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Year End Expenditure Guidelines FY'13

office of the controller

Welcome to the Year End Expenditure Guideline Web page. In compliance with standard audit procedures for Colleges and Universities, departmental guidelines for delivery of goods and services by May 31 have been established for the remainder of this fiscal year. Please review the guidelines with those individuals in your department who have budget and purchasing responsibilities within PeopleSoft.

The University's goal with these preliminary guidelines is to alert departments to fiscal year end dates and provide sufficient planning time to purchase goods and services for the current year using their FY '13 budget funds. If you have any questions about the information on the Year End Expenditure Guideline Web pages, please contact Mike Quilter at 2-3362.

If you missed the Year End Information Session, please see the presentation and contact Carolyn Donoghue with any questions.

Important Deadlines for FY '13

April 12 Last day for FY '13 requisitions for major equipment - To be bid out
April 26

Last day to order Apple and Dell Computers for delivery by May 31

Monthly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions

Graduate Financial Aid - Payroll Stipends
Graduate Financial Aid - Non-Service Stipends

May 8
Temporary Budget Transfers from Payroll Positions – except fund 500
May 13

Graduate Financial Aid - Scholarship (Tuition Remission)

May 17

Last day to order Ricoh products for delivery by May 31

Finalize or delete outstanding Travel Authorizations

May 22 Weekly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions
May 24 Temporary Budget Transfers Related to Purchasing Cards by 3:00 pm
May 30

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.

Voucher and Expense Reports for FY13 that require fund 500 and 120 approval must be sent to OSP by 5:00pm.

May 31
PeopleSoft Financials will be shut down at Noon for year end processing
- Vouchers, Requisitions & Expense Reports (including Department, Fund and Special Account Approval)
- Vendor Purchase Order Invoices
- General PO's - Non Equipment Purchases (For goods received or services rendered in FY '13)
- P-Card

 

Important Dates for FY '14

April 19

Budgets Loaded
Begin Requisition for Long Lead Time POs
Begin Requisition for Purchase Order Agreements
Budget Transfers for FY '14
Budget Transfers for Purchasing Card for FY '14
Create Service Stipends for Summer 2013
Create Service Stipends for 2013-2014 Academic Year
Create Tuition Remission Awards for Summer 2013
Create Tuition Remission Awards for 2013-2014 Academic Year
Create Summer Hires for students

June 3
PeopleSoft Procurement & Financials Availability for FY '14
June 4
Purchasing Cards with FY '14 funding will be available