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Fiscal Year-End 08-09
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| Monday, Aug. 24 | |
| Requests for Transfer of Funds (RTFs) | All VT4 documents must be received in the Office of Accounting by 5 p.m. to be included in your August Statement of Account. |
| Wednesday, Aug. 26 | |
| 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 p.m., along with original supporting documentation (no faxes or e-mailed PDF copies). All payment vouchers (VP documents) subject to post-payment audit must be final approved by the department by 5 p.m. Note: Aug. 26 is the last day a VP document can be created/final approved for FY 08-09 to be included on your August Statement of Account. A FY 09-10 voucher date must be used to process payments after Aug. 26. VP documents having FY 08-09 service dates, but processed after Aug. 26, will be rolled back against FY 08-09 funds if they are received by 9 a.m. on Sept. 3 by the Office of Accounting or final approved by the department by 4 p.m. on Sept 4. These transactions will not be included in your August Statement of Account. |
| Scholarship Vouchers | All SS1 documents must be approved by 5 p.m. |
| Petty Cash | Reimbursement for petty cash funds including supporting documentation must be received in OA Document Processing by 5 p.m. |
| Thursday, Aug. 27 | |
| Appointments | Appointment documents, including retroactive appointment changes (salary transfers), must be received by Human Resource Services (HRS) by 5 p.m. Note: Departments will receive information concerning FY 09-10 appointment documents from HRS at the end of July. |
| Friday, Aug. 28 | |
| Requests for Transfer of Funds (RTFs) | All VTR documents must be final approved by 5 p.m. to be included in your August Statement of Account. |
| Monday, Aug. 31 | |
| Cash Receipts | All cash receipts (VC documents) must be deposited in the Bursar's Office by 4:30 p.m. Note: A separate document must be prepared for funds received by Aug. 31, but not deposited by Aug. 31, 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. Cash receipts received after Aug. 31 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. |
| Tuesday, Sept. 1 | |
| Hourly Payroll | Manual payroll vouchers must be received in Payroll Services by noon. Online payroll vouchers (OV documents) must have final approval by 3 p.m. |
| FYE Close—Thursday, Sept. 3 | |
| Interdepartmental Transfers (IDTs) | All IDT vouchers (VT5, VT6, VT7) applicable to the prior fiscal year (FY 08-09) must be received in the Office of Accounting by 9 a.m.with an Aug. 31, 2009 voucher date to be included in your August Statement of Account. |
| Requests for Transfer of Funds (RTFs) | All RTF Vouchers (VT1, VT2, VT3) must be received in the Office of Accounting by 9 a.m. with an Aug. 31, 2009 voucher date to be included in your August Statement of Account. |
| Roll Forward | Departmental service dates and codes must be placed on FY 08-09 transactions by 1 p.m. to be reflected on the roll forward document (e.g., prepaid expenditures, deferred revenue). These transactions will be included in your August Statement of Account. |
| August Close | August will close after 5 p.m. Balance forward documents will be processed on Sept. 4-8. |
| Payment Vouchers | All payment vouchers (VP documents) applicable to the prior fiscal year (FY 08-09) requiring pre-payment audit and final approval by the Office of Accounting must be in OA Document Processing, MAI 132, K6000, by 9 a.m., along with original supporting documentation (no faxes or e-mailed PDF copies), in order to be included in the roll back voucher. Note: These transactions will not be included in your August Statement of Account. |
| Friday, Sept. 4 | |
| Interdepartmental Transfers (IDTs) | All IDT vouchers (VT5, VT6, VT7) applicable to the prior fiscal year (FY 08-09) must be received in the Office of Accounting by noon to be included in the roll back voucher. Note: These transactions will not be included in your August Statement of Account. |
| Payment Vouchers | All payment vouchers (VP documents), applicable to the prior fiscal year (FY 08-09), subject to post-payment audit, must be final approved by the department by 4 p.m. |
| Roll Back Document | Departmental service dates and codes must be placed on transactions by 4 p.m. to be reflected on the roll back document. Note that Sponsored Program Accounts (26) transactions 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. Unblanaced activity may be removed from the roll back document. |
| Saturday, Sept. 5 | |
| Clearing Accounts | Salary clearing accounts must complete all salary allocation entries by noon. |
| Wednesday, Sept. 9 | |
| Departmental Entries | Support for all adjusting entries (inventories, accounts receivable, and lapsing entries) must be submitted to the Office of Accounting by 2 p.m. Each transaction must meet the minimum threshold of $5,000 or greater to be considered. |
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.
Please check the spotlights on the Office of Accounting home page for deadline reminders and year-end processing tips. Reminders are also posted on the Good Morning screens in *DEFINE.
If you have any questions, please feel free to contact Financial Reports or your accountant contact in Financial Accounting Services at 471-3723, or the User Services help line at 471-8802.
Questions regarding payroll deadlines should be directed to Payroll Services at 471-5271.
