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:
'08 AP Vouchers & Expense reports
'08 Purchase Orders
'08 Budget Transfers
'08 Requisitions
'08 Payroll Supplemental
'08 Vendor Purchase Order Related Invoices
'08 Departmental Functions
'08 Deposits to Cashier
'08/'09 Purchasing Card
'09 Requisitions for Agreements & Long Lead Time Orders
'08/'09 Grad. Financial Aid
'09 Student Hires
AP Vouchers & Expense reports (Excludes 500 and 820 funds)
- PeopleSoft transactions to process vouchers & expense reports for FY08 will close at 12 noon on Friday, May 30.
- All department and fund code approvals must be completed by 12 noon on May 30.
- For fund code approvals 2xx and 6xx all documentation needs to be hand delivered to MaryAnn Sullivan, More Hall Rm. 170, by 12 noon on May 30.
- Departments should hand deliver all documentation for those vouchers & expense reports processed to Accounts Payable, More Hall Rm. 190, by 3 pm on May 30. This will enable Accounts Payable to process all documentation for the final FY08 check distribution.
- Invoices received after the close will be returned to departments to be processed against their FY09 budgets. Provide the Controller's Office with copies of all unprocessed FY08 invoices to be processed in FY09.
Questions can be directed to: Carolyn Donoghue at cantyc@bc.edu or 2-8911.
Please run your PO Balance Reports to check your outstanding balances on your FY08 Purchase Orders to ensure the proper funds are remaining for FY08. 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 23rd or sooner.
Questions can be directed to: Carolyn Donoghue at cantyc@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 May 2.
Purchasing Card budget transfers must be completed by Wednesday, May 28 in order for the bank to update the card balance.
Restricted account codes (e.g. cost of goods) must be processed and approved in workflow no later than May 16.
Departments can process most other transfers on the Financials system through May 30.
FY08 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: fred.cromp@bc.edu.
Departments planning to utilize FY08 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 FY08 requisitions and obtain approvals so that Procurement Services can obtain bids (over $5,000) and schedule deliveries by May 31.
- Review the status of all FY08 requisitions, using eProcurement - Manage Requisitions page, to be sure all approvals have been obtained and all purchase orders have been sent to vendors (Status = PO Dispatched) for delivery by May 31.
- Have all department and fund code approvals completed in time to have items sourced by Noon on May 30 and delivered by May 31.
- Requisitions for items that can not 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 FY09 budget.
Questions can be directed to: Carolyn Donoghue at cantyc@bc.edu or 2-8911.
Weekly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Friday, May 16 to be included in the May 30 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 FY08. Please be advised that vendor invoices received after May 30 with a ship date prior to May 31 will be matched and charged against an approved accrual listing of FY08 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 FY09 budget.
Departmental Functions
All University departmental functions organized through the Bureau of Conferences or Dining Services which take place by Friday, May 23 will be charged to your FY08 Budget.
Deposits to Cashier
Deposits of cash, checks and credit cards must be received by May 30 to receive credit in FY08. All deposits related to FY08 received after May 30 will be credited to a prior year income account and will not be available in FY09.
Purchasing Card (Excludes 500 and 820 funds)
FY08 purchasing card use will close on Friday, May 30. In order for these transactions to be charged to FY08 it is necessary for the transactions to be submitted by the vendor to the bank by May 30. Vendors usually take a minimum of two 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 30 may be charged to FY09 budgets. Transfers to/from FY08 Purchasing Card budgets must be made by end of the day on Wednesday, May 28.
The bank will begin reopening Pcards with new year funds on Monday, June 2. All FY09 pre-funded Pcards should be available by June 3. Transfers to FY09 budgets may be made beginning April 18. Transferring funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY09 fiscal year.
FY09 Requisitions for Agreements & Long Lead Time Orders (Excludes 500 and 820 funds)
As of April 18 you may process requisitions for purchase order agreements and long delivery date purchase orders against next years FY09 budget. Departments should review their previous year agreements by accessing the PeopleSoft Query - BC_PO_Agreements and create new agreements by April 30. This will assure continuation of service without interruption. New FY09 requisitions for blankets and normal purchase items can be processed on June 2.
Note: For FY09 only Requisitions for Agreements and Long Lead Time items will be approved prior to 5/30/08.
Please remember:
The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/7/08 for all FY09 orders created before 6/2/08.
The "Due Date" on Requisitions for Agreements should be 5/31/09.
Instructions for completing FY09 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)
Questions can be directed to:graduate.ubuy@bc.edu
Hourly student job requests can be created now for summer 2008.
FY09 Summer hires can be created beginning April 18, 2008.
Student Employment will be emailing more information to departments by April 4, 2008.