Transcript Fiscal Year End Controller’s Office Leanne Marden May 19, 2015 Closing Dates for Fiscal Year 2015 University-wide Master Calendar All campuses (A, B, D, L,

Fiscal Year End
Controller’s Office
Leanne Marden
May 19, 2015
Closing Dates for Fiscal Year 2015
University-wide Master Calendar
All campuses (A, B, D, L, W + S)
All system modules (GL, A/P, EX, AM, BuyWays, Grants,
Payroll, SF, etc.)
UMass Boston Year-end Activities
Admin. Offices (Controller’s, Purchasing, OBFP, HR, ORSP…)
UMass Boston Departments
Review Last Date for Action Items
F&A Advisory Meeting - May 19, 2015
Leanne Marden, Controller’s Office
Closing Dates for Fiscal Year 2015
 The dates listed below apply to campus-based state and
non-state funds; they do NOT apply to grants and contracts that
continue beyond June 30, 2015.
 The dates apply to financial business for FY 2015 (goods or
services provided by 6/30/2015).
 The dates do NOT apply to FY 2016 financial business (goods
or services provided on or after 7/1/2015).
 Future communications will inform departments of processes &
timelines for FY 2016 business.
F&A Advisory Meeting - May 19, 2015
Leanne Marden, Controller’s Office
Closing Dates for Fiscal Year 2015
TRANSACTION TYPE & DEADLINE
DETAILS
PERSONNEL ACTIONS
Friday, May 29 - Regular AA employees - PA forms to Budget & Planning (including changes
to funding source or department to be effective for FY16). All forms for FY16
must have an effective date of June 1st to be captured in the Position
Management snapshot for FY16 base budget authorization.
Monday, June 15 - Other AA and all CC - PA forms to HR (including additional
compensation)
TRAVEL
Wednesday, June 10
Friday, June 19
- Travel Authorizations, Expense Reports & Supporting Documentation to the
Controller’s Office for payment with the Friday, 6/19 paycheck, to process
against FY15 budgets.
NOTE: Cash Advances will NOT be available for disbursement after
Wednesday, 6/10/15. Cash Advance requests will be available again on
Monday 7/6/15.
- All outstanding cash advances for completed travel must be fully reconciled
with expense reports to the Controller’s Office by 3:00 PM
On-Line Expense reimbursement entries will be unavailable to departments
as of 3:00 PM
VENDOR PAYMENTS
Friday, June 19 - Vendor invoices for purchase orders and disbursement vouchers to the
Controller's Office (for processing against FY15 budgets)
JOURNAL ENTRIES/RECHARGES
Friday, June 26 - Journal entries/recharges to the Controller's Office
F&A Advisory Meeting - May 19, 2015
Leanne Marden, Controller’s Office
Closing Dates for Fiscal Year 2015
TRANSACTION TYPE & DEADLINE
BUYWAYS
Tuesday, June 30
DETAILS
- Requisitions in an approved status with a valid budget prior to
12:00 Noon will be sourced to a purchase order and issued to the vendor.
You may continue to enter requisitions on BuyWays but your purchase order
will not be exported to PeopleSoft for encumbering until Wednesday July 1st
against FY16 budgets.
Wednesday, July 1 - All purchase orders with an open balance (not paid) will be
dis-encumbered from FY15 budgets and re-encumbered against FY16 base
budgets.
PROCARD
FY15 CLOSING
All charges should be reallocated and/or ‘approved’ as soon as they post in
the Procurement Card Center to allow for timely processing.
Monday, June 22 - We recommend you complete your FY15 ProCard purchases prior to June
22nd to allow time for most suppliers to submit their charges to CitiBank.
Wednesday, July 1 - Final bank feed [from Citibank] for FY15 transactions. Transactions not
posted to Citibank by June 30th, will be FY16 transactions.
Friday, July 10 - FY15 On-line ProCard reallocations (available transactions in the
Procurement Card Center only)
Friday, July 17
- Final FY 2015 Closing of the Financial System
JUNE MONTH-END REPORTS
Monday, July 20 - Final FY 2015 (June) Month-End reports available in PS-Finance
F&A Advisory Meeting - May 19, 2015
Leanne Marden, Controller’s Office