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Detailed Guidelines

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:

'15 AP Vouchers & Expense Reports

'15 Purchase Orders

'15 Budget Transfers

'15 Requisitions

'15 Payroll Supplemental

'15 Purchase Order Invoices

'15 Departmental Functions Using Auxiliary Services

'15 Deposits to Cashier

'15/'16 Purchasing Card

'16 Requisitions for Agreements & Long Lead Time Orders

'15/'16 Graduate Financial Aid

'16 Student Hires


'15 AP Vouchers & Expense Reports

  • Enter FY15 PeopleSoft Voucher & Expense Reports by May 29th and follow the specific Fund Code Approval instructions as follows:
    • Fund Code 2xx and 6xx Approvals:  Enter Voucher & Expense Report and scan documentation through Nolij, or hand deliver to MaryAnn Sullivan, 129 Lake St., Rm. 414 by 10 am on Friday, May 29th
    • Fund Code 810 Approvals:  Enter Voucher & Expense Report and scan documentation through Nolij by 10 am on Friday, May 29th.  Contact Sue Ennis at 2-4616 with questions.  
    • Other Vouchers & Expense Reports: Enter Voucher & Expense Report and have Department, Fund Code and Special Account approvals by 12 noon on Friday, May 29th.
  • To provide Accounts Payable enough time to process all documentation for the final FY15 check distribuion, all documentation for Vouchers & Expense Reports needs to be scanned through Nolij or hand delivered to Accounts Payable (129 Lake Street, Rm 200) by 3 pm on Friday, May 29th. 
  • Invoices received after the close will be returned to departments. Please review the FY15 Year End Procedures memo from the Controller's Office. Contact Greg Moore at gregory.moore@bc.edu, or 2-3362 for guidance on how to process vouchers relating to FY15 to be paid after Friday, May 29th.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'15 Purchase Orders

  • Please run your PO Balance Reports to check your outstanding balances on your FY15 Purchase Orders to ensure the proper funds are remaining for FY15.  Directions can be found at “Running the 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 Friday, May 15th or sooner.
  • Notify Procurement Services at purchase@bc.edu of any operating funded Purchase Orders that need to remain open after Friday, May 29, 2015 and the reason for the request. Any purchase order not identified with a due date of May 31, 2015 or before will risk being closed.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'15 Budget Transfers

  • All temporary budget transfers from Payroll positions (e.g. temporary office pool) must be processed and approved through workflow no later than Wednesday, May 6th.  This does not apply to Funds 120, 500 and 820.
  • Purchasing Card budget transfers must be completed by Friday, May 22nd by 3:00 pm in order for the bank to update the card balance.
  • Departments can process most other transfers on the Financials system through Friday, May 29th.

Questions can be directed to: Budget at jennifer.parsons@bc.edu or 2-3383.

 

'15 Requisitions:  Equipment and Non-Equipment

Capital Construction, Information Technology projects, and Sponsored Programs are exempt from the guidelines below. Please contact the following individuals for questions regarding: 

Departments planning to utilize FY15 funds must receive goods and services by Friday, May 29th:

  • 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 Friday, May 29th.
  • Process any necessary budget transfers.
  • Create all FY15 requisitions so that Procurement Services can obtain bids (over $5,000) and schedule deliveries by Friday, May 29th.
  • To ensure delivery by Friday, May 29th, place order for Apple, Dell and Ricoh by Friday, May 1, 2015 
  • Review the status of all FY15 requisitions using the eProcurement Manage Requisitions page to be sure all approvals have been obtained and all Purchase Orders have been sent to vendors (Status = PO Dispatched) 
  • Requisitions for items that cannot be approved and/or delivered by Friday, May 29th will be CANCELED. 

Procurement Services will review all orders for service date and time of delivery to ensure purchases will be received by Friday, May 29th. Any invoices for deliveries to be received after this date will need to be processed against your FY16 budget.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'15 Payroll Supplemental (Excludes Funds 120 and 500)

  • Monthly supplemental temporary budget transfers and supplemental payment requisitions must be received by the Budget Office no later than Wednesday, April 29th to be included in the May monthly payroll.
  • Weekly supplemental temporary budget transfers (non-position related) and supplemental payment requisitions must be received by the Budget Office no later than Friday, May 15th to be included in the Friday, May 22nd payroll.

Questions can be directed to: Budget at jennifer.parsons@bc.edu or 2-3383.

 

'15 Purchase Order 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 FY15. Please be advised that vendor invoices received after Friday, May 29th with a ship date prior to Friday, May 29th will be matched and charged against an approved accrual listing of FY15 open Purchase Orders. With the exception of Funds 120, 500 and 820, payment will be made on the basis of the accrued amount only, with any non-accrued invoices or ship dates after Friday, May 29th being returned to the department and charged to the new FY16 budget.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

'15 Departmental Functions Using Auxiliary Services

All University departmental functions organized through Catering or Bureau of Conferences/Event Management which take place by Friday, May 29th will be charged to your FY15 Budget.

Questions can be directed to: Auxiliary Services at 2-3181.

 

'15 Deposits to Cashier

  • Deposits of cash, checks and credit cards must be received in the Cashier’s Office, 129 Lake St., Rm 200C by Friday, May 29th by 4 pm to receive credit in FY15.
  • All deposits related to FY15 received after Friday, May 29th will be credited to a FY15 prior year income account and will not be available in FY16.

Questions can be directed to: Cash Services at debbie.jasset@bc.edu or 2-0789.

 

 '15/'16 Purchasing Card

  • FY15 Purchasing Card use (excludes Funds 120/500/820) will close on Friday, May 29th by 3:00 pm.
  • In order for these transactions to be charged to FY15 it is necessary for the transactions to be submitted by the vendor to the bank by Sunday, May 31st.
    • Vendors usually take a minimum of two business 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 Sunday, May 31st may be charged to FY16 budgets.
  • Transfers to/from FY15 Purchasing Card budgets (excludes Funds 500/820) must be made by 3:00pm on Friday, May 22nd.  
  • All FY16 pre-funded P-cards should be available by Tuesday, June 2nd. Transfers to FY16 budgets may be made beginning Friday, April 17th. Transferring permanent funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY16 fiscal year.

Questions can be directed to: Pcard@bc.edu or 2-3055.

 

'16 Requisitions for Agreements & Long Lead Time Orders (Excludes Funds 120/500/810/820)

  • As of Friday, April 17th you may process requisitions for purchase order agreements and long delivery date purchase orders against next year's FY16 budget. 
  • Departments should review their previous year agreements by accessing the PeopleSoft Query “BC_PO_Agreements” and create new agreements by Tuesday, April 28th.   This will assure continuation of service without interruption.
  • New FY16 requisitions for blankets and normal purchase items can be processed on Monday, June 1st.
  • Only FY16 Requisitions for Agreements and Long Lead Time items will be approved prior to Friday, May 29th

Please remember:  

  • The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/6/15 for all FY16 orders created before June 1, 2015. 
  • The "Due Date" on Requisitions for Agreements for the full fiscal year should be 5/31/16.

Instructions for completing FY16 requisitions are described in Creating an Agreement Requisition.

Questions can be directed to: Procurement at purchase@bc.edu or 2-3055.

 

’15/'16 Graduate Financial Aid

Departmental graduate financial aid awards are processed in two different systems: 

  • Service Stipend awards and Non-Service awards are handled in PeopleSoft HR
  • 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

  • If you still have service stipends to enter or adjust for this fiscal year, you must complete all departmental approvals by Thursday, May 7th. The May 7th deadline for service stipends is required for payments to be available on May 15th.
  • The budgets for FY16 will be available by Friday, April 17th, and at this time users can begin to create service stipends for Summer 2015 as well as Academic Year 2015-2016. Salary encumbrances will be created for service stipends processed between Friday, April 17th and Friday, May 29th and will be reflected in the FY16 budget available balance.
  • When creating awards for Summer 2015 or Academic Year 2015-2016 change the School Year to 2016.

Non-Service Stipends - Account 62010

  • If you still have non-service stipends to enter or adjust for this fiscal year, you must complete all departmental approvals by Friday, May 7th.
  • The budgets for FY16 will be available by Friday, April 17th and at this time users can begin to create non-service stipends for Summer 2015 as well as Academic Year 2015-2016. Encumbrances will be created for non-service stipends processed between Friday, April 17th and Friday, May 29th and will be reflected in the FY16 budget available balance.
  • When creating awards for Summer 2015 or Academic Year 2015-2016, be sure to change the Current Year to 2016.

Scholarship (Tuition Remission) - Accounts 61020, 61030, 61040, 61050, 61060 (UIS -menu screen AG01)

  • If you still have scholarship awards to create or adjust for this fiscal year, you must complete all departmental approvals by Friday, May 15th. The May 15th processing deadline for scholarships is to provide the Student Financial Services Office with sufficient time to review and approve the awards before the fiscal year closes on Friday, May 29th.
  • The budgets for FY16 will be available by Friday, April 17th, and at this time users can create tuition remission awards for Summer 2015 as well the School Year 2015-2016 .
  • When creating awards for Summer 2015 or Academic Year 2015-2016, be sure to change the School Year to 2015-2016. 

Other reminders: As of the FY15 close, any unspent awards or un-awarded funds will be cancelled and the funds no longer available. You may not use 2015-2016 scholarship funds to cover charges for the 2014-2015 fiscal year. Also, you may not use 2014-2015 funds to cover 2015-2016 costs. Lastly, keep in mind Summer 2015 is part of the 2015-2016 fiscal year.

Questions can be directed to: graduate.ubuy@bc.edu

 

'16 Student Hires

Questions can be directed to: Office of Student Services at 2-3300.