FY20 Fiscal Year End Timeline graphic  

 

Year-end deadlines will be discussed during the AFR Year-end coordination meeting on Thursday, July 16, from 9:00 AM to 11:00 AM. You can attend the Microsoft Teams Live Event or download the powerpoint presentation

This table shows upcoming items due and who to contact.
Items Due Point of Contact Department Date
This table shows items due July 10th.
July 10th
Budget will send templates for gift cost centers to fiscal officers  [email protected] Budget & Resource Planning July 10th
This table shows items due July 16th.
July 16th
Last day to submit requisitions over $50K using FY2020 funds that need to be competitively bid [email protected] Purchasing July 16th
This table shows items due July 23rd.
July 23rd
Completed templates for gift cost centers due to Budget. [email protected] Budget & Resource Planning July 23rd
This table shows items due August 3rd.
August 3rd

Budget will turn off pre-encumbrances for vacant positions

[email protected] Budget & Resource Planning August 3rd

Budget will load FY2021 budgets including gift cost centers. FY2021 budgeted amounts will be available

[email protected] Budget & Resource Planning August 3rd
Purchases using FY2021 funds can begin for purchases received and paid for after September 1st [email protected] Purchasing August 3rd
This table shows items due August 10th.
August 10th
Payroll will send supplement verification spreadsheet [email protected] Payroll & Tax Services August 10th
This table shows items due August 11th.
August 11th
July Month-end Close [email protected] Accounting & Financial Reporting August 11th
This table shows items due August 14th.
August 14th
Last day for IDTs related to state funds [email protected] Accounting & Financial Reporting August 14th
Last day for journals affecting state-funded cost centers [email protected] Accounting & Financial Reporting August 14th
This table shows items due August 20th.
August 20th
9/1 Monthly T&L Approval & ePARs Due [email protected] Payroll & Tax Services August 20th
Last day to zero out all payroll for clearing cost centers (Fund 3399) [email protected] Budget & Resource Planning August 20th

ePARs for FY2020 Payroll reallocations must be in Budget queue:

  • C&G FY2020 expenses pending a project number should be reallocated to a non-state cost center
  • Note: Reallocations for FY2020 expenses will not be processed in FY2021 except for C&G cost centers (non-state cost centers only)
[email protected] Budget & Resource Planning August 20th
This table shows items due August 24th.
August 24th
Last day for catalog and non-catalog requisitions < $50k using FY2020 funds [email protected] Purchasing August 24th
Last day to Close / Adjust Open POs [email protected] Purchasing August 24th
Last day to request drop of PO encumbrances that should no longer exist [email protected] Purchasing August 24th
Last day to edit transactions in Citibank for One Card purchases using FY2020 funds [email protected] Payment Services August 24th
Employee Travel Voucher, Emp. Non-Travel Reimbursement, or Request for Check forms must be fully approved [email protected] Payment Services August 24th
Last day to submit vendor invoices to Payment Services [email protected] Payment Services August 24th
Supplement Spreadsheets Due [email protected] Payroll & Tax Services August 24th
All FY2020 petty cash expenses must be reimbursed [email protected] Financial Management Services August 24th

All change funds must be reconciled and fund amounts verified for year-end

[email protected] Financial Management Services August 24th

All funds must be re-authorized for the next fiscal year. (Funds that are not authorized will be closed.)

[email protected] Financial Management Services August 24th
This table shows items due August 26th.
August 26th
9/1 Semi-Monthly T&L Approvals & ePARs Due [email protected] Payroll & Tax Services August 26th
This table shows items due August 28th.
August 28th
eProcurement will be shut down at 5:00 PM [email protected] Purchasing August 28th
This table shows items due August 31st.
August 31st
Payroll Encumbrance Clearing for FY2020; All absences to be submitted and approved [email protected] Payroll & Tax Services August 31st
9/15 Semi-Monthly T&L Approvals & ePARs due [email protected] Payroll & Tax Services August 31st
This table shows items due September 1st.
September 1st

eProcurement will be back up for purchases using FY2021 funds

[email protected] Purchasing September 1st
PO & Budget roll forward [email protected] Budget & Resource Planning September 1st
Accruals due for goods or services costing $5,000 or more and received by 8/31 which are not yet recorded. Costs incurred for $5,000 or more should be submitted including estimated travel, estimated services, and estimated reimbursement. (Not airfare) [email protected] Payment Services September 1st
Budget will turn on pre-encumbrances (Salary encumbrances will be left on, Budget checking will be left on) [email protected] Budget & Resource Planning September 1st
Budgets will be adjusted to include 8/31 fund balances where applicable [email protected] Budget & Resource Planning September 1st
Budget will be added for FY2020 POs rolling forward to FY2021 [email protected] Budget & Resource Planning September 1st
This table shows items due September 2nd.
September 2nd

All IDTs, budget entries, spreadsheet journals, and accruals must be submitted and approved.

[email protected]

Accounting & Financial Reporting September 2nd

Last day for FY2020 Budget transfers / journals:

  • Budget transfers for FY2020 created September 1st through 2nd should be dated 8/31/20.
  • Budget transfers created for FY2021 should be dated 9/1/20.
  • Do not submit FY2021 budget transfers into workflow prior to September 1st.

[email protected]

Budget & Resource Planning September 2nd
This table shows items due September 3rd.
September 3rd

Inventory balances due to Accounting

[email protected] Accounting & Financial Reporting September 3rd

Receivable and deferred revenue balances are due to Accounting

[email protected]

Accounting & Financial Reporting

September 3rd

Preliminary close begins

[email protected]

Accounting & Financial Reporting

September 3rd
This table shows items due September 8th.
September 8th
Query for accessing FY2021 approved Budget Workbook payroll data will be made available [email protected] Budget & Resource Planning September 8th
This table shows items due September 9th.
September 10th

Preliminary close (Review period begins)

[email protected] Accounting & Financial Reporting September 10th
This table shows items due September 11th.
September 11th
Deadline to report material adjustments to Accounting [email protected]

Accounting & Financial Reporting

September 11th
This table shows items due September 15th.
September 15th
Account reconciliation for period 12 begins [email protected] Financial Management Services September 15th
Letters of Representation available [email protected] Financial Management Services September 15th
This table shows items due September 21st.
September 21st
Department corrections for payroll data (ePAR) as well as approved changes for FY2021 due [email protected] Payroll & Tax Services September 21st
This table shows items due September 30th.
September 30th
Account reconciliation for period 12 ends. All cost centers should be reconciled and approved by this date! [email protected] Financial Management Services September 30th

Cost Center Owner Letters of Representation (LOR) due

[email protected] Financial Management Services September 30th
This table shows items due October 1st.
October 1st

Dean / Division Head Letters of Representation (LOR) due

[email protected] Financial Management Services October 1st

 

Additional Reminders:

  • No grants ending August 31st or sooner should be used to pay for fall tuition.
  • All new hire employees should be submitted via ePAR.
  • Positions will be encumbered or pre-encumbered as the Payroll Office loads funding data. Please do not check your positions until the load is completed. 
  • Please make sure no budget deficits or fund balance deficits exist in cost centers.

General Rules for Year-End Carry Forward 

  • Budget Office will send Fiscal Officers a cost center listing to validate cost centers tagged to be rolled forward by August 12th.
  • Budget for 8/31 fund balances will be loaded in FY2021 for cost centers tagged to roll forward on September 1st or after the final payroll has been posted.
    • Do not process budget journals to adjust FY2021 fund balances to avoid duplication or incorrect budget balances.
  • After the month of August has been closed (mid-late September):
    • FY2021 fund balance budgets will be adjusted.
    • Accounting Office will finalize FY2020 returns.
    • Budget Office begins preparing division return reports.
This table shows funds that will (or will not) be carried forward to FY2021.
Fund Description Exceptions Included

201X, 202X

E&G

217X, 218x, and 2900

Yes

300X

Designated Tuition

Faculty specific;

Dean/VP Reserve

Yes

310X, 3112-3118

Designated Fees

Faculty specific;

3104-BBS special advising fee

Yes

3200, 3201, 3237

Incidental Fees

None

Yes

3214, 3219

Incidental Fees

None

No

3700

General Activities

None

No

4000-4006, 4660

Auxiliary Fees

None

No-back to Student Affairs

5100

EEF-Restricted Endowment

If swept last year, will be swept this year

No

 

  • Budget Office will send Fiscal Officers their respective area’s FY2020 return reports late September/early October for review and to confirm or update the return cost center(s).
  • School/Division return transfers will be processed soon after.
  • Sample return calculation:
    • Surplus and deficit balances are netted together.
    • Net balances that end in a deficit balance are posted as well.

 

This table shows an example calculation for carry forward.
Division Fund Type Amount
VP 1 2201 E&G $10
VP 1 3000 Designated ($10)
VP 1 3109 Designated Fee $100
Surplus/(Deficit)   $100

Contact Information for End of Year Questions:
Topic Contact Extension

General Year-End Questions

Cindy Milligan

(972) 883-2632

Budget & Payroll Distribution

Eva Burnett

(972) 883-6387

Closing Steps and Deadlines

Melody Monjazeb

(972) 883-2352

Payroll & Employee Data

Rohan Nilekani

(972) 883-6386

Purchasing

Lori Matthews

(972) 883-2302

Payment Services

Jene Janich

(972) 883-2317

Account Reconciliation and Letters of Representation

Jennifer Mayes

(972) 883-4788

Student Financials

Cheryl Friesenhahn

(972) 883-2489

Internal Audit

Toni Stephens

(972) 883-4876