EIU Business Office

FY10 Year-End Information

This year's year-end close will have some significant changes impacting all departments. These changes will allow the Business Office to prepare the university's financial statements in a timelier manner and meet earlier state deadlines. Please read through these changes, because many of the deadlines for fiscal year 2010 are earlier than prior years.

Additionally, departments should be aware that service departments will be billing for work done through June 30. This may require some budget adjustments, as there will be 13 months of service department billings in FY10. However, this will provide a more accurate reflection of costs in future years. Departments should contact individual service departments (see the listing of service departments below) for their cutoff dates to accept work to be done by June 30.

Timeline

• April through July
  • Departments should review accounting information through Argos, Self-Service Banner, or Internet Native Banner. Departments should look for expenses that have not posted as well as encumbrances balances that may need changed (either increased or decreased).
• April through June
  • The Business Office will be contacting departments with potential "excess funds" to discuss actions.
• April 23
  • Unless you have prior approval from the Department of Procurement, Disbursements, and Contract Services, all FY10 requisitions must be completed and approved. The early date is due to state purchasing rules that may require publication and/or state approval of certain purchases.
• June 4
  • All FY10 Request for Payment forms must be received in the Department of Procurement, Disbursements, and Contract Services. Travel Applications for the remainder of FY10 must also be received in the Department of Procurement, Disbursements, and Contract Services. This will allow the vice presidents to determine funding that is available. Exceptions for purchases during the remainder of June must be approved by the area's vice president.
• June 24 - NOON
  • Final day to order through OfficeMax for FY10. The OfficeMax website will not be available until the morning of June 30 (for delivery on July 1).
• June 30
  • Service departments will close FY10. Cashiers will receive FY10 deposits (including gifts) until 4 p.m. After June 30, there will be no new FY10 purchase orders allowed. Departments should also forward tuition/fee waiver information to the Department of Financial Aid (financial aid will be sending further instructions to affected departments).
• July 1
  • Final FY10 budget transfers will be entered. All payroll adjustments must be provided to Payroll. Departments with inventories (housing, Textbook Rental Service, union, mail room, pharmacy, Tarble Arts Center, facilities, planning and management, etc.) should complete their inventories and forward them to the Business Office.
• July 8
  • All FY10 invoices and travel vouchers must be received in the Department of Procurement, Disbursements, and Contract Services. Unless they are significant to the university's financial statements, any invoices and travel vouchers received after this date will be processed against FY11 budgets.
• July 9
  • Final OfficeMax, P-Card, Campus Projects, and service department billings will be posted. Accounts Payable will close for FY10. Payroll will feed the final FY10 payroll adjustments to the Business Office.
• July 12
  • FY10 purchase orders and work orders will be rolled to FY11.

Thank You

We appreciate all departments' cooperation and assistance in helping us close the university's fiscal year in a timelier manner and meet the deadlines imposed by the state.

Service Departments

Service departments (and the department to contact) include:

• Campus Projects (Facilities, Planning and Management)
• Garage and Fleet (FP&M)
• Maintenance Materials/Janitor Supplies (FP&M)
• Personnel Security Checks (Human Resources)
• Media Services
• Postage (Mail Room)
• Telecommunications
• The Daily Eastern News (Student Publications)
• Union Bookstore
• Copy Express

Buyer Key

Associate the buyers with the purchase orders that begin with the following letters: