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:
'12 AP Vouchers & Expense reports
'12 Purchase Orders
'12 Budget Transfers
'12 Requisitions
'12 Payroll Supplemental
'12 Vendor Purchase Order Related Invoices
'12 Departmental Functions
'12 Deposits to Cashier
'12/'13 Purchasing Card
'13 Requisitions for Agreements & Long Lead Time Orders
'12/'13 Grad. Financial Aid
'13 Student Hires
AP Vouchers & Expense reports (Excludes 500 and 820 funds)
- 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 FY12 will close at 12 noon on Thursday, May 31.
- For Fund code approvals 2xx and 6xx all documentation needs to be hand delivered to MaryAnn Sullivan, 129 Lake Rm. 414, by 10:00am on May 31.
- Departments should hand deliver 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 FY12 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 FY12 to be paid after May 31st.
Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.
Please run your PO Balance Reports to check your outstanding balances on your FY12 Purchase Orders to ensure the proper funds are remaining for FY12. 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 18th or sooner.
Notify Procurement Services at purchase@bc.edu of any operating funded purchase orders that need to remain open after 5/31/12, and the reason for the request. Any purchase orders with a due date of 5/31/12 or before, not identified, will risk being closed.
Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.
All temporary budget transfers from payroll positions (e.g. temporary office pool) must be processed and approved through workflow no later than Wednesday, April 25.
Purchasing Card budget transfers must be completed by Friday, May 25 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.
FY12 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 FY12 funds must:
- 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 May 31.
- Process any necessary transfers of funds.
- Create all FY12 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 27, 2012
- Dell - April 27, 2012
- IKON - May 11, 2012
- Review the status of all FY12 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, 2012.
- 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 FY13 budget.
Questions can be directed to: Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.
Monthly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Wednesday, April 25 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 18 to be included in the May 25 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 FY12. 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 FY12 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 FY13 budget.
Departmental Functions
All University departmental functions organized through the Bureau of Conferences or Dining Services which take place by Thursday, May 31 will be charged to your FY12 Budget.
Deposits to Cashier
Deposits of cash, checks and credit cards must be received by May 31 to receive credit in FY12. All deposits related to FY12 received after May 31 will be credited to a prior year income account and will not be available in FY13.
Purchasing Card (Excludes 500 and 820 funds)
FY12 purchasing card use will close on Thursday, May 31. In order for these transactions to be charged to FY12 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 FY13 budgets. Transfers to/from FY12 Purchasing Card budgets must be made by 3:00pm on Friday, May 25.
All FY13 pre-funded Pcards should be available by June 2. Transfers to FY13 budgets may be made beginning April 20. Transferring funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY13 fiscal year.
FY13 Requisitions for Agreements & Long Lead Time Orders (Excludes 500 and 820 funds)
As of April 20 you may process requisitions for purchase order agreements and long delivery date purchase orders against next year's FY13 budget. Departments should review their previous year agreements by accessing the PeopleSoft Query - BC_PO_Agreements and create new agreements by April 27. This will assure continuation of service without interruption. New FY13 requisitions for blankets and normal purchase items can be processed on June 1.
Note: For FY13 only Requisitions for Agreements and Long Lead Time items will be approved prior to 5/31/12.
Please remember:
The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/2/12 or after for all FY13 orders created before 6/1/12.
The "Due Date" on Requisitions for Agreements for the full fiscal year should be 5/31/13.
Instructions for completing FY13 requisitions are described in Creating an Agreement Requisition.
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
- Non-Service Stipends - Account 62010
- Scholarship (Tuition Remission) - Accounts 61020, 61030, 61040, 61050, 61060 (UIS -menu screen AG01)
Hourly student job requests can be created now for summer 2012.
FY13 Summer hires can be created beginning April 20, 2012.
Student Employment emails information to departments on April 2, 2012.