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Closeout Schedule--2008
Added by Corey Brown , last edited by Corey Brown on Apr 13, 2009 (view change)
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End of Year Closeout Schedule 20082009

Monday, June 21

  • Robin sends a notice to liaisons regarding the end-of-year delay in rush ordering.
  • Last First day to create and approve a Requisition in PeopleSoftan FY10 requisition.

Friday, June 1312

  • Last day for VISA ordering (except rushes).

Tuesday Wednesday, June 17

  • Last day for transfers.
  • Michelle checks budget records setup:

Budget code: XX-code-year, CP-ITD-2003

Budget type - XXREG, XXEND, XXGIF, XXGRA

Annual budget box checked.

Wednesday June 18

  • Last day for rush VISA ordering.

Thursday, June 1918

  • Accounts Payable invoice submission deadline.
  • Last day to enter new invoices in Aleph.
  • Last day to "R" invoices in Aleph.
  • All invoices must be "R" or "P" by COB.

Friday, June 2019

  • Last day for journal entries (transfers).
  • Michelle checks budget records setup: Budget code: XX-code-year, CP-ITD-2003, Budget type - XXREG, XXEND, XXGIF, XXGRA, Annual budget box checked.
  • Last day to create and approve an FY09 Requisition in PeopleSoft.
  • Last day to "P" invoices in Aleph.
  • All invoices must be "P" by COB.
  • Today's "N" Report should be Blank.

Monday, June 2322

ITD Runs End of Year Closeout

  • Today's "N" and "R" reports Must be blank (If not, call Yalan immediately--Any invoices remaining on them will have to be deleted).
  • No staff may log into Acquisitions, Serials, or Administration.
  • All Usernames beginning with Z will be disabled.
  • Michelle prints and checks any closeout reports.
  • Anna prepares departmental reports with final financial information for the year.
  • Michelle confirms that encumbrances rolled over correctly.
  • Michelle makes any necessary changes to fund codes/names.

Tuesday, June 2423

  • Jen confirms that new budgets were set up correctly.
  • Anna re-deposits final FY08 Revenue Fund balances into FY09 Revenue Funds.
  • Darlene sets allocations and over-encumber and over-expend thresholds for books.
  • Michelle calculates Endowment Fund balances.

Wednesday, June 2524

  • Alla "P's" re-deposited FY09 Revenue Fund beginning balances.
  • Darlene sets allocations for serials (tentative).
  • Darlene sets Endowment Fund over-encumbrance thresholds.
  • Michelle checks book allocations
  • FY08 ordering may begin (all requisitions held until July 7 when Accounts Payable will start accepting requisition requests again)
  • FY08 receiving may begin (all invoices held with "N" status until July 7 when Accounts Payable will start processing invoices again)

Thursday Monday, June 2629

  • First day for FY09 VISA orders.
  • Michelle and Kenny do Web Order System Closeout.

Monday July 7

  • Payment of invoices begins--invoices can be r'ed and sent to A & R for payment.
  • Requisition requests can be made.

TuesdayWednesday, July 15

  • Michelle send Alla request to transfer remaining FY08 transfer fund expenditures from Revenues to Materials.

...