RQS Documents - All FY09 requisition documents (RQS Doc Cd) must be completed and approved by June 17th unless they meet or exceed the bid threshold of $50,000, in which case they must be completed no later than May 4th, 2009 in order to complete the bid process.  RQS documents entered after June 18th should be entered as FY10 requisitions for delivery after June 30, 2009.  Beginning April 13th, departments can begin entering RQS documents for FY10 for goods/services to be received after June 30th (enter 7/1/09 record date on Header page).

FY09 RQS documents not in final phase after June 17th must be deleted.  All FY09 RQS documents not closed out by a PO document by June 26th, will be closed by CBDL documents as part of a batch process before June 30th.

PD Documents -  All departmental purchase orders (PD Doc Cd) must be completed by June 30th.  PD documents on the Document Catalog not in final phase after June 30 must be deleted. No FY09 PD documents will be issued after June 30th. 

RC Documents - Receiver documents (RC Doc Code) for goods received on or before June 30th must be processed by July 7, 2009 (received date should match date goods/services were physically received).  RC documents for the final receipt on a blanket order must be entered as final.  Any goods or services invoiced prior to June 30, 2009 are FY09 business and must be paid in FY09.

IN Documents - Any vendor invoices for FY09 received by a department must be forwarded to Accounts Payable immediately for processing.  July 9^th will be the last day to process FY09 Invoice documents (IN Doc Code).  
 

PO and PD Rollovers - All FY09 PO and PD documents, except those generated on grant or other multi-year accounts, will be closed during year end processing unless a request is made to roll a document to FY10. Requests to roll PO/PD documents must be submitted by e-mail to the appropriate buyer in Purchasing. The buyer can be found by opening the PO/PD document from the Document Catalog in Advantage and expanding the Contact section on the Header page.  Requests for documents that reference Richard LaRue should be directed to Glenn Birkett.

Note: Open PO & PD documents for grant or other multi-year accounts do not need to be rolled and will remain in effect until closed through the normal A/P process regardless of fiscal year.   

Only documents that have an actual encumbrance will be allowed to roll forward. An actual encumbrance for this purpose can be defined as a good or service that has been ordered from a vendor and will not arrive until after June 30. A justification must be included with each request detailing the encumbrance and submitted to the buyer no later than July 7, 2009.  Direct any questions to the appropriate buyer as listed on the PO or PD document.  Buyer contact information is listed on each document.

PO and PD Lapse Process - Any open FY09 PO or PD documents not rolled forward will be closed via CBDL documents the week ending July 10th.  Encumbrances on grant or other multi-year accounts will be rolled to the new year via JVA documents the same week.
 

Check Request Forms - The last day for processing Check Request Forms for FY09 activity is July 7th.  Forms must be delivered to Accounts Payable by 12:00 noon.

TP Documents - All travel payments (TP Doc Code) for FY09 travel must be processed by July 7th.  Make sure that you use a June 30, 2009 date for FY09 TP documents.  If you are unable to meet this deadline please call Gerry Barela at 523-6064 for assistance. (see also deadline to deposit travel checks).

For additional information on year end closing procedures for travel, please contact Gerry Barela at 523-6064.
 

TA Rollovers - All FY09 TA encumbrances with a trip end date after June 30th will automatically roll to FY10 on July 8th. TA encumbrances for trips ending on or before June 30th will be automatically closed as part of year-end processing unless a request is made to roll the document to FY10. To request a TA to roll, please send an e-mail request to Rosanna.Ruiz@nau.edu and Gerry.Barela@nau.edu by July 6, 2009 indicating why the TA should be rolled. An example would be the travel ended on 6/29 and the traveler has not turned in their receipts. Please remember that the last day to close out TA documents with a TP document is July 7th, so try to get your TA documents for old year travel closed out by this date.

TA Lapse Process - Any open FY09 TA document not rolled forward will be closed via ABDL documents the week ending July 10th.  Encumbrances on grant or other multi-year accounts will be rolled to the new year via JVA documents the same week.

ALL NAU CHECKS WRITTEN ON OR BEFORE JUNE 30, 2009 Vendor checks must be mailed on or before 4:30 on June 30th. Checks to NAU employees and students must be picked or mailed by 4:30 on June 30th. Includes Financial Aid checks, accounts payable checks, travel checks

Fund Transfers - Transfer requests must be delivered to the Comptroller's Office by NOON on July 17th, 2009.

Payroll Expense Corrections/Adjustments - Payroll expense corrections/adjustments for FY09 must be submitted by NOON on July 10th for pay periods up through pay period ending 6/28/09 and by July 17th for the split payroll which includes 6/29 & 6/30/09.  For all non Grant accounts completed "Non Grant Payroll Transfer Forms" should be sent to the the Comptrollers Office (box 4080).  For Grant Accounts “Grant Payroll Transfer Forms” should be sent to Sponsored Project Services (Box 4070).

JV Documents - All departmental Journal Voucher documents (JV Doc Code) must be completed by July 13th for FY09 clearing account activity.

Petty Cash - Petty cash funds should be restored to designated amount. The Petty Cash Form to reimburse petty cash must be delivered to Accounts Payable no later than NOON on July 07, 2009.

Time Sheets - All hours worked through June 28th must be submitted, on-line or to the Human Resources Office, no later than 10:00 a.m.. on June 29th. All hours worked on June 29th and 30th must be submitted, on-line or to the Human Resources Office, no later than 10:00 a.m. on July 13th. This includes all back pay hours due to students and other employees. See FY09 payroll schedule.

Payroll Expense Corrections/Adjustments  - Corrections to payroll expenses for FY09 must be submitted to the Comptrollers Office (box 4080) by NOON on July 10th for the pay period ending 6/28/09.  Corrections for the pay period ending 7/12/09 must be submitted by NOON on July 17th (Payroll Transfer Form). 

Payroll Expense Corrections/Adjustments for Grant Accounts -  Reminder !!! - mid-pay period account changes (including year end final payroll) must be submitted on a PAR form in time for the effective payroll run.

Payroll Expense Transfer forms for grant accounts for FY09 pay periods ending 6/28/09 must be submitted to Sponsored Projects (Box 4070) by NOON on July 10^th.  Corrections for the pay period ending 7/12/09 must be submitted by NOON on July 17th.