Another fiscal year is coming to a close. Please review the following department responsibilities that will help us make a less stressful year-end for you.

• Review open commitments on Screen/View FGIOENC in Banner for documents with items that you have not received or that have an outstanding balance. The Buyer will monitor your Purchase Orders, but you should still review them and contact your Buyer if you find any discrepancies. Use the Buyer Key on the back of this memo to identify the Buyer for each of your Purchase Orders.
• Forward your invoices to the Office of Procurement, Disbursements, and Contract Services as soon as possible to ensure payment from this fiscal year.
• • If you have a purchase order that should be cancelled or one that has been paid and is still showing an encumbrance on form FGIOENC, e-mail or otherwise contact your buyer and she will complete the purchase order and make the budget available for you to spend.

Monthly statements are available if you run FGRODTA (on Internet Native Banner). FGRODTA and Argos reports may be run at any time.

The following schedule outlines the FY09 financial closure procedures and dates for all orgs that close on June 30, 2009.

April
Complete a comprehensive review of the financial status of your orgs and determine your needs for the rest of the fiscal year. Submit required budget transfers to the Budget Office as soon as possible to give them time to process your request. If adequate budget balances are not available, requisitions cannot be completed.

April 24
Cut-off for ALL requisitions over $40,000 except Apple, Dell, and HP computers.

May 15
Cut off for all FY09 requisitions.

May 31
Last day that service departments will charge your account in FY09. The charges will post to your account by June 5. Charges after May 31st will be charged to the next fiscal year. See below for a listing of Service Departments.

June 5
Last day to submit your Request for Payments to the Procurement Office. Last day to submit your Travel Applications to the Procurement Office (except for CFR orgs) so they may encumber unpaid travel for FY09 travel dates through June 30, 2009.

June 29 (Noon)
Last day to order OfficeMax supplies (for June 30 delivery).

June 30
Any transactions with a post date up through June 30th using the P-Card will be posted to FY09. These transactions will be on Banner the morning of July 10. FY09 transactions must be approved prior to July 9.

July 10
Last day to submit your FY09 travel vouchers for all accounts except CFR orgs. FY09 final P-card upload.

July 24
Last day to submit FY09 CFR travel vouchers.

SERVICE DEPARTMENTS: Service department charges through May 31st will post to your account no later than June 5.

• Facilities Planning and Management:
  • Garage and Fleet
  • Janitor Supplies and maintenance materials
• Human Resources:
  • Personnel Security Checks
• Computer Services
• Copy Charges / Watts
• Media Services
• Postage
• Telecommunication
• The Daily Eastern News
• University Union Bookstore
• Copy Express

BUYER KEY: Associate the Buyers with the Purchase Orders that begin with the following letters: