Monday, June 6

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.

Friday, June 10

This is the last day to submit Requisitions and Purchase Orders for FY 2016.

Mchelle submits a RX to have EDI invoices and shelfready loaders turned off before close-out and turned on again after close-out, and requests the the foundation fund reports be run before closeout.

Michelle submits an RX to have the foundation fund reports run right before closeout.

Jen checks the “N” report and resolves any very old invoices remaining on it.

Tuesday, June 14

Last day for VISA ordering (except Barnes & Noble and Amazon)

Wednesday June 15

EDI invoices and shelfready loaders are turned off.

Michelle transfers revenues funds to materials as appropriate.

Thursday,June 16

Last day for Barnes & Noble and Amazon VISA orders.

Campus deadline for P-Card charges.

Wednesday, June 22

All invoices to be paid in FY16 must be to accounting by the end of the day

Thursday, June 23

Last day to enter new invoices in Aleph—All invoices entered must be “R” and given to Alla for P tomorrow.

Jen checks the “N” report and insures that any invoices remaining on it are “R” or “P” by the end of the day.

Jen enters P-Card transactions charged but not received in Aleph, “R”’s them and gives to Alla to be “P” today.

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.

Friday, June 24

Today's "N" Report should be Blank.

Last day to "P" invoices in Aleph--all invoices must be "P" by COB.

Monday, June 27

Today's "N" and "R" reports should be blank.

Michelle does final transfer of appropriate revenue funds to materials.

Tuesday, June 28

Today's "N" and "R" and “P” reports should be blank.

Tricia sets final FY16 departmental balances in the web order systems and Michelle notifies liaisons that their final FY17 balances are available.

Michelle reconciles revenues.

Wednesday, June 29

No staff may log into Acquisitions, Serials, or Administration. Michelle will print all reports first thing in the morning ("N" and "R" reports must be blank).

All Usernames beginning with Z will be disabled and ITD Runs Foundation Fund Reports then Runs End of Year Closeout.

Michelle notifies acquisitions and serials when closeout is completed.

Michelle prints and checks any closeout reports.

Michelle makes any necessary changes to fund codes/names.

Michelle calculates Endowment Fund balances and sets them in Foundation Fund Database.

Darlene sets allocations and over-encumber and over-expend thresholds for books (after closeout is completed)

Thursday, June 30

Michelle checks book allocations.

Michelle moves leftover FY16 transfer funds and sends requests to hold money to Shawn Parker.

Michelle sets over-encumber over-expend thresh holds for transfer and foundation funds.

First day to “R” FY16 invoices.

Tricia sets new FY balances in the web order system.

FY 2014 VISA ordering begins.

First day to pay FY16 invoices in PS and Aleph and submit them to accounts payable.

Friday, July 1

Michelle and Sarah New do Web Order System Closeout.

Tuesday July 5

EDI invoices and shelfready loaders turned back on.

Date Unknown

 Darlene sets allocations for serials.

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 8-July 1 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 8.
If you have any questions please contact me, or Michelle Flinchbaugh
(flinchba@umbc.edu)
Thank you for your patience during this time!
Robin

Aleph Year End Closeout Survey Form