Versions Compared

Old Version 4

changes.mady.by.user Michelle Flinchbaugh

Saved on

compared with

New Version Current

changes.mady.by.user Michelle Flinchbaugh

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Comment: Migrated to Confluence 4.0

End of Year Closeout Schedule 2009

DRAFT

Monday, June 1

  • Robin sends a notice to liaisons regarding the end-of-year delay in rush ordering.
  • First day to create an FY10 requisition.

FridayWednesday, June 1210

  • Last day for VISA ordering (except rushes).

WednesdayMonday, June 1715

  • Last day for rush VISA ordering.

...

  • 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.
  • Michelle prepares final movement of revenue funds to materials.
  • Jen inputs final movement of revenue funds to materials (as allocations).

Friday, June 19

  • 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 --all invoices must be "P" by COB.
  • Today's "N" Report should be Blank.
  • Michelle reconciles final movement of revenues funds to materials.

Monday, June 22

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 Tricia 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.

...

  • Jen confirms that new budgets were set up correctly.
  • Anna re-deposits final FY08 Revenue Fund balances into FY09 Revenue FundsMichelle prepares movement of any lagging FY08 revenue transactions.
  • Jen inputs movement of any lagging revenue funds to materials (as expenditures from revenues, allocations in materials).
  • Darlene sets allocations and over-encumber and over-expend thresholds for books.
  • Michelle calculates Endowment Fund balances and sets them in Foundation Fund Database.

Wednesday, June 24

  • 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 allocationsFY08
  • Michelle reconciles re-allocation of revenue funds.
  • FY09 ordering may begin (all requisitions held until July 7 when Accounts Payable will start accepting requisition requests again)
  • FY08 FY09 receiving may begin (all invoices held with "N" status until July 7 when Accounts Payable will start processing invoices again)

MondayThursday, June 29

...

25

  • Jen re-allocates final FY08 Revenue Fund balances into FY09 Revenue Funds (as initial allocations)
  • Michelle and Kenny do Web Order System Closeout.
  • Tricia sets new FY balances in the web order system.

Monday, June 29

  • Michelle reconciles FY08 carryover in revenues.
  • First day for FY09 VISA orders.
  • Payment of invoices begins--invoices can be r'ed and sent to A & R for payment.

Wednesday, July 15

  • Michelle send sends Alla request to transfer to send to Melissa to re-allocate remaining FY08 transfer fund expenditures from Revenues to Materials.

...