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.

Wednesday, June 10

• Last day for VISA ordering (except rushes).

Monday, June 15

• Last day for rush VISA ordering.

Thursday, June 18

• 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 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.
• 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.

Tuesday, June 23

• Jen confirms that new budgets were set up correctly.
• Michelle 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 allocations
• 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)
• FY09 receiving may begin (all invoices held with "N" status until July 7 when Accounts Payable will start processing invoices again)

Thursday, June 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 sends Alla request to send to Melissa to re-allocate remaining FY08 transfer fund expenditures from Revenues to Materials.

Friday July 18

• Darlene sets Transfer Fund over-encumbrance thresholds based on Revenue Account Balances.