Any questions about grant invoices, charges or financial information

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1 Purchasing & Contracts and General Accounting Offices April 12, 2018 Restricted Fund (3 Fund) Update Grant Closeouts As the end date of a grant approaches, the grant Principal Investigator (PI), and department support staff, should closely monitor the grant budget and ensure that all final expenses are submitted in a timely manner. It is necessary that the review of the remaining budget, in relation to the expected final expenses, begin no later than six months prior to the end date of the grant. Note: If it is anticipated that a No Cost Extension will be required, please contact the applicable Grant Administrator in the Office of Sponsored Programs. During the grant closeout process, General Accounting will assist the PI with the budget analysis and moving expenses in or out of the grant fund, based on allowability. The following reports and forms are available to assist in the budget/ expense analysis: Insight GRT002 Banner FGIBDST Banner FRIGITD Once the end date of the grant is met, please close (or transfer to another fund) all positions posting to the grant fund in Payroll. Please also immediately discontinue using the grant fund for PCard reallocation purposes, postage & phone charges. What Should be Sent to the Grant Fund Accountant? As a reminder, the following should be sent to the Grant Fund Accountant in General Accounting: Journal Entries PCard Statements (via A/P) ACH/Check Requests (via A/P) Any questions about grant invoices, charges or financial information ALL Deposits to Restricted Funds 36xxx federal grant funds 35xxx federal grant funds 32xxx nonfederal grant funds 32xxx & 33xxx Foundation Funds Foundation Funds Foundation funds rely heavily on an additional part of our FOAPAL structure, the activity code. The UNC Foundation has been entrusted to steward the donations made in support of UNC, so it is our responsibility to track expenses associated with each of the donor accounts properly. To accurately do so, the Fund numbers listed below must have activity codes used with every check request, deposit, expense, EIO and journal entry to help to identify which project/donor fund at the Foundation is being used. If you have any questions please reach out to Kerese Arnold extension Department Fund Alumni & Development Athletics Athletics General EBS General Gifts EBS General Grants Education Innovation Institute Extended Studies General Gifts HSS General Gifts HSS General Grants MCB General Gifts MCB General Grants NHS General Gifts NHS General Grants Northern Colorado Athletic Foundation Gift Other Foundation General Gifts Provost Division Non College General PVA General Gifts University College General Fund University Relations General Gift Has Your PCard Expired? If the expiration date on your current PCard is 04/18, then your card expires this year! You should have received an , sent out via Qualtrics, containing a link for you to use to access your refresher quiz and instructions for picking up your new PCard! If your PCard is expiring on 04/18 and you did not receive an by April 1, 2018 with the link to the refresher quiz, please contact Alta Herndon at alta.herndon@unco.edu or Morgan Gray at morgan.gray@unco.edu Save the Date! Finance and Administration Training: For New Employees, or Employees who would like a refresher. What you Need to Know About Finance & Administration (3-part series) Overview on May 16, 2018 In Depth on May 23, 2018 In Depth on May 30, 2018 Overview on August 1, 2018 In Depth on August 8, 2018 In Depth on August 9, 2018 Overview on November 14, 2018 In Depth on November 28, 2018 In Depth on December 5, 2018 Vendor Show: October 9, 2018 Spring Carnival: March 7, 2019

2 Purchasing & Contracts and General Accounting Offices April 12, 2018 Year End Reminders Purchasing & Contracts and General Accounting remind those that have financial responsibilities for their college of department that there are critical upcoming dates that cannot be missed. Please see the attached documents for detailed information related to each of these deadlines. If you have any questions, please Staffing Changes Purchasing & Contracts is pleased to announce that Brandon Garza will be joining our team as an Accounting Tech II on May 14, This position is replacing Dorian Vought who left UNC in December Brandon will graduate from UNC s Monfort College of Business this semester with a degree in Business Finance. Many of you have worked with Brandon over the past year as he helped Accounts Payable over the last year as that department has been short staffed. Please help us in officially welcoming Brandon to our team! Spring Carnival As a first-time training event, the Purchasing & Contracts Department hosted a Spring Training Carnival aimed at Business Managers and related internal Administrative Staff. The Accounting Department and Office of Sponsored Programs also had training tables. During the March 8 th event, over 100 UNC team members visited ten topic tables where they were asked four or five training questions to win chances at playing the games at each table. Correct answers were provided in real time for any questions missed, to help reinforce key concepts in procurement, fiscal rules, contracting, grant administration, accounting, and accounts payable procedures. Some games included Plinko, Wheel of Fortune, Go Fish, Punch-for-Points, and Washer Toss. Those in attendance played for points at each table to later exchange for UNC merchandise and a chance to win a new bicycle, donated by Dennis Schick of Re/Max Alliance. Kristi Watson from Athletics was the winner of the bike. Congratulations Kristi!. New Employee Training On February 14 th and 21 st, we held our first ever New Employee Training & Refresher Course. This event included a wide range of training from IM&T, IRAS, Purchasing, Accounts Payable, Contracts, General Accounting, Budget, Human Resources, Facilities, Conference Services, and the UNC Card Office. Based on the feedback we received from that training, we have decided to add a 3 rd half day training to this event for all future trainings. Information on upcoming dates can be found in the Save the Date section of this newsletter. A detailed schedule of the 3 rd day will be forthcoming. If you attended the February training and are interested in participating in the newly added half day, please send an to Purchasing@unco.edu and we can get you added to one of the upcoming trainings. FAQ s! 1) In relation to my PCard, what is my unique ID? Whether you are calling to activate your new PCard or contacting Wells Fargo with a question about your balance, any time you are asked for your Unique ID use your Bear Number. 2) I am making a purchase and it says I need a PIN. Is this my Bear Number? No. Your PIN is a separate four digit number. If you need to set or reset your PIN, see the PCard website for instructions.

3 Critical Deadlines for Current FY18 Purchases (Goods must be received and services completed prior to June 30 th in order to be charged to FY18): Category Furniture Purchases: Critical deadline to purchases furniture is April 1, 2018 Purchases Requiring a Bid (Goods $ or greater and Services $50,000 or greater) deadline to contact Purchasing is May 15 th. Note: Procurements that require a Request for Proposal (RFP) may take up to 3 months to complete. Purchases for Goods Under $25,000 and Services under $50,000. Goods must be received and services completed prior to June 30 th. PO is required at $10,000. Deadline to place orders with the vendor is June 1 st. Closure of Open PO s. Please review your outstanding Regular Purchase order encumbrances in Banner by using screen FGIOENC. If the Regular Purchase orders should stay open beyond June 1 st, you must Purchasing a list of your Regular Purchase orders (include PO# and vendor name) that should remain open. Send your list to purchasing@unco.edu prior to June 1 st. Regular Purchase orders are for a one time purchase and one payment. Any regular order placed on or before March 1 st that has not been ed to Purchasing will be closed. Standing orders will be closed beginning on June 1 st. Complete the Standing Purchase Order Transfer form if you want current FY18 Standing orders to be transferred into new purchase orders for FY19. If a PO is closed and a payment is outstanding, you will need to submit a purchase requisition if the payment is in excess of $10,000. Payments less than $10,000 should be processed on a check request. Deadline April 1st May 15 th June 1 st June 1 st Critical Deadlines for Purchase Orders for New FY19: Category Transferring Standing Purchase orders. Standing Purchase Orders (open PO for entire FY with multiple orders and payments against it) for the current fiscal year can be transferred into the next fiscal year by using the Standing Purchase Order Transfer form. The form is available on the UNC Purchasing website at Indicate on the form if you need a change to the FOAP, dollar amount, requestor or department on the Standing Purchase orders. Authorized signator(s) must sign the form for all accounts that are represented on the form. Send completed forms to Purchasing at purchasing@unco.edu or in Xtender Purchasing Requisitions Only Routing Queue. Deadline May 1 through May 31

4 Note: the Standing Order Transfer Form should not be used for Regular purchase orders (one time order and one payment). If you want for Regular PO to remain open and roll into the new FY, you must a list of those PO s to Purchasing at purchasing@unco.edu (include both the PO # and vendor name). Requisitions for the new Fiscal Year, please mark FY 19 in the upper right corner. Standing orders will be mailed to vendors on June 30 th. Beginning May 1 st Critical Deadlines for Accounts Payable and PCard Transactions: Accounts Payable: Submit Check Requests, invoices, per diem, travel and other reimbursements or payments for FY 18. Submit check requests, invoices, per diem, travel and other reimbursements or payments that need to post to FY18 funds to Accounts Payable by 12 noon Thursday, July 5, Any FY18 payments received after 12 noon on 7/5/18 will have to be approved by the Controller prior to processing as an FY18 payment. July 5, 2017, Noon PCard Transactions: PCard transactions must post into cardholders Wells Fargo accounts by June 20, 2018 in order to post against FY18 budgets. It is recommended that you complete PCard transactions that must expense against FY18 budgets no later than June 10, Be aware that even if a PCard transaction is completed by 6/10/18, we cannot guarantee that the vendor will post the PCard transaction for payment by 6/20/18. PCard transactions that post into cardholders Wells Fargo accounts after 6/20/18 will be expensed against FY19 budgets. There is no recourse for moving PCard transactions that post into FY19 budgets back to FY18 after 6/20/18. Last day to reallocate PCard transactions for the 5/21/18 6/20/18 billing cycle is Thursday, June 28, June 10 th June 28th

5 YEAR END CLOSING DATES Last Day to Submit Data to Financial Services to be included in FY18 SUBJECT DATE Time MAY Furniture Purchases: Requests to purchase no later than today Tuesday, April 3, 2018 End of Business Purchase Requisitions for the new fiscal year begin today (Mark FY19) Tuesday, May 1, 2018 N/A Purchases Requiring a Bid Due to Purchasing Tuesday, May 15, 2018 End of Business Remaining one time budget entries to Budget Office Thursday, May 31, 2018 Noon Standing Order Transfer Forms for Purchasing Thursday, May 31, 2018 Noon JUNE Purchases for Goods Under $25,000 and Services Under $50,000 (Services must be completed by June 30th) Friday, June 1, 2018 End of Business Closure of Open PO's Friday, June 1, 2018 End of Business Consumable Inventory - Attachment A for inventory count planning to Accounting (if applicable) Wednesday, June 6, 2018 End of Business Gift In-Kind Acceptance Forms for Capital and Non-Capital Gifts due to Accounting Friday, June 8, 2018 End of Business Final date for making FY18 purchases with UNC Visa Sunday, June 10, 2018 End of Business Labor Redistributions for FY18 payrolls due to Payroll Friday, June 15, 2018 End of Business Last day of the Wells Fargo UNC Visa billing cycle for FY18. Wednesday, June 20, 2018 End of Business Petty Cash Fund Reimbursement Thursday, June 21, 2018 End of Business Cash Receipts for Dunbar Pickup or to Cashier for FY18- All Departments Friday, June 22, 2018 End of Business Last Day for Change Orders through Dunbar Friday, June 22, 2018 End of Business All deposit transmittals related to cash deposited with Dunbar up to June 23rd MUST be to Cashier's office by end of day Monday, June 25, 2018 End of Business Last day to reallocate UNC Visa transactions in the Wells Fargo online system. Thursday, June 28, 2018 End of Business Last day to enter EIO's for FY18 Friday, June 29, 2018 End of Business JULY Holiday Wednesday, July 4, 2018 FYI Unapproved EIOs will be converted to July (FY19) date Thursday, July 5, 2018 Noon Cash Receipts to Cashiers for Revenue Earned in FY18 (Will be recorded as AR)- Please write FY18 at the top of deposit transmittal Thursday, July 5, 2018 Noon Journal Entries* Thursday, July 5, 2018 Noon Check Requests, Invoices, Per Diem, Travel and Other Reimbursements* Thursday, July 5, 2018 Noon Accounting closes Period 12 and feed to State System Monday, July 9, 2018 Noon Deadline for submitting FY18 4th quarter (April, May, June) UNC Visa statements and backup to Purchasing. Wednesday, July 11, 2018 End of Business Final MN6, SM12 and SM13 Adjustments to Payroll Wednesday, July 11, 2018 Noon *Any items after this date will need to be approved by the Controller. A written memo stating why deadline could not be met with Dean's or VP signature may be requested.