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Year End Expenditure Guidelines FY17

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 FY17 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 FY17 Year End Information Presentation and contact Rita Carlo at 2-4855 with any questions. 

Important Deadlines for FY17

March 27
  • Last day to order Furniture for delivery by May 31st
April 7
  • Last day for FY17 requisitions for major equipment to be bid out 
  • Original FY18 Operating Budget Load
April 28
  • Last day to order Apple computers for delivery by May 31st
May 3
  • Monthly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions
  • Graduate Financial Aid - Complete all departmental approvals for Service and Non-Service Stipends
May 5
  • Last day to order Dell computers for delivery by May 31st
May 12
  • Last day to order Ricoh products for delivery by May 31st
  • Provide Procurement Services with PO eChange Order forms for all POs with balances to be disencumbered
  • Finalize or delete outstanding Travel Authorizations
  • Temporary Budget Transfers from Payroll Positions (Excluding Funds 120, 500 and 820)
  • Graduate Financial Aid - Scholarship (Tuition Remission)
May 19
  • FY18 Original Budget Load with Salary Overlay available
  • Weekly Supplemental Temporary (non-position related) Budget Transfers and Supplemental Payment Requisitions
May 25
  • Purchasing Card Temporary Budget Transfers for FY17 by 3:00 pm
May 30
  • Final day for Purchasing Card spending by 3:00pm
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 FY17:

  • All Vouchers and Expense Reports 
  • General PO's - Non Equipment Purchases for goods received or services rendered in FY17
  • Deposits of cash, checks and credit cards 
  • Last day for FY17 Budget Transfers (except P-card)


Important Dates for FY18

March 28
  • Begin review of previous year agreements
April 14
  • FY18 Budgets available (except Funds 2xx, 6xx, 810)
  • Begin Requisitions for long lead time POs
  • Begin Requisitions for Purchase Order Agreements
  • Begin Budget Transfers for FY18
  • Begin Budget Transfers for Purchasing Card for FY18
  • Create Service & Non Service Stipends for Summer 2017
  • Create Service & Non Service Stipends for 2017-2018 Academic Year
  • Create summer hires for students (Except funds 2xx, 6xx)
April 25
  • Commitments for renewal pricing provided to vendors
May 19
  • FY18 Original Budget Load with salary overlay available
May 25
  • Last day for FY18 P-Card transfers for 6/2 availability
June 1
  • PeopleSoft Procurement and Financials available for FY18
  • P-Card NOT available
  • Reprint BC Department Mail Form/Bar Code for FY18 postage
  • FY18 Gift budgets available for funds 2xx and 6xx.
June 2
  • Purchasing Cards with FY18 funding available by 12pm