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Fiscal Year End 04-05
Voucher Processing Deadlines

The June 16, 2005 memo from the Controller announcing these annual deadlines was mailed out to Deans, Directors, Department Chairs, Project Directors, and other Administrative Officials. You can download the Memo for Voucher Processing Deadlines in PDF format using Adobe Acrobat Reader.

Your efforts in meeting these deadlines are greatly appreciated.

We encourage you to process documents as early as possible to avoid the year-end rush.

If you have any questions, please feel free to call your Accountant or the Office of Accounting Helpline at 471-8802.

Questions regarding payroll deadlines should be directed to Payroll Services at 471-5271.

Monday, August 29th

Appointments
Appointment documents, including retroactive appointment changes (salary transfers), must be received by Human Resource Services (HRS) by 5:00 p.m.

Note: Departments will receive information concerning FY 05-06 appointment documents from HRS at the end of July.

Payment Vouchers
All payment vouchers (VP documents) requiring pre-payment audit and final approval by the Office of Accounting must be in OA Document Processing, MAI 132, K6000, by 5:00 p.m., along with supporting documentation. All payment vouchers (VP documents) subject to post-payment audit must be final approved by the department by 5:00 p.m.

Note: August 29th is the last day that a VP document can be created or final approved for FY 04-05. A FY 05-06 voucher date must be used to process payments after August 29th. VP documents having FY 04-05 service dates, but processed after August 29th, will be applied (rolled back) against FY 04-05 funds if they have a FY 04-05 service date and are received by Noon on September 12th by the Office of Accounting or final approved by the department by 5:00 p.m. on September 13th. These transactions will not be included in your August Statement of Account.

Scholarship Vouchers
All SS1 documents must be approved by 5:00 p.m.

Petty Cash
Reimbursement for petty cash funds, including supporting documentation, must be received in OA Document Processing by 5:00 p.m.

Tuesday, August 30th

Accounts Payable Check Pick-ups
Check pick-ups for FY 04-05 purchases will be available through 5:00 p.m.

Wednesday, August 31st

Cash Receipts
All cash receipts (VC documents) must be deposited in the Bursar's Office by 4:30 p.m. A separate document must be prepared for funds received by August 31st, but not deposited by August 31st, specifying the date the funds were received in your department. (Enter the date "Cash Received by The University" on each transaction comment screen for your VC document.) Income received after August 31st should be recorded on a separate VC document, indicating the fiscal year during which the income was earned. (Enter the "Service Date" on the cover sheet of each document to reflect the appropriate fiscal year.)

Thursday, September 1st

Hourly Payroll
Manual payroll vouchers must be received in Payroll Services by Noon.
On-line payroll vouchers (OV documents) must have final approval by 3:00 p.m.

FYE CLOSE - Tuesday, September 6th

Interdepartmental Transfers (IDT's)
All IDT vouchers (VT5, VT6, VT7) applicable to the prior fiscal year (FY 04-05) must be received in the Office of Accounting by 9:00 a.m. with an 8/31/05 voucher date to be included in your August Statement of Account.

Requests for Transfer Of Funds (RTF's)
All RTF's (VT1, VT2, VT3, VT4) must be received in the Office of Accounting by 9:00 a.m. with an 8/31/05 voucher date to be included in your August Statement of Account.

Roll Forward
Departmental service dates and codes must placed on FY 04-05 transactions by 5:00 p.m. to be reflected on the roll forward document, i.e., Prepaid Expenditures, Deferred Revenue. These transactions will be included in your August Statement of Account, not the 13th month as in prior fiscal years.

August Close
August will close after 5:00 p.m. Balance forward documents will be processed on Wednesday, September 7th and Thursday, September 8th.

Thursday, September 8th

Clearing Accounts
Salary clearing accounts must complete all salary allocation entries by Noon.

Monday, September 12th

Payment Vouchers
All payment vouchers (VP documents) applicable to the prior fiscal year (FY 04-05) requiring pre-payment audit and final approval by the Office of Accounting, must be in OA Document Processing, MAI 132, K6000, by Noon, along with supporting documentation, in order to be included in the roll back voucher. Note that these transactions will not be included in your August Statement of Account.

Interdepartmental Transfers (IDT's)
All IDT vouchers (VT5, VT6, VT7), applicable to the prior fiscal year (FY 04-05) must be received in the Office of Accounting by Noon to be included in the roll back voucher. Note that these transactions will not be included in your August Statement of Account.

Tuesday, September 13th

Payment Vouchers
All payment vouchers (VP documents) applicable to the prior fiscal year (FY 04-05), subject to post-payment audit, must be final approved by the department by 5:00 p.m.

Roll Back Document
Departmental services dates and codes must be placed on transactions by 5:00 p.m. to be reflected on the roll back document. Note that NO Sponsored Program Accounts (26s) will be processed on the roll back voucher. The Debits and Credits on IDTs must balance within a fiscal year. (The revenue and expense cannot be reflected in two different fiscal years.)

Wednesday, September 14th

Departmental Entries
Support for all entries for Auxiliary Enterprise, Inventories, and other departmental adjustments must be submitted to Financial Reports by 2:00 p.m. EACH transaction must meet the minimum threshold of $5,000 or greater to be considered.