CMP 105: Year-End Document Processing Calendar

Date Day Description
5/13/13 Monday

Last day to enter FY13 Requisitions that exceed the bid threshold of $50,000.  Contact Contracting and Purchasing Services with any questions.

5/28/13 Tuesday First day to post Requisitions for FY14 (see new year Requisition procedures)
6/17/13 Monday Last day to process non-stock requests through TMA “Purchase Requisition” (PR) process
6/21/13 Friday P-Card use from this date through June 30th needs to be posted for FY13.  P-Card holders should indicate to merchant that the transaction must post immediately.  Any transaction not posted by June 30, 2013, will be an FY14 expense.
6/21/13 Friday

Last day for Staples orders through StaplesLink.com

6/24/13 Monday Time Sheets Due - All hours worked through June 23rd must be submitted on-line or to the Human Resources Office no later than 10:00 a.m. on June 24th. Reminder !!! - all payroll changes, including mid-pay period account changes must be submitted in time for the effective payroll run. See Payroll Calendar.
6/26/13 Wednesday All FY13 Foundation check requests must be delivered to the Foundation Office no later than 4:30 p.m. for the Foundation to have them deposited with the Bursar's Office by June 29th.
6/27/13 Thursday  Last day to process Non-Stock TMA “Run-Slip” Requests. Run-Slip requests made after this date shall be cancelled.
6/27/13 Thursday Last day to process FY13 TMA stock requests via the Campus Supply/TMA iSD web-site. Campus Supply shall cancel all inventory stock back orders not processed by June 28, 2013.   
6/27/13 Thursday Last day to process FY13 over the counter TMA stock requests trough Campus Supply.
6/27/13 Thursday Last day to create Travel Authorizations with Cash Advances.
6/27/13 Thursday Last day to run A/P vendor payments for FY13. After 6/27, FY13 payments will be recorded as accrued expenses in FY13 for accounting purposes. 
6/28/13 Friday Last day to run Expense reimbursements checks for FY13. Expense claims must be approved by 12:00 noon on this day.
6/28/13 Friday Last day for DPT origin requisitions can be sourced to purchase orders for FY13.  Requisitions should only be entered for goods/services received on or before June 30th.
6/28/13 Friday Cash Deposits (departmental deposits, travel reimbursements, etc.) must be delivered by noon on June 28th to the Cashiering Office in Gammage. Any deposits dropped in drop boxes after 12:00 Noon on June 28th cannot be processed in FY13. If depositing at one of the secure lock box locations on campus, locked deposit bags must be dropped off by 9:00 a.m. on June 28th to be deposited in FY13.
6/28/13 Friday Warrants requiring cancellation must be returned to the  Human Resources Office on or before June 28th.
7/5/13 Friday The Petty Cash Form to reimburse petty cash must be delivered to Accounts Payable no later than 12:00 noon on this day.
7/5/13 Friday Last day to submit Check Void Requests for FY13.
7/5/13 Friday Last day to submit Receivers for goods received on or before June 30th (received date should match date goods/services were physically received).  If a blanket order is closed on the final receipt please inform A/P in the email with the last scanned invoice.  Any goods or services invoiced prior to June 30th are considered an FY13 expense and must be paid in FY13.
7/5/13 Friday Last day to close out Travel Authorizations with Travel Expense Reports for FY13. Expense Reports must be entered with a record date of 6/30/13.
7/5/13 Friday Last day to request that a Purchasing Order be rolled to FY14. Requests must be submitted by e-mail to the appropriate buyer in Purchasing (for state/local POs only – grants will automatically roll). Requests for state funds to be rolled to FY14 must be submitted separately to the Budget Office.
7/5/13 Friday Last day to process Check Request Forms through Accounts Payable. 
7/5/13 Friday Last day to process travel and non-travel employee reimbursements on an Expense Report with a 6/30/13 date. Related invoices must be submitted to Accounts Payable.
7/8/13 Monday Time Sheets are due - All hours worked through July 8th (includes June 24th through June 30th) must be submitted on-line or to the Human Resources Office no later than 10:00 a.m. on July 8th.Reminder !!! - all payroll changes, including mid-pay period account changes must be submitted in time for the effective payroll run. See Payroll Calendar.
7/9/13 Tuesday Payroll transfer forms (Retro Payroll Transfers) must be submitted to Post Award for transfers involving grants, and Financial Accounting Services for all other transfers by 12:00 noon on this day for pay periods prior to or ending 6/23/13. 
7/10/13 Wednesday Last day for Accounts Payable to process FY13 Vouchers.  FY13 Invoices must be forwarded to Accounts Payable by noon on this day for goods/services received into the system through the 7/5/13 receiver deadline.
7/10/13 Wednesday Final FY13 payroll.  Expense is split 50% (5 days) to FY13 and 50% (5 days) to FY14.  
7/12/13 Friday Last day to process IDT and IST journals for FY13 with a June 30th record date. Journals must be submitted and approved through the department/project level by 12:00 noon on this day for transfers involving grant projects and by close of business on this day for transfers not involving grant projects.
7/12/13 Friday Last day to submit Fund Transfer Forms and submit departmental spreadsheet uploads for revenue and balance sheet transactions that cannot be entered through the on-line departmental journal.
7/12/13 Friday Payroll transfer forms (Retro Payroll Transfers)  must be submitted to Post Award for transfers involving grants, and Financial Accounting Services for all other transfers by 12:00 noon on this day for pay period ending 7/7/13. 

7/15/13

Monday Last day to process Fund Transfer Forms for any final non-payroll expense transfers or voluntary transfers.  The forms must be routed through JFRs for approval.