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) .

The following schedule outlines the FY08 financial closure procedures and dates for all orgs that close on June 30th 2008.

April
Complete a comprehensive review of the financial status of your orgs and determine your needs for the rest of the fiscal year. Please 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 25
Cut-Off for ALL requisitions – no matter the coding. NOTE: You may order personal computers using a Req from Apple (through the Union Bookstore), Gateway, and Dell through May 16th.

May 31
Last day that service departments will charge your account in FY08. The charges will post to your account by June 4th. Charges after May 31st will be charged to the next fiscal year. See reverse for a listing of Service Departments.

June 2
Last day to forward your final adjustments to increase or decrease your blanket Standing Orders to the Office of Procurement, Disbursements and Contract Services .

June 6
Last day to submit your RFPs to the Procurement Office.
Last day to submit your Travel Applications to the Procurement Office so they may encumber unpaid travel for FY08 travel dates through June 30, 2008.

June 26
Last day to order OfficeMax supplies. Orders to OfficeMax after June 26th will be charged to the next fiscal year. No OfficeMax ordering can be done June 27th- June 30th

June 27
Any transactions with a post date up through June 27th using the P-Card will be posted to FY08 (These transactions will be on Banner the morning of Thursday, July 3rd). Any transaction that has a post date after June 27th will be posted to FY09.

July 11
Last day to submit your FY08 travel vouchers for all accounts except CFR (Council Faculty Research).

July 25
Last day to submit FY08 CFR travel vouchers.

SERVICE DEPARTMENTS: Service department charges through May 31st will post to your account no later than June 4th.

• 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: