FY2017 YEAR END DEADLINES SUMMARY OF FINANCE DATES Close of stale Spend Authorizations by departments On-Going Close of open PO's/Requisitions $0.00 <= $100.00 (Procurement) Friday April, 14, 2017 Send open PO/Requisition Report to departments to review Friday, April 28, 2017 1st Close of open PO's/Requisitions - Departmental requests Friday May, 19, 2017 (Procurement) Last day for 2017 Requisitions applied to FY17 funds Friday, June 9, 2017 Send open PO/Requisition Report to departments to review - 2nd Pass Friday, June 9, 2017 First day for 2018 Requisitions applied to FY18 funds Monday, June 12, 2017 Last day for 2017 Change Orders applied to FY17 funds Tuesday, June 13, 2017 Last day for 2017 Purchase Orders against FY17 funds Wednesday, June 14, 2017 First Day for 2018 Purchase Orders applied to FY18 funds Thursday, June 15, 2017 Departments to send final 2017 Purchase Order close requests Friday, June 16, 2017 (Procurement) Final 2017 Purchase Orders will be closed (remaining no rolls) Tuesday, June 20, 2017 Final 2017 Requisitions will be closed Tuesday, June 20, 2017 2017 Supplier Invoices to be received in Controller's Office for processing Monday, June 25, 2017 2017 Purchase Orders will be rolled applied to FY18 funds Friday, June 30, 2017 2017 Supplier Contracts will be rolled Friday, June 30, 2017 Create Receipt Task - please mark dates appropriately to when goods/services are received (i.e., <=6/30 or >=7/1) On-Going Final Supplier Invoice/ Expense Report check run for FY17-4PM EST Friday, June 30, 2017 Final Credit Card Transaction Settlement run for FY17-4:30PM EST Friday, June 30, 2017 Last day for 2017 Spend Authorizations Tuesday, June 20, 2017 Blackout travel processing period - Last minute paper SA's will be used and June 21 through June 30, 2017 sent to Expense Desk for processing First day for 2018 Spend Authorizations Saturday, July 1, 2017 Last day for 2017 Expense Reports (includes all FY17 Cash Advance ER's) Tuesday, June 27, 2017 First day for 2018 Expense reports Saturday, July 1, 2017 2017 Spend Authorizations will be mass closed at 5PM EST Wednesday, June 28, 2017 2017 Expense Reports will be closed at 5PM EST Wednesday, June 28, 2017 Cancel all remaining In Progress Spend Authorizations/Expense Reports Wednesday, June 28, 2017 Last day for 2017 PCard charges (Limits reduced to $1.00) Friday, June 9, 2017 First day for 2018 PCard charges (Limits increased to normal) Saturday, July 1, 2017 Last day for 2017 Supplier Invoice/Expense Report (accruals) Friday, July 28, 2017 Prepare daily EIB to un-post Supplier Invoices that relate to prior year 2017 July 1 through July 28, 2017 and move them back from 2018 to 2017 in Workday. Prepare daily EIB to un-post Expense Reports that relate to prior year 2017 July 1 through July 28, 2017 and move them back from 2018 to 2017 in Workday. Close all 2017 rolled Purchase Orders Friday, September 29, 2017 Last day for 2017 Journal Entries Tuesday, July 11, 2017 In Progress Journal Entries will be cancelled Friday, July 14, 2017 Last day for 2017 Budget Amendments Friday, July 7,2017 1 P a g e
All time entries for Pay Period #14 must be submitted and fully approved Thursday, June 29, 2017 @ 2pm Last Pay Period in 2017 (PP#14) closes Thursday, June 29, 2017 Run new fiscal year commitments Saturday, July 1, 2017 First Pay Period in FY2018 (PP#15) opens Thursday, July 6, 2017 Reversal of Deferred Pay Accrual Journal Entry for PP#15 Friday, July 14, 2017 Last day to submit all Payroll Accounting Adjustment for FY2017 Friday, July 14, 2017 In Progress Payroll Accounting Adjustments will be cancelled Saturday, July 15, 2017 Reversal of Deferred Pay Accrual Journal Entry for PP#16 Friday, July 28, 2017 PURCHASING Requisitions: 2017 Requisitions last day to request/approve in Workday = June 9, 2017 2018 Requisitions 1st day to request in Workday = June 12, 2017 (please see attached job aid). Change Orders: 2017 Change Orders last day to process in Workday = June 13, 2017. Purchase Orders/Supplier Contracts: 2017 Purchase Orders last day to process in Workday = June 14, 2017. 2018 Purchase Orders 1st day to process in Workday = June 15, 2017. 2017 Purchase Orders/Supplier Contracts - roll remaining balances in Workday = June 30, 2017. As FY2017 draws to a close on the second anniversary of Workday, the Controller s office is very excited to engage and assist the community through a successful second year end. We are all eager to ensure that FY2018 starts off positive. This means a clean slate in your commitment and obligation reporting!! Based on departmental feedback across the colleges and administrative areas, Procurement Services will be rolling ALL 2017 Purchase Orders/Supplier Contracts in Workday on June 30, 2017. This includes ALL Purchase orders/supplier Contracts with remaining balances at the end of FY2017. Please review the Purchase Orders Obligations - 3/9/17 report at your earliest convenience and run again prior to June 20, 2017 to determine which FY2017 Requisitions and PO s need to be closed so that they are not included in the FY2018 roll forward and encumber next fiscal year funds. Please send an email to the purchasing@fau.edu or your respective Buyer who transacted the purchase order to request the purchase order be closed. CREATE RECEIPT Create Receipt task: 2017 receiving should be done with a date on or before June 30, 2017 for all goods and services that were received on a purchase order prior to June 30, 2017. Last day to receive will be June 30, 2017. TRAVEL & EXPENSE Spend Authorizations: 2017 Spend Authorizations last day to process in Workday = June 20, 2017. o If you are traveling during the last 10 days of June, please be sure to enter your Spend Authorization in advance of June 20th. o If you have urgent travel that comes up last minute after June 20th, please contact the Travel and Expense Desk at 7 3123 or elupo@fau.edu to assist. A paper Spend Authorization form is going to be required that will need departmental Vice President s 2 P a g e
approval to process. o Note All 2017 Spend Authorizations will be closed by June 28, 2017. New Spend Authorizations will need to be processed in July 2018 to reinstate any that still have open travel dates. 2018 Spend Authorizations 1st day to process in Workday = July 1, 2017. o Note Any Spend Authorization for 2018 Travel entered in FY2017 for prepaid travel must be reentered in FY2018 in order to commit the funds in the appropriate period. (Example: Travel date is August 2017. In June 2017, airfare is purchased on a PCard for August Travel. A spend authorization must be created in 2017 for Airfare charges to be processed on the expense report. After July 1, 2017, a new spend authorization must be created to encumber the remaining charges for that August Trip (hotel, per Diem, etc.)) Please pay special attention to all 2017 Spend Authorizations where a Cash Advance was requested. These must be expensed prior to June 28, 2017. Expense Reports: 2017 Expense Reports last day to process in Workday = June 27, 2017 COB - this means fully approved. o All In Progress expense reports will be cancelled by 5PM, Wednesday, June 28, 2017 if not fully approved. New Expense Reports will need to be processed as a result of the cancellations. o ER Specialist will denote a "2017" or a "2018" in the memo field so that accruals can easily be tracked and processed starting July 1, 2017. 2018 Expense Reports 1st day to process in Workday = July 1, 2017. Note for Expense Reports for travel/other expenses occurring in FY2018 but processed in FY2017, please notify Procurement Accounting @ 7 4943 or atramp@fau.edu with supporting documentation of trip dates. Procurement Accounting will prepare a journal entry to establish this charge as a prepaid expense. Additionally, the job aid is attached if departments feel comfortable preparing prepaid journal entries and the corresponding reversing entries themselves. PCard: 2017 PCard charges Last day to use the pcard = June 9, 2017. (Blackout period June 10, 2017 through June 30, 2017) o On an exceptional basis, arrangements may be made to retain a functional pcard for documented business travel, recurring charges, or a critical need during the blackout period. Please send the request along with supporting documentation to schiff@fau.edu. 2018 PCard charges 1st day to use the pcard = July 1, 2017 ACCOUNTS PAYABLE Supplier Invoices: Reach out to your vendors/suppliers and request open invoices and/or statements. Review vendor statements for accuracy and resolve any discrepancies. Request that vendors send invoices as quickly as possible on or after 6/30/17, in electronic format to accountspayable@fau.edu. All remaining 2017 Supplier Invoices should be sent to the Controller s Office to accountspayable@fau.edu. Please designate the invoices as 2017 invoices by writing this on the face of the invoice. AP 3 P a g e
Specialist will denote a "2017" or a "2018" in the memo field so that accruals can easily be tracked and processed. Final processing for all 2017 invoices in Workday = Friday, July 28, 2017. All Construction invoices should be submitted for processing. Please also supply any estimated trailing costs to be accrued. Note If trailing invoices continue to be received throughout the months following July 28, 2017, please still mark them as 2017 invoices and send to the Accounts Payable. Accounts Payable will manually accrue the charges back to the appropriate year if material. Also, Accounts Payable will continue to process invoices throughout the period. PROCUREMENT ACCOUNTING Prepare daily EIB to reverse Supplier Invoices that relate to prior year 2017 and move them back from 2018 to 2017 in Workday. Prepare daily EIB to reverse Expense Reports that relate to prior year 2017 and move them back from 2018 to 2017 in Workday. JOURNAL ENTRIES Last day to process in Workday = Tuesday, July 11, 2017. o Note All in Progress transactions will be cancelled by COB Friday, July 14, 2017 if not fully approved. A notification will be sent out prior to cancellation. BUDGET AMENDMENTS Last day to process in Workday = Friday, July 7, 2017. PAYROLL Payroll Accounting Adjustments (PAA): Last day to process in Workday = Friday, July 14, 2017 @12pm. Access will be removed at that time. o Note: All in Progress transactions will be cancelled Saturday, July 15, 2017 if not fully approved. Access will be reinstated on Monday, July 17, 2017 for FY2018 PAA s. POINTS OF CONTACT Department Procurement Services: PCard Purchasing Accounts Payable Procurement Accounting Travel and Expense Financial Accounting: Assets Accounting Journal Entries Point of Contact Michael Cooper @ cooperm@fau.edu or 7 2917 Ed Schiff @ schiff@fau.edu or 7 3081 Carolyn Bethmann @ cbethmann@fau.edu or 7 2608 Kathy Tetreault @ ktetreau@fau.edu or 7 3122 Aaron Tramp @ atramp@fau.edu or 7-4943 Eric Lupo @ elupo@fau.edu or 7 3123 Desislava Angelova @ dangelov@fau.edu or 7 4356 Amanda Williams @ amandawilliams@fau.edu or 7-4771 Steven Goldberg @ goldbergs@fau.edu or 7 4610 Shane Siewbally @ ssiewbal@fau.edu or 7 4638 4 P a g e
Payroll & Timekeeping: Rosa Naujoks @ rnaujoks@fau.edu or 7 2035 Payroll Annie Yahinian @ ayahinia@fau.edu or 7 4273 Timekeeping Anely Cabrera cabreraa@fau.edu or 7 2862 Payroll Accounting Andrea Frey @ freya@fau.edu or 7 3609 Budget Milena Alban @ malban@fau.edu or 7 2804 HUMAN RESOURCES WORKFORCE ADMIN & RECORDS CONTROL/RECRUITMENT SERVICES Last start date available for the fiscal year on any HIRES or ADD JOBS is 6/23/17. In order to have a start date between June 19-23, 2017 the Workday business process must be finalized by 6/14/17. There will be a hiring/add job freeze for individuals where they cannot begin work between 6/24/17-6/30/17. They can resume hiring/starting add jobs effective 7/1/17. The deadline to submit Data-Extend Assignment/Appointments (through Change Job) is 5/28/17 to be effective 7/1/17. CLASSIFICATION & COMPENSATION June 23rd is the last pay date in the current fiscal year (FY17). Request Compensation Change or One- Time Payment requests with an effective date of 6/18/17 and beyond will be paid in the next fiscal year (FY18) beginning with Pay Period 14. All new perquisite forms to be effective in FY2017 must be received by 6/14/17 Ethics Commission/Human Resources: Financial Disclosure statements must be returned/postmarked by those employees that receive them to the Commission on Ethics no later than July 1st. Those who are required to complete this will have received the documents in the mail previous to this date. If replacement documents are needed please contact Michael Davis in Human Resources. COSTING ALLOCATIONS Costing Allocations of all Grant Funded Positions (Faculty/AMP/SP) and Jobs (Student/OPS) are required to be continuous, i.e. allocations ending 6/30/17 MUST have a proceeding allocation created with a 7/1/17 effective date. If the Position or Job is NOT Grant Funded, the end date should remain blank POINT OF CONTACT For all questions relating to Human Resources year end dates and deadlines, please contact Michael Davis @ mdavi145@fau.edu or 7 3026. 5 P a g e