to be processed and fully approved by departmental business offices by 5pm to ensure expenditure in FY18. EFT Claim EFTs claimed after but with a Deposited Date prior to July 1 st should be recorded utilizing the Year-End Distribution of Income & Expense (YEDI) document. These will post to FY18 Period 13 through. Any transactions with a Deposited Date of July 1 st or later will use the regular DI document. These transactions will post in FY19. FY19 Period 01 Opens Sunday, Activity begins posting to FY19 Period 01. July 1 st Period 13 Opens Sunday, July 1 st Year-End versions of BA/DI/GEC/TF, and SET/STBT will post to FY18 Period 13. All other documents, except PCDOs with postdates prior to June 30 th, 2018, will post to FY19 Period 01. PCDO transactions Sunday, July 1 st PCDO transactions with a post date of should be available in Financials on July 1 st. FY19 Base Budget FY19 Base Budget (BB) will be available in UAccess Financials on and Analytics on. 4

5 First Payroll encumbrance load for FY19 First full Payroll encumbrance load for FY19. Collector feeds July 5 th Final Collector file feed for FY18 for IDB Units who send files to UAccess Financials. IDBs will post to Period 12. Accounts Receivable/ Inventories The last day for Departments to submit documentation for accounts receivable, inventories, and other accruals or deferrals for FY18. Final (Split) Payroll FY18 July 5 th The Split Payroll will be posted to Period 12. File runs on Wednesday. Available to campus after noon. after noon 4 th of July Holiday July 4 th July 4th Holiday - System will be available but no batch processing will occur. P-Card FY19 PCDOs Available July 4 th July 6 th First day that FY19 PCDOs will be available in the system. Line Item Receiving July 5 th July 6 th The last day for Line Item Receiving documents for any invoices dated June 30 th or earlier to ensure expenditure in FY18. PCard transactions All PCard transactions with June Post Dates must be finalized by 5pm or they will be autoapproved. These PCard transactions will post to Period 13. For questions regarding PCard transactions please contact PCard Customer Service at

6 PREQs (Invoices) Deadline for Accounts Payable to process PREQ invoices for FY18. Invoices dated June 30 th or earlier must be fully approved by the campus business office by end of business to post correctly. FY18 PREQs will post to Period 12. Year-End Documents (YEDI/YEGC/YETF/YEST) Campus deadline for initiating Year-End documents is noon. Initiate By noon Approve Deadline for business office to approve Year-End documents is 5pm. Year-End documents post to Period 13. By 5pm Remove Year-End Doc Role Remove access to Year-End Documents from campus at 5:00pm. at 5pm Administrative Service Charge Posts for FY 18 Period 12 Administrative Service Charge calculates and posts for FY18 Period 12. Re grant access to Year-End DI and Year-End GEC Documents for Admin Service Charge Adjustments Approve July 11 th Campus window for initiating and approving Year-End documents is 7am-5pm. Year-End documents post to Period 13. By 5pm Remove Year-End DI and GEC Doc Role Remove access to Year-End DI and GEC Documents from campus at 5:00pm. at 5pm 6

7 Edit Accounts for FY19 Campus can edit accounts for FY19. July 12 th July 13 th FY18 Period 12 Close Final FY18 Period 12 close. July 16 th July 17 th FY18 Period 13 Close July 31 st August 1 st FY18 Period 13 close and Fiscal Year-End close (after Nominal Activity transactions have been verified). For general year-end assistance, please contact outreach@fso.arizona.edu. 7