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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:

'16 AP Vouchers & Expense Reports

'16 Purchase Orders

'16 Budget Transfers

'16 Requisitions

'16 Payroll Supplemental

'16 Purchase Order Invoices

'16 Departmental Functions Using Auxiliary Services

'16 Deposits to Cashier

'16/'17 Purchasing Card

'17 Requisitions for Agreements & Long Lead Time Orders

'16/'17 Graduate Financial Aid

'17 Student Hires


'16 AP Vouchers & Expense Reports

  • Enter FY16 PeopleSoft Voucher & Expense Reports by May 31st 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 Tuesday, May 31st
    • Fund Code 810 Approvals:  Enter Voucher & Expense Report and scan documentation through Nolij by 10 am on Tuesday, May 31st.  Contact Sue Ennis at 2-4616 with questions.  
    • Other Vouchers & Expense Reports: Enter Voucher & Expense Report, scan documentation through Nolij, and have Department, Fund Code and Special Account approvals by 12 noon on Tuesday, May 31st.
  • To provide Accounts Payable enough time to process all documentation for the final FY16 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 Tuesday, May 31st. 
  • Invoices received after the close will be returned to departments. Please review the FY16 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 FY16 to be paid after Tuesday, May 31st.

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

 

'16 Purchase Orders

  • Please run your PO Balance Reports to check your outstanding balances on your FY16 Purchase Orders to ensure the proper funds are remaining for FY16.  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 13th or sooner.
  • Notify Procurement Services at purchase@bc.edu of any operating funded Purchase Orders that need to remain open after Tuesday, May 31, 2016 and the reason for the request. Any purchase order not identified with a due date of May 31, 2016 or before will risk being closed.

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

 

'16 Budget Transfers

  • All temporary budget transfers from Payroll positions (e.g. temporary office pool) must be processed and approved through workflow no later than Friday, May 13th.  This does not apply to Funds 120, 500 and 820.
  • Purchasing Card budget transfers must be completed by Wednesday, May 25th 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 Tuesday, May 31st.

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

 

'16 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 FY16 funds must receive goods and services by Tuesday, May 31st:

  • 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 Tuesday, May 31st.
  • Process any necessary budget transfers.
  • Create all FY16 requisitions so that Procurement Services can obtain bids (over $5,000) and schedule deliveries by Tuesday, May 31st.
  • To ensure delivery by Tuesday, May 31st, place orders for Apple, Dell and Ricoh as follows:
    • Apple - Friday, April 29, 2016
    • Dell - Friday, May 6, 2016
    • Ricoh - Friday, May 6, 2016
  • Review the status of all FY16 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 delivered by Tuesday, May 31st will be CANCELLED. 

Procurement Services will review all orders for service date and time of delivery to ensure purchases will be received by Tuesday, May 31st. Any invoices for deliveries to be received after this date will need to be processed against your FY17 budget.

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

 

'16 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 Monday, May 2nd 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 13th to be included in the Friday, May 20th payroll.

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

 

'16 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 FY16. Please be advised that vendor invoices received after Tuesday, May 31st with a ship date prior to Tuesday, May 31st will be matched and charged against an approved accrual listing of FY16 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 Tuesday, May 31st being returned to the department and charged to the new FY17 budget.

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

 

'16 Departmental Functions Using Auxiliary Services

All University departmental functions organized through Catering and Event Management which take place by Saturday, May 28th will be charged to your FY16 Budget.

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

 

'16 Deposits to Cashier

  • Deposits of cash, checks and credit cards must be received in the Cashier’s Office, 129 Lake St., Rm 200C by Tuesday, May 31st by 4 pm to receive credit in FY16.
  • All deposits related to FY16 received after Tuesday, May 31st will be credited to a FY16 prior year income account and will not be available in FY17.

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

 

 '16/'17 Purchasing Card

  • FY16 Purchasing Card use (excludes Funds 120/500/820) will close on Tuesday, May 31st by 3:00 pm.
  • In order for these transactions to be charged to FY16, it is necessary for the transactions to be submitted by the vendor to the bank by Tuesday, 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 Tuesday, May 31st may be charged to FY17 budgets.
  • Transfers to/from FY16 Purchasing Card budgets (excludes Funds 500/820) must be made by 3:00pm on Wednesday, May 25th.  
  • All FY17 pre-funded P-cards should be available by Thursday, June 2nd. Transfers to FY17 budgets may be made beginning Friday, April 15th. Transferring permanent funding into your (p-card) budget line will allow your card(s) to become active at the start of the FY17 fiscal year.

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

 

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

  • As of Friday, April 15th you may process requisitions for purchase order agreements and long delivery date purchase orders against the FY17 budget. 
  • Departments should review their previous year agreements by accessing the PeopleSoft Query “BC_PO_Agreements” and create new agreements by Tuesday, April 26th.   This will assure continuation of service without interruption.
  • New FY17 requisitions for blankets and normal purchase items can be processed on Wednesday, June 1st.
  • Only FY17 Requisitions for Agreements and Long Lead Time items will be approved prior to Tuesday, May 31st

Please remember:  

  • The "Budget Date" on Requisitions for Agreements and Long Lead Time items should be 6/4/16 for all FY17 orders created before June 1, 2016. 
  • The "Due Date" on Requisitions for Agreements for the full fiscal year should be 5/31/17.

Instructions for completing FY17 requisitions are described in Creating an Agreement Requisition.

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

 

’16/'17 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 5th. The May 5th deadline for service stipends is required for payments to be available on May 16th.
  • The budgets for FY17 will be available by Friday, April 15th, and at this time users can begin to create service stipends for Summer 2016 as well as Academic Year 2016-2017. Salary encumbrances will be created for service stipends processed between Friday, April 15th and Friday, May 27th and will be reflected in the FY17 budget available balance.
  • When creating awards for Summer 2016 or Academic Year 2016-2017, change the School Year to 2017.

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 6th.
  • The budgets for FY17 will be available Friday, April 15th and at this time users can begin to create non-service stipends for Summer 2016 as well as Academic Year 2016-2017. Encumbrances will be created for non-service stipends processed between Friday, April 15th and Friday, May 27th and will be reflected in the FY17 budget available balance.
  • When creating awards for Summer 2016 or Academic Year 2016-2017, be sure to change the Current Year to 2017.

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 13th. The May 13th 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 Tuesday, May 31st.
  • The budgets for FY17 will be available Friday, April 15th, and at this time users can create tuition remission awards for Summer 2016 as well the School Year 2016-2017.
  • When creating awards for Summer 2016 or Academic Year 2016-2017, be sure to change the School Year to 2016-2017. 

Other reminders: As of the FY16 close, any unspent awards or un-awarded funds will be cancelled and the funds no longer available. You may not use 2016-2017 scholarship funds to cover charges for the 2015-2016 fiscal year. Also, you may not use 2015-2016 funds to cover 2016-2017 costs. Lastly, keep in mind Summer 2016 is part of the 2016-2017 fiscal year.

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

 

'17 Student Hires

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