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.