RQS Documents - All FY11 requisition documents (RQS Doc Cd) must be completed and approved by June 15th unless they meet or exceed the bid threshold of $50,000, in which case they must be completed no later than May 2nd, 2011 in order to complete the bid process.  RQS documents entered after June 15th should be entered as FY12 requisitions for delivery after June 30, 2011.  Beginning April 12th, departments can begin entering RQS documents for FY12 for goods/services to be received after June 30th (enter 7/1/11 record date on Header page).

FY11 RQS documents not in final phase after June 15th must be deleted.  All FY11 RQS documents not closed out by a PO document by June 24th, 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 FY11 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 5, 2011 (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, 2011 are FY11 business and must be paid in FY11.

IN Documents - Any vendor invoices for FY11 received by a department must be forwarded to Accounts Payable immediately for processing.  July 7^th will be the last day to process FY11 Invoice documents (IN Doc Code).  
 

PO and PD Rollovers - All FY11 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 FY12. 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 Henry Ayala or Candace Schroeder 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 5, 2011.  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 FY11 PO or PD documents not rolled forward will be closed via CBDL documents the week ending July 8th.  Encumbrances on grant or other multi-year accounts will be rolled to the new year via JVA documents the same week.
 

GAE Documents - The last day for processing GAE documents for FY11 activity is July 5th.  If processing after June 30th, a 6/30/11 record date must be entered on the document header. Related invoices must be submitted to Accounts Payable by 12:00 noon on this day. 

Check Request Forms - The last day for processing Check Request Forms for FY11 activity is July 5th.  Forms must be delivered to Accounts Payable by 12:00 noon.

TP Documents - All travel payments (TP Doc Code) for FY11 travel must be processed by July 5th.  Make sure that you use a June 30, 2011 date for FY11 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 FY11 TA encumbrances with a trip end date after June 30th will automatically roll to FY12 on July 6th. 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 FY12. To request a TA to roll, please send an e-mail request to Rosanna.Ruiz@nau.edu and Gerry.Barela@nau.edu by July 5, 2011 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 5th, so try to get your TA documents for old year travel closed out by this date.

TA Lapse Process - Any open FY11 TA document not rolled forward will be closed via ABDL documents the week ending July 7th.  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, 2011 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 15th, 2011.

Payroll Expense Corrections/Adjustments - Payroll expense corrections/adjustments for FY11 must be submitted by NOON on July 8th for pay periods up through pay period ending 6/26/11 and by July 15th for the split payroll which includes 6/27, 6/28, 6/29 & 6/30/11.  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 11th for FY11 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 05, 2011.

Foundation Reimbursements - all FY11 Foundation check requests must be delivered to the Foundation office no later than Monday, June 27th at 4:30PM for the Foundation to have them deposited with the Bursar's Office by June 30th.

Time Sheets - All hours worked through June 26th must be submitted on-line no later than 10:00 a.m. on June 27th. All hours worked on June 27th, 28th, 29th and 30th must be submitted on-line no later than 10:00 a.m. on July 11th. This includes all back pay hours due to students and other employees. See FY10-FY11 payroll schedule.

Payroll Expense Corrections/Adjustments  - Corrections to payroll expenses for FY11 must be submitted to the Comptrollers Office (Box 4080) by NOON on July 8th for the pay period ending 6/26/11.  Corrections for the pay period ending 7/10/11 must be submitted by NOON on July 15th (Non Grant Payroll Transfer Forms).

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 FY11 pay periods ending 6/26/11 must be submitted to Sponsored Projects (Box 4070) by NOON on July 8^th (Grant Payroll Transfer Form).  Corrections for the pay period ending 7/10/11 must be submitted by NOON on July 15th.