Southeast Missouri State University

Fiscal Year End for FY14

FY14 Year End Memo

Fiscal Year End for FY13

Deadlines

Budget Deficits

Open Encumbrances

Internal Billings

Requisitions

Grants

Related Department Links:

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 25
  • FY13 Purchase Requisitions for items requiring bidding (> $3,000) must be entered and all on-line approvals completed.
June 12
  • FY13 Purchase Requisitions for items on state contract and items not requiring bidding (< $3,000) due in Purchasing, including all grants
June 14
  • FY13 Cutoff date to place a Special Order at Southeast Bookstore
June 21
  • FY13 Supply Orders due in Central Receiving.
June 26
  • All FY13 Purchase Requisitions and backup for Payment Enclosed orders must be received in Purchasing. 
  • FY13 Cutoff date for departmental charges at Southeast Bookstore.
June 27
  • No new FY13 requisitions can be entered.
June 28
  • FY13 Deposits due to Cashiers by 12:00 noon.
  • No new FY13 requisitions can be entered.
  • All unapproved FY13 requisitions will be cancelled.
July 2
  • New requisitions can be entered when system becomes available.
  • Labor Redistributions up to BW12 and MN105 are due to Payroll.
July 5
  • 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, 2013.
July 12
  • Labor redistributions for BW13 are due to Payroll.
  • Labor redistributions up to MN106 and SM6 are due to Payroll.
  • Invoices and Direct Pay Items due in Accounts Payable, for goods or services received prior to July 1, 2013.
  • Expense Reports due in Accounts Payable, for travel prior to July 1, 2013.
  • Forms to close or cancel FY13 Purchase Orders prior to encumbrance roll due in Accounts Payable.
  • Last day for internal billing departments to enter FY13 charges (phone, supplies, etc)
July 15
  • Interdepartmental Transfers due in Controller's Office, for business prior to July 1, 2013, including grants.
July 18
  • Labor redistributions for BW14 are due to Payroll.
July 30
  • Open FY13 Purchase Orders and Travel Cash Advances will be rolled to FY14.
July 31
  • All budget deficits must be cleaned up.

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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 FY13 need to be completed after June 30, the Transaction Date must be changed to 30-JUN-2013.

Please use the following steps to run a Budget Report:
  1. Sign on to My Southeast using your SE Key
  2. Click on the Employee tab.
  3. Click on My Southeast Self-Service.
  4. Click on the link to access your Self-Service page.
  5. Select Finance.
  6. Select Budget Queries.
  7. 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.
  8. Click Retrieve Query.
  9. Click Continue.
  10. Enter the Index Code for the Budget that you need the report for.
  11. Click Submit Query.
  12. Click Submit Query again.
  13. 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 31.

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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 2013 to budget fiscal year 2014.

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.

  1. Sign on to My Southeast using your SE Key
  2. Click on the Employee tab.
  3. Click on My Southeast Self-Service.
  4. Choose Encumbrance Query.
  5. Select Open PO's and Cash Advances from the drop down menu.
  6. Click Retrieve Query
  7. Select the current Fiscal Year
  8. Enter the Index or the Fund and Organization.
  9. Click Submit Query.
  10. 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

On July 31, any remaining balance on an open FY13 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 FY14 Budget Report and Encumbrance Query in the original FOAPAL but will not have the original document number.

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Internal Billings

FY13 Internal billings must be entered no later than July 12.

When entering an FY13 internal billing on July 1 through July 12, please use a billing date of 06/30/2013.

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Requisitions

FY13

Requisitions for FY13 (payment enclosed orders) may still be entered in Banner after June 30. However, requisitions for FY13 cannot be entered after July 10. If entering an FY13 requisition on or after July 1 the following date entries must be made.

Internet Native Banner (INB) - FPAREQN
  • Order Date: 30-JUN-2013
  • Transaction Date: 30-JUN-2013
  • Delivery Date: 30-JUN-2013
Self Service - Requisition
  • Transaction Date: 30-JUN-2013
  • Delivery Date: 30-JUN-2013

FY14

Requisitions for FY14 may be entered in Banner when the FY14 budgets become available.  If entering an FY14 requisition prior to July 1, the following date entries must be made.

Internet Native Banner (INB) - FPAREQN
  • Order Date: 01-JUL-2013
  • Transaction Date: 01-JUL-2013
  • Delivery Date: 01-JUL-2013 (or later)
Self Service - Requisition
  • Transaction Date: 01-JUL-2013
  • Delivery Date: 01-JUL-2013 (or later)

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Grants

Grant contracts ending June 30, 2013 must have all funds expended by June 30 and to qualify for Agency reimbursement. Invoices for June 30, 2013 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 5 - Invoices, Direct Pays and Expense reports are due to Grant accountants for June 30th expenses.
  • July 12 - Labor redistributions for BW13 are due to Human Resources
  • July 12 - Labor redistributions through MN106 & SM6 are due in payroll
  • July 15 - FY13 Interdepartmental transfers are due to Grant accountants. Transfers received after this date will be posted in FY14.
  • July 18 - Labor redistributions for BW14 are due to Human Resources
Viewing Your Remaining Contract Balance
  1. Sign onto My Southeast using your SE Key
  2. Click on the Employee tab
  3. Click on My Southeast Self-Service
  4. Choose Budget Queries
  5. At Create a New Query, choose Budget Status by Account
  6. Click Create Query
  7. Click Continue
  8. 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.
  9. Click Submit

Grant Closing Checklist

Please complete the following tasks, if applicable, to ensure proper closeout of your grant.

Grant Procedures
  • Send FY14 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: 7/15/13 Process template memo for personnel action with new index for approval
  • Bi-Weekly Employees: DEADLINE: 7/1/13 Process template memo for personnel action with new index for approval.
  • Student Worker: DEADLINE 7/1/13 Email Cassandra Hicks with student name and new index to charge.
  • Graduate Assistant: Email Karen Gleeson 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.

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