CUNYfirst Year-end Key Dates. May 17, 2017

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Sheila Owen
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1 CUNYfirst Year-end Key Dates May 17, 2017

2 FYE 2017 Key Actions and Dates Relieve Pre-encumbrances Through June 30 Receipts for FY 17 goods & services received by June 30 Last day for new PO s and PO change orders Last date FY 17 PO and PO change orders accepted in FMS Last date for receipt of vendor invoices Last date to cleanup FY17 PO s in CF (reducing PO s/encumbrances) Submit list of PO s that could not be reduced to Production Support Production Support to submit ticket to SFS for list of PO s to close Last date for all vouchers to be approved and paid in CF. Vouchers must have an accounting date of June 30. Enter by June 30 or change receipt date to June 30 until July 17 June 16 July xx (will be based on NYC FYE calendar) July 13 Aug 3 Aug 7 Aug 10 August 11 2

3 FYE 2017 Key Actions and Dates for Contracts Relieve Pre-encumbrances Through June 30 Receipts for FY 17 goods & services Enter by June 30 or change receipt date to June 30 until July 17 New FY 17 Contract that require OSC or NYC Comptroller approval Contracts with no approval required May 26 June 15 New FY 17 contract lines in FMS June 1 N/A Last day for new PO s for CUNY contracts June 19 Last day to approve and pay CUNY contract July 20 vouchers Reduce contract related PO lines July 27 N/A Reduce contract lines in FMS and CUNYfirst Submit list of PO s that could not be reduced to Production Support Production Support to submit ticket to SFS for list of PO s to close Reduce or cancel contract lines with remaining amounts Tbd (will be based on N/A NYC FYE calendar) Aug 1 Aug 3 N/A Aug 10 N/A 3

4 FYE Key Actions and Dates FY 18 requisitions entered in CF FY 18 requisitions entered before June 30 After July 1 but will not be B/C until FY 18 budget is loaded Must be cancelled and new requisition created Create new FY 18 contract line based on approved requisition After July 1 Modify existing FY 18 contract line based on approved requisition After July 1 N/A 4

5 FYE 2017 Key Credit Card Actions and Dates Last travel card transactions will be booked to FY 17 in CUNYfirst Travel card transactions must be included on Expense Reports and approved to be considered FY 17 expenses Last P and NET card files loaded into CUNYfirst Final date to pay Citibank for all P, NET and travel card statements P and NET card transactions must be reconciled in CF to be included as FY 17 expenses June 23 June 27-July 17 July 5 July 13 July 17 Final reclassification for P, NET and travel cards Reclassification voucher error corrections July 18 July 19 5

6 FYE 2017 Key Expenses Actions and Dates Last day that travel card expenses will be booked to FY 17 Employee and travel card expenses on a single expense report until 6/23 Last day that employee paid expenses will be booked to FY 17 Cancel TA s where travel has not occurred to relieve encumbrances If travel completes in this period, two expense reports must be created one each for travel card and employee paid expenses June 23 June 23 June 30 June 30 June 24-June 30 Final date to submit FY 17 expense reports July 11 Prepay auditor can change the acct g date to June 30 for expenses incurred in FY 17 All unapproved FY 17 expense reports will be sent back by Production Support July 1-July 17 July 18 No FY 18 expense reports should be created July 1 July 25 (est) Travel that spans fiscal years requires two Expense Reports for employee paid expenses one each for FY 17 and FY 18 6

7 Travel Authorizations Type How to process Travel Dates Travel Authorization - Travel Card and Employee Reimbursable transactions All transactions can be on one TA Up to and including June 23 rd Year FY 17 Impact Travel Authorization - Employee Reimbursable transactions Separate TA for employee reimbursable transactions June FY 17 Travel Authorization - Travel Card transactions Travel Authorization - Travel Card and Employee Reimbursable transactions Travel that spans fiscal years requires two Travel Authorizations one each for FY 17 and one for FY 18. Separate TA for travel card transactions All expense line types can be on one TA Separate FY 17 and FY 18 expenses. Note that travel card transactions posted to Citibank after June 23 will be FY 18 expenses June FY 18 If the TA is created prior to July 1, funds will be encumbered in FY 17 and rolled over to FY 18 when the budget is available After July 1 FY 18 If the TA is created prior to July 1, funds will be encumbered in FY 17 and rolled over to FY 18 when the budget is available Cross fiscal years 7

M E M O R A N D U M PAYROLL OFFICE

M E M O R A N D U M PAYROLL OFFICE THE UNIVERSITYofTENNESSEE M E M O R A N D U M Office of Vice Chancellor for Finance and Administration 407 Andy Holt Tower Knoxville, TN 37996-0141 (865) 974-4204 FAX (865) 974-8131 TO: FROM: Campus Fiscal