The following general year-end provisions will apply to purchase orders and procurement card transactions as they relate to University budgets at the end of the FY23 fiscal year:

 

  1. Procurement card reconciliations are approximately one month behind, so all charges posted in US Bank by September 30 will apply towards your FY23 budget. Reconcilers are to submit their September reconciliation packets by October 5. All purchases made on October 1, 2023 or later will apply towards your FY24 budget.
  1. In order for purchases to apply to your FY23 budget, a purchase order must be issued, materials and/or services received, and payment processed no later than September 19, 2023.
  1. Change order requisitions to be issued against FY23 purchase orders must be received and processed by Procurement Services no later than September 15.
  1. Invoices and receipt of goods documentation (memorandum receiving reports or shipping receipts) must be received by Accounts Payable no later than Wednesday, September 20, 2023 in order to be applied towards your FY23 budget.
  1. MISCELLANEOUS VOUCHERS: All expenses incurred through September 30, 2023 should be charged to your FY23 budget. Vouchers should be sent to Business Services as soon as possible after the expense has been incurred and associated invoice(s) received. Vouchers for FY23 expenses must be submitted no later than 4:45 pm, October 6, 2023.
  1. TRAVEL VOUCHERS: Expenses for travel incurred through September 30, 2023 are to be charged against your FY23 budget and submitted to Business Services as soon as possible upon completion of the trip. Travel vouchers for FY23 expenses must be submitted no later than 4:45 pm, October 6, 2023.
  1. Departments must ensure that old outstanding encumbrances are closed.
  1. Issue Checks prior to September 23, 2023, are to be dated September 2023.
  1. Beginning on September 18, 2023, requisitions must have a transaction date of October 2023.
    • If the requisition has not been approved and the transaction date has not been changed to October 2023, the requisition will need to be denied by an authorized approver.
    • Afterwards, please contact Procurement Services to have the transaction date on the requisition changed.
  1. During the period September 18-30, 2023, if the requisition has been approved, but the transaction date was not changed to October 1, 2023, contact Procurement Services to have the requisition deleted. A new requisition with a transaction date of October 1, 2023, will be needed in order to make your purchase.
  1. All requisitions, including those against contract and grant accounts, must be approved by September 18, 2023. If quotes/bids are required, then it must be submitted and approved by August 25 so that the purchase order can be issued by September 18, 2023.
  • Requisitions not approved by September 18, 2023 must be denied by an authorized approver.
  • The end-user is to be notified by the individual who denied the requisition.
  • Procurement Services should then be notified to change the transaction date to October 1, 2023.
  1. If you have FY23 authorized purchase orders on a Fund Type 21 funding source, please inform Melissa Brown (research/colleges) or Tammy Haymon (all other budget units) if the associated payment(s) will not be processed in FY23. The Budget Office will carry forward the funding of the purchase order to the next fiscal year since the expense will be charged in FY24. Non-Fund Type 21 funding sources will roll forward to the next fiscal year automatically
  1. Purchase orders from FY23 will not be carried forward to FY24 until October 6, 2023. From October 1-6, no change orders from FY23 will be processed by Procurement Services and no A/P disbursements will be issued against FY23 budgets. This restriction is due to standard year-end closing procedures while FY23 expenses are being finalized.
  1. Only purchase orders that have not been invoiced and paid will be brought forward into the new fiscal year. If a partial payment has been issued prior to September 30, 2023, only the remaining balance will be carried forward as an encumbrance obligation. Your available funds in your FY24 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 22, 2023, to ensure they are posted to your FY23 budget. All purchases made after this time will be posted to your FY24 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 FY23 financial period must be submitted to the Accounting Office by noon on October 6, 2023.

If you have questions or need further information, please contact Brad Cooper (824-5844), Tanya Smith (824-2247), Chih Loo (824-2243), or Valarie King (824-2231). 

 

FY23 YEAR-END CLOSING SCHEDULE

September 20

Accounts Payable must receive invoices and documentation of receipt of goods.

September 28 - October 2

Retros will be processed for all pay periods prior to the September 6 – September 19 pay period – final date for state Orgs.
September 21

Labor and leave forms due by 12 pm to Payroll Services (eLabor, Biweekly Labor Report, and WTE).
September 25

Retros over 28 days from the check date must be submitted no later than 5:00 pm on September 25. Retros less than 28 days must be submitted by noon September 27.
September 28 The FISAP draft must be received by Brad Cooper and Tanya Smith from the Office of Financial Aid
September 27- 29 Payroll for the pay period ending September 19 will be processed and fed to Banner Finance.
October 4

Postage, telephone distribution, computer, maintenance agreements, inventories, Copy Center, cylinder, Bookstore, temporary employment charges, machine shop, and all other internal transfers are to be recorded. Departments must send transfers to Accounting by noon on October 2. All feeds must be submitted to OIT by noon on October 2.
 

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

List of disposed Library books must be received by Accounting from the Library.
  Labor statements will be available.
  Purchasing card reconciliation packets for September are due.
October 6                  All data adjustments for FY23 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 9                  Monthly closing journal vouchers will be processed.
October 10 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

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.
 

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 ended September 2023.
October 24               

Assemble financial data.
October 25               

Budget Carry Forward Process will run at night. OIT assistance will be needed to correct any errors.
October 27

Final Year-End Budget Statements will be run.