In order for us to meet the 2021-2022 closing schedule, it is necessary to establish due dates for certain essential information.

The following general year-end provisions will apply to purchase orders and procurement cards (p­ cards) against University budgets at the end of the 2021-2022 fiscal year: 

  1. Procurement Card reconciliation is approximately one month behind, so all charges posted in Intersect by September 30th will expend funds in this fiscal year against your 2021-2022 budget. Reconcilers are to submit their September Reconciliation Packets by October 5th. All charges posted October 1, 2022, or later will expend funds from your 2022-2023 budget.
  1. In order for purchases to be expended in this fiscal year against your 2021-2022 budget, a Purchase Order must be issued, materials and/or services received, and the check for a payment processed no later than September 19, 2022.
  1. Change Order Requisitions to be issued against 2021-2022 Purchase Orders must be received and processed by Procurement Services no later than September 16th to be reflected in the accounting system for the 2021-2022 fiscal year.
  1. Invoices and receipt of goods documentation (Memorandum Receiving Report or shipping receipt) must be received by Accounts Payable no later than Wednesday, September 21, 2022, in order to be charged against the 2021-2022 budget.
  1. MISCELLANEOUS VOUCHERS: All expenses incurred through September 30th that are applicable to the fiscal year 2022 must be charged to your 2022 budget. 2022 expenditures should be sent to Business Services as soon as possible after the expense is incurred. Vouchers must be submitted no later than 4:45 pm, September 30, 2022.
  1. TRAVEL VOUCHERS: Expenses for trips taken through September 30 are to be charged to your 2022 budget and submitted to Business Services as soon as possible after the completion of the trip, no later than 4:45 pm, September 30, 2022.
  1. Departments should ensure that old outstanding encumbrances are
  1. Issue Checks prior to September 23, 2022, are to be dated September
  1. Beginning on September 26, 2022, requisitions must have a transaction date of October 1,
  • If the Requisition has not been approved and the transaction date was not changed to October 1, 2022, the requisition will need to be denied by an authorized approver.
  • Then contact Procurement Services to have the transaction date on the requisition changed.
  1. During the period September 26-30, 2022, if the requisition has been approved, but the transaction date was not changed to October 1, 2022, contact Procurement Services to have the requisition deleted. A new requisition with a transaction date of October 1, 2022, will be needed in order to make your purchase.
  1. All requisitions, including those against contract and grant accounts, must be approved by September 23, 2022 (if it requires quotes/bids, then it must be submitted and approved by September 2), so that they can be converted into purchase orders by September 23, 2022, by Procurement Services.
  • Requisitions not approved by September 26, 2022, must be denied by an authorized approver.
  • The end-user is to be notified by the individual who denied their requisition.
  • Then Procurement Services should be notified to change the transaction date to October 1, 2022.
  1. Purchase Orders from FY 2022 will not be carried forward to FY 2023 until October 6, From October 1 - 6, no change orders from FY 2022 will be processed by Procurement Services, and no A/P checks will be issued against FY 2022 budgets. This restriction is due to standard year-end closing procedures while FY 2022 expenses are being finalized.
  1. Only Purchase Orders that have not been invoiced and paid will be brought forward into the new fiscal If a partial payment has been issued prior to September 26, 2022, only the remaining balance will be carried forward as an encumbrance obligation. Your available funds in your 2022- 2023 budget will be reduced by the outstanding amount of prior year Purchase Orders.
  1. All Barnes & Noble purchases made through department requisitions must occur by 5:00 pm on Friday, September 23, 2022, to ensure they are posted to your FY 2022 All purchases made after this time will be posted to your 2022-2023 budget.

The attached year-end closing schedule has been prepared for your guidance in meeting the established due dates. Any data adjustments to be included in the FY 2021-2022 financial period must be submitted to the Accounting Office by noon on October 7, 2022. 

If you have questions or need further information, please contact Robert Leonard (824-2233), Tanya Smith (824-2247), Chih Loo (824-2243), Valarie King (824-2231), or Terence Haley (824-6674).

 

2021-2022 YEAR-END CLOSING SCHEDULE

September 21 Accounts Payable must receive invoices and documentation of receipt of goods

September 29 - October 3

 Retros will be processed for all pay periods prior to the September 7th to September 20th pay period- final date for state orgs.
September 22 Labor and leave forms due by 12 p.m. to Payroll Services (ELabor, Biweekly Labor Report and WTE)
September 26

Retros over 28 days from the check date must be submitted no later than 5:00 pm, September 26. Retros less than 28 days must be submitted by noon September 28.
September 28

Preliminary Year-End Budget Statements (ZBDSTMT) will be run.

Budget statements should be thoroughly reviewed for accuracy by department personnel.

Monthly Reports from OIT will be run.

FISAP draft must be received by Robert Leonard from the Office of Accounting & Financial Reporting 
September 28-30 Payroll for the pay period ending September 20th will be processed and fed to Banner Finance
October 3

Postage, telephone distribution, computer, maintenance agreements, inventories, Xerox, cylinder, bookstore, temporary employment charges, machine shop, and all other internal transfers are to be recorded. Departments must send to accounting by noon on October 1st. All feeds must be submitted to OIT by noon on October 3rd.

Listing of non-cash gifts and/or donated services from Development must be received by Accounting. All UAH Gifts should be added to the Cash Receipts Journal and Accounting notified.

Listing of disposed Library books must be received by Accounting from the Library.

PCard charges for September (all charges posted by September 30th) will be fed. Charges posted after September 30th will be applied to your FY 2022 budget.
October 5

Labor statements will be available
October 5

PCard Reconciliation Packets for September are due.

Monthly Auto JV's will be run.
October 7

All data adjustments for FY 2022 must be submitted to Accounting by noon

Miscellaneous Vouchers for expenses incurred through September 30 must be submitted by 4:45 pm.

Travel Vouchers for trips taken through September 30 must be submitted by 4:45 pm.
October 11

General Ledger Balance Forward Process will run, which will open the accrual period. Period 12 will be closed.

Encumbrance Roll Process will run (open purchase orders only; no requisitions will be carried forward). OIT assistance will be needed to correct any errors.
October 12

Actual indirect cost-income allocation from the Office of the VP for Research due to Accounting by the close of business.

All general ledger accounts checked and reconciled
October 17 Final adjusting journal entries to be entered into the system 
October 18

Run GASB reports

Contracts & Grants Accounting personnel are to process billing for the month-end September 2022.
October 24 Assemble financial data
October 25 Set up original encumbrances
October 26 Budget Carry Forward Process will run at night. OIT assistance will be needed to correct any errors.
October 28    Final Year-End Budget Statements will be run.