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Year End Expenditure Guidelines FY15

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 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 FY15 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 FY15 Year End Information Presentation and contact Carolyn Donoghue at 2-8911 with any questions. 

Important Deadlines for FY15

April 10 Last day for FY15 requisitions for major equipment to be bid out 

All Purchase Orders with a due date of 2/28/15 or less will be closed

April 29 Monthly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions
May 1
  • Last day to order Apple and Dell computers for delivery by May 29th   
  • Last day to order Ricoh products for delivery by May 29th
May 6

Temporary Budget Transfers from Payroll Positions (Excluding Funds 120, 500 and 820)

May 7
  • Graduate Financial Aid - Graduate Service Stipends
  • Graduate Financial Aid - Non-Service Stipends
May 15
  • Provide Procurement Services with PO eChange Order forms for all POs with balances to be disencumbered
  • Weekly Supplemental Temporary (non-position related) Budget Transfers &  Supplemental Payment Requisitions
  • Finalize or delete outstanding Travel Authorizations
  • Graduate Financial Aid - Scholarship (Tuition Remission)
May 22 Purchasing Card Temporary Budget Transfers by 3:00 pm
May 29

PeopleSoft Financials will be shut down at Noon for year-end processing. The following tasks should be completed on or before May29th for FY15:

  • All Vouchers and Expense Reports 
  • General PO's - Non Equipment Purchases (For goods received or services rendered in FY15)
  • Final Day for P-Card spending by 3:00pm
  • Deposits of cash, checks and credit cards 
  • Last day for FY15 Budget Transfers


Important Dates for FY16

March 26 Begin review of previous year agreements
April 17
  • Notice of renewal pricing to vendor
  • FY16 Budgets available (except Funds 2xx, 6xx, 810)
  • Begin Requisitions for long lead time POs
  • Begin Requisitions for Purchase Order Agreements
  • Begin Budget Transfers for FY16
  • Begin Budget Transfers for Purchasing Card for FY16
  • Create Service & Non Service Stipends for Summer 2015
  • Create Service & Non Service Stipends for 2015-2016 Academic Year
  • Create Tuition Remission Awards for Summer 2015
  • Create Tuition Remission Awards for 2015-2016 Academic Year
April 22 Create summer hires for students (Except Funds 2xx, 6xx)
April 30 Commitments for renewal pricing provided to vendors
June 1
PeopleSoft Procurement and Financials available for FY16
June 2
Purchasing Cards with FY16 funding available