Deadlines
Budget Deficits
Open Encumbrances
Internal Billings
Requisitions
Grants
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Deadlines
These deadlines apply to all University accounts. Although grant accounts are subject to the deadlines below, it is recognized that certain grants may be multi-year or have a fiscal year which does not coincide with the University's fiscal year. However, year-end audit requirements mandate that the University report all of its activity, including grants, on a June 30 basis.
March 21
FY11 Purchase Requisitions for items requiring bidding (> $3,000) must be entered and all on-line approvals completed.
June 10
FY11 Purchase Requisitions for items on state contract and items not requiring bidding (< $3,000) due in Purchasing, including all grants
June 17
FY11 Cutoff date to place a Special Order at Southeast Bookstore
June 23
FY11 Supply Orders due in Central Receiving.
June 28
FY11 Purchase Requisitions for payment enclosed orders must be entered, all on-line approvals completed, and all backup documentation received in Purchasing.
FY11 Cutoff date for departmental charges at Southeast Bookstore.
June 29
No new requisitions can be entered.
June 30
FY11 Deposits due to Cashiers by 12:00 noon.
Unapproved FY11 requisitions will be cancelled.
No new requisitions can be entered.
July 1
New requisitions can be entered when system becomes available.
Labor Redistributions up to BW12 and MN105 are due to Payroll.
July 7
Invoices, Direct Pay items and Expense Reports on grants must be submitted to the Grant Accountants for approval for goods and services received prior to July 1, 2011.
July 8
Labor redistributions for BW13 are due to Payroll.
July 11
Invoices and Direct Pay Items due in Accounts Payable, for goods or services received prior to July 1, 2011.
Expense Reports due in Accounts Payable, for travel prior to July 1, 2011.
Forms to close or cancel FY11 Purchase Orders prior to encumbrance roll due in Accounts Payable.
- All FY11 requisitions and backup for Payment Enclosed orders must be received in Purchasing.
- All unapproved FY11 requisitions will be cancelled.
- No new FY11 requisitions can be entered.
July 12
Last day for internal billing departments to enter FY11 charges (phone, supplies, etc)
July 14
Labor redistributions up to MN106 and SM6 are due to Payroll.
Interdepartmental Transfers due in Controller's Office, for business prior to July 1, 2011, including grants.
July 29
All budget deficits must be cleaned up.
August 2
Open FY11 Purchase Orders and Travel Cash Advances will be rolled to FY12.
Budget Deficits
As we approach the end of the fiscal year, it is imperative that departments transfer funds to cover all budget deficits. The Budget Office monitors budgets and distributes to all Deans and Vice Presidents deficit letters detailing indexes with deficits. Departments should monitor their budgets on-line using Banner Self-Service and begin making the appropriate transfers now. If budget transfers for FY11 need to be completed after June 30, the Transaction Date must be changed to 30-JUN-2011.
Please use the following steps to run a Budget Report:
- Sign on to My Southeast using your SE Key
- Click on the Employee tab.
- Click on My Southeast Self-Service.
- Select Finance.
- Select Budget Queries.
- At Retrieve Existing Queries, select Budget Report Template (Shared) from the drop down menu. This template is a standard budget report format designed by the Budget Office.
- Click Retrieve Query.
- Click Continue.
- Enter the Index Code for the Budget that you need the report for.
- Click Submit.
- Click Submit again.
- Click on “60” to see the Available Balance for Student Labor or click on “70” to see the Available Balance for Equipment, Operating Expenditures, Capital Expenditures, or Scholarships.
All budget deficits must be cleaned up by July 29.
Open Encumbrances
As we approach the end of the fiscal year, now is a good time to be aware of the status of any open Purchase Orders and General Encumbrances (Cash Advances).
Please follow the steps below to get a list of the encumbrances that remain open in your budget. Review this list for any purchase orders that may need to be closed or cancelled and any cash advance general encumbrances that an Expense Report has not been received in Accounts Payable. Attention to these items will permit a smooth transfer from budget fiscal year 2011 to budget fiscal year 2012.
Also, remember that payments cannot be issued against purchase orders, which require a receiver, until a receiver document has been entered.
Thank you for your attention to these items. If you have any questions or concerns please contact Accounts Payable at ext. 2055.
Open Purchase Orders & Outstanding Cash Advances by Index or Fund/Organization
It is important for all departments to stay up to date on any Purchase Orders or Cash Advances that remain open on their Index(s).It is a good practice to run this Query on a monthly basis and review any open encumbrances.
- Sign on to My Southeast using your SE Key
- Click on the Employee tab.
- Click on My Southeast Self-Service.
- Choose Encumbrance Query.
- Select Open PO's and Cash Advances from the drop down menu.
- Click Retrieve Query
- Select the current Fiscal Year
- Enter the Index or the Fund and Organization.
- Click Submit Query.
- The query results will be a list of open Purchase Orders and Cash Advance General Encumbrances.
Close/Cancel a Purchase Order
If there are items on a purchase order or a full purchase order that needs to be closed or cancelled. Please fill out a Close/Cancel Form and send it to Accounts Payable MS 3250.
Encumbrance Roll
OnAugust 2, any remaining balance on an open FY11 Purchase Order or Travel Encumbrance will be rolled to the new fiscal year. Budget dollars equivalent to the encumbrance will also be carried forward. These entries will show on the FY12 Budget Report and Encumbrance Query in the original FOAPAL but will not have the original document number.
Internal Billings
FY11 Internal billings must be entered no later than July 12.
When entering an FY11 internal billing on July 1 through July 12, please use a billing date of 06/30/2011.
Requisitions
FY11
Requisitions for FY11 (payment enclosed orders) may still be entered in Banner after June 30. However, requisitions for FY11 cannot be entered after July 11. If entering an FY11 requisition on or after July 1 the following date entries must be made.
Internet Native Banner (INB) - FPAREQN
- Order Date: 30-JUN-2011
- Transaction Date: 30-JUN-2011
- Delivery Date: 30-JUN-2011
Self Service - Requisition
- Transaction Date: 30-JUN-2011
- Delivery Date: 30-JUN-2011
FY12
Requisitions for FY12 may be entered in Banner starting June 18. If entering an FY12 requisition prior to July 1, the following date entries must be made.
Internet Native Banner (INB) - FPAREQN
- Order Date: 01-JUL-2011
- Transaction Date: 01-JUL-2011
- Delivery Date: 01-JUL-2011 (or later)
Self Service - Requisition
- Transaction Date: 01-JUL-2011
- Delivery Date: 01-JUL-2011 (or later)
Grants
Grant contracts ending June 30, 2011 must have all funds expended by June 30 and to qualify for Agency reimbursement. Invoices for June 30, 2011 grants must be paid by July 15 to be included on final invoices.
Important End of Year Dates
These dates are in addition to the published End of Year Dates
- July 1 - Labor redistributions through BW12 and MN 105 are due to Human Resources
- July 7 - Invoices, Direct Pays and Expense reports are due to Grant accountants for June 30th expenses.
- July 8 - Labor redistributions for BW13 are due to Human Resources
- July 14 - Labor redistributions through MN106 & SM 6 are due in payroll
- July 15 - FY11 Interdepartmental transfers are due to Grant accountants. Transfers received after this date will be posted in FY12.
- July 18 - Labor redistributions for BW14 are due to Human Resources
Viewing Your Remaining Contract Balance
- Sign onto My Southeast using your SE Key
- Click on the Employee tab
- Click on My Southeast Self-Service
- Choose Budget Queries
- At Create a New Query, choose Budget Status by Account
- Click Create Query
- Click Continue
- Enter the Grant Code for the grant you need the balance for in the “Grant” field. Your grant code is the same as your index code.
- Click Submit
Grant Closing Checklist
Please complete the following tasks, if applicable, to ensure proper closeout of your grant.
Grant Procedures
- Send FY12 grant contract or letter of intent to Joni Lott in Office of Research & Grant development.
- Complete online requisitions.
- Follow up on outstanding purchase orders. PO’s must be closed and paid 60-90 days following the grant end-date per the contract document.
- Submit direct pays, payment vouchers & direct pay requests for grant approval. Submit final narrative reports as required by grant contract.
Payroll Procedures
- Monthly Employees: DEADLINE: 7/15/11 Process template memo for personnel action with new index for approval
- Bi-Weekly Employees: DEADLINE: 7/1/11 Process template memo for personnel action with new index for approval.
- Student Worker: DEADLINE 7/1/11 Email Cassandra Hicks with student name and new index to charge.
- Graduate Assistant: Email Sue Ludwig with new index to charge graduate assistant stipends and fee waivers.
Internal Charge Procedures
- Email Mary Siebert in telecommunications with phone and fax numbers and new index to charge
- Throw away postage stickers for index of grant ending.
- Contact Charlie Hirsch in central receiving to order new postage stickers
- Contact Diane Glaus in facilities with new index number for facilities internal charges.
Grant Closing Checklist
If you have questions, please contact your Grant Accountant.