Year End Close Deadlines

FY18 Year End Closing Dates

Transaction Type Date Explanation
Cash Deposits June 28 Walkups/in-person deposits must be in the Bursar's Office by 4:00 pm.

Endowment Payout Accounts (Funds 53800 & 53810)

June 15

This Fiscal Year Scholarship requests must be submitted to Suzanne Schilling in the Financial Aid Office by this date.

* This is for accounts that are required to return unspent balances back to principal at year end.  Any questions about Endowment Payout accounts, or if unsure if your account returns to principal at year end contact Norm Gousy 545-3364.

Endowment Payout Accounts (Funds 53800 & 53810)

June 22

Payroll, Journal Entries, Recharges, Disbursements must be posted by this date.

* This is for accounts that are required to return unspent balances back to principal at year end.  Any questions about Endowment Payout accounts, or if unsure if your account returns to principal at year end contact Norm Gousy 545-3364.

Invoices & Disbursement Vouchers June 08

Must be in Accounts Payable by this date.  Accounts Payable will continue to process FY18 invoices and Disbursement Vouchers as long as possible to June 29th.  Documents must be in Accounts Payable to ensure processing prior to year end.

  • For an invoice to be processed against a purchase order, the purchase order number, vendor, and budget check must all be valid, and a receipt must be entered, if applicable. 
  • Disbursement Vouchers must be accompanied by valid receipts and support documentation and have a valid vendor and a valid budget check where applicable.
Journal Entries July 06 Requests must be received by the Controller's Office
Journal Workflow Entries July 11 Input via Journal Workflow must be submitted
Procard and Department Travel Card Reallocations June 01

Starting on this date any reallocations should be reviewed daily to allow ample time to complete this function by noon, July 09th. 

  • Any charges that are not being reallocated should be approved as soon as they post to allow timely processing.
Procard and Department Travel Card Reallocations July 09

Procard and Department Travel Card Transactions for this Fiscal Year must be approved by noon.

  • Any transaction not approved or reallocated that are still staged at noon on July 10th will be swept and posted and will not be available for reallocation.
Procard and Department Travel Card Reallocations July 15

FY19 Charges will be loaded during this week. 

  • Procards set up without a named reallocator have been set to auto-approve and are not available for reallocation.
Receiving June 01

For payments to be made FY18, they must be entered in the on-line system by this date. 

After this date, all electronic receiving Match errors will be overridden and paid out in FY18.  If you do not want them paid, contact Jayne Krause (545-1424) by this date.

Electronic receiving is required only for those purchase order lines that bear one or more of the following BuyWays commodity codes:

Equipment-Information Technology (All)
Equipment-Law Enforcement
Equipment Capital (Excludes Information Technology commodity)
or if department selected the receiving required options when they entered their purchase requisition.

Recharges July 06 Hardcopies of recharges must be received in the Controller's Office.
Recharges July 11

Electronic feeds for this Fiscal Year must be received to acoga [at] admin.umass.edu or sent directly to the UITS server.

* For recharge uploads to be posted in this Fiscal Year, the header must have a June 2018 date.

Requisitions June 22

Can no longer do Budget Over-Rides to any FY19 requisition that fails budget validation June 21st. As of this date if your fund fails Budget Validation contact:

  • GOF:  Contact Patrice Pare plpare [at] admin.umass.edu
  • Revenue Operation: Contact Lynn McKenna lmckenna [at] admin.umass.edu
Travel Expenses June 08

Must be entered in the system by this date. 

All transactions and support documentation must be approved by appropriate individuals and accompanied by valid documentation and receipts.

Accounts Payable will continue to process Travel Expenses for this Fiscal Year as long as possible prior to June 29th.  

Travel Expenses June 27 Access to enter or edit expense reports by departments will be removed at noon.  Date subject to change.

 

FY19 Opening Dates for PO/AP Non-Appropriated Funds Endcumbrances

Transaction Type Date Explanation
Purchase Orders for FY19 - Encumbrances July 02 If, due to budget constraints, you do not want your BuyWays requisition to become a purchase order prior to FY19, you may enter it in BuyWays as a draft cart, but do not submit it to workflow until after rollover has been completed.
PO Rollover  

In order for outstanding encumbrances on Open FY18 PO's to roll into FY19, the POs must be in BuyWays in an Open status, with a Valid Budget Check, in PeopleSoft.  There must be a budget row posted at the appropriate level in FY19 to accommodate the rolled purchase order encumbrance or the PO may fail budget checking in FY19.  Procurement/Controller's staff will work with departments to insure that all qualified purchase orders roll into FY19.

As with prior years, any purchase order that we have identified as a potential rollover issue will be closed out.  Any invoices that are received against closed purchase orders will be dealt with on an individual basis by AP staff and the responsible department.  Direct payments will be done whenever possible.

Last Updated: 
5/7/18