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Year End Detailed Guidelines FY19

Click on one of the accounting/budget functions below to jump directly to the section, or scroll down the page to read about all the important year end functions and deadlines:

'19 AP Vouchers and Expense Reports

'19 Purchase Orders

'19 Budget Transfers

'19 Requisitions

'19 Payroll Supplemental

'19 Purchase Order Invoices

'19 Departmental Functions Using Auxiliary Services

'19 Deposits to Cashier

'19/'20 Purchasing Card (P-Card)

'20 Requisitions for Agreements & Long Lead Time Orders

'19/'20 Graduate Financial Aid

'20 Student Hires

'20 Metered Mail Barcode


'19 AP Vouchers and Expense Reports

  • Enter FY19 PeopleSoft Voucher and Expense Reports by Friday, May 31st and follow the specific Fund Code Approval instructions as follows:
    • Fund Code 2xx and 6xx Approvals:  Enter Vouchers and Expense Reports and scan documentation through Etrieve, or hand deliver to the Endowments & Restricted Funds Dept., 129 Lake St., Rm. 418 by 10 am on Friday, May 31st.  
    • Fund Code 500 and 120 Approvals:  Enter Vouchers and Expense Reports and scan documentation through Etrieve, or hand deliver to OSP by 10 am on Friday, May 31st.
    • Fund Code 810 Approvals:  Enter Vouchers and Expense Reports and scan documentation through Etrieve by 10 am on Friday, May 31st.  Contact Sue Ennis at 2-4616 with questions. 
    • Other Fund Code Approvals: Enter Vouchers and Expense Reports, scan documentation through Etrieve, and have Department, Fund Code and Special Account approvals completed by 12 noon on Friday, May 31st.
  • To provide Accounts Payable enough time to process all documentation for the final FY19 check distribution, all documentation for Vouchers and Expense Reports needs to be scanned through Etrieve or hand delivered to Accounts Payable (129 Lake Street, Rm 200) by noon on Friday, May 31st. 
  • Invoices received after the close will be returned to departments. Please review the FY19 Year End Cutoff for Revenue and Expenses 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 FY19 to be paid after Friday, May 31st.

Questions can be directed to Accounts Payable at acctpay@bc.edu or 2-3366.

 

'19 Purchase Orders

  • Please run your PO Balance Reports to check your outstanding balances on your FY19 Purchase Orders to ensure the proper funds are remaining for FY19.  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 10th or sooner.
  • Notify Procurement Services at purchase@bc.edu of any Purchase Orders that need to remain open after Friday, May 31, 2019 and the reason for the request. Any purchase order not identified with a due date of May 31, 2019 or before will risk being closed.

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

 

'19 Budget Transfers

  • Monthly Supplemental budget transfers must be completed by Wednesday, May 1st
  • All temporary budget transfers from Payroll positions (e.g. temporary office pool) must be processed and approved through workflow no later than Friday, May 10th.  This does not apply to Funds 120, 500 and 820.
  • Weekly Supplemental budget transfers must be completed by Friday, May 17th
  • P-Card budget transfers must be completed by Friday, May 24th by 3:00 pm in order for the bank to update the card balance.
  • Departments can process temporary budget transfers on the Financials system through Friday, May 31st.

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

 

'19 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: 

  • Sponsored Programs:  Contact your department's OSP Post-Award Team 

OSP online staff listing (new window)      

  • Technology Acquisitions (software as a service, software license and large hardware purchases):  Contact your ITS Lead

Software and SaaS (cloud based software as a service) purchases require a high level of planning and review around data security and risk mitigation, and departments should be advised that the timeline for these types of purchases can be 2-3 months or longer.  The length of the Technology Acquisition process will vary based on the level of supplier engagement and responsiveness, and risk identified in the software by the BC stakeholders, such as ITS, Procurement Services, Controller's Office, Risk Management or the Office of Legal Counsel. Purchases of technology at year end may not be feasible due to their complexity, unless the reviews and negotiations have been completed. 

Departments planning to utilize FY19 funds must receive goods and services by Friday, 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 Friday, May 31st.
  • Process any necessary budget transfers.
  • Create all FY19 requisitions so that Procurement Services can obtain bids (over $10,000) and schedule deliveries by Friday, May 31st.  
    • Last day for FY19 requisitions for major equipment to be bid out is Friday, April 5th
  • To ensure delivery by Friday, May 31st, place FY19 orders for furniture, Apple, Dell and Ricoh as follows:
    • Furniture - Friday, April 5, 2019
    • Dell - Friday, April 26, 2019
    • Apple - Monday, April 29, 2019
    • Ricoh - Friday, May 3, 2019
  • Review the status of all FY19 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 Friday, May 31swill be CANCELLED. 

Procurement Services will review all orders for service date and time of delivery to ensure purchases will be received by Friday, May 31st. Any invoices for deliveries to be received after this date will need to be processed against your FY20 budget.

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

 

'19 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, May 1st 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 17th to be included in the final FY19 weekly payroll.

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

 

'19 Purchase Order Invoices

All outstanding vendor invoices to be charged against a FY19 Purchase Order should be submitted to Procurement Services promptly during the month of May to be included in the final AP check distribution for FY19. Please be advised that vendor invoices received after Friday, May 31st with a ship date prior to Friday, May 31st will be matched and charged against an approved accrual listing of FY19 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 31st being returned to the department and charged to the new FY20 budget.

Questions can be directed to Accounts Payable at bcinvoices@bc.edu or 2-3055.

 

'19 Departmental Functions Using Auxiliary Services

All University departmental functions organized through Catering and Event Management which take place by Friday, May 31st will be charged to your FY19 Budget.

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

 

'19 Deposits to Cash Services

  • Deposits of cash, checks and credit cards must be received in Cash Services, 129 Lake St., Rm 200C by Friday, May 31st by 3 pm to receive credit in FY19.
  • All deposits related to FY19 received after Friday, May 31st will be credited to a FY19 prior year income account and will not be available in FY20.

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

 

 '19/'20 Purchasing Card (P-Card)

  • FY19 P-Card use (excludes Funds 120/500/820) will close on Thursday, May 30th by 3:00 pm.
  • In order for P-Card transactions to be charged to FY19, it is necessary for the transactions to be submitted by the vendor to the bank by Friday, 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 P-Card at the end of the fiscal year. Backordered items or transactions not received by the bank by Friday, May 31st may be charged to your FY20 budget.
  • Transfers to/from FY19 P-Card budgets (excludes Funds 120/500/820) must be made by 3:00pm on Friday, May 24th.  
  • Transfers to FY20 budgets may be made beginning Tuesday, April 16th through Friday, May 24th. Transferring funding into your P-Card budget line will allow your card(s) to become active at the start of the FY20 fiscal year.
  • All FY20 pre-funded P-Cards should be available by Tuesday, June 4th.

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

 

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

  • As of Tuesday, April 16th, you may process requisitions for purchase order agreements and long delivery date purchase orders against the FY20 budget. 
  • Departments should review their previous year agreements by accessing the PeopleSoft Query “BC_PO_Agreements” and create new agreements by Wednesday, April 24th.   This will assure continuation of service without interruption.
  • New FY20 requisitions for blankets and normal purchase items can be processed on Monday, June 3rd.
  • Only FY20 requisitions for agreements and long lead time items will be approved prior to Friday, May 31st

Please remember:  

  • The "Budget Date" on requisitions for agreements and long lead time items should be 6/1/19 for all FY20 orders created before June 1, 2019. 
  • The "Due Date" on requisitions for agreements for the full fiscal year should be Friday, 5/29/20.

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

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

 

’19/'20 Graduate Financial Aid

Payroll Stipends (Service Stipends) - Accounts 53320, 53330, 53340, 53350, 53360

  • All FY19 service stipends must be entered, adjusted and approved in PS HR Custom by Wednesday, May 1st.
  • FY20 budgets will be available by Tuesday, April 16th, and at this time users can begin to create service stipends for Summer 2019 as well as Academic Year 2019-2020. Salary encumbrances will be created for service stipends processed between Tuesday, April 16th and Friday, May 24th and will be reflected in the FY20 budget available balance.
  • When creating awards for Summer 2019 or Academic Year 2019-2020, change the School Year to 2020.

Non-Service Stipends - Account 62010

  • All FY19 non-service stipends must be entered, adjusted and approved in PS HR Custom by Wednesday, May 1st.
  • FY20 budgets will be available Tuesday, April 16th and at that time users can begin to create non-service stipends for Summer 2019 as well as Academic Year 2019-2020. Encumbrances will be created for non-service stipends processed between Tuesday, April 16th and Friday, May 24th and will be reflected in the FY20 budget available balance.
  • When creating awards for Summer 2019 or Academic Year 2019-2020, change the Current Year to 2020.

Scholarship (Tuition Remission) - Accounts 61020, 61030, 61040, 61050, 61060

  • All FY19 scholarship awards must be created, adjusted and approved by Friday, May 17th to provide the Student Financial Services Office with sufficient time to review and approve the awards before the fiscal year closes on Friday, May 31st

Other reminders:

  • As of the FY19 close, any unspent awards or un-awarded funds will be cancelled and the funds no longer available. 
  • You may not use 2019-2020 scholarship funds to cover charges for the 2018-2019 fiscal year. 
  • You may not use 2018-2019 funds to cover 2019-2020 costs. 
  • Keep in mind Summer 2019 is part of the 2019-2020 fiscal year.

Questions can be directed to Student Services at studentservices@bc.edu or 2-3300.

 

'20 Student Hires

  • The student employment system in PeopleSoft HR is available for creating summer hourly student job REQUESTS for Summer 2019.
  • FY20 Summer HIRES (except Funds 2xx and 6xx), can be created beginning Tuesday, April 16th, after the FY20 student employment funds have been made available in your budget.  
  • For further information go to Student Employment, Summer Information on the website of Student Services

Questions can be directed to Student Services at studentservices@bc.edu or 2-3300.

 

'20 Metered Mail Barcode

  • To process metered mail through the BC Mailroom, departments need to use a Pitney Bowes barcode.  
  • Your department's barcode is associated with a full chartstring, so please make sure you have an existing budget in FY20.
  • For step-by-step instructions, please read How to Create a Pitney Bowes Barcode posted on the BC Financial System website.