End of Year Closeout Schedule 2010

Monday, June 1

• Robin sends a notice to liaisons regarding the end-of-year delay in rush ordering. Example wording for this is at the end of the schedule.

• First day to create FY11 Requisition.

Tuesday, June 2

• Submit RX to have EDI invoices turned off before close-out and turned on again after close-out.

Friday, June 11

• Last day for VISA ordering (except rushes).

Monday, June 14

• Last day for rush VISA ordering.

Tuesday June 15

• Michelle does final movement of revenue funds to materials.

Wednesday June 16

• Michelle reconciles final movement of revenues funds to materials.

Thursday June 17

• Michelle closes any previous fiscal year budgets that are still active. Michelle checks budget records setup: Budget code: XX-code-year, CP-ITD-2003, Budget type - XXREG, XXEND, XXGIF, XXGRA, Annual budget box checked.

Monday, June 21

• Last day to create and approve an FY10 Requisition in PeopleSoft.

Thursday, June 24

• Last day to enter new invoices in Aleph.
• Last day to "R" invoices in Aleph.
• All invoices must be "R" or "P" by COB.
• EDI invoices turned off.

Friday, June 25

• First day for FY11 VISA ordering.
• Last day to "P" invoices in Aleph--all invoices must be "P" by COB.
• Last day to process FY 10 invoices in Peoplesoft.
• Today's "N" Report should be Blank.

Tuesday, June 29

• Tricia sets final FY10 departmental balances in the web order systems. Michelle notifies liaisons.
• Today's "N" and "R" reports should be blank.

Wednesday, June 30
ITD Runs End of Year Closeout

• Todays "N" and "R" reports must be blank (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.
• Michelle confirms that encumbrances rolled over correctly.
• Michelle makes any necessary changes to fund codes/names.

Thursday, July 1

• EDI invoices turned back on.
• Jen confirms that new budgets were set up correctly.
• Darlene sets allocations and over-encumber and over-expend thresholds for books.
• Michelle checks book allocations
• Michelle calculates Endowment Fund balances and sets them in Foundation Fund Database.
• Michelle moves leftover FY10 transfer funds and sends requests to hold money to Melissa.
• Michelle sets over-encumber over-expend thresh holds for transfer and foundation funds.

Monday, July 5

• First day to pay FY11 invoices.

Wednesday, July 7

• Michelle reconciles re-allocation of revenue funds.
• Michelle and Janet do Web Order System Closeout.

Thursday July 8

• Tricia sets new FY balances in the web order system.

Date Unknown

• Darlene sets allocations for serials (tentative).
• Darlene sets Endowment Fund over-encumbrance thresholds.

Example wording for notice to liaisons about end-of-year ordering delay:

Hi all,

Would you please share with your colleagues the following information.

We wanted to let you know that the Library will not be able to Rush
purchase any materials between June 14-28 due to the Library's
end-of-fiscal-year closeout and University procurement guidelines for this
time period.

If you will be needing materials (such as books, DVDs, CDs) to be RUSH
purchased this summer please get your orders in before June 11.

If you have any questions please contact me, or Michelle Flinchbaugh
(flinchba@umbc.edu)

Thank you for your patience during this time!

Robin