Fiscal Year End Controller’s Office Leanne Marden May 11, 2016

F&A Advisory Meeting - May 11, 2016 Closing Dates for Fiscal Year 2016 University-wide Master Calendar All campuses (A, B, D, L, W + S) All system modules (GL, A/P, EX, AM, BuyWays, Grants, Payroll, SF, etc.) UMass Boston Year-end Activities Admin. Offices (Controller’s, Purchasing, OBFP, HR, ORSP…) Review Last Date for Action Items Leanne Marden, Controller’s Office UMass Boston Departments

 The dates listed below apply to campus-based state and non-state funds; they do NOT apply to grants and contracts that continue beyond June 30,  The dates apply to financial business for FY 2016 (goods or services provided by 6/30/2016).  The dates do NOT apply to FY 2017 financial business (goods or services provided on or after 7/1/2016).  Future communications will inform departments of processes & timelines for FY 2017 business. Closing Dates for Fiscal Year 2016 Leanne Marden, Controller’s OfficeF&A Advisory Meeting - May 11, 2016

Closing Dates for Fiscal Year 2016 Leanne Marden, Controller’s Office TRANSACTION TYPE & DEADLINE DETAILS F&A Advisory Meeting - May 11, 2016 PERSONNEL ACTIONSNo applicable due dates at this time; however please remember that no ePAFS for grant and CC positions will be processed without an end date. TRAVEL Wednesday, June 8 -Travel Authorizations, Expense Reports & Supporting Documentation must be to the Controller’s Office by 6/8 for payment with the Friday, 6/17 paycheck, to process against FY 2016 budgets. -On-Line Expense Report entry must be completed by 3:00 PM. No on-line entry after 6/8. -All outstanding cash advances for completed travel must be reconciled with expense reports to the Controller’s Office by 3:00 PM -CASH ADVANCES WILL NOT BE AVAILABLE FOR DISBURSEMENT AFTER WEDNESDAY, 6/8. -Cash Advances will be available again on Tuesday, 7/5. VENDOR PAYMENTS Friday, June 17 Vendor invoices for purchase orders and disbursement vouchers to the Controller's Office (for processing against FY2016 budgets) JOURNAL ENTRIES/RECHARGES Friday, June 24 Journal entries/recharges to the Controller's Office BUYWAYS Thursday, June 30 Friday, July 1 - Requisitions in an approved status with a valid budget prior to 12:00 Noon will be sourced to a purchase order and issued to the vendor. You may continue to enter requisitions on BuyWays but your purchase order will not be exported to PeopleSoft for encumbering until Wednesday July 1 st against FY17 budgets. - All purchase orders with an open balance (not paid) will be disencumbered from FY16 budgets and re-encumbered against FY17 base budgets.

Closing Dates for Fiscal Year 2016 Leanne Marden, Controller’s Office TRANSACTION TYPE & DEADLINE DETAILS F&A Advisory Meeting - May 11, 2016 PROCARD Wednesday, June 22 Friday, July 1 Monday, July 11 All charges should be reallocated and/or ‘approved’ as soon as they post in the Procurement Card Center to allow for timely processing. - We recommend you complete your FY16 ProCard purchases prior to June 22 nd to allow time for most suppliers to submit their charges to CitiBank. - Final bank feed [from Citibank] for FY16 transactions. Transactions not posted to Citibank by June 30 th, will be FY17 transactions. - FY16 On-line ProCard reallocations (available transactions in the Procurement Card Center only) FY16 CLOSING Friday, July 15Final FY2016 Closing of the Financial System JUNE MONTH-END REPORTS Monday, July 18 Final FY2016 (June) Month-End reports available in PS-Finance