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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:

'13 AP Vouchers & Expense reports
'13 Purchase Orders
'13 Budget Transfers
'13 Requisitions
'13 Payroll Supplemental
'13 Vendor Purchase Order Related Invoices
'13 Departmental Functions
'13 Deposits to Cashier
'13/'14 Purchasing Card
'14 Requisitions for Agreements & Long Lead Time Orders
'13/'14 Grad. Financial Aid
'14 Student Hires


AP Vouchers & Expense reports

  • Finalize or delete outstanding Travel Authorizations by May 17
  • Voucher and Expense Reports for FY13 that require fund 2xx and 600 approval must be sent to Mary Ann Sullivan, 129 Lake, room 414 by 5:00pm on May 30th.
  • Voucher and Expense Reports for FY13 that require fund 500 and 120 approval must be sent to OSP by 5:00pm on May 30th.
  • All department, fund code and special account approvals must be completed by 12 noon on May 31.
  • PeopleSoft transactions to process vouchers & expense reports for FY13 will close at 12 noon on May 31.
  • Departments should hand deliver/scan all documentation for those vouchers & expense reports processed to Accounts Payable, 129 Lake Rm. 200, by 3 pm on May 31. This will enable Accounts Payable to process all documentation for the final FY13 check distribution.
  • Invoices received after the close will be returned to departments. Please review the Year End memo from the Controller's Office. Contact Mike Quilter, 2-3362 or michael.quilter@bc.edu for guidance on how to process vouchers relating to FY13 to be paid after May 31st.

Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.

Purchase Orders

Please run your PO Balance Reports to check your outstanding balances on your FY13 Purchase Orders to ensure the proper funds are remaining for FY13. Directions can be found at 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 May 17th or sooner.

Notify Procurement Services at purchase@bc.edu of any operating funded purchase orders that need to remain open after 5/31/13, and the reason for the request. Any purchase orders with a due date of 5/31/13 or before, not identified, will risk being closed.

Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.

Budget Transfers

All temporary budget transfers from payroll positions (e.g. for temporary office pool) must be processed and approved through workflow no later than Wednesday, May 8.

Purchasing Card budget transfers must be completed by Friday, May 24 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 May 31.
 

FY13 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: sheila.freedman@bc.edu.

Departments planning to utilize FY13 funds must:

  • Send all documentation, including bid requests and sole source justifications, to Procurement Services by April 12th to be reviewed in time to have items sourced and delivered by May 31.
  • Process any necessary transfers of funds.
  • Create all FY13 requisitions so that Procurement Services can obtain bids (over $5,000) and schedule deliveries by May 31.
  • To ensure delivery by May 31, place orders for the following vendors by
    • Apple - April 26, 2013
    • Dell - April 26, 2013
    • Ricoh - May 17, 2013
  • Review the status of all FY13 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 May 31, 2013.
  • Requisitions for items that cannot be approved and/or delivered by May 31 will be CANCELED.

Please note that goods and services must be received by May 31. Purchasing will review all orders for service date and time of delivery to ensure purchases will be received by May 31. Any deliveries to be received after this date will need to be processed against your FY14 budget.

Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.

Payroll Supplemental

Monthly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Friday, April 26 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 Wednesday, May 22 to be included in the May 31 payroll.

Vendor Purchase Order Related 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 FY13. Please be advised that vendor invoices received after May 31 with a ship date prior to May 31 will be matched and charged against an approved accrual listing of FY13 open purchase orders. Payment will be made on the basis of the accrued amount only, with any non-accrued invoices or ship dates after May 31 being returned to the department and charged to the new FY14 budget.

Departmental Functions
All University departmental functions organized through the Bureau of Conferences or Dining Services which take place by Friday, May 31 will be charged to your FY13 Budget.

Deposits to Cashier
Deposits of cash, checks and credit cards must be received by 2pm on May 31 to receive credit in FY13. All deposits related to FY13 received after May 31 will be credited to a prior year income account and will not be available in FY14.

Purchasing Card (Excludes 500 and 820 funds)

FY13 purchasing card use will close on Friday, May 31. In order for these transactions to be charged to FY13 it is necessary for the transactions to be submitted by the vendor to the bank by May 31. 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 May 31 may be charged to FY14 budgets. Transfers to/from FY13 Purchasing Card budgets must be made by 3:00pm on Friday, May 24.

All FY14 pre-funded Pcards should be available by June 4. Transfers to FY14 budgets may be made beginning April 19. Transferring funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY14 fiscal year.

FY14 Requisitions for Agreements & Long Lead Time Orders (Excludes 500 and 820 funds)

As of April 19 you may process requisitions for purchase order agreements and long delivery date purchase orders against next year's FY14 budget. Departments should review their previous year agreements by accessing the PeopleSoft Query - BC_PO_Agreements and create new agreements by April 26. This will assure continuation of service without interruption. New FY14 requisitions for blankets and normal purchase items can be processed on June 3.

Note: For FY14 only Requisitions for Agreements and Long Lead Time items will be approved prior to 5/31/13.

Please remember:
The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/8/13 or after for all FY14 orders created before 6/1/13.

The "Due Date" on Requisitions for Agreements for the full fiscal year should be 5/31/14.

Instructions for completing FY14 requisitions are described in Creating an Agreement Requisition.

Graduate Financial Aid

Note that, since the implementation of PeopleSoft Financials, departmental graduate financial aid awards are processed in two different systems.

Service Stipend awards and Non-Service awards are handled in PeopleSoft HR, while 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 26. The April 26 deadline for service stipends is required for payments to be available on May 15.
    • The budgets for FY14 will be available by Friday, April 19 and at this time users can begin to create service stipends for Summer 2013 as well as 2013-2014 academic year. Salary encumbrances will be created for service stipends processed between April 19 and May 31 and will be reflected in the FY14 budget available balance.
    • When creating awards for summer 2013 or academic year 2013-2014 be sure to change the School Year to 2014.
  • 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 26.
    • The budgets for FY14 will be available by Friday, April 19 and at this time users can begin to create non-service stipends for Summer 2013 as well as 2013-2014 academic year. Encumbrances will be created for non-service stipends processed between April 19 and May 31 and will be reflected in the FY14 budget available balance.
    • When creating awards for summer 2013 or academic year 2013-2014 be sure to change the Current year to 2014.
  • 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 Monday, May 13. The May 13th 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 May 31.
    • The budgets for FY14 will be available by Friday, April 19 and at this time users can create tuition remission awards for Summer 2013 as well the 2013-2014 academic year.
    • When creating awards for summer 2013 or academic year 2013-2014 be sure to change the academic year to 2013-2014. 

      Other reminders: As of the FY13 close, any unspent awards or unawarded funds will be cancelled and the funds no longer available. You may not use 2013-2014 scholarship funds to cover charges for the 2012-2013 fiscal year. Also you may not use 2012-2013 funds to cover 2013-2014 costs. Lastly, keep in mind Summer 2013 is part of the 2013-2014 fiscal year.

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

Student Hires

Hourly student job requests can be created now for summer 2013.

FY14 Summer hires can be created beginning April 19, 2013.

Student Employment emails information to departments on April 2, 2013.