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Year End Expenditure Guidelines FY16

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 31st have been established for the remainder of this fiscal year. Please review the detailed 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 FY16 budget funds. If you have any questions about the information on the Year End Expenditure Guideline Web pages, please contact Greg Moore at 2-3362.

Please see the FY16 Year End Information Presentation and contact Rita Carlo at 2-4855 with any questions. 

Important Deadlines for FY16

April 8
  • Last day for FY16 requisitions for major equipment to be bid out 
  • All Purchase Orders with a due date of 2/29/16 or less will be closed
  • Original FY17 Operating Budget Load
April 29
  • Last day to order Apple computers for delivery by May 31st
May 2
  • Monthly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions
May 5
  • Graduate Financial Aid - Complete all departmental approvals for Service Stipends
May 6
  • Last day to order Dell computers for delivery by May 31st
  • Last day to order Ricoh products for delivery by May 31st 
  • Graduate Financial Aid - Complete all departmental approvals for Non-Service Stipends
May 13
  • Temporary Budget Transfers from Payroll Positions (Excluding Funds 120, 500 and 820)
  • Weekly Supplemental Temporary (non-position related) Budget Transfers and Supplemental Payment Requisitions
  • Provide Procurement Services with PO eChange Order forms for all POs with balances to be disencumbered
  • Finalize or delete outstanding Travel Authorizations
  • Graduate Financial Aid - Scholarship (Tuition Remission)
May 20
  • Original Budget Load with Salary Overlay
May 25
  • Purchasing Card Temporary Budget Transfers for FY16 by 3:00 pm
May 31

PeopleSoft Financials will be shut down at Noon for year-end processing. The following tasks should be completed on or before May 31st for FY16:

  • All Vouchers and Expense Reports 
  • General PO's - Non Equipment Purchases for goods received or services rendered in FY16
  • Final day for P-Card spending by 3:00pm
  • Deposits of cash, checks and credit cards 
  • Last day for FY16 Budget Transfers (except P-card)


Important Dates for FY17

March 28
  • Begin review of previous year agreements
April 15
  • Notice of renewal pricing to vendor
  • FY17 Budgets available (except Funds 2xx, 6xx, 810)
  • Begin Requisitions for long lead time POs
  • Begin Requisitions for Purchase Order Agreements
  • Begin Budget Transfers for FY17
  • Begin Budget Transfers for Purchasing Card for FY17
  • Create Service & Non Service Stipends for Summer 2016
  • Create Service & Non Service Stipends for 2016-2017 Academic Year
  • Create Tuition Remission Awards for Summer 2016
  • Create Tuition Remission Awards for 2016-2017 Academic Year
  • Create summer hires for students (Except funds 2xx, 6xx)
April 29
  • Commitments for renewal pricing provided to vendors
May 25
  • Last day for FY17 P-Card transfers for 6/2 availability
June 1
  • PeopleSoft Procurement and Financials available for FY17
  • P-Card NOT available
June 2
  • Purchasing Cards with FY17 funding available by 12pm