Skip to main content

Secondary navigation:

Detailed Guidelines

Click on the accounting or budget function and deadline if you would like more information or scroll down the page to read about all the functions and deadlines:

'14 AP Vouchers & Expense reports
'14 Purchase Orders
'14 Budget Transfers
'14 Requisitions
'14 Payroll Supplemental
'14 Purchase Order Invoices
'14 Departmental Functions Using Auxiliary Services
'14 Deposits to Cashier
'14/'15 Purchasing Card
'15 Requisitions for Agreements & Long Lead Time Orders
'14/'15 Grad. Financial Aid
'15 Student Hires


'14 AP Vouchers & Expense reports

  • All PeopleSoft Vouchers & Expense reports for FY14 must be completed and have Department, Fund Code and Special Account approval by 12 noon on Friday, May 30th.
  • Departments should hand deliver to Accounts Payable (129 Lake Street, Rm 200) or enter through Nolij all documentation for Vouchers & Expense reports by 3 pm on Friday, May 30th. This will enable Accounts Payable to process all documentation for the final FY14 check distribution.
  • For 2xx and 6xx Fund Code approvals, all documentation need to be entered through Nolij or hand delivered to MaryAnn Sullivan, 129 Lake St., Rm. 414, by 10 am on Friday, May 30th.
  • Invoices received after the close will be returned to departments. Please review the FY14 Year End Procedures memo from the Controller's Office. Contact Mike Quilter, 2-3362 for guidance on how to process vouchers relating to FY14 to be paid after Friday, May 30th.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'14 Purchase Orders

  •  Please run your PO Balance Reports to check your outstanding balances on your FY14 Purchase Orders to ensure the proper funds are remaining for FY14.  Directions can be found at “Running the PO Balance Report”.
  • If a PO needs to be increased or decreased please initiate a Purchase Order Change Request. Any PO which has excess encumbered funds should be disencumbered by Friday, May 16th or sooner.
  • Notify Procurement Services at purchase@bc.edu of any operating funded purchase orders that need to remain open after Friday, May 30, 2014 and the reason for the request. Any purchase orders with a due date of Friday, May 30, 2014 or before, not identified, will risk being closed.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'14 Budget Transfers

  • All temporary budget transfers from Payroll positions (e.g. temporary office pool) must be processed and approved through workflow no later than Wednesday, May 7th.  This does not apply to Fund 500.
  • Purchasing Card budget transfers must be completed by Friday, May 23rd by 3:00 pm in order for the bank to update the card balance.
  • Departments can process most other transfers on the Financials system through Friday, May 30th.

Questions can be directed to: Budget at jennifer.parsons@bc.edu or 2-3383.
 

'14 Requisitions:   Equipment and Non-Equipment

  • Capital Construction, Information Technology projects, and Sponsored Programs are exempt from the guidelines below. Questions regarding Capital and IT projects can be directed to: eileen.chase@bc.edu. Questions regarding Sponsored Programs can be directed to: carolyn.bargoot@bc.edu.

    Departments planning to utilize FY14 funds must receive goods and services by Friday, May 30th:
  • Send all documentation, including bid requests and sole source justifications, to Procurement Services to be reviewed in time to have items sourced and delivered by Friday, May 30th.
  • Process any necessary budget transfers.
  • Create all FY14 requisitions so that Procurement Services can obtain bids (over $5,000) and schedule deliveries by Friday, May 30th.
  • To ensure delivery by Friday, May 30th, place order for the following vendors by

            -Apple – Friday, April 25, 2014
            -Dell – Friday, April 25, 2014
            -Ricoh – Friday, May 16, 2014

  • Review the status of all FY14 requisitions, using the eProcurement Manage Requisitions page, to be sure all approvals have been obtained and all purchase orders have been sent to vendors (Status = PO Dispatched) by 12:00 noon on Friday, May 30th.
  • Requisitions for items that cannot be approved and/or delivered by Friday, May 30th will be CANCELED

Purchasing will review all orders for service date and time of delivery to ensure purchases will be received by Friday, May 30th. Any invoices for deliveries to be received after this date will need to be processed against your FY15 budget.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'14 Payroll Supplemental (Excludes 500 Funds)

  • Monthly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Wednesday, April 30th to be included in the May monthly payroll.
  • Weekly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Friday, May 16th to be included in the Friday, May 23rd payroll.

Questions can be directed to: Budget at jennifer.parsons@bc.edu or 2-3383.

'14 Purchase Order Invoices

All outstanding vendor invoices to be charged against the current year's budget should be submitted to Procurement Services promptly during the month of May to be included in the final AP check distribution for FY14. Please be advised that vendor invoices received after Friday, May 30th with a ship date prior to Friday, May 30th will be matched and charged against an approved accrual listing of FY14 open purchase orders. Payment will be made on the basis of the accrued amount only, with any non-accrued invoices or ship dates after Friday, May 30th being returned to the department and charged to the new FY15 budget.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

'14 Departmental Functions Using Auxiliary Services
All University departmental functions organized through Catering or Bureau of Conferences which take place by Friday, May 30th will be charged to your FY14 Budget.

Questions can be directed to: Auxiliary Services at 2-1387

 

'14 Deposits to Cashier

  • Deposits of cash, checks and credit cards must be received in the Cashier’s Office, 129 Lake St. by Friday, May 30th by 4pm to receive credit in FY14.
  • All deposits related to FY14 received after Friday, May 30th will be credited to a FY14 prior year income account and will not be available in FY15.

Questions can be directed to: Cash Services at debbie.jasset@bc.edu or 2-0789.

 

'14 Purchasing Card

  • FY14 Purchasing Card use (excludes 500/820) will close on Friday, May 30th.
  • In order for these transactions to be charged to FY14 it is necessary for the transactions to be submitted by the vendor to the bank by Saturday, May 31st.
  • Vendors usually take a minimum of two business days to submit the transactions. Some vendors submit transactions on a weekly basis only. Please keep this in mind when using your Purchasing card at the end of the fiscal year. Backordered items or transactions not received by the bank by Saturday, May 31st may be charged to FY15 budgets.
  • Transfers to/from FY14 Purchasing Card budgets (excludes 500/820) must be made by 3:00pm on Friday, May 23rd.  
  • All FY15 pre-funded P-cards should be available by Tuesday, June 3rd. Transfers to FY15 budgets may be made beginning Tuesday, April 22nd. Transferring permanent funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY15 fiscal year.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055

 

'15 Requisitions for Agreements & Long Lead Time Orders (Excludes 500 and 820 funds)

  • As of Tuesday, April 22nd you may process requisitions for purchase order agreements and long delivery date purchase orders against next year's FY15 budget. Departments should review their previous year agreements by accessing the PeopleSoft Query “BC_PO_Agreements” and create new agreements by Tuesday, April 29th.   This will assure continuation of service without interruption.
  • New FY15 requisitions for blankets and normal purchase items can be processed on Monday, June 2nd.
  • Only FY15 Requisitions for Agreements and Long Lead Time items will be approved prior to Friday, May 30th

Please remember:

  • The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/7/14 or after for all FY15 orders created before June 1, 2014. 
  • The "Due Date" on Requisitions for Agreements for the full fiscal year should be 5/31/15.

Instructions for completing FY15 requisitions are described in Creating an Agreement Requisition.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

’14 Graduate Financial Aid

Departmental graduate financial aid awards are processed in two different systems: 

  • Service Stipend awards and Non-Service awards are handled in PeopleSoft HR
  • Tuition Remission Scholarships are processed in UIS. The main menu for Tuition Remission can be found in UIS under AG01.

Payroll Stipends (Service Stipends) - Accounts 53320, 53330, 53340, 53350, 53360

  • If you still have service stipends to enter or adjust for this fiscal year, you must complete all departmental approvals by Friday, April 25th. The April 25th deadline for service stipends is required for payments to be available on May 16th.
  • The budgets for FY15 will be available by Tuesday, April 22nd and at this time users can begin to create service stipends for Summer 2014 as well as Academic Year 2014-2015. Salary encumbrances will be created for service stipends processed between Tuesday, April 22nd and Friday, May 30th and will be reflected in the FY15 budget available balance.
  • When creating awards for Summer 2014 or Academic Year 2014-2015 change the School Year to 2015.Bottom of Form

Non-Service Stipends - Account 62010

  • If you still have non-service stipends to enter or adjust for this fiscal year, you must complete all departmental approvals by Friday, April 25th.
  • The budgets for FY15 will be available by Tuesday, April 22nd and at this time users can begin to create non-service stipends for Summer 2014 as well as Academic Year 2014-2015. Encumbrances will be created for non-service stipends processed between Tuesday, April 22nd and Friday, May 30th and will be reflected in the FY15 budget available balance.
  • When creating awards for Summer 2014 or Academic Year 2014-2015 be sure to change the Current Year to 2015.

Scholarship (Tuition Remission) - Accounts 61020, 61030, 61040, 61050, 61060 (UIS -menu screen AG01)

  • If you still have scholarship awards to create or adjust for this fiscal year, you must complete all departmental approvals by Friday, May 16th. The May 16th processing deadline for scholarships is to provide the Student Financial Services Office with sufficient time to review and approve the awards before the fiscal year closes on Friday, May 30th.
  • The budgets for FY15 will be available by Tuesday, April 22nd and at this time users can create tuition remission awards for Summer 2014 as well the School Year ‘14-‘15 .
  • When creating awards for Summer 2014 or Academic Year 2014-2015 be sure to change the School Year to ‘14-‘15. 

Other reminders: As of the FY14 close, any unspent awards or un-awarded funds will be cancelled and the funds no longer available. You may not use 2014-2015 scholarship funds to cover charges for the 2013-2014 fiscal year. Also you may not use 2013-2014 funds to cover 2014-2015 costs. Lastly, keep in mind Summer 2014 is part of the 2014-2015 fiscal year.

Questions can be directed to: graduate.ubuy@bc.edu

'15 Student Hires

Questions can be directed to: Office of Student Services at 2-3300.